Frequently Asked Questions
What is Shinydocs Pro?
Amazing Search because it Automates Document and File Analysis for Privacy and Productivity
What does Shinydocs Pro do?
Search staff loves to use to find content across systems
Continuously Identifies and Reports Privacy (PII) Data automatically
Continuously Identifies Content and Records so you can properly secure and use them
Reduces Cost and Complexity of Content Storage
What kind of customers use Shinydocs Pro?
Law Departments, Legal Firms, Legal Services
Government – Local Government/Municipalities, Federal Departments and Agencies
Banks, Financial Services
Public and Private Utilities
Manufacturing
Engineering
Healthcare, Food Services
What does Shinydocs mean by Productivity?
Staff finding the information they need is the best indicator of Information Management success.
Would you believe that the Content Classification and Reporting automations to demonstrate Privacy, Security, and Record Keeping compliance is the same thing that unlocks secure Google-like search for your staff across all your content?
Why is Shinydocs Pro the best choice?
When you choose Shinydocs to automatically do Privacy and Compliance tasks for you, you automatically get the amazing Search that will make you famous in your organization in a good way.
Staff and Leadership’s ability to find the information they need to do their job is the key deliverable that gets them excited about your Information Management program.
Tying back-office technology to ensuring that Staff get a better experience is your secret weapon.
Everyone needs to be seen supporting the value/revenue side of their business.
If you don’t do this, back-office functions will remain underfunded and delayed despite the privacy and compliance risks.
Does Shinydocs Pro Require Consulting and Integration?
No. “Out of the box” Shinydocs Pro continuously and automatically completes content analysis
Requires little IT attention beyond initial setup
Shinydocs provides technical support to ensure issues in customer environments are resolved quickly.
Once you see the out-of-the-box power, there is an underlying toolkit that provides amazing features to take actions and automate your Content further.
What Content Systems work with Shinydocs Pro?
Files Shares, Exchange Email, iManage, SharePoint, Teams, OneDrive, OpenText Content Suite, Documentum, and more.
Shinydocs Pro has a “connector framework” allowing Shinydocs and 3rd parties the ability to connect to additional sources.
Where is the Shinydocs Pro hosted? Where does the data reside?
Shinydocs Pro is Software – meaning it can be customer-hosted on-premises, in their cloud, or in public cloud like Azure/AWS/Google
How much does Shinydocs Pro cost?
30,000 USD annual subscription
OR
10,000 USD/90 days – perfect for a pre-migration cleanup, short project, or product trial that graduates into an annual subscription
What is Shinydocs Enterprise?
While Shinydocs Pro provides a lot of value out of the box, customers often want to extend it in the following ways:
Shinydocs develops for you additional:
Content Classification rules
Privacy (PII) rules
Storage Cost and Complexity rules
Integrations with other systems and Content Systems
Work directly with Shinydocs’ experienced team to design a program with you.
Shinydocs Enterprise is a combination of Shinydocs Pro plus these additional services and support levels and is quoted on a per program basis.
Does Shinydocs Pro compete with SharePoint?
No. Shinydocs Pro is NOT a place to store Content.
Does Shinydocs Pro work great with SharePoint?
Yes. And we know not all your important Content finds its way into the “proper” location like SharePoint. That’s why we provide analysis on lots more locations.
Does Shinydocs Pro do Information Governance?
Sure. Information Governance means a lot of things.
All Information Governance programs start in the same place… What and where is your data, and how does it relate to your business. Shinydocs Pro provides you with answers to this most important question for Documents, Files, and Records.
Does Shinydocs Pro do Compliance?
Sure. Compliance generally means you have fulfilled your obligations under policy and law.
Compliance programs must start in the same place… What and where is your data, and how does it relate to your business. Shinydocs Pro provides you with answers to this most important question for Documents, Files, and Records.
Does Shinydocs Pro compete with Microsoft Purview?
No. Most of our customers don’t want that level of complexity to simply Search and automate Privacy, Security, and Storage Optimization.
If you are committed to taking accountability for your own Purview development then Purview may be great for you. You’ll need to know how many “Data Map” “Pay as you go Scanning” “Capacity Units” vCores you need as you design your Governance program using a developer-style feature set. It’s a lot when compared to Shinydocs Pro out-of-the box approach. Maybe overkill for what you need.
Some of our customers who are trying Purview find Shinydocs Pro an important start to their Purview program, saving hundreds of hours of preparation time – ensuring that Content is found and made available to your Purview program as you build it.
What are common problems encountered with Shinydocs Pro?
Authentication: Generally, this is something we resolve during initial deployment. There are so many varieties and settings for authentication schemes for the Content we analyze that our software can’t “out-of-the-box” adapt to all of them. Sometimes we work with you to securely adjust settings. Where this isn’t possible, we can usually adapt our software. No problem. We want to reliably and securely connect to as much as we can.
Connectivity: Shinydocs Pro routinely connects to systems. When connectivity fails, Shinydocs Pro pauses. It’s OK. Sometimes it’s us – and we need to adapt our connectors to changes in customers’ environments. Sometimes it’s you – your network and supporting hardware and software changes or fails. Again, It’s OK. Our support team will help you resolve the issue.
Surprising Stuff in your Content: When you discover lots of your content is in the “wrong” place, somebody has been storing pornography on your file shares, or some of your sensitive data is too loosely permissioned – Shinydocs Pro has a toolkit to help you remedy these problems. This will create a sense of urgency for you to resolve quickly. We’ll help you emotionally deal as you work through resolving your content issues.
Scope of our Out-of-the-box Analysis: Right away we’re certain you’ll be impressed with the rich information we provide you. And you are welcome to be critical if there is something in your Content that you’d like us to find that isn’t available out-of-the-box. No need to panic, we’ll either show you how to extend Shinydocs Pro to identify the Content you need, or we can provide a quote to just do it for you. A lot of times customer requests are so reasonable and repeatable, we just do it for them at no charge and add it to our product right away so everyone can benefit. This is how good products become great ones!
Getting deep into the features: Once you get familiar with the reports and actions that can be taken, there is an entire world of tools and configurations beneath the surface. Lots of customers never bother with the extended Cognitive Suite features. Some customers build entire programs supporting Document and Records management around these features. The choice is up to you, but once you dive in there is a LOT there. https://help.shinydocs.com/cognitive-suite/2.10.0/cognitive-suite-best-practices
Does Shinydocs Pro aid eDiscovery?
eDiscovery is the process of discovery in litigation carried out in electronic formats.
Shinydocs Pro confirms your Content is ready for eDiscovery across all Content Systems and helps in making decisions regarding Privacy (PII) and Sensitive Content so you can best manage the Content. Shinydocs Pro may find information that you are entitled to dispose under Policy and Law long before it can be used against you in the discovery process.
During legal discovery, Shinydocs Pro can:
- Make it easy to search and identify relevant Content as specified by legal councils across all Content Systems
- Mark the Content as having a Legal Hold related to a specific matter
- Optionally change permissions on Content to make it immutable until the Legal Hold is restricted. (note: not all Content Systems allow this, some additional work may be required)
- Verify what Privacy (PII) and Sensitive Content may be exposed to opposing council when required to produce the relevant Content.
Does Shinydocs Pro do Data Sovereignty?
An individual, group, country, or jurisdiction has the authority and right to govern and control the data generated within its borders.
Using Shinydocs Pro you can:
- Make it easy to search and identify relevant Content that is sensitive to exposure or export outside your jurisdiction.
- Mark the Content as having a restriction on export
- Setup a rule that will automatically mark similar Content as restricted.
- Optionally change permissions on Content to make it only accessible to groups within your jurisdiction (note: not all Content Systems allow this, some additional work may be required)
- Verify what Privacy (PII) and Sensitive Content may be contained within this Content.
Does Shinydocs Enterprise do Content Migrations?
Moving content form one Content System to another has many requirements that Shinydocs Enterprise Migration addresses:
- Removing Redundant, Obsolete, and Trivial content
- Content has proper Classification
- Configure rules ensuring Content is grouped together properly on the destination Content System
- Both Content and associated Metadata are populated in the destination Content System.
- Optionally include version history in migration where supported.
- Reporting and attesting the migration is validated. All content has been verified in the destination. No Content is corrupt or lost during the migration.
