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Doculabs Ediscovery Market Overview IBM Midwest Usergrooup2


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Doculabs Ediscovery Market Overview IBM Midwest Usergrooup2

  1. 2. <ul><li>About Doculabs </li></ul><ul><li>Quick Facts </li></ul><ul><li>Founded in 1993 </li></ul><ul><li>Headquartered in Chicago </li></ul><ul><li>Privately held </li></ul><ul><li>Delivered more than 800 ECM engagements to more than 450 customers </li></ul>
  2. 3. <ul><li>Doculabs’ Core Competencies </li></ul>ECM Strategy … determine a short-term, mid-term and long-term strategy for information management? ECM as a Shared Service … enable ECM as a shared service for broad based and rapid adoption in a cost efficient manner? Customer Communications Management … develop an effective customer communications strategy for interfacing with clients in a personalized manner? Digitization/Process Automation … build a digitization and process automation framework to assist organizations in strategic business objectives such as outsourcing, etc. SharePoint Co-existence … leverage the capabilities of SharePoint, but still take advantage of advanced ECM capabilities? eDiscovery and Compliance … create a litigation readiness framework to ensure minimization of exposure and cost efficiencies by enabling eDiscovery? Economic Justification/Financial Analysis … build an economic model to track and measure the impact of ECM technologies in my organization?
  3. 4. <ul><li>IOD Event </li></ul><ul><li>IOD Sessions – Doculabs Moderated Panels </li></ul><ul><ul><ul><li>BVI #2624  - Monday 2:45, compliance and e-discovery </li></ul></ul></ul><ul><ul><ul><li>Conseco </li></ul></ul></ul><ul><ul><ul><li>Prime </li></ul></ul></ul><ul><ul><ul><li>Comerica </li></ul></ul></ul><ul><ul><ul><li>BNS 2667 – Tues. 9:45, insurance industry Aon Northwestern Mutual Travelers Insurance </li></ul></ul></ul><ul><ul><ul><li>BVI 2579 – Tues. 11:00, collaboration tools and ECM </li></ul></ul></ul><ul><ul><ul><li>Aon </li></ul></ul></ul><ul><ul><ul><li>Medco </li></ul></ul></ul><ul><ul><ul><li>Mass Mutual </li></ul></ul></ul>
  4. 5. Challenges Customer Challenges
  5. 6. <ul><li>Key Compliance-Related Issues </li></ul>
  6. 7. <ul><li>What is the Overall Challenge: </li></ul>Organizations face an overwhelming challenge in delivering data for Litigation, Audit, and Regulation. Proper preparedness eases this challenge. Pre- and Post Trigger Services Work Together to Provide Overall Efficiency Litigation Trigger Source: Daticon EED
  7. 8. <ul><li>Compliance Market Maturity Curve </li></ul>
  8. 9. <ul><li>Growth of Discoverable Content </li></ul>1980 2000 2005 Types of Discoverable Content TODAY 2010 Paper Records Electronic Documents E-Mail Web Content Instant Messages Web 2.0 Audio/Video
  9. 10. <ul><li>Common Types of Discovery </li></ul>
  10. 11. <ul><li>Corporate Programs Must Account for Different Approaches Based on Case Categories </li></ul>EED Case Category Model © EED, Inc. 2008. All rights reserved. While most cases are low-risk from and economic perspective, some cases case escalate into large discovery initiatives. Employment Dispute Commercial Dispute M&A SEC/DOJ /Govt Investigation Intellectual Property Dispute Antitrust Case Small Medium Large Very Large Very Small
  11. 12. <ul><li>Good E-Discovery Programs and Technologies Save Big Money </li></ul>
  12. 13. <ul><li>Common E-Discovery and Records Management Practices </li></ul><ul><li>Too Narrow </li></ul><ul><ul><li>Only declared records are “in scope” for records management </li></ul></ul>Records Management is not just about Business Records. Rather, it is about managing ALL the unstructuredd data that may be discoverable.
  13. 14. <ul><li>Common E-Discovery and Records Management Practices </li></ul><ul><li>Too Wide </li></ul><ul><ul><li>All ESI is declared a record and therefore “in scope” for records management </li></ul></ul><ul><ul><li>Creates serious problems </li></ul></ul><ul><ul><ul><li>High costs </li></ul></ul></ul><ul><ul><ul><li>Operational challenges </li></ul></ul></ul><ul><ul><li>Close to impossible to live up to in practice </li></ul></ul>Recent FRCP guidelines say that all electronically stored information (ESI) may be discoverable. Doculabs’ goal is to limit the “cost of compliance”.
  14. 15. <ul><li>Common E-Discovery and Records Management Practices </li></ul><ul><li>Tiered Approach </li></ul><ul><li>Different types of ESI are </li></ul><ul><li>handled differently </li></ul><ul><li>Keep as records </li></ul><ul><li>Redefine as records </li></ul><ul><li>Keep as non-records but move to rigorous ECM/RM system </li></ul><ul><li>Don't worry about them—they aren't worth it—keep or dispose according to general rules </li></ul>1 2 3 4 By categorizing and prioritizing information, organizations can streamline the discovery effort; minimizing the time and effort to produce information.
  15. 16. <ul><li>Four Primary Information Management Situations </li></ul>EXISTING CONTENT NEW CONTENT STRATEGY AND TACTICS SITUATION 1 60% of organizations   SITUATION 2 15% of organizations   SITUATION 3 15% of organizations   SITUATION 4 10% of organizations   No backlog management strategy or tactics defined No day-forward strategy or tactics defined Have a strategy and technology in use (e.g. enterprise search appliance, etc.) No day-forward strategy or tactics defined No backlog management strategy or tactics defined Have a information management strategy and technologies to support unstructured information management Have a information management strategy and technologies to support unstructured information management Have a strategy and technology in use (e.g. e-discovery suite)
  16. 17. <ul><li>Systematic Approach to Implementing E-Discovery </li></ul>EXISTING CONTENT NEW CONTENT REACTIVE PROACTIVE Implement plug-and-play enterprise search * Implement and use crawler to deal with e-discovery events Conduct content and repository inventory Use auto classification technology to tag and migrate some content to a managed content repository Develop an enterprise taxonomy and metadata model for new content De-duplicate existing content in content repositories, file shares, and e-mail Mass migrate content from file shares and e-mail to a managed repository * Ensure content security is not violated by the search engine Investigate on-the-fly compression technology to reduce storage requirements Develop and implement a content repository simplification and optimization program Evaluate and implement a auto-classification tool to classify information as it is added to the content repository Turn off the ability to use file shares to store documents and content Implement a collaboration program and technology to encourage structured content creation and management Integrate common productivity tools like Microsoft Office directly with the content management platform and force users to provide metadata when adding content to the system
  17. 18. <ul><li>Common Repository Management Strategies </li></ul>HIGH RISK/ HIGH VALUE CONTENT LOW RISK/ LOW VALUE CONTENT Line-of-Business system archives content Content in a repository that can be integrated with remote records management system Content in a repository that cannot be integrated with a remote records management system Non-critical content Leave in Place; Don’t Manage Leave in Place; Manage with Existing System Leave in Place; Manage with Remote System Migrate to Remote System for Management
  18. 19. <ul><li>IBM’s Vivew: eDiscovery on an ECM Platform </li></ul>
  19. 20. <ul><li>Core Elements of a Business Case </li></ul>Key Components of the Doculabs’ Business Case Modeling Framework
  20. 21. <ul><li>Top-Ten Things to Consider for E-Discovery </li></ul><ul><li>Regard Electronic Discovery as strategic initiative </li></ul><ul><li>Build a repository inventory that shows where your most high risk paper and electronic records are located </li></ul><ul><li>Focus on the “Cradle to Grave” information lifecycle </li></ul><ul><li>Implement a Discovery Architecture or technical framework </li></ul><ul><li>Implement a balance of technology and process excellence </li></ul><ul><li>Develop clear rules for RM policy and the technology to support them </li></ul><ul><li>Automated prioritization and role conflict resolution </li></ul><ul><li>Deploy a strong master classification plan and robust taxonomy </li></ul><ul><li>Actively manage enterprise-wide records policy and up-to-date retention schedule </li></ul><ul><li>Designate a Chief Compliance Officer and active governance committee setting and enforcing policies </li></ul>
  21. 22. Questions
  22. 23. Contact: Thank You James Watson, PhD 312-881-1620 [email_address] General Information 312-433-7793 [email_address]