September 2012    Sherpa Approach: Saving Time and Money with the Right    Data Analysis Tool              With the ever-g...
Electronic information is very important data to a company; so being able to manage,                 collect, and analyze ...
This elimination (or “culling”) process not only saves the company time and money but                              helps t...
Inside theReportAttenderconsole             Screenshot showing a snapshot of all customer data/files, including Applicatio...
Conclusion            In today‟s legal field, millions of lawsuits are filed against both small businesses and            ...
About the Author            Ned joined the Sherpa Software team in November 2010. As the Sales & Marketing                ...
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The Sherpa Approach: Saving Time and Money with the Right Data Analysis Tool

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With the ever-growing amounts of data and email in today’s work environments, professionals in both the Legal and Information Technology fields continue to struggle with having full control and a complete understanding of all of their Electronically Stored Information (ESI). Early Data Analysis, also commonly referred to as Data Analytics or Data Analysis (DA), is the science of examining raw data with the purpose of drawing conclusions about that information. Early Data Analysis (EDA) in the field of Information Technology, or Early Case Assessment (ECA) in the Legal field have become extremely important topics of discussion in terms of analyzing and gaining control over growing amounts of data. With a greater understanding of all data, more efficient business decisions can be made up front, thus, saving companies both time and money.

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The Sherpa Approach: Saving Time and Money with the Right Data Analysis Tool

  1. 1. September 2012 Sherpa Approach: Saving Time and Money with the Right Data Analysis Tool With the ever-growing amounts of data and email in today‟s work environments, professionals in both the Legal and Information Technology fields continue to struggle with having full control and a complete understanding of all of their Electronically Stored Information (ESI). Early Data Analysis, also commonly referred to as Data Analytics or Data Analysis (DA), is the science of examining raw data with the purpose of drawing conclusions about that information. Early Data Analysis (EDA) in the field of Information Technology, or Early Case Assessment (ECA) in the Legal field have become extremely important topics of discussion in terms of analyzing and gaining control over growing amounts of data. With a greater understanding of all data, more efficient business decisions can be made up front, thus, saving companies both time and money.Early Data [Early] Data Analysis or Data Analytics is an approach that both IT and Legal professionals have begun to explore and implement into their own processes. EDA software allows ITAnalysis administrators the ability to collect, organize and analyze their data, which will ultimately lead to a better understanding of current system administration issues. Common ones include:  Compliance: It is extremely important to analyze data to make sure it is in accordance with all guidelines/legislation specified within the appropriate industry. Failure to comply with these guidelines could mean sizable sanctions by the court (along with other consequences like loss of reputation).  Determining age of data: Retention policies are set up to ensure and maintain compliance. Knowing the specific age of all of your data, combined with knowing the relevant compliance guidelines within your industry will make setting up relevant retention policies much easier. As noted above, failure to comply with these regulations (either keeping data too long which would make it applicable to pending litigation, or not keeping data as long as required) could mean large sanctions by the court, in addition to other unintended consequences.  Identifying items cluttering storage/highlighting redundant file usage: Another important aspect of electronically stored information is storage. Although the cost of storage media is relatively inexpensive and reducing by the day, management of the explosive growth of this data is still a very expensive proposition. Identifying the data clutter in your organization, including eliminating duplicate information could go a long way in limiting the resources necessary to manage it. 1|Page
  2. 2. Electronic information is very important data to a company; so being able to manage, collect, and analyze it with ease is critical. Without a Data Analytics/Data Analysis tool, your company, employees, and even upper management may be missing out on a full, complete understanding of your ESI. It is Sherpa Software‟s opinion that proactively reviewing and understanding your ESI before there are issues is a much better solution than a reactive strategy. This is also the case with Legal departments, as they struggle with managing the ever-growing e-Discovery process, and is the reason new tools are being built to help Litigation Support personnel be more proactive.Early Case A major challenge in the e-Discovery process historically has been in relation to the tremendous amount of Electronically Stored Information and how to manage, review, andAssessment analyze that data. Because email is the main form of corporate communication, the e- Discovery phase of the litigation process is usually both costly and time intensive because so much data needs to be reviewed and organized. It has been estimated that one-half of all information included in legal discovery is found in email systems. The e-Discovery phase of litigation is the phase where all electronic information that has been shared by a corporation both internally and externally is processed and reviewed to pinpoint exchanges that could prove pertinent to the case at hand. Early Case Assessment is defined as estimating the risk (cost of time and money) to prosecute or defend a legal case. When looking at the e-Discovery Reference Model (EDRM), the Early Case Assessment phase is usually defined as the Identification stage. It is in the Early Case Assessment phase of the process that Attorneys or IT Managers have the opportunity to minimize the time and effort of sifting through all Electronically Stored Information. Using a tool that will assist in identifying information that applies to the court case and eliminating that which does not apply creates a more efficient process. ECA tools are able to:  Test Keywords  Organize Data Sets by Dates, Phrases and Metadata  Find Emails and the Persons Related to themEDRM ReferenceGraphic 2|Page
  3. 3. This elimination (or “culling”) process not only saves the company time and money but helps the Litigation Support team be as knowledgeable as possible about the data that could be influential to the case. Another reason for implementing an ECA tool is that understanding the 360º snapshot of your data will help you estimate the cost to process this data. As many lawyers and e-Discovery software providers charge by the amount of data being processed, it is in your best interest to have minimal and relevant ESI. For all of these reasons, Sherpa Software strongly believes that Early Case Assessment/Early Data Analysis tools aren‟t just a “nice to have” anymore, but more of a “must have” requirement for any matter involving Electronically Stored Information.Report Attender Report Attender is Sherpa Software‟s Data Analysis tool and is your one stop shop for both Early Data Analysis (for IT professionals) and for the Litigation Support personnel looking to perform Early Case Assessment. This Data Analysis tool analyzes the content of key data stores, quickly answering questions regarding the age, size and substance of email messages and other files. Report Attender enables IT, compliance managers and corporate counsel to make informed decisions throughout the Early Data Analysis or Early Case Assessment phase of their projects. In Early Case Assessment projects, informed decisions can result in deciding whether to proceed to a lengthier – and more expensive – e-Discovery process. As for Early Data Analysis, decisions can range from which software needs exist after analyzing corporate data, to what kind of retention policy to set up based upon the data and/or problems collected or identified. This stand-alone application is able to gather and distill important details to identify the items that are stored in your network shares and email servers. Report Attender can effectively analyze data from: PST Files, Exchange Mailboxes, Exchange 2010 Online Archives, and files on local or network directories. Summary reports, drill down views, vibrant charts, and custom options (see screenshots shown below) provided by Report Attender assist you in making informed decisions about your data; whether that is administration, litigation, compliance or anything else. Custom options are made through an intuitive wizard, and include: creating custom categories, user-assigned extensions, „unknown‟ file identification, easily filtering table and view data, and combining statistics or viewing them independently. Report Attender also has numerous reporting features that include:  Summary and detailed reports  Full color charts and detailed tables  Views of data by type, date, store, duplicates and more  Address and domain breakdown by Sender, On Behalf Of, To, CC and BCC  Options to Export reports to PDF and CSV  Drill-down details to analyze sub-sets  And inventory of all items Report Attender features a non-intrusive, small footprint, local installation. Installed and running in minutes, it can be installed on desktop or server, with no agents to distribute and no specific internet access required. Report Attender supports Exchange 2003 and above, and also works with ASCII and Unicode PST‟s. NOTE: If you happen to be looking for a practical, reliable, affordable, and fully featured e-Discovery software 3|Page product that does NOT charge by the amount of data being processed, Sherpa Software‟s Discovery Attender for Exchange may be the tool you are looking for.
  4. 4. Inside theReportAttenderconsole Screenshot showing a snapshot of all customer data/files, including Application Data, Email Files, Media, System and Messages Only Screenshot showing a snapshot of each Individual User, their specific Message Volume, and specific Attachment Volume 4|Page
  5. 5. Conclusion In today‟s legal field, millions of lawsuits are filed against both small businesses and large enterprises alike. Some large corporations in the United States have reported being sued in Federal Court two to five times daily. While these may be extreme cases, the fact remains that every corporation is likely at some point to face litigation. Litigation costs can be crippling to a large company and can be downright devastating to a small business. At the same time, IT professionals, because of the growing amounts of ESI, continue to struggle with getting a full understanding of their data in order to make more informed business decisions. Sherpa Software‟s Approach to Early Case Assessment/Early Data Analysis tools is that whether you use tools like Sherpa Software‟s Report Attender or one of the other ones in the market, they are a “must have” requirement. Taking proactive measure to better analyze and understand data versus a reactive approach to a problem will prove to be more efficient and more cost effective for your business, now and in the future. Whether you are an IT or legal professional looking to better analyze your ESI, Sherpa Software‟s Report Attender makes a strong case as a complete Data Analysis tool for both groups. For more information about Report Attender, please visit http://www.sherpasoftware.com/microsoft-exchange-products/report-attender.shtml or email information@sherpasoftware.com. About Sherpa For over 10 years Sherpa Software has provided IT Professionals with award-winning information management software specifically designed to address email Software management, archiving, e-discovery, PST management and compliance requirements for Lotus Notes and Microsoft Exchange environments. Based in Pittsburgh, Pennsylvania, Sherpa‟s solutions are practical, reliable and affordable and have been installed at thousands of organizations worldwide. Their products offer flexible architectures that streamline administrative processes without requiring any additional hardware or add-on components. Sherpa Software is an IBM Premier Business Partner and a Microsoft Certified Partner. For more information about Sherpa Software, visit www.sherpasoftware.com.456 Washington AvenueBridgeville, PA 15017www.SherpaSoftware.com1.800.255.5155 5|Page
  6. 6. About the Author Ned joined the Sherpa Software team in November 2010. As the Sales & Marketing Associate, Ned is responsible for marketing, sales, channel and technical support aspects. He oversees all day-to-day tasks concerning software support renewals for the channel sales team while also acting as a liaison between the Channel and Marketing Departments. With the marketing team, Ned’s main focus is content creation. Each month, he writes numerous blog posts, company positioning pieces and his fan favorite “Off the Topic” articles, which are sent to almost 30,000 newsletter subscribers. As for Ned’s technical support responsibilities, you can find Ned chatting with and helping customers via our “Live Chat” function. Overall, Ned accomplishes a wide range of business-critical functions for the team at Sherpa Software.Ned graduated from Duquesne University in 2010, where he received a Bachelor’s of Science in BusinessAdministration, specializing in Entrepreneurship and new business creation with a minor in Spanish.Ned is an avid sports enthusiast. In his time at Duquesne, he was heavily involved with the Men’s Club VolleyballTeam, not only as an active team member and player but also as President and Captain. Ned still enjoys playing incompetitive volleyball tournaments during his summers, along with other activities like basketball, hockey, boxing,and running. He also loves other languages, cultures and its people – particularly Spanish. Ned spent time in Spainwhere he was immersed in the language and culture while also taking classes at the Universidad Pontificia deSalamanca (Salamanca, Spain). He hopes to visit Spain again in the future. 6|Page

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