Defensible rim disposal leads to effective discovery responses - 2011.08.09

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“Defensible RIM Disposal Leads To Effective Discovery Responses” presented by Rational Retention (RR) and Randy Kahn, an internationally recognized authority on the legal, compliance and policy issues …

“Defensible RIM Disposal Leads To Effective Discovery Responses” presented by Rational Retention (RR) and Randy Kahn, an internationally recognized authority on the legal, compliance and policy issues of business information, electronic records and information technology. Join us for this information packed webinar on how to expand your current use of Alfresco by leveraging newest technology in text content classification to solve your retention, records management and e-discovery challenges. Currently the IDC predicts electronic data to grow at 48 times in the next decade of which 95% is currently unstructured data. Learn effective ways to preserve the documents you need to keep, delete the documents you don’t need and move the loose documents into the proper places – all without disrupting the way your end users work.

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  • 1. Defensible  RIM  Disposal  Leads  To  Effective  Discovery  Response  August  9th  2011  Randy  Kahn   Michael  McCreary  rkahn@kahnconsultinginc.com   mmccreary@rationalretention.com  847-­‐266-­‐0722   518-­‐489-­‐3000  
  • 2. Today’s  Speakers  Randy  Kahn    Randolph  A.  Kahn,  Esq.,  is  an  internationally  recognized  authority  on  the  legal,  compliance   and   policy   issues   of   business   information,   electronic   records,   e-­‐business   processes,   and   information   technology.     As   founder   and   principal   of  Kahn   Consulting   Inc.,   Mr.   Kahn   advises   corporate   counsels,   information  management   and   information   technology   professionals   in   both   government  and  corporate  institutions  on  policy  issues  related  to  the  management  of  digital  information  and  electronic  records.  Michael  McCreary  Michael  McCreary  is  Rational  Retention’s  CEO.    He  has  deep  experience  working  at  the  intersection  of  business  and  technology  in  highly  regulated  and  litigious  environments.    Before  joining  RR  he  spent  12  years  at  PVizer,  most  recently  as  CIO   of   PVizer’s   Legal   and   Public   Affairs   divisions,   where   he   led   the   corporate  technology   strategy   for   e-­‐Discovery,     Security,   Privacy,   Records   and  Information   Risk   Management.       He   is   a   regular   speaker   and   writer   on  information  life  cycle  and  risk  management,  auto-­‐classiVication  and  e-­‐Discovery  preparedness.      
  • 3. What is The Problem •  IDC-1800 exabytes of new info in 2011“I  dream  of   –  1 exabyte is 50,000 years of DVD moviesa  better   –  1800 = 90,000,000 yearstomorrow,  where   •  What about old stuff?chickens   •  How much time to find needed info? forcan  cross   information? Less is more!the  road  and  not  be  questioned  about  their  motives.”   “But  databases  frequently  turn  into  informa;on  dumps,  teeming   with  poorly  classified  or  outdated  informa;on.”       “Growth  at  McKinsey  Hindered  Use  of  Data,”  WSJ    
  • 4. Seeking a G’locks & 3 Lil Bears Solution Current state of over- retention is not goodI  used  to  be  indecisive.  Now  Im  not   Need to aspire to havesure.   less to manage IDC  predicts  storage  will  increase  44  X  in  next  10  yrs.  
  • 5. Big is Only Part of Problem More than a “big mountain problem” –  Control content creation According  to   –  Management of storage Gartner,  Cloud  He  has  no   Services  will  be  enemies,  but   –  Application of retention rules $102  billion  in  is  intensely   –  Bad policy decisions 2012  disliked  by   –  More systemshis  friends.   –  Newer technologies & formats –  Outside centralized control –  Manage content in place –  Employees doing heavy lifting
  • 6. Should We Let Employees Manage? Employee Understanding of Responsibilities 25%   21%   20%   19%  49.7  percent   15%  of  all   15%  statistics  are  made  up  on   10%   9%  the  spot.     5%   0%   What  informa;on  needs  to   How  informa;on  should  be   Legal  Hold  and  E-­‐Discovery   The  impact  of  GRC  on  them   be  retained   retained  and  disposed  of     responsibili;es   "GRC, RIM and E-Discovery: State of the Industry," ©2008, Kahn Consulting, Inc., www.KahnConsultingInc.com
  • 7. Fix Problems Over the Lifecycle CreateWar  does  not  determine   Dispose Managewho  is  right    -­‐  only  who  is   Informationleft   Lifecycle Preserve Store Use
  • 8. Don’t Create Just Because Which activities does this statement apply to? “Just because you can, doesn’t mean you should.” 1.  ShoppingWe  never   2.  Eatingreally  grow   3.  Wrestling an alligatorup,  we  only   4.  Retaining informationlearn  how  to  act  in  public.   Ex. Unified Messaging “Judge  Demands  a  Report  on  Destroyed  C.I.A.  Tapes”     New  York  Times    
  • 9. Failure to Manage Properly “In  an  Aug.  15,  2005,  voicemail  messages  addressed  It  takes  a  big   to  company  salespeople…”      man  to  cry,  but  it  takes  a   “…the  document  written  by  Dr.  Geller  doesn’t  bigger  man   accurately  reVlect  the  company’s  position  in  2000.  In   fact,  it  was  not  Dr.  Geller’s  ultimate  view  either.  It  to  laugh  at   was  an  initial  draft  for  discussion  purposes.”      that  man.       Wall  Street  Journal  Deep  Thoughts  by  Jack  Handey     “Electronic  discovery  requires  litigants  scour   disparate  data  storage  mediums  and  formats  for   potentially    relevant  documents”  Harkabi  v.  SanDisk  
  • 10. Storage is Not Retention Technology is not created equally –  Back-up is not retentionIf  I  agreed   –  Can the Cloud Fairy help me get mywith  you   stuff for this nice lawyer?wed  both  be  wrong   “More than 3 years after the Sept. 11 attacks, more than 120,000 hours of potentially valuable terrorist-related recordings have not yet been translated …and computer problems may have led the bureau to systematically erase some Qaeda recordings…[t]he investigation found that limited storage capacities in the system meant that older tapes had sometimes been deleted automatically to make room for newer materials, even if the recordings had not yet been translated” NY Times on 911 Commission
  • 11. Use It or Lose It •  Retention is determined by a melding ofTheres  a   law and business needVine  line  between   •  Make sure it’s a real business needcuddling   •  Exterminate Packratitisand  holding   •  Evaluate how long business need reallysomeone   isdown  so  they  cant              Intelligence  Agencies’  Databases  to  Be  Linked  get  away.   “…  nearly  Vive  years  after  the  intelligence  community  was   rebuked  by  the  9/11  commission  for  failing  to  “connect   the  dots”  …[t]oday,  an  analyst’s  query  might  scan  only  5%   of  the  total  intelligence  data  in  the  U.S.  government…”     WSJ  2/22/09  
  • 12. Preservation the Right Way Which  approach  to  litigation  preservation  makes  most  sense?    A.  At  the  Virst  sign  of  trouble,  destroy  everything,  the   knucklehead  lawyers  will  never  Vigure  it  out.  Do  not    B.  At  the  Virst  sign  of  trouble,  take  a  protracted  vacation  argue  with   to  some  far  away  exotic  destination.  an  idiot.  He    C.  At  the  Virst  sign  of  trouble,  preserve  everything  on  will  drag   every  systems  and  Vigure  out  what’s  relevant  a  couple  years  from  you  down  to   now  if  you  need  to.    his  level  and    D.  Soon  after  getting  notice  of  a  lawsuit,  audit  or  beat  you   investigation  make  reasonable  efforts  to  determine  who  has   potentially  relevant  information  so  you  can  Vind,  secure  and  with   segregate  it  for  possible  production.    experience.     “Fluors e-mail retention policy provided that backup tapes were recycled after 45 days. If Fluor had followed this policy, the e- mail issue would be moot. Fluor does not explain why, but it maintained its backup tapes for the entire 14-month period.” Murphy Oil v. Fluor Daniel
  • 13. Clean Up the Junk The Right Way •  Assess     •  Develop  Plan  (with  IT  and  Legal)  A  bartender  is  just  a   •  Dispose  “low  hanging  fruit”  pharmacist   •  Use  technology    not  employees  with  a  limited   •  Dispose  because  you  can  inventory.      
  • 14. ConclusionsThe  last   1.  Be  serious  about  the  lifecycle  thing  I  want   2.  Clean  up  the  past    to  do  is  hurt   3.  Evaluate  one  time  clean  up  “policies”  you.  But  its   4.  Apply  rules  to  all  stuff  going  forward  still  on  the  list.   5.  Leaner  is  more  efVicient   Rightsize  Your  Information  Footprint   Randolph Kahn rkahn@KahnConsultingInc.com
  • 15. What  is  the  solu,on?  Support  for  both  informa;on  lifecycle  management  &  discovery  response       ILM   Discovery  Response     • Mange  in  place   • No;fica;ons     • Full  visibility   • Prevent   • Policy   destruc;on   enforcement       • Hold  in  place   • Doc  Mgmt   • Collect  and  review   • Records  Reten;on   • Deep  analy;cs                     Auto  Classifica-on    
  • 16. Auto  Classifica,on      ..  is  the  use  of  machine  learning  based  tools  to  automa;cally  analyze  the  content  of  a  document  and  assign  categories  for  use  in  reten;on,  discovery  or  knowledge  management.     Support  Vector  Machines      –    Rational   Retentions  auto  classiVication  engine   (ACE)  is  built  on  SVM  -­‐    Since  its  invention,   SVM  has  gained  wide  acceptance  in  the   scientiVic  community  as  the  most  effective   method  for  text  classiVication.  
  • 17. How  RR  Works  –  Iden,fica,on        1.  Enterprise  data  sources  are  connected  by  agents    2.  Document  text  &  metadata  is  sent  to  RR  server   Enterprise  Data   RR  Agents  PC’s  &  File  Shares     Indexing   Text  &  Meta   Auto-­‐categoriza;on   RR  Agents   Data   Extracted   E-­‐Mail   Disposi;on  Policies   Ra,on  Reten,on  Server   RR  Agents  
  • 18. How  RR  Works  –  ILM  /  Policy  Ac,ons    1.  At  the  end  of  WIP  period:    2.  Non  records  are  destroyed    3.  Records  are  moved  to  long  term  storage  in  Alfresco       Enterprise   Data   RR   ECM   Server   Server   Destroy   Lifecycle    Ac;ons   Archive   or   Copy   Moved    
  • 19. How  RR  Works  -­‐  Discovery  Response  Hold  &  Collect   1.  Holds  and  collec,ons  are  issued  by  an  administrator     2.  Enforced  by  the  agents     Administrative   Desktops  &     User   File  Shares   RR  Agents   Ra,onal  Reten,on     Server   Record/Document   Management  &  E-­‐mail  
  • 20. Recommenda,ons       Establish  a   •  Informa;on  Lifecycle  Management   Records  &   •  E-­‐Discovery  Preparedness     Informa;on   •  Include  IT,  Legal,  Records  &  the  business   Management   •  Establish  realis;c  and  ac;onable  policies   and  records  schedules   program     •  Auto  classifica;on  is  key     Leverage   •  Don’t  over  retain,  e.g.,  archiving       •  Implement  ECM  (Alfresco)     Technology     •  Integrate  Ra;onal  Reten;on      
  • 21.  Ques,ons