File Pruning

Project Overview

Application for Pruning File Duplicates

Client: Ministère des Transports du Québec (MTQ)
Mandate: Designed and developed an application for detecting and deleting duplicate files on different workstations and document servers of the MTQ
Solution: DocUnik
Services Provided: Analysis, design, development
Technology Used: Oracle

Client's Problem

The Ministère des Transports du Québec (Quebec's Department of Transport) wanted to set up a document management system and implement a new work process in its different departments. It wants its employees to adopt new habits for managing and classifying documents and for using e-mail as administrative documents.

To set up this new document management system, the Ministère des Transports decided that, before even starting to convert documents, it was necessary to delete all file duplicates found on the computers and only store one copy in the future document management system.

It was acknowledged a strict process and a reliable tool were necessary to prune the files. Users had to be able to control the deletion and moving of files and, as needed, back up certain files.

Another major issue was the number of files to analyze at the Ministère des Transports du Québec: no less than 12 million!

Solution Proposed

Irosoft recommended that the Ministère use a file duplicate detection application that it had developed: DocUnik.

DocUnik compares files on each workstation on which it is launched with a batch of reference files defined by the network administrator. It examines all files, including Word, PDF, XML or JPG formats; it skims through archived files (.ZIP) and e-mail attachments. DocUnik lists the files identified as duplicates (identical content) or quasi-duplicates (similar content). The user can then select the files to keep or move, and initiate the process to delete the files identified as redundant.

DocUnik was used autonomously by the Ministère des Transports du Québec on 500 workstations.

Results

DocUnik took on the long and arduous task of comparing 12 million files, which meant that the Ministère's employees could focus on other work.
Files are pruned far quicker than if it had been done by the employees.
The Ministère was then able to easily centralize and take inventory of all important files.

Client's Comments

"This software enables us to find and eliminate redundant documents on both workstations and servers. [...] Another interesting point is that this software has a system administration function, which allows us to better manage the purging of duplicates and quasi-duplicates across the company. [...] Basically, if we need an application to detect, manage or eliminate document duplicates or quasi-duplicates in a company, DocUnik is a very good choice."

Pierre Eubanks,
Ministère des Transports du Québec

Strengths

Detects files with identical content
Detects files with similar content
Robust: can analyze millions of files
Administration functions: centralized control of pruning progress
Examines archived files and e-mail attachments