Three Ways IT Pros Can Improve Search and Discovery

If you’re an IT administrator, we bet we can guess one question that has drained time, energy and patience throughout your career: “Can you help me find something? I swear I didn’t delete it.”

This query is simple, but it can be a headache – and often, we get it from not only our colleagues, but our customers, friends or even family. Actions such as right clicks, dragged cursors, shared drives and file versions are a routine part of many work days, but each has the potential to alter the location of a file or disrupt a directory that may or may not contain sensitive data.

Even as technology has advanced to reach incredible heights, the industry has lacked the tools to recover from such mistakes. By combining complex search and discovery features with data-aware storage, IT admins can quickly identify copies and movements of folders and files, as well as access historical data to map where files previously resided, when they were moved, and who incited the change.

For example, say an employee reports that he has misplaced a PDF file on an IT department shared drive, and he can’t remember the exact file name. Below are three easy ways data-aware storage can help his IT team streamline search and get back to business:

  1. Narrow your results.
    The name of the lost file may be unknown, but conducting an audit using the DataGravity Discovery Series will only require one of the following pieces of information: a user who has accessed the file, the name of the drive, the time when the move occurred, or the file name. The Discovery Series can use this data and an activity filter to highlight key operatives typically associated with a file or folder move, such as “delete,” for files removed from their original locations, and “write,” for files written to new locations. By narrowing the sample size to this extent, identifying the correct file becomes simple.
  2. Think outside the box.
    Even if the employee claimed his file was likely saved to one department’s file share, most IT admins have encountered a situation where this hunch is proven wrong – usually after they’ve exhausted the search on the intended server. The Discovery Series can comb through multiple department shares at once, using filters that highlight one user’s files that have been recently saved to a new location. Once found, the user can move the file back to its original location, or DataGravity can perform an in-place restore.
  3. Get a history lesson.
    Perhaps that file never moved far from its original location, but its name has been changed and as a result, its owner doesn’t know what he should be looking for. By filtering search results with a “rename” operative, DataGravity can highlight file histories, offering insight about previous versions, users who made the changes, and when any changes occurred. As a result, even with limited information to work from, IT admins can quickly find the lost file, restore it to its intended place, avoid wasting time on the issue and optimize their storage environment.

Watch a demo to learn how to search, navigate and discover insights about your data.

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Gabe Maentz

Gabe serves as a Systems Engineer for DataGravity and is committed to helping our channel partners and customers succeed. Gabe brings over 15 years of Information Technology experience working for leading companies like Dick's Sporting Goods, Kimberly-Clark Corp., and Epic Systems. He was recently recognized as a vExpert for his contributions to the IT community.