Table of Contents
What advantages does the 3D heatmap offer you?
- You can analyze the existing structure depth at a glance,
- You can initiate targeted optimizations,
- You can use the potential of migRaven.24/7 Data Retention.
If you never clean up, it will eventually pile up. It's exactly the same with data, only in the opposite direction. The amount and age of documents determines the number of directories, and the number of directories determines the depth of the directories. Once a certain amount has been reached, the user continues to structure the filing system. This means that the data is stored deeper and deeper. This is particularly disadvantageous when the most recent data is stored at ever deeper levels.
The most recent data should always be at the top. Then the user can find the documents that are probably most relevant much more quickly and does not waste valuable working time searching. This also avoids subsequent errors, for example because the correct version is not found and work continues on an old/wrong version.
The 3D data analysis shows the current status of the data structure in three different representations (2D, 3D, table). Access to this analysis is available to data owners and administrators.
Start the analysis in migRaven.24 / 7 Web Client
The analysis can be found in the navigation, in the resource analysis area:
In the next step, select a resource (1) and the scan time (2). By default, the last (most recent) scan time is preselected. You can optionally select a different scan time using the drop-down menu. Click on "Start query" (3) to load the report.
As soon as the report is loaded, the following picture appears:
Explanation of the report:
- Point in time from when data is considered obsolete
Using the drop-down menu, you can specify when the report (4) should consider data as obsolete. The time period ranges from “older than 30 days” to “older than 8 years”. The effect of the filter can be seen in the tiles below (4). - Data Visualization
We recommend the table view that is preselected by default. 2D and 3D views are also available. - table view
The cells in the table are linked to the current scan status. Clicking on the number of files in a cell opens a sidebar with a list of directory targets that are in the selected age category / directory depth. - Information tiles
The tiles provide detailed information on the ratio of relevant to outdated files. They show, among other things, the directory depth at which most files are located and what percentage of all files are outdated. The information on the number of files is linked to the current scan status. Clicking on these numbers opens a sidebar with a list of all directory targets that belong to the selected information tile. - Explanatory text
This text explains the results of the report in detail. Helpful tips for an optimal directory structure round off the report.
Note: The sidebar with the list of all included directories is only available for reports with the most recent scan status.
Explanatory table for the mountain of data
The documents found are analyzed during the scan and the age information in migRaven stored. Based on the date of last modification the documents are sorted into age categories (columns). At the same time, the directory depth (rows) in which the documents are located is analyzed. In the cells you can see how many documents there are in each area. Where the most documents of an age category / directory depth were found, the numbers are shown in white.
Tip: Clicking on a cell opens a sidebar with a list of the underlying directories. The list provides the following information: path name, number of files, required storage space and age diagram. The columns with this information can be sorted, for example to determine which directory contains the most files in the selection.
Example of a suboptimal structure
In the case below, you can see that most documents from the categories "less than 30 days", "1-6 months" and "6-12 months" are all in the 7th directory level. From the point of view of an efficient filing structure, this is clearly too deep.
New data should be at the top – older (obsolete) data should be moved to the bottom and eventually out (with the function migRaven.Data Retention).
Example of an optimal directory structure – migRaven.24/7 active filing
Much fewer files, fewer directories, new documents are higher up in the directory tree, the maximum directory depth has been reduced.
