Delivered within 6 months
To train and deploy the Digital Coworker, 3 months faster than customer expectations
Supported in data destruction activities
Roots Automation was approached by a public accountancy services firm based in New York City. This Customer was scoping a Digital Coworker for a data audit and destruction endeavor. The workforce was estimated at 100 FTE, supporting a $50 million operation. The executive team opened a dialogue with the Roots Automation team in an effort to support their IT department specifically with a Digital Coworker.
The executive team’s main concerns centered around their need for productivity. The organization planned to delegate important company-wide initiatives to the IT department, and needed to ensure that their existing IT employees could work efficiently without the need to hire new staff members. This was especially challenging, as the IT team was only 6 FTE strong. Additionally, the team was consistently pulled in several different directions, solving various issues for their colleagues everyday.
The Customer, a public accounting advisory firm based in NYC, is beholden to industry regulations – with large fines attached for noncompliance. The Customer was duty-bound to delete extraneous and/or dated data. The IT team was tasked with deleting data, but de-prioritized the initiative due to an oversized workload and lack of understanding of the compliance measures. For over 5 years, the Customer had not undertaken the painstaking task of data deletion and paid hefty storage fees for the data. To stay in compliance with industry regulations, the Customer needed to audit various systems and delete old tax filing documents.
Because the IT team (6 FTE) were responsible for over 100 FTE, the workload was unevenly and heavily distributed. The IT team was unfamiliar with a federal data retention policy that standardizes data deletion, resulting in a massive compilation of data to be deleted. Once this issue was flagged, the company estimated that the team of 6 FTE in New York City would need 4+ months to manually delete this data. This was too much to ask of the team, and postponing other projects to make time for this rote work was not an option for our Customer. In addition to possible regulatory implications for not having destroyed the data, the customer was facing high storage costs.
The Customer chose to adopt a Roots Automation Digital Coworker for this project due to its ability to ingest and make sense of a significant amount of data, before then engaging the Customer’s team around a decision. The Digital Coworker combed through the Customer’s systems to audit the documents that seemed eligible for data destruction. Then, it provided a list to the team to approve prior to delete the data from various systems and shared drives, finally freeing space and increasing processing speed within those systems. Finally, once approved, the Digital Coworker proceeded to execute the deletion inline with regulations and policies. The Digital Coworker provided the project team and key stakeholders with a report of all deleted data.
RPA was utilized for this project, requiring only 4 weeks to process; however, our Digital Coworker was already familiar with the various U.S. federal and state tax programs.
The Digital Coworker supported 100 FTE in data audit and destruction, delivering a 300% return on investment in only 6 months. The entire data audit and destruction of backlogged PII was resolved within 4 weeks with only one Digital Coworker, compared to a 4+ month long project with 6 FTE if the data had been deleted manually. Most importantly, various regulatory implications were averted.
Ultimately, the Digital Coworker supported the Customer’s workforce by freeing up space within their systems, simultaneously cutting down on data storage costs whilst conforming with data retention policy guidelines.
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