M12S23 - Right-sizing Your Information Footprint by Chucking Your Dead Data


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Speakers: Randolph A. Kahn, Esq. & Jonathan Redgrave, Esq.

Today, most organizations have too much digital content that has outlived its usefulness. Every year, the quantity of this unusable content multiplies. So, there's no time like the present to get busy, get cleaner and get meaner.

Having a defensible methodology and using the right tool for the task allows organizations to right-size their "Information Footprint" without worrying about regulatory or legal consequences.

If your organization right-sizes its' "Information Footprint", it would be much better off. Keeping old, unnecessary content will result in higher costs and risks. If the costs and risks are big enough, the case for proactively cleaning up the "Information Footprint" is very compelling.

Read more: http://www.rimeducation.com/videos/rimondemand.php

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M12S23 - Right-sizing Your Information Footprint by Chucking Your Dead Data

  1. 1. Cohasset Associates, Inc. NOTES RIGHT-SIZING RIGHT SIZING YOUR INFORMATION FOOTPRINT BY CHUCKING YOUR DEAD DATA RANDOLPH KAHN JONATHAN REDGRAVE “CHUCK” - WHAT DOES IT MEAN? Canadian (British -Slang) the neck and water. informal.(abeef upchuck. Charles. a male ofwoodchuck. orpublic usually a short the cut given name,quick motion,to stop it; shut “chuck throw with water meaning place (often up. slang - to vomit;betweena ofclamping work shoulder todevice for centering andany body of the in a lathe eject it” Slang a form toss; person) from or other blade. followedmachine tool. distance.by “out”) ~ They chucked him from the bar. “CHUCK” - WHAT DO WE MEAN? to right-size your information footprint by getting rid of your dead data.2012 Managing Electronic Records Conference 23.1
  2. 2. Cohasset Associates, Inc. NOTES OUR MISSION TODAY • Explain how to take chucking (v) to your enterprise • Specific environments where chucking applies • E-Mail • Backup Media • Share Drives • Specific opportunities to chuck • Mergers and Acquisitions • Divestitures • New Technology On Boarding • Technology Retirement • Office Moves WHY “CHUCK” • One of the most important (business and legal) concepts to implement • To be able to discern and separate what you need from what you no longer need (i.e., it is “dead” to you) and to execute a legally defensive strategy to destroy information you do not need to retain (i.e., “chuck it!”) • Save money • Mitigate risks MAKING THE CASE FOR CHUCKING IT Stick “Data were actively managing continues to expand at around 20% per year, and we see a long tail of besieged IT staffs dealing with growth rates exceeding 50%. At these levels, most data centers will double storage capacity every two to three years” Business Stick “Through 2015 more than 85 percent of Fortune 500 organizations will fail to effectively exploit big data for competitive advantage” | “Employees spend 25% of their time looking for information” Legal Stick “It costs around 20 cents to BUY 1GB of storage, however, it costs around $3,500 to REVIEW 1GB of storage” InformationWeek; Gartner; IBM; AIIM2012 Managing Electronic Records Conference 23.2
  3. 3. Cohasset Associates, Inc. NOTES HOW TO CHUCK Options include: Keep the dead data forever Chuck all data tomorrow Have people decide Have technology decide Have technology decide and people review HOW TECHNOLOGY IS KEY TO EFFICINT AND EFFECTIVE CHUCKING “…[A]technology-assisted process, in which only a small fraction of the document collection is ever examined by humans, can yield higher recall and/or precision than an exhaustive manual review process, in which the entire document collection is examined and coded by humans.” “Technology-Assisted Review in E-Discovery Can Be More Effective and More Efficient Than Exhaustive Manual Review” Maura R. Grossman, JD., Ph.D. and Gordon V. Cormack, Ph.D. CHUCKING EMAIL Opportunity Risk • Revisit Auto-delete • Delete Data Subject to Legal • Implement or Update Retention Hold Schedules • Delete Data Subject to Record • Find Ways to Isolate Dead Data Retention Laws. for Deletion f D l ti • Lost Business Information/ L tB i I f ti / • Use of Technology to Accomplish Opportunities as a Result of Lost Goals Information Your To Do List • Review your e-mail retention policy in the next 60 days: • What is your deletion approach? Any auto-delete? If not, why not? • What is your archiving approach, when was adopted and Is that working for you? • Develop metrics on storage volume, management cost, enterprise value of information, discovery risk and review costs in the next 180 days • Identify low-hanging fruit (users or departments not subject to legal action or retention requirements) where you start chucking data within 60 days2012 Managing Electronic Records Conference 23.3
  4. 4. Cohasset Associates, Inc. NOTES CHUCKING BACKUP MEDIA Opportunity Risk • Implement or Update • Destruction of Tapes Potentially Rotation/Retention Schedule Seen as Effort to Destroy • Reduce Retention Periods and Evidence Costs of Operation • Potential High Cost of Retrieving • Identify Retained Media that Can Data for Analysis if Necessary be Deleted • Opportunity to Apply Sampling and Technology to Identify Dead Data Your To Do List • Review your backup media retention policy within the next 60 days • Consult with business continuity and disaster recovery groups to align retention requirements • Establish metrics regarding management costs and risks associated with backup media deletion • Find backup media out of retention that can be deleted with next 60 days and take action to have destruction approved within 180 days CHUCKING SHARE DRIVE DATA Opportunity Risk • Implement or Update • Potential Loss of Valuable Retention Schedules Business Data • Identify Orphaned Data through Interviews and Use of • Deletion of Data Subject to Technology Legal Hold • Assess Use of Technology to Reduce Accumulation of Dead Data Your To Do List • Review retention policies regarding share drive data within the next 60 days • Retention requirements will likely vary by file type and business users • Identify low hanging fruit by analyzing decommissioned servers with files no longer subject to retention requirements or files stored elsewhere • For data no longer subject to retention requirement, review potential business need for data • Develop metrics regarding management costs, enterprise value of data, and eDiscovery risks for share drive data potentially ready for deletion CHUCKING OPPORTUNITIES • Look for events that can provide catalysts, budgets or both • Inflection points foster defensibility of new policies, practices and processes • Include costs of Chucking into existing budgets for transactions or technology deployments – i.e., don’t try to fund this out of the same ol’ pot of money for legal or RIM • Incorporate eDiscovery and Information Governance considerations I t Di dI f ti G id ti into new technologies/processes • Examples: • Mergers or Acquisitions • Divestitures • New Technology Implementations/Migrations • Technology Retirements • Office Relocations • Carpe Data!!!2012 Managing Electronic Records Conference 23.4
  5. 5. Cohasset Associates, Inc. NOTES TO CHUCK OR NOT TO CHUCK… • Is a mission critical question of governance, efficiency and defensibility that you cannot avoid • The failure to act today compounds the pain and problems of tomorrow • Acting today is a prudent business move to avoid needless expenses, loss of valuable business information and exposure to legal costs and risks that can be avoided • Do not wait for perfection – technology and process are bound to improve but tools, technology and people exist today that can help move you to a better state now THANK YOU FOR ATTENDING MER 2012 SEE YOU NEXT YEAR!!!2012 Managing Electronic Records Conference 23.5