Imagined ActiveNav customer to illustrate migration example
About Prest Team
Examples in this guide refer to the imaginary company “Prest Team” to illustrate the concepts and approaches that can be used with ActiveNav Cloud. Here is some information about this company and their staff.
Prest Team is a medium sized Restaurant Services company who employ 150 staff. They are headquartered in the Hays, Kansas and have concerns about their management of customer & employee data, presence of sensitive data, and minimizing stale data.
They have low-medium technical capabilities and have recently purchased a smaller company, RBTSkills.
Prest Team Staff
Staff members at Prest Team include:
- Alexander Knight – Systems Analyst, IT Services
- Victoria Black – Head, IT Services
- Maxine Steele – Support Specialist, Sales
- Anastasia Romano – Operations Manager
- Leonardo Rossi – Legal Support, Corp Services
- Alexandria Powers – Internal Council
Prest Team Data
Prest Team has the following data repositories:
- Microsoft 365 – E3
- SharePoint Online Sites
- Finance
- Sales
- Exchange Online
- User mailboxes
- Teams
- Sales (East, West)
- Projects
- SharePoint Online Sites
- Windows File Servers – 2 Data Centers (KS, RBT)
- KS-NAS-01 – 1 Share – Finance
- KS-NAS-02 – 2 Shares – Operations, IT
- RBT-543 – 1 Share – Sales
- RBT-231 – 1 Share – Operations
- Google Workspace (from acquisition of RBTSKills)
- Shared & Personal Drives
- Gmail
Prest Discovery Center Project Suite Usage
Prest currently have a single Discovery Center Project Suite instance, installed on a dedicated Windows Server virtual machine which hosts the Discovery Center Project Suite application as well as the SQL Server and SQL Server Analysis Server instances that are required for the application’s database and reporting cube.
Alexander Knight is the sole user of the Discovery Center Project Suite application within the Prest organization, and holds each of the 'System Administrator', 'AN Administrator', and 'Information Manager' roles. He also has Administrator rights on the host Virtual Machine.
Prest’s Discovery Center Project Suite instance has been configured with Indexes in place at the root of each of their five file share locations, as well as an Index for each of the two SharePoint Online sites. They have three Credential records defined. Two of these are 'Username and Password' types which relate to dedicated service accounts in place on each of the Windows File Servers. They are applied at the root location of each file server respectively on the Discovery Center Project Suite Network Map and are therefore inherited for use in all five file share Indexes. They also have a single Azure App Certificate Credential in place relating to an Azure registered app in place for their SharePoint Online tenant. This is applied at the root SharePoint Online tenant location on the Network Map and is therefore used for each of the SharePoint Online Indexes.
Their Indexes are all configured to perform file duplicate analysis as well as file content analysis using custom Calculated Fields that have been developed in conjunction with the ActiveNav Professional Services Team to target specific sensitive data types.
They have four Areas of Interest defined in the Discovery Center Project Suite application: The first is named 'Finance' and includes the root of the SharePoint Online 'Finance' site along with the root of the 'Finance' file share. The second is called 'Sales' and includes locations for both the 'Sales' SharePoint Online site and the 'Sales' file share. There is another called 'Operations', which has the two 'Operations' file share location paths included. The last Area of Interest is named 'All Data' and includes locations at root of each of the two file servers as well as the root of each of the two SharePoint sites, to encompass all of the indexed locations in the Prest Discovery Center Project Suite instance.
Alexander manages the Indexes to run on a schedule and assesses results monthly. To do this he runs 'File Duplicate', 'File Age' and 'Sensitive Data' classification reports on each of the 'Finance', 'Sales' and 'Operations' Areas of Interest and sends the file list exports from each to the relevant business owners within the Prest organization for review and further action. He also runs the same set of reports on the 'IT' file share location and works with Victoria Black and her team to review the findings and take action.
This review and action process is carried out independently within each business area and involves manual review of files and the use of tools and processes outside of Discovery Center Project Suite to remove ROT and clean up files containing sensitive data.