eDiscovery and Records Oh...My!

Discovery and Legal and Records… oh my!!
1 February 2011
Fiona Schrader
Group Product Manager, Compliance

Agenda
Information Management and eDiscovery – market drivers
Why worry about Records
Definitions
Tools to make Records and Information Management easier
4 Use Cases

AIIM Research on Records Management
What would you say were the two main reasons that triggered your organization's decision to plan a Records Management system? (N=176 planning or implementing)
Source: AIIM, 2010 Industry Watch: E-Discovery and ERM: how is records management performing in the new spotlight?

AIIM Research on Records Management
Which of the following types of electronic content do you include in your retention policies and RM processes? (N=413)
Source: AIIM, 2010 Industry Watch: E-Discovery and ERM: how is records management performing in the new spotlight?

What is the Legal Hold Procedure in Place?
Do you have a legal hold procedure in place that can be invoked as soon as a legal action is raised? (N=476, excl. 103 “No Idea”)
AIIM Industry Watch: E-Discovery and ERM, 2010

IG Maturity Model Assessment
Information Risk
Policy Management
Information Access & Security
Information Capture & Classification
Information Content Governance
Records Lifecycle Management
Optimized
Managed
Proactive
Reactive
Aware

Electronic Discovery Reference Model (EDRM)
Processing
Preservation
VOLUME
RELEVANCE
Identification
Information Management
Review
Production
Presentation
Collection
Analysis
The Electronic Discovery Reference Model - www.edrm.net

Information Management Reference Model (IMRM)

Definitions – Part 1
Enterprise Governance, Risk and Compliance (eGRC) is an umbrella term that describes how an organization:
Defines the objectives, policies, procedures and standards by which it is managed
Makes informed decisions to seize opportunities while avoiding or managing negative events
Demonstrates adherence to laws, regulations, policies, contractual obligations and industry standards

Definitions – Part 2
Certifications
DoD5015.2, MoReq2, VERS, etc. Complex set of behaviours that the software must adhere to and be tested against with expected outcomes.
Standards
ISO 15489 which are best practices/recommendations on how the software should behave.
Guidelines
Recommendations on how systems are implemented.
Laws/Acts
CFR Part 11, mandate how long content is kept in accordance to the law. UK - Limitation Act 1980, Data Protection Act 1998, Freedom of Information Act 2000, The Regulation of Investigatory Powers Act 2000
Audits
The unknown as is it can be internally driven, externally driven or combination of both.

What is a Record?
A record is information created, received, and maintained by an organization or person that is evidence of its activities or operations, and has value requiring its retention for a specific period of time. It can be used in pursuance of legal and regulatory obligations.
American National Standards Institute and ARMA International
Formal Records Management
Typical Records Management
11

Making Information Governance Actionable

SourceOne eDiscovery – Kazeon
SourceOne Discovery Manager
SourceOne File Intelligence
EMC INFORMATION GOVERNANCE
OFFERINGS
Documentum Retention Policy Services
Documentum Records Manager
SourceOne for File Systems
SourceOne Email Management
SourceOne for Microsoft SharePoint
EMC Information Governance Family

Time- and event-based retention and disposition
Retention tied to workflows and business processes
Manage physical, electronic and federated records
Provides certified records management
Documentum Records Management

Records and Retention ManagementEMC’s Modular Solution
Security Access Control
Report and Auditing
File Plan
Notification
Storage Management
Documentum Platform
WEB-BASED CLIENT
CONTENT SECURITY
UNIFIED ARCHITECTURE
Core Records Manager Components
Federated Records Services
Physical Records Services
Web Services for Records
Certified
Documentum Retention Policy Services

Records Manager Overview
Author/Control
Declare/Classify
Object becomes a record (Largely automated based on a policy)
Document Creation
Collaboration
Properties
Workflow
Business Process
Records Management
Records/Retention Management
Retention Policy Enforcement
Hold Capabilities
Automated & Manual Disposition
Corporate File Plan
Auditing and reporting
Document
Immutability
Multi-Aging
Support
Event
Trigger
Event
Trigger
Search
Store/ Transfer
Global
Content
Repository
Audit
Notifications
Retention
Disposition

Records + e-Discovery
Business challenge
Rapidly increasing volume of information increases the complexity of managing that information.
E-Discovery processes are easier and more efficient if front-end information management has been addressed first.
Solution
Records management system that makes sure there is one immutable version of each record and that expired data has been properly disposed of with audit trail. Combined with e-Discovery tools that bring the process in-house with effective tools for early case assessment.

Use Case #1 – I have e-Discovery!!
Challenge: I have one or more e-Discovery requests.
Solution:
EMC SourceOne e-Discovery - Kazeon
EMC Documentum Retention Policy Services
Respond cost-effectively to eDiscovery requests
Implement a repeatable business process that minimizes eDiscovery and compliance costs
Roll out an accurate and defensible eDiscovery process with complete audit and chain of custody

Use Case #2 – Start with paper records
Challenge: Paper records that need to be maintained.
Solution:
EMC Documentum Physical Records Services
Allows administrators to have one file plan and one set of retention rules to manage all content
Enables fast and accurate search and retrieval of physical records
Provides the ability to create a virtual warehouse structure that links physical records into users’ content management cabinet and folder structure

Use Case #3 – I have electronic records
Challenge: Electronic content that needs to be maintained.
Solution:
Helps organizations comply with legal and regulatory requirements
Appliesand enforces retention and disposition policies automatically
Deploys quickly so work can begin immediately
Alleviates compliance burden on end users
Provides auto-delete capabilities
Provides cost savings for storage, compliance, and eDiscovery

Use Case #4 – The Data is Out There…
Challenge: Just spoke with IT and there’s data scattered in network that I need to manage
Solution:
EMC SourceOne File Intelligence/EMC SourceOne eDiscovery - Kazeon
Classify information based on metadata or content of file
Migrate valuable files to Documentum and apply retention/disposition
Create an efficient policy-based environment that reduces risk
Increase primary storage capacity while reducing costs

Questions to Ask
What are the project goals?
What are you trying to do or achieve?
Who has ownership?
Who provides the funding?
Who are the constituents?
Who is affected by this project?

Intelligent Information…Continue the Discussion with EMC @

Questions and Answers

http://earchiving.blogspot.com	101
http://infgov.net	32
http://claudesuper.com	27
http://www.kazeon.com	19
http://archivesblogs.com	4
http://earchiving.blogspot.fr	2
http://www.earchiving.blogspot.com	1
http://static.slidesharecdn.com	1
http://earchiving.blogspot.in	1

eDiscovery and Records Oh...My!

by J. David Morris on Feb 10, 2011

Accessibility

Categories

Tags

Upload Details

Usage Rights

9 Embeds 188

Statistics

eDiscovery and Records Oh...My! — Presentation Transcript