Operating in a heavily regulated industry, J.B. Hunt must store data securely and for the prescribed period. How could the company ensure that it was managing content in an efficient, compliant way?
J.B. Hunt designed new data retention and management processes built on IBM information lifecycle governance solutions, helping drive better decisions about managing, retaining and disposing of data.
Easescompliance with data-retention regulations
94.2%reduction in amount of data unnecessarily stored cuts costs and risk
Takesthe headache out of audits by providing a clear track record and reporting
Business challenge story
Weathering a regulatory storm
In recent years, companies across all industries have been hit by wave after wave of regulations. For large firms such as leading transportation provider J.B. Hunt Transport, Inc., the pressure is particularly intense, as the consequences of non-compliance can be severe.
Candace McCabe, an Information Services Consultant employed by J.B. Hunt, takes up the story: “As organizations amass information for analytics purposes, data retention and security have become hot topics for regulators. To comply with the latest rules, we need to ensure that data is stored appropriately for the prescribed period of time and promptly deleted thereafter.
“Given the size of our company and the amount of data we hold, trying to manually enforce data-retention policies was expensive and time-consuming. What’s more, the risk of error was high. To meet current and future regulatory requirements efficiently and effectively, we envisioned a slick, compliance-driven process to govern data retention. For help on the journey, we needed the right technology and the right support.”
Choosing the right route
J.B. Hunt engaged Estuate, an IBM Business Partner, to deploy IBM® InfoSphere® Optim™ Archive and IBM InfoSphere Optim Test Data Management. Additionally, J.B. Hunt called on Integro, another IBM Business Partner, to implement IBM StoredIQ® Suite and IBM StoredIQ for Legal.
“Both Estuate and Integro provided us with excellent support as we translated our requirements into a robust information lifecycle governance strategy,” continues Candace McCabe. “They helped us put together a roadmap and acquire the tools we needed to deliver the strategy.”
The IBM solutions are helping J.B. Hunt to lay the foundation for a more consistent approach to information management across the enterprise.
The company uses StoredIQ Suite to explore unstructured data and build a better understanding of each type of document and the information it contains. For structured content, J.B. Hunt takes advantage of IBM InfoSphere Optim Archive to execute retention rules for archiving, purging, and enforcing legal holds on data stored across different databases and platforms.
In cases where there is operational, legal or contractual value in retaining certain documents, the company has established retention policies for this content, which it uses to support efficient, compliant and defensible disposal of data once it is no longer needed or required to be held.
With StoredIQ for Legal, the Information Systems team at J.B. Hunt communicates to custodians whether the data should be retained or released from hold protocols. The company also uses InfoSphere Optim Test Data Management to enforce data privacy policies.
“Estuate’s deep knowledge of the InfoSphere Optim products accelerated our learning curve, helping us become self-sufficient in our use of Optim within just three months,” remarks Candace McCabe. “Integro provided invaluable support in helping us incorporate both structured and unstructured data into our retention policies.”
Driving smoother compliance and cost savings
With its suite of IBM Analytics solutions, J.B. Hunt is building a holistic, policy-driven approach to retaining structured, semi-structured and unstructured data. Tackling each data category individually, the company aims to overhaul its approach to information lifecycle governance across all parts of the business.
J.B. Hunt has started with legal holds—the targeted retention of data that may be relevant to a legal matter, or that could constitute useful evidence in a legal proceeding.
“In the past, we held more data than needed for legal holds because we were not able to be as selective or precise in effectuating the holds,” recalls Candace McCabe. “With our new robust approach to information lifecycle governance built on IBM Analytics solutions, we have been able to identify and remove data that is not actually subject to a legal hold, reducing the total volume of legal-hold data we store by 94.2 percent. By avoiding the storage of data beyond its useful life, we unlock valuable cost savings.
“Critically, I have peace of mind that we are managing and retaining data in line with our internal policies and relevant regulations. With automated reporting and a full audit trail of how each piece of information has been stored, meeting compliance and auditing requirements will be so much easier.”
By removing obsolete information, J.B. Hunt has reduced the amount of data involved in its analyses—cutting query times. As a result, the company can accelerate time-to-insight and focus on the information that matters.
Candace McCabe concludes: “With IBM, Estuate and Integro, we have transformed our approach to information lifecycle governance—easing compliance and audits and saving money. We look forward to reaping the fruits of our efforts as we expand the IBM Enterprise Content Management solutions into more areas of our business.”
About J.B. Hunt Transport, Inc.
One of the largest transportation companies in the United States, J.B. Hunt Transport Services, Inc. is a Fortune 500 Company employing more than 15,000 people and generating annual revenues of approximately USD 6.2 billion. J.B. Hunt is greatly accelerating its investment to create modern, technology-driven supply chain solutions for all its customers.
- InfoSphere Optim Test Data Management Solution - Custom
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IBM Analytics offers one of the world's deepest and broadest analytics platform, domain and industry solutions that deliver new value to businesses, governments and individuals. For more information about how IBM Analytics helps to transform industries and professions with data, visit ibm.com/analytics. Follow us on Twitter at @IBMAnalytics, on our blog at ibmbigdatahub.com and join the conversation #IBMAnalytics.
For more information about how IBM StoredIQ Suite addresses the problems that challenge records management, electronic discovery, compliance, storage optimization and data migration initiatives, visit: http://www-03.ibm.com/software/products/en/storediq-suite
A global IT services company, Estuate was founded on the simple premise that clients value a partner that is adept at technology and business alike, and is highly responsive to their needs. Estuate specializes in four key areas: Product Engineering Services, Information Lifecycle Governance & Security, Technology Applications Implementation, and Big Data and Business Intelligence. To learn more about Estuate visit www.estuate.com
Integro is an award winning, industry recognized products and services firm specializing in Information Governance, Enterprise Content Management, and Content Security solutions. Since 1995, Integro has been delighting clients with technology solutions that support defensible disposal, minimize risk, reduce eDiscovery and storage costs, ensure compliance, govern email records, and enable auto-classification. Integro is proud to be named a Top ECM Consultant by research firm, Clutch, a “Cool Vendor” by analyst firm, Gartner, and a Worldwide Governance award-winner by IBM. Learn more at www.integro.com