Native eDiscovery for Lotus Notes


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Description: Learn how to preserve and manage native Lotus Notes documents through the entire eDiscovery process. This webinar will provide you with methodology, tips, processes and important legal considerations such as:

-What are the best practices for conducting eDiscovery involving Lotus Notes data?
-How the legal and IT teams collaborate to help streamline eDiscovery.
-How to effectively capture and preserve native Lotus Notes email and application data for eDiscovery.
-How data fidelity is impacted when converting native Lotus Notes to PST or EML and minimizing risks related to same.
-How native processing of Lotus Notes allows improved TIFF rendering and maintains data fidelity.
-How to identify potentially relevant data, stored in non-email Lotus Notes files – unlocking and accessing content stored in non-email data.
-Discussion of how email handling differs from non-email handling.

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Native eDiscovery for Lotus Notes

  1. 1. Lotus Notes eDiscovery: Common Defensibility Pitfalls of Processing<br />
  2. 2. Processing: eDiscovery Challenges<br />Description: <br />Many eDiscovery applications do not handle Lotus Notes email natively. Unfortunately, conversion tools often times leave behind critical metadata that can strike at the heart of a matter. <br />Real world examples of Notes conversions gone wrong<br />Methods to guard your data during the conversion process<br />Best practices when using technologies that handle Lotus Notes natively<br />Alternative solution when conversion is not an option<br />Panelists Info: <br />Matt Markham – Director of Solutions Engineering, Daegis<br />Kevin Savage – National Director of Operations, Daegis<br />2<br />
  3. 3. Agenda<br />Domino / Lotus Notes platform<br />How to deal with the data<br />Application classification<br />Best practices<br />Q&A<br />3<br />
  4. 4. Data Proliferation & Info Management<br /> The Domino Platform keeps growing!<br />Originally built as a generic internal messaging and application platform<br />Now includes things like calendaring and thousands of purpose built and custom applications<br />Useful data from a litigation standpoint now exists in places beyond email<br />Application data<br />Calendar data<br />Document libraries<br />Legacy data is everywhere as Notes/Domino has been around since the early 1990’s<br />4<br />
  5. 5. Information Management & Lotus Notes<br /> Lotus Notes Email<br />Email is an application built on the Lotus Domino Platform<br />Lotus Notes databases are being used as de facto filing cabinets because they can hold almost anything<br />Unlike other platforms, enormous Lotus Notes databases are not uncommon – much larger than other platforms<br />5<br />
  6. 6. How do you deal with data?<br /> Spread data to other Notes databases<br />Users often have “personal” archives on local or network drives<br />This was often done to deal with poor performance on server mailbox<br /> Employ quotas on server side mail files<br />Keeps storage costs lower on Domino servers<br />Keeps performance better on Domino servers<br />Forces users to have “personal” archives on their own machines or network drives<br />6<br />
  7. 7. How do you deal with data?<br /> Data policies and Retention<br />Recent versions of Domino/Notes allow:<br />Data can be moved to archive databases automatically based on things like age and size<br />Data can be moved to external repositories automatically based on things like age and size<br />Data can also be deleted from databases (archive or otherwise) automatically based on things like age<br />This still means lots of Domino databases everywhere<br />Centralized archives are increasingly being employed<br />Easier enforcement of retention and legal holds<br />Centralized search<br />7<br />
  8. 8. Application Classification<br />8<br />Data Centric <br />Process Centric <br /><ul><li>Value is the Process
  9. 9. Connections to other systems
  10. 10. Trigger events, workflow
  11. 11. Notes as a front-end
  12. 12. Value is the Data
  13. 13. Notes is just a container
  14. 14. Store, search, edit, sort, view … </li></li></ul><li>Application Classification<br />9<br />Template Based (Known) <br /><ul><li>Out of the box Notes templates
  15. 15. Known Data fields and function
  16. 16. Variables, code, and, UI is known
  17. 17. Created for a particular need
  18. 18. Unknown Data fields and function
  19. 19. Variables, code, and, UI is unknown</li></ul>Custom Design (Unknown)<br />
  20. 20. Notes Application Quadrants<br />10<br />Template Derived Applications<br /><ul><li>Document Library
  21. 21. Microsoft Office™ Library
  22. 22. Smart Suite Library
  23. 23. Team Room
  24. 24. Quick Place
  25. 25. Lotus Mail Template
  26. 26. Domino Discussion
  27. 27. Names
  28. 28. Logs</li></ul>1<br />2<br />Data<br />Process<br />Examples: <br /><ul><li>Help Desk.
  29. 29. Front-end to SAP
  30. 30. Contact Management
  31. 31. Project Management
  32. 32. Expense Report approval
  33. 33. Purchase request
  34. 34. Automated report generation …</li></ul>Examples:<br /><ul><li>Inspection reports
  35. 35. HR policies
  36. 36. Customer information
  37. 37. Calendar of events
  38. 38. Budgets and Bids
  39. 39. ISO 9000 documents
  40. 40. Surveys</li></ul>4<br />3<br />Custom Applications<br />
  41. 41. Processing: eDiscovery Challenges<br />Why can Lotus Notes data be a challenge to process?<br />Many different intended uses exist in Lotus - <br />Email may be present.<br />Team discussion applications, document libraries, document management databases and many other application types can also be present.<br />Lotus Notes is a very flexible application.<br />Understanding the applications in your data collection is essential to processing the data properly.<br />11<br />
  42. 42. Best Practices for Processing Lotus Notes<br />Common Question – How does this differ from any other data type such as Outlook/Exchange?<br />Consider how eDiscovery tools basically extract & index data<br />Fields / Components successfully mapped !<br />12<br />
  43. 43. Best Practices for Processing Lotus Notes<br />How would that same tool deal with processing a customized Lotus Notes database if fed through a similar process?<br />Missed fields !<br />13<br />
  44. 44. Best Practices: Technology<br />Avoid technology that relies on Lotus e-mail conversion to other formats such as Outlook<br />Risks associated of this process:<br />Loss of metadata / text<br />Loss of attachments / embedded objects<br />Loss of duplicate identification<br />Loss of records<br />The exception to this rule is when a fully validated, error trapping conversion can be performed<br />Make sure that your results are inclusive of all of your source data components.<br />This will assure that the context is maintained in your eDiscovery database<br />14<br />
  45. 45. Effective Data Capture – Lotus Email<br />Understanding the major differences of how your tool will deal with email VS custom application data in relation to what you are required to capture and preserve in Lotus data<br />15<br />Doc Repository Record w/ user fields<br />----------------------<br />File 1<br />File 2<br />E-Mail <br />----------------------<br />Attachment 1<br />Attachment 2<br />Extracts a 3 doc family<br /><ul><li>Each doc has its own distinct metadata</li></ul>Extracts a 2 doc family<br /><ul><li>Lotus record field data (user fields or metadata) applied to both files
  46. 46. Each file also has their own metadata</li></li></ul><li>Summary<br />Lotus Notes email platform<br />How to deal with data<br />Application classification<br />Best practices for processing native Lotus Notes data<br />16<br />
  47. 47. Thank You!<br />Please visit for more eDiscovery resources.<br />