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Driving Roi With In House E Discovery Solutions

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  • 1. Driving ROI with In-House eDiscovery Solutions© Copyright 2009 EMC Corporation. All rights reserved. 1
  • 2. Information Volume and Complexity are Exploding Customers Partners Employees Applications contracts manuals video SOPs images specsquotes manuals presentations RFID reports whitepapers images memos inventory payroll forecasts directories email orders SOW billing notes analysis Information resumes XML POS tests proposalsmodels brochures quotes VoIP research illustrations photosbalances Web reports reports warranties email models articles designs Infrastructure whitepapers plans images models © Copyright 2009 EMC Corporation. All rights reserved. 2
  • 3. Is Information an Asset or a Liability? ….“Yes” It is both, but it is often treated like it is neither… Customers Partners Employees Applications contracts Your Next manualsquotes videoYour Next SOPs images manuals specs presentations Lawsuit RFID Opportunity reports memos images Your whitepapers Next Innovation forecasts directories email orders inventory payroll SOW billing notes analysis presentations models Information resumes research contracts XML POS tests proposalsmodels brochures quotes VoIP research illustrations photosbalances email Web reports reports memos orders warranties email models proposals articles designs specs Infrastructure whitepapers plans images models © Copyright 2009 EMC Corporation. All rights reserved. 3
  • 4. Perfect Storm…drives the need for Efficiency Information explosion – 70% of information is created by individuals but enterprises are responsible for the security, privacy, reliability, and compliance of 85% – Your “digital shadow” is larger than the digital information you actively create about yourself More lawsuits and regulation: – Widespread belief that deregulation was a failure – Food and drug safety – Climate change, and environmental concerns and sustainability efforts – Financial meltdown – Workplace/unions No New Budget – clear need to do more with less Enterprise Information Management – How do you get started?© Copyright 2009 EMC Corporation. All rights reserved. 4
  • 5. Electronic Discovery Reference Model (EDRM)© Copyright 2009 EMC Corporation. All rights reserved. 5
  • 6. eDiscovery Challenges In 2009 IT Budgets are flat or declining*, but eDiscovery is not discretionary and the money is already being spent IT • FTEs spending time on restores of historic data based on vague requests by Legal • No ability to delete because of a lack of insight into data, and unrealistic policies from Legal Legal • Massive over-collection (“screw drivers and wheel barrels”), leads to huge legal review and processing costs by outsourcers (1 gig = 50,000 files for review) • Risk of sanctions for deleting the wrong thing*“Global purchases of IT goods and services … will equal $1.66 trillion in 2009, declining by 3% leads to over-preservation (“save everything”) after an 8% rise in 2008.” Global IT Market Outlook: 2009, Forrester Research, 1/12/2009© Copyright 2009 EMC Corporation. All rights reserved. 6
  • 7. eDiscovery and the FRCP Electronically Stored Information (ESI) explicitly included – Management prior to discovery impacts costs of eDiscovery Very early meet and confer “Preserving” appears in the rules for the first time Requirement to understand the sources of ESI Less obligation to produce “inaccessible” content – But you still may have to hold it (can be just as burdensome) Limited “safe harbor” for good faith inadvertent destruction of content – Best protection through solid records management program, including litigation hold Some protection for inadvertent waiver of atty-client privileged materials Need for Transparency© Copyright 2009 EMC Corporation. All rights reserved. 7
  • 8. The Cost of Inefficient Information Management“In 2008 and 2009, companies without an active policy and strategy forcontent archiving solutions will spend a third more on eDiscovery thanthose with content archiving solutions.” ROI FACTORS Up to 90 percent of [stored] Up to 50 percent of network One gigabyte of data can Cut IT and legal costs by data is redundant or out of drive storage is consumed result in $18,750 in legal 10–50 percent by bringing date by e-mail files, mainly PST review costs outsourced solutions and files from other systems in-houseSource: Gartner, E-Discovery: Project Planning and Budgeting, 2008–2011, February 2008© Copyright 2009 EMC Corporation. All rights reserved. 9
  • 9. Two Years After FRCP Amendments… State of Readiness: Unprepared  57% of law firms: Clients are not ready to find and produce information relevant to litigation  39% of In-house: Company is not prepared for e-discovery Errors Generate Sanctions and Headlines Scenario 1: Scenario 2: Lawyers for a company produced a Company hit with an $8.5 millionsmall batch of relevant e-mails about penalty for mistakes with its own 10 hours before trial. U.S. District discovery of e-mail relevant to a Court Judge Marilyn Hall Patel patent lawsuit. As federal courts declares “Heads will have to roll.” emphasize the responsibility of According to reports, the punished parties to conduct thoroughcompany had reviewed terabytes of discovery searches, more such mishaps are likely. information for this case. “Companies Not Ready For E-Discovery”, http://www.informationweek.com/blog/main/archives/2008/09/ companies_not_r.html, posted 9/23/08© Copyright 2009 EMC Corporation. All rights reserved. (Andrew Conry-Murray, Information Week). Survey from Oce Business Services.10
  • 10. E-mail Is Most Requested Content in Legal Proceedings and Regulatory InvestigationsTo the best of your knowledge, which of the following record types has yourorganization been asked to produce in a legal proceeding or regulatory inquiry? E-mail and attachments 80% General office productivity 60% Database records 49% Invoices and other customer records 41% Financial statements 36% E-mail Phone call recordings and other 29% residing on: Digital images 25% Laptops Desktops Instant messages 21% File servers Video files 16% E-mail servers Other 5%0% 10% 20% 30% 40% 50% 60% 70% 80% 90%Source: ESG Research Report: 2007 E-mail Archiving Survey, November 2007; based on 107 respondents© Copyright 2009 EMC Corporation. All rights reserved. 11
  • 11. eDiscovery Best Practices … Repeatable Process and In-House Tools Process to avoid the big down side (demonstrate good faith) – Repeatable, cross-functional business process – New roles and responsibilities  IT and Legal – Hold notices and an audit trail – “Menu Approach” Technology to reduce cost and improve productivity – bring eDiscovery in-house – Leverage archive – Indexing and automated collection and analysis of content outside the archive and other repositories© Copyright 2009 EMC Corporation. All rights reserved. 12
  • 12. The EMC SourceOne Family Integrated information governance solutions help you do more with less Archiving eDiscovery and Compliance  Reduce IT costs  Manage corporate policy-based information  Increase IT efficiency  Respond effectively to eDiscovery  Optimize content access and reuse  Implement a repeatable eDiscovery  Meet regulatory and corporate process and litigation hold governance requirements  Reduce eDiscovery costs EMC SourceOne Archive Infrastructure EMC Centera Archival Storage EMC Celerra© Copyright 2009 EMC Corporation. All rights reserved. 13
  • 13. EMC SourceOne Family Archiving EMC SourceOne Email Management E-mail and instant messaging archiving to improve IT efficiency EMC SourceOne Discovery Manager Discovery and legal hold for EMC SourceOne Email Management eDiscovery archives and Compliance EMC SourceOne Discovery Collector Indexing appliance to automate collection throughout the enterprise Integrated information governance solutions help you do more with less© Copyright 2009 EMC Corporation. All rights reserved. 14
  • 14. EMC SourceOne for eDiscoveryManage information effectivelyfor proactive litigation readiness EMC SourceOne Email Management helps mitigate cost and risk of eDiscovery  Centrally manage e-mail  Consistently enforce retention and disposition  Metadata proves authenticity EMC SourceOne products and solution for eDiscovery  Reduce time and cost associated with eDiscovery  Bring more of the process in-house  Create repeatable business practices© Copyright 2009 EMC Corporation. All rights reserved. 15
  • 15. EMC SourceOne Discovery Manager— Discovery of E-Mail Within the Archive SourceOne Email Management EMC Infrastructure Secure Matter Comprehensive Consolidated Management Identification and Preservation • Simple wizard-driven interface Collection • Consolidate into Legal Hold folder • Security at matter level • High-volume search of archive • Deduplication and full-text indexing • Manage matter lifecycle • Search against custom metadata • Chain-of-custody preservation Effective Culling Flexible Export Downstream Savings • Matter-specific tags maximize • Export in a variety of formats • Send less content to outside efficiency and investigative • Support for EDRM XML counsel resources© Copyright 2009 EMC Corporation. All rights reserved. 16
  • 16. EMC SourceOne Discovery Collector— Discovery of Content Outside the Archive Desktops File Server E-Mail Server Archives EMC Infrastructure         Document Management Rich eDiscovery Policy Management Early Assessment Features • Index and classify content in-place • Gain insight into sources of • Purpose-built for eDiscovery • Retain and delete content electronically stored information • Defensible processes according to policy • Reports enable early case assessment to determine merit Complements EMC Proven Solution Fast Time to Value Archiving • Vigorously tested • Indexing appliance; quick to deploy• Ability to address content • Integrated with EMC infrastructure • Less content sent for processing and inside and outside the archive review • Fast return on investment© Copyright 2009 EMC Corporation. All rights reserved. 17
  • 17. EMC SourceOne Discovery Manager and EMC SourceOne Discovery Collector Files, e-mails, and  Differentiated other content – Address content inside and outside outside the archive the archive Desktops  Efficient – Improve information management File servers  Index and classify data  Create or enforce policy Archives  Tiered storage based on value Discovery Collector SharePoint  Fast time to value EMC Infrastructure – In-house eDiscovery E-mail servers  Quick to deploy appliance  Defensible process E-mail living  Information governance in the Archive Discovery Manager – Enterprise strategy EMC SourceOne – Modular approach Email Management Archive  EMC infrastructure – Leverages EMC infrastructure – Delivers price/performance leadership© Copyright 2009 EMC Corporation. All rights reserved. 18
  • 18. Straightforward ROI© Copyright 2009 EMC Corporation. All rights reserved. 19
  • 19. Practical processes enabled by SourceOne deliver ROI and tangible first step in Enterprise Information Management…© Copyright 2009 EMC Corporation. All rights reserved. 20
  • 20. Get Involved with EMC CMA CommunitiesWhy should you join? Collaborate and share best practices Shape the direction of future EMC products Network with innovators across the globe, 24/7 Join now by going to: community.EMC.com/go/Documentum community.EMC.com/go/SourceOne developer.EMC.com/Documentum developer.EMC.com/XMLtech community.EMC.com/community/labs/d65© Copyright 2009 EMC Corporation. All rights reserved. 21