Tackling Data Explosion ChallengesInformation Management, Retention  and eDisclosure Best Practices<br />20 October 2010<b...
Electronic Discovery Reference Model<br />
Presentation<br />EDRM A More Worldly View (to scale)<br />Information Management<br />Production<br />Legal Review<br />P...
In1956, IBM launched the 305 RAMAC –  the first computer with a hard disk drive<br />The hard disk weighed over a ton and ...
Blanket Retention Policies – Unsafe Harbors<br />“We save everything until our mail server gets full – then we delete ever...
Retention Periods for Email and IM -Customer Survey<br />
Blanket Retention Policy Pain!<br />
The Legal Standard for ESI Retention<br />The regular policy-based destruction of ESI (electronically stored information) ...
Corporate Challenges: Retention and Disclosure<br />Corporate Security<br />Corporate Culture + Busy Employees<br />IT has...
Not Speaking The Same Language?<br />
Creating a Coordinated Corporate Initiative<br />
Eight Tenets Of Effective Document Retention Policies<br />Understand your regulatory requirements<br />Understand how emp...
Email/ESI Classification Options<br />
Possible Retention Policies<br />Universal retention period<br />
Possible Retention Policies<br />Create role-based or “high water mark” retention polices based on regulatory requirements...
Possible Retention Policies<br />Manual - End-user driven…<br />No Retention<br />Inbox<br />2 year retention<br />Project...
Possible Retention Policies<br />Automatic classification<br />Project 1<br />2 year retention<br />3 year retention<br />...
Integrated Disclosure Meeting enterprise disclosure imperatives head-on<br />Identify & Collect<br />Early Case Assessment...
Pattern matching algorithms  for intelligence
Policy-based identification and collection
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Tackling Data Explosion Challenges: Information Management, Retention and eDisclosure Best Practices

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Attend this session to learn how to control the stress on your business and your budget by designing, building
and implementing an information management, litigation readiness and eDisclosure program that will ensure
you get the most from your information while minimizing the associated risks and costs.

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Tackling Data Explosion Challenges: Information Management, Retention and eDisclosure Best Practices

  1. 1. Tackling Data Explosion ChallengesInformation Management, Retention and eDisclosure Best Practices<br />20 October 2010<br />Fred Nemeth, Associate Director, Consulting<br />INFORMATION MANAGEMENT<br />©2009 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated.<br />
  2. 2. Electronic Discovery Reference Model<br />
  3. 3. Presentation<br />EDRM A More Worldly View (to scale)<br />Information Management<br />Production<br />Legal Review<br />Processing, Review and Analysis<br />Preservation and Collection<br />Identification<br />
  4. 4. In1956, IBM launched the 305 RAMAC – the first computer with a hard disk drive<br />The hard disk weighed over a ton and was capable of storing 5MB of data!<br />
  5. 5. Blanket Retention Policies – Unsafe Harbors<br />“We save everything until our mail server gets full – then we delete everything and start anew.”<br />“We save everything for 30 (60 or 90) days and we’ve never had a problem.”<br />“We gave up trying to figure out individual retention rules and now keep everything for 10 (15 or 20) years.”<br />
  6. 6. Retention Periods for Email and IM -Customer Survey<br />
  7. 7. Blanket Retention Policy Pain!<br />
  8. 8. The Legal Standard for ESI Retention<br />The regular policy-based destruction of ESI (electronically stored information) including e-mail messages is a legal and appropriate business practice if no law or other obligation requires retention.<br />
  9. 9. Corporate Challenges: Retention and Disclosure<br />Corporate Security<br />Corporate Culture + Busy Employees<br />IT has no funding and long project cycle<br />Escalating litigation and regulatory need <br />Many IT Systems<br />Email, SharePoint, Web, Apps, Actg, Storage, Eng, DMS, Archives<br />Retention and collection is a low priority until there is a “Compelling Event” <br />
  10. 10. Not Speaking The Same Language?<br />
  11. 11. Creating a Coordinated Corporate Initiative<br />
  12. 12. Eight Tenets Of Effective Document Retention Policies<br />Understand your regulatory requirements<br />Understand how employees use data<br />Create a common sense retention schedule<br />Create a litigation hold process<br />Inform and train your employees on the new policies<br />Enforce the policies with audits and punishments if not followed<br />Ensure the policy is defensible in the event of litigation by reviewing the policy annually and refreshing as necessary<br />Document everything – “If it’s not documented, it didn’t happen”<br />
  13. 13. Email/ESI Classification Options<br />
  14. 14. Possible Retention Policies<br />Universal retention period<br />
  15. 15. Possible Retention Policies<br />Create role-based or “high water mark” retention polices based on regulatory requirements or best practices<br />By corporate function/department<br />Sales<br />1 Year<br />Finance<br />3 Years<br />Marketing<br />6 Months<br />Investor Relations<br />7 Years<br />R&D<br />3 Years<br />Legal<br />30 Years<br />
  16. 16. Possible Retention Policies<br />Manual - End-user driven…<br />No Retention<br />Inbox<br />2 year retention<br />Project 1<br />Project 2<br />3 year retention<br />Project 3<br />1 year retention after deletion<br />Sent Items<br />6 month retention<br />
  17. 17. Possible Retention Policies<br />Automatic classification<br />Project 1<br />2 year retention<br />3 year retention<br />Project 2<br />Policy Engine<br />1 year retention after deletion<br />Project 3<br />
  18. 18. Integrated Disclosure Meeting enterprise disclosure imperatives head-on<br />Identify & Collect<br />Early Case Assessment<br />Archive<br />Review<br /><ul><li>Endpoint devices (laptops, desktops)
  19. 19. Pattern matching algorithms for intelligence
  20. 20. Policy-based identification and collection
  21. 21. Metadata based repository
  22. 22. Email, SharePoint, network file shares, additional data types
  23. 23. Repository of record
  24. 24. Retention policies
  25. 25. Litigation holds
  26. 26. Classification
  27. 27. Transparently ingest data
  28. 28. Faceted search, advanced analytics
  29. 29. Identify and tag documents
  30. 30. Develop case strategy
  31. 31. Filter and reduce data volumes
  32. 32. Load data into disclosure applications
  33. 33. High productivity, scalable review
  34. 34. Advanced analytics
  35. 35. Multi-project/review team support
  36. 36. Automated workflow</li></li></ul><li>Don’t Let Perfect Be the Enemy of Good<br /><ul><li>Perfect policies and disclosure processes don’t exist
  37. 37. Don’t get stuck on defining perfection at the expense of execution
  38. 38. Develop good policies, processes and practices today
  39. 39. Show the courts and regulators</li></ul>You have a policy<br />You are taking reasonable efforts to follow your policy<br />You have a disclosure hold process which you periodically test<br />You know what data you have where<br />You destroy unneeded, older, non-litigation or compliance related documents on a routine basis<br /><ul><li>Improve your policy and processes over time</li></li></ul><li>IDC Whitepaper available<br />The IT Manager's Role in Proactive Information Retention and Disposition Management: Balancing eDiscovery and Compliance Obligations with IT Operational and Budget Constraints<br />Visit Iron Mountain <br />On Stand 453<br />

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