Cut The Clutter: What You Have, What You Need, and What You Can Safely Get Rid of

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Simple Facts- Information is growing at alarming rates, Organizations fear the consequences of eliminating even the most trivial data and these fears have been heightened by the retention requirements of Dodd-Frank, FINRA 10-06 and other troubling laws and regulations. In this hangout learn how to identify the data that you need to collect and manage versus the data that you can safely get rid of. In addition, attendees can understand how to limit exposure and storage costs by implementing a defensible deletion plan for both active and archived content.

Watch the Google+ Hangout recording: http://bit.ly/17by3e6

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  • Script:This section will move into more practical ways that you can “Cut the Clutter” by leveraging technology to capture only what you need and to keep it for only as long as you need to.As most people are already familiar with email archiving and retention, this section will focus on other content sources.
  • Script:First we’ll discuss social media. Social media has received a lot of attention in recent years as Phil alluded to. 5 years ago it seemed insane that anyone would want to capture a tweet and that it could be actionable in any way. But now twitter, Facebook, and social media is a critical part of how we do business from advertising campaigns to how we communicate with each other.i
  • Script:In the 1970’s 3 major networks in the U.S. controlled virtually all televised content so much so that when the last episode of MASH aired it drew 121 Million viewers in the U.S. alone. Fast forward to the 1990s and beyond and there is a specialty channel for every sport, political viewpoint, hobby, etc. In the same way communication has shifted sharply since the 1990s. Back in July 2009, Morgan Stanley wrote an article entitled “The Slow death of email” which showed that the # of email accounts were surpassed by the # of social media accounts. Gartner expects that by 2014 20% of companies will use Social Media as the primary vehicle for communication replacing email. While the # of social media accounts continues to grow the overall ‘death of email” is a little premature. What is happening instead is that a % of what might have previously been sent via email in the past is now sent via social media. In 1995, virtually all corporate electronic communication was done via email. In the years since, communication has become fragmented. First public IM took a portion of communication. This shifted to corporate solutions such as Office Communicator and eventually Lync. Then collaboration platforms started to move into the social space. Next public social media such as Facebook, twitter and LinkedIn became mass-market alternatives for a significant portion of specific types of communication (Facebook to keep in touch with family, LinkedIn to track business associates and LinkedIn to comment on what you had for dinner). In recent years social media has become increasing specialized. Just as the cable industry gave us the Golf Channel, social media now has very targeted solutions for specific purposes (Dropbox), or for specific verticals Financial Services (Stocktwits, Bloomberg).Conversations that span email & social mediaAnother frequent use case involves a messages that starts via one source and moves to another. For example a customer may post a message stating their dissatisfaction with a company on their public web site, this may lead to email and IM communications with the customer to get to a resolution and then end with a follow-up post on Facebook stating that the problem has been resolved. This makes capture of all communication vehicles essential in order to provide adequate eDiscovery.Essential to hiring the right peopleSocial media is essential to hiring and keeping the best candidates. 95% of companies use LI to find & attract employees as it is the best way to find an employee with the right skills and who will fit in with current employees. Access to Social Media is also a requirement for many new employees. 1/5 of those surveyed would turn down a job if they weren’t allowed to access social networking & personal email during work hours (“Web 2.0 in the workspace” CSO Risk – May 19, 2010) Social Media is required to reach & interact with your customersSocial media is required to maximize marketing and to expand your relationship with your target customer and with existing customers. People in the US generate more than 500 billion online impressions on each other regarding products and services (Source: Forrester’s “Mass Influencers Are The Key To Achieving Scale In Social Media Marketing” April 2010) . Social media is essential to reaching Millennial consumers (people who joined the workforce in the 2000s). Millennials are now larger than Baby Boomers with $350 billion in spending power. 96% of Millennials have joined a social network. Source: Qualman 2009Even our core EV audience is using social mediaA recent study of the financial services industry (which accounts for ~30% of EV business) found that 86% of financial services professionals use social media up from 73% the previous year. This is obviously a heavily regulated industry and in order to properly leverage social media and meet regulations, this content must be captured as per FINRA guidance (Source: American Century Investments 2011)Other Data Points to work in if possible/desired:Social network users surpassed the number of email users in July 2009 – 820 Million social networking compared to 800 million email usersSource: Morgan Stanley’s “Slow death of email”“Although micro-blogging will not eliminate reliance on channel-based tools (e.g., e-mail or IM), it will shift certain types of conversation and information-sharing activities away from those tools.”Source: Gartner - “From Twitter to Enterprise Microblogging”Facebook - 500 Million active users - 50% of active users log in every day. Average user created 90 pieces of content/monthYoutube - As of February 2011, YouTube has 490 million unique users worldwide per month, who rack up an estimated 92 billion page views each month. We spend around 2.9 billion hours on YouTube in a month — over 325,000 years. And those stats are just for the main YouTube website — they don’t incorporate embedded videos or video watched on mobile devices. Social media-related YouTube stats are just as impressive. YouTube says that on average there are more than 400 tweets per minute containing a YouTube link. Meanwhile, over on Facebook over 150 years worth of YouTube videos are watched every single day.Twitter 200 Million Users (460K accounts created/day).1B tweets sent each week. Average user created 90 pieces of content/month. 31% of users follow a brandLinkedIn. 100 Million Users. Used by 69 of Fortune 100. 95% of companies use LI to find & attract employees
  • Content is created & lives foreverContent proliferates to multiple sitesSharePoint Governance helps but still no one wants to hit the delete keySites proliferate and live long after their usefulness
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