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Table of Contents I Terabyte Tester Program Welcome ………………………………….………….……………..…………………. 3 Sample Daily Workflow …..……….………………….…………………….…. 5 Phase 1: Data Selection and Configuration …………….……….…. 6 Phase 2: Scanning and Analysis ……………………………..………….. 11 Phase 3: Reporting and Review …………………………………..……. 23 Phase 4: Closing the Terabyte Tester .………………………………. 24 Frequently Asked Questions ……………………………….……………. 25 Page 2 Ai Data Optimization Terabyte Tester Program
Welcome I Terabyte Tester Program Welcome to the Ai Data Optimization Terabyte Tester Program. This will be a rapid and innovative one-week to two-week experiential approach, introducing you to the world’s most advanced and comprehensive solution for transforming unstructured data into actionable smart data. During the Tester Program, you will analyze up to 1 Terabyte of your data, staged and copied to a secure location, with surface (metadata) and deep (content) scanning to: ● Find redundant, obsolete, or trivial (ROT) data. ● Clarify data ownership and custodial responsibilities. ● Uncover hidden risks and vulnerabilities. ● Identify opportunities for cost savings and return on investment. The Terabyte Tester Program is delivered via a secure Powered by PremCloud SaaS tenant that will be set up just for you. Powered by PremCloud staff will be with you every step of the way to help guide you toward success. From selecting and staging data for analysis to directing you through scanning and processing data and reviewing and executing the desired actions, an expert will always be at your side. The following generalized Terabyte Tester Program steps will help you achieve success with Ai Data Optimization: 1. Data Set for Analysis Identify a data set you want to analyze with the Ai Data Optimization solution. This should be a sample of your generated unstructured data (up to 1 Terabyte) copied into a secure and stable location (separate from your mainstream production data stores). We will review the potential data set with you to help you select data representative of your data estate. Staging the data for this process separately will allow you to evaluate the security and privacy of the program, as well as test solution functionality before using it in production. 2. Accounts and Remote Access A service account will be used to access the Web UI for Ai Data Optimization. A secure remote access connection between your data set repository and the Terabyte Tester SaaS tenant will be established. Connections and access will be specific to each single-tenant customer environment. 3. Firewall Rules and Settings Certain ports, protocols, and resolvable names or IP addresses may be needed to enable secure connections from your data set to the Terabyte Tester SaaS tenant. 4. Process Time While each data set and connection conditions will vary, a Terabyte Tester Program from onboarding to scanning, analysis, reporting, and review is generally expected to be about 1-2 weeks. A more detailed example of a work plan is in the “Sample Daily Workflow of the Terabyte Tester Program” section. Page 3 Ai Data Optimization Terabyte Tester Program
5. Support During the Terabyte Tester Program, you will receive support through direct contact with your Account Manager and a Program Technical Resource engineer. 6. Post Terabyte Tester The Terabyte Tester SaaS tenant can be transitioned to a production-level Ai Data Optimization SaaS deployment, expanded, and configured to other data sets and repositories in your environment. Alternatively, Ai Data Optimization can be deployed in your tenants and sites architected to your environment's needs to take on all aspects of data content analysis. 7. What’s next? Let’s get started. The following more detailed program tasks will guide you to success. You are ready to begin once you have staged the data and granted connectivity and access rights. Ai Data Optimization is intuitive and easy to use, requiring no complex training in advance. After completing the Terabyte Tester Program, you will have [1] all of the information necessary to leverage the benefits Smart Data can bring to your organization, [2] a strong awareness of the ROI you can drive as part of the process, and [3] valuable insight into how you can quickly define rules to apply tags and collections to enable the power of actionable smart data. To move from the Terabyte Tester Program to a production deployment, you must consider scale and timeline, particularly how much data you would like to convert to Smart Data and how quickly you would like to get started. Page 4 Ai Data Optimization Terabyte Tester Program TB Tester Stage Duration Activities Phase 1 Define, Connect, Establish 1-2 days Data Set defined, secure connections, set baseline. Phase 2 Scan, Identify, Analyze 2-4 days Smart, Deep, Ai Scans. Results, tags, and Collections Phase 3 Report, Review 1-3 days Data types, owner/custodial, ROT, analysis, and review Phase 4 Conclusions, Closure 1-2 days Wrap up, clean up, and Completion
Sample Daily Workflow I Terabyte Tester Program Activity Task Phase 1: Kickoff Meeting Day 1 Review Purpose, Discuss process & methodology Review Requirements Set Goals & Success Criteria Identify data sets, staging locations & connectivity options Questions & Answers Set Requirements Meeting timing Requirements Meeting Day 1 Review data content sets and finalize. Review data staging options and location Review connectivity options, timeline, duration Establish a secure web login to the solution Review basic configuration parameters Questions & Answers Set Readiness Check timing Readiness Check Day 2 Verify data set staging, location, access rights Verify connection to data set for the Tester Set Terabyte Tester Commencement date Confirm all Goals & Success Criteria for the Terabyte Tester Phase 2: Commencement Day 3, 4 Perform Initial metadata Surface Scan(s) Review initial metadata scan results Initiate Deep Scan of content Perform Intended Identification Scans Apply Tags, Classify Review Collections Phase 3: Report and Review Day 5 Review data insights from Scans, Identify ROT Review ROT results for possible cost savings Review Tags and Collections Review reports and results Discuss potential for actions from scans, analysis, classification, and ROT Phase 4: Conclusion and Closing Day 5 Final Review and Recommendations Potential Follow-up Actions and Next Steps Clean up of Terabyte Tester SaaS Any desired data set cleanup from the reference repository Final cleanup and removal of connections Page 5 Ai Data Optimization Terabyte Tester Program
Phase 1 I Data Selection and Configuration Phase 1 of the Terabyte Tester program is focused on selecting and staging your data to be scanned and securing connections between the Ai Data Optimization SaaS environment and your environment. Data Selection and Staging You will work with Ai Data Optimization for up to one terabyte of your data. You can select any mix of unstructured or semi-structured data types, from PSTs to PDFs, config files to CSVs, docs, spreadsheets, log files, and more. ● You select up to 1 TB of total data to be analyzed. Data should not be encrypted or password-protected to be thoroughly analyzed. The sample data should be unstructured data representative of what your corporate users generate from typical business applications and daily usage. If you have questions about data selection, please consult with your Powered by PremCloud Technical Contact. ● Copy the files to a location that can be accessed remotely (as described in the next section) and is isolated from mainstream end-user access and usage. Selecting data from diverse data silos can sometimes provide better insight into the types of data that users are creating, storing, and accessing, providing better overall insight for future planning. ● The files should be accessible via a UNC path for scanning. To more closely mimic the broader storage landscape within your organization, a separate share should be created for each copied data set. IMPORTANT – For the best experience copying your files into your staging location, use a method that preserves file attributes such as created and last modified date, creator/owner SIDs, etc. This will allow you to fully explore the features and functions of the Ai Data Optimization tools to classify information based on age, ownership, and other metadata. While many storage administrators may have their preferences based on past experiences, some of the more common options are robocopy, richcopy, rsync, and emcopy. If you are uncertain how to proceed, your assigned Powered by PremCloud Terabyte Tester delivery expert will gladly help. On the next page is a brief questionnaire you can review with your business/data ownership team to help you prepare and correctly stage data for use in the Terabyte Tester Program. This information can be filled out and provided ahead of time or reviewed in detail during the initial sessions with your Powered by PremCloud technician. Page 6 Ai Data Optimization Terabyte Tester Program
Page 7 Ai Data Optimization Terabyte Tester Program Terabyte Tester Data Staging Worksheet Client Details Company Contact Person Contact Email Contact Phone Engagement Details Start Date Estimated Duration 1 Business Week Target Data Size 1 Terabyte Data Staging Checklist Is the Staged Data a representative sample of unstructured Corporate Data? Y: ☐ N: ☐ Does the Staged Data include a mixture of both active and inactive data? Y: ☐ N: ☐ Does the Staged Data consist largely of user-generated, flat files? Y: ☐ N: ☐ Was the Staged Data copied from multiple sources (1-4 locations)? Y: ☐ N: ☐ Does the Staged Data span a variety of file types and sizes? Y: ☐ N: ☐ Is the Staged Data expected to have low sensitivity? Y: ☐ N: ☐ Data Access Requirements Is the Staged Data accessible via a UNC (Windows Share) path? Y: ☐ N: ☐ Is the Staged Data broken into multiple (Per-Source) Shares? Y: ☐ N: ☐ Is the account granted “Read” permissions (Share & NTFS) for Ai Data Optimization? Y: ☐ N: ☐ Is the account granted “Full” (Read & Write) permissions (Share & NTFS) for Storage Optimization Processing? Y: ☐ N: ☐ Is the account granted “Full” (Read & Write) permissions (Share & NTFS) for ROT? Y: ☐ N: ☐ AI Data Processing Targets File Share Details (Read-Only) Staged File Server IP Address Share Name Service Account File Share Details (Full Access: Read & Write)
Remote Access Configuration For the Terabyte Tester Program, Ai Data Optimization is made available by Powered by PremCloud as a secure SaaS solution. Your data set will remain in your environment. For the duration of the Terabyte Tester program, a secure and encrypted communication tunnel must be established to scan the data. ● Powered by PremCloud staff will work with you to establish the connection using the mechanism of your choice (VPN / IPSec tunnel, etc.) ● Your files will neither be stored in the Ai Data Optimization SaaS solution nor in Powered by PremCloud’s data center. The secure connection will be used to: o Scan files in place. o Collect metadata and attribute information. o Develop an index of the files for analysis in the Ai Data Optimization web interface. ● Traffic flowing between Ai Data Optimization and your environment is encrypted in transit, and index and metadata are encrypted at rest. ● All index information, configuration, and metadata are securely deleted from the Ai Data Optimization SaaS at the end of your Terabyte Tester Program period. If you choose to migrate the results of Terabyte Tester to a production deployment, appropriate backup/restoration steps and processes will be taken to bring that information to a production deployment. Page 8 Ai Data Optimization Terabyte Tester Program Staged File Server IP Address Share Name Service Account File Share Data Details Share Name Data Size (GB) File Count (000’s)
Ports and Protocols To experience the Ai Data Optimization SaaS solution and to leverage its ability to process and analyze your data, the following ports and access are required: ● Port 443- HTTPS secure web interface access to Ai Data Optimization (HTTP access [port 80] is not allowed). Modern browsers (Chrome, Edge, Firefox) are supported. ● Port 139/445 - For access to a Windows-based UNC share of your data Remote Access Account To ensure site-to-site connections are authenticated to a specific service account, you must supply the credentials for the service account that can connect and scan the location where the files are stored. ● This service account must be able to connect to the data storage location via your VPN or preferred mechanism. ● This service account should only have permission to the file share where the test data is located. ● Multiple service accounts may be configured to support different access levels to staged data shares. ● You may provide the account name and password at the point of connection when the test period begins. Ai Data Optimization Web Interface The Ai Data Optimization web UI will be the configuration and administration interface used for the duration of the Terabyte Tester. Local authentication to the web UI will provide the universal compatibility required while avoiding the often burdensome approval process necessary for integrating with corporate directory services systems that wouldn’t be worthwhile for a weeklong engagement. Access to the web UI will be provided during the setup and connection configuration period. o A URL will be provided to the Ai Data Optimization web-based UI. o Login credentials will be provided at the time of the connection. On the next page is a brief questionnaire you can review with your Networking & Information Security team to help you prepare the connectivity and secure remote access necessary to scan and analyze the data you selected for the Terabyte Tester Program. This information can be filled out beforehand and provided via Powered by PremCloud’s secure file transfer solution, or it can be reviewed in detail during the initial sessions with your Powered by PremCloud technician. Page 9 Ai Data Optimization Terabyte Tester Program
Terabyte Tester VPN Gateway Information Client Details Company Contact Person Contact Email Contact Phone Client VPN Gateway Details VPN Gateway Manufacturer (Palo Alto, Fortinet, Cisco, etc.) VPN Gateway IP Address Commission Date Decommission Date Powered by PremCloud Gateway Details VPN Gateway Manufacturer VPN Gateway IP Address IKE (Phase 1) Parameters IKE Version (e.g., V1, V2, etc.) IKEv2 Key Exchange Encryption Algorithm (e.g., 3DES, AES-256, etc.) AES-256 Authentication / Data Integrity Hash Algorithm (SHA1, MD5, SHA256, SHA384, SHA512) SHA384 Diffie-Hellman Group for IKE SA (1, 2, 5, etc.) 20 Authentication Method (Pre-Shared Key, Certificates, RSA, PSK) PSK Lifetime of IKE SA (in seconds, for example, 86,400) 86400 IPSEC (Phase 2) Parameters ESP Transform Encryption Algorithm (e.g., 3DES, AES-256, etc.) AES-256 Authentication / Data Integrity Hash Algorithm (SHA1, MD5, SHA256, SHA384, SHA512) SHA384 Diffie-Hellman Group for Perfect Forward Security (if PFS is used) 20 Lifetime of IPSEC SA (in seconds, for example, 28,800) 28800 Protected Networks (Encryption Domains) Powered by PremCloud Networks IP Hosts IPv4 Address (Remote) Ports Required Client Network IP Hosts IPv4 Address (Remote) Ports Required Terabyte Tester Staged File Server #1 Terabyte Tester Staged File Server #2 Terabyte Tester Directory Services Server #1 Terabyte Tester Directory Services Server #1 Page 10 Ai Data Optimization Terabyte Tester Program
Phase 2 I Scanning and Analysis Phase 2 is where the magic happens. Working with your Powered by PremCloud resource, you will leverage various Ai Data Optimization functions to gain tremendous insight into and enrich your data. These will be performed in three (3) main steps: 1. Scanning - Surface, Deep, Analysis and Tagging 2. Reporting Review - Topical and content reports, classification, review 3. Actions Roadmap - Potential actions to take, ROT removal, retention, disposition Scan and Analysis Typically, three levels of scanning will be performed. Two levels are specifically for data identification and processing. A third level entails scanning for specific conditions and applying tags and classification as required. ● Surface Scan A Surface Scan (“metadata”) examines files to collect basic information on file types, description(s), owner/custodian, location, and date/time stamps. ● Deep Scan Following a surface scan, a Deep Scan will perform a deep content scrape and indexing to develop and allow for full content search capabilities of the scanned data and files. This can also involve OCR (optical character recognition) processing to extract text structures from non-text-based file types. ● AI Scan Applying deep analysis via Ai Large Language Models, scan for attributes such as redundant/outdated/trivial (ROT) data, review the data for adapting to learning models and patterns, and interrogate for PII, PCI, HIPAA, and other regulatory sensitive data. In AI scans, files can be tagged based on the analysis performed to enable further review, analysis, or decisions about remediation for cost savings. Tags can quickly identify data for functions such as assigning items to a Collection. Page 11 Ai Data Optimization Terabyte Tester Program
Surface Scan The following quick reference workflow will enable a rapid path to a successful Surface Scan. This assumes you are logged into the Ai Data Optimization UI. Additional screen views and panels will be available in the solution documentation. Performing a Surface Scan 1. Click the “Hamburger” icon on the left from the Ai Data Optimization UI to open the menu. Select “Scans,” then click “Create a new scan.” 2. Configure the Scan by completing the step-by-step wizard. a. Select the Connector that will perform the scan. b. Provide the UNC path for the location to be scanned (the Connector will verify the path as you enter it.) c. Specify credentials for an account that has read access to the target location (the Connector will test the credentials as you enter them.) Page 12 Ai Data Optimization Terabyte Tester Program
d. Provide some information about your cost basis for the storage being scanned to enable real-time calculations of potential savings. e. Finally, provide a unique name and description for the Scan for later reference. Page 13 Ai Data Optimization Terabyte Tester Program
3. Use the Scan screen to review, edit, start, or stop your configured scans. The scan process will be updated in real-time, and an indicator will appear when the scan is complete. 4. When the surface scan is complete, select the triple dots to the right of the selected scan name and select “Solo in Data Optic” to review the initial scan results. 5. From the Data Optic view, you can Explore data by timeline, file listing, found duplicates, and various data sorting and filtering panels, and kick off additional scan types to gain even deeper understanding and control of the data. Page 14 Ai Data Optimization Terabyte Tester Program
Reviewing the Scan (Explorer Menu) 1. Data Filtering Select additional scans to add to the review and/or apply filters to target specific data for analysis. 2. Overview Provides graphical views of data by age, file type, and certain tag types (when applied). 3. Files Browse the files processed in the scan. You can view metadata about the files and a preview of the content (as available). 4. Duplicates Will list available duplicate files found when analysis scans are performed. 5. Ownership Provides a breakdown of the users and groups that have permission to the scanned files. This option requires ingestion of a lightweight directory import file (LDIF) that your Powered by PremCloud associate can help you create. Page 15 Ai Data Optimization Terabyte Tester Program
Enrichment and Classification (Analyze Menu) 1. Deep Content Perform Deep Content scanning to calculate HASH values for deduplication and create a comprehensive, searchable index of textual content within files. 2. Images Employ AI computer vision models to perform optical character recognition (OCR) to extract text from images and identify and describe image contents. 3. Classification For sorting and classifying files by attributes and comparing them to models for classification, such as redundant, obsolete, or trivial data based on rules, you can tune as needed. 4. Data Ai Advanced classification and identification of data through established Large Language Models as well as customized and training models appropriate to your organization. 5. Data Ai Model Training Customization of a model to train for data classification using your examples. Enrichment and Classification The next step after surface scans, the “deep scan” and analysis options fully index file contents to allow for duplicate detection and image analysis and to begin transforming unstructured data into actionable smart data. A brief review of the menus for Enrichment and Classification will help you start the next level of analysis. Full views, panels, and descriptions are available in the solution documentation. Exploring Enrichment Options 1. When viewing data from a surface scan, select the “Analyse” menu and click “Deep Content.” Page 16 Ai Data Optimization Terabyte Tester Program
2. Provide a name and description for the deep content analysis, then click “Start Analysis.” 3. The deep scan analysis will run in the background, and its real-time status will always be available on the Data Intelligence screen. a. Re-entering of credentials is not needed here; deep scans, ROT scans and other analyses will use the encrypted credentials provided for the associated surface scan(s). Exploring Classification Options 1. From the same “Analyse” menu, select the “ROT Classification” option to launch a scan for Redundant, Obsolete and Trivial files within the data set. Page 17 Ai Data Optimization Terabyte Tester Program
2. Select the conditions for the ROT classification run based on your rules for deduplication, date ranges, and so on. a. Tag the “golden copy” of Duplicate files by date type (created, modified, or last accessed) and order (newest or oldest). b. Choose the date cutoff and date type to identify Obsolescence criteria. c. Specify rules for Trivial data declaration by file type designation. d. Apply an “Analysis Name” and an “Analysis Description, “then click “Start Analysis” to initiate. e. If not already completed, a “Hash” Scan will automatically be performed to allow for the identification of duplicate files before processing the ROT classification. 3. To review the results of the “Enrichment” and “Classification” scans, return to the “Explore” section of the Data Optic when the scan is complete. For example, click on the “Duplicates” option of the “Explore” menu to see that duplicate files have been detected and the “golden copy” has been tagged by the ROT analysis. Page 18 Ai Data Optimization Terabyte Tester Program
Data AI Scan Additional classification options on the “Analyse” menu apply artificial intelligence (AI) models to identify potential risks in the data set. In this example, the “Sensitive Data Classification” will be used. 1. On selecting the “Sensitive Data Classification,” an expanded menu of relevant “Regulations” is presented to choose which regulation(s) should be applied to the data set being analyzed and reviewed. 2. Select the appropriate regulations from the available list (most-used regulations are at the top). 3. Drop down the “Customise” section to fine-tune your selections from among dozens of types of sensitive information to seek. Page 19 Ai Data Optimization Terabyte Tester Program
4. Apply an “Analysis Name” and “Analysis Description,” then click “Start Analysis” to process the scan. 5. Results will be available in the “Explore” section of Data Optic, where you can view and click through various graphical representations of the data, applied tags, etc. 6. From the “Explore” menu, select “Files” or “Duplicates” to sort and review applicable results, which will include previous information from the surface and deep scans, as well as new information such as classification tags applied by the ROT or Sensitive Data analysis. Reviewing, Creating, and Applying Tags 1. From the “Hamburger” icon on the left, select “Tags.” a. This will present the complete list of pre-defined and custom tags. Definitions are provided for system tags, and a count of files (if any) with that tag applied is shown. Page 20 Ai Data Optimization Terabyte Tester Program
2. Click the desired Tag(s) and then select “Add to current filters” to filter the list in the “Explore” or “Duplicates” sections of the Data Optic based on Tag(s). 3. System tags are applied by analysis jobs (ROT, Sensitive Data Classification, etc.) To manually apply tag(s) to a single file, select it in the “Files” list in the Data Optic and then select the “Tags” option in the sidebar. Type the first few letters of the desired tag to see a list of tags starting with those letters, click the desired Tag, and click ‘Add Tag.’ The same method can be used to add the document to a Collection. 4. To apply tag(s) to multiple files, use the process described below for “Collections,” but select “Tags” after clicking the “+” icon instead. Page 21 Ai Data Optimization Terabyte Tester Program
Creating a File Collection A “Collection” is a sorted and filtered data set from classification scans or manual declarations, tags, and assignments. 1. Click the “Collections” menu option to review or create a collection. 2. Collections will be listed with the count of files (if any) each includes and the scan(s) where the files originated. Click “Create new collection” to customize your own: a. Enter a “Name” b. Enter a “Description” c. Click “Create a new collection.” 3. To add a set of data to a collection, select a result set by filters, tags or by exploring files and selecting from the list of files available in Data Optic. 4. With the data set filtered, tagged, or selected, click on the “+” icon in the “Current Data Set” section in the upper right, select the “Collections” option, begin typing in the name of a collection, and select from results. The same method can be used to apply Tags. 5. Once the desired collection name is selected, click the “Add to Collection” option. 6. When returning to the “Collection” screen, the count of files and scans are updated to show the results. Page 22 Ai Data Optimization Terabyte Tester Program
Phase 3 I Reporting and Review Reporting for the Ai Data Optimization Terabyte Tester Program will be used to provide summary results for downstream review and analysis and provide further context on what was achieved. While many options can be integrated with Ai Data Optimization, two portals will be leveraged during the Terabyte Tester. The custom monitoring and reporting capabilities are near limitless, but the focus will be on documenting the activities performed during the Terabyte Tester Program, including: ● Number of items scanned and summary of volume of data ● Processing status ● Timetable of results processing ● Histogram and data type results ● Duplication information ● ROI from ROT and Storage Optimization ● Insights derived from the Ai Data Optimization Based on the review of reports and results, proactive action plans can be made for the data based on the potential for cost savings from eliminating ROT and other activities. Page 23 Ai Data Optimization Terabyte Tester Program
Phase 4 I Closing the Terabyte Tester Trial Program Upon completing the Terabyte Tester Program, your original sample data set in the UNC path(s) of your environment is left intact. All metadata, database records, index content, tags, collection identifiers, and any report data will be entirely wiped from the Terabyte Tester tenant, and the tenant will be reset. No remnants of the Tester Program will be left behind. To wipe the environment, the following actions will be taken: ● Removal of all indexing content, all search results, and any search queries generated ● Metadata and database records that were generated and stored in the Terabyte Tester database structures will be deleted and destroyed ● All reporting results and any collections details and comparison data will be purged ● Any tags, analyses, results files, exported source data, and all other data from the duration of the Terabyte Tester program will be deleted and wiped from the tenant used after your program time. Please refer to your Account Manager if a more definitive data removal and wiping statement is needed. Support During the Terabyte Tester Program During the Terabyte Tester Program period, your primary interaction for support will be with your Account Manager and an assigned Powered by PremCloud Technical Contact. Support Portal The Powered by PremCloud Support Portal remains your traditional mechanism for all support matters outside the Terabyte Tester program. This will include support for all Production deployments of the Ai Data Optimization solution. Page 24 Ai Data Optimization Terabyte Tester Program
Frequently Asked Questions I Terabyte Tester Program Below are answers to some frequently asked questions about the Terabyte Tester program. General Questions 1. How Long Does the Test Period Last? Once the prerequisites are established, the testing process will generally last about 1-2 business weeks. This provides ample time for us to walk you through meeting the goals established at the outset of the engagement. These will include scanning the staged target data, performing the desired ROT analysis, and applying tags and collections for potential cost savings. We will also show you how to index, classify, and enrich any subset of the data you wish to gain greater insight into before determining the appropriate action. Having successfully met the objectives and explored a couple of fundamental use cases at the end of the engagement, we will fully decommission your instance, destroying any metadata or processed insight in the process. 2. How will I Access the Terabyte Tester SaaS? A private URL will grant secure, authenticated access to your single-tenant instance. 3. Do I Need to Create Accounts? During the initial configuration, Powered by PremCloud will help you set up your Ai Data Optimization instance, establish a secure VPN tunnel, and define the required accounts for scanning and analyzing your data in your designated staging area. 4. What Does ROT Mean? ROT is an acronym that stands for Redundant, Obsolete, and Trivial. This refers to files that, after analysis, are likely to provide cost savings by being deleted or moved to lower-tier storage because they are old or unnecessary. Security Questions 5. Are My Files Moved or Copied? No, your files are not moved or copied. Scanning the files collects only metadata and indexing information for analysis. The files are never stored in the Powered by PremCloud data center. 6. How Does Ai Data Optimization Access My Data? A secure, point-to-point VPN tunnel is required for Ai Data Optimization to access the files in your staging area. 7. Is Ai Data Optimization Multi-Tenant? No. Each Ai Data Optimization Terabyte Tester Program instance is discretely deployed with its own set of component pods isolated from other deployments, has its private URL, and uses unique logins. Page 25 Ai Data Optimization Terabyte Tester Program
8. Who Else Can Access My Index Data? Only authorized persons from your organization who you identify and the Powered by PremCloud team members working with you during the test period will have access to your Ai Data Optimization environment. 9. Is the Index Data Encrypted While in Motion / at Rest? Scanning is performed over a secure VPN tunnel, with the data encrypted in transit. Index data for analyzing the scanned files is also encrypted while at rest. Data Staging Questions 10. Do I Need to Supply Exactly a Terabyte? No. For the Terabyte Tester Program, you can supply up to one terabyte of your data in a secure location for analysis. You may supply as much or as little data as desired up to that limit. Your Powered by PremCloud Technical contact can assist in identifying ideal data sets you may wish to use. 11. What Kind of Files Can Be Used? For best results, we recommend a variety of file types. We recommend a mix of unstructured data representative of your data as a whole. This might include, but may not be limited to, PSTs, PDFs, config files, CSVs, spreadsheets, documents, log files, and so on. 12. Do I Need to Move the Data to a Staging Location? We do recommend copying the test data to a staging location in a DMZ or testing tier, where your network and information security team can quickly secure and silo the data while limiting the Ai Data Optimization’s scanning access to just the staged data location(s). This allows you to explore all the functionality of Ai Data Optimization without affecting any other data in your environment. 13. What is the Difference Between a Surface Scan and a Deep Scan? A Surface Scan, also called a metadata scan, examines file properties such as file name, type, size, creation and modification dates, etc. A Deep Scan examines and indexes file contents, including the contents of embedded files (those found inside ZIP or other archive types, attachments, etc.) A typical workflow includes using the results of the surface scan to target specific data for a deep scan. 14. When and How is the Index Data Removed? Upon concluding your Terabyte Test Program engagement, the underpinning virtual infrastructure resources (including all the associated Kubernetes deployments, pods, services, daemon sets, and stateful sets) up to and including the Kubernetes namespace for that deployment will be destroyed. No index information, metadata, or other data is retained. Page 26 Ai Data Optimization Terabyte Tester Program