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Mutiny: Leverage eDiscovery Tools for Information Governance and Win BIG! Expand Reach and Leverage Success

Information Governance
Information Governance is the management of information to effectively mitigate risk, cut costs, and leverage the value of information.

eDiscovery mast-heading
Practitioners sold into conformance
Tools built – force users to conform as opposed to the tool conforming to your process
Shiny object syndrome
Isolated from the bigger ship - Unified Information Governance Practice

Re-think process…
Software tools aside, what should your business process be to match how you work?

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Mutiny: Leverage eDiscovery Tools for Information Governance and Win BIG! Expand Reach and Leverage Success

  1. 1. Mutiny: Leverage eDiscovery Tools for Information Governance and Win BIG! Expand Reach and Leverage Success
  2. 2. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Clear the decks Information Governance Information Governance is the management of information to effectively mitigate risk, cut costs, and leverage the value of information. eDiscovery mast-heading  Practitioners sold into conformance  Tools built – force users to conform as opposed to the tool conforming to your process  Shiny object syndrome  Isolated from the bigger ship - Unified Information Governance Practice Re-think process… Software tools aside, what should your business process be to match how you work?
  3. 3. Private and Confidential – Copyright 2019 Limeys  Boolean Operators – simple words used as conjunctions  DocID Technologies (May 1995) – first of its kind Auto Data Extraction  Syngence (Mar 2001) – concept searching based on Latent Sematic pattern matching  Attenex (2001) – concept clustering (nouns-based)  Content Analyst (2004) – CAAT analytics engine (nouns-based)  Mind Talent (2006) – first of its kind Predictive Coding Solution  eCapture (~2006) – first eDiscovery tool designed around customer process and requirements  Recommind/OpenText (2000/2007) – ‘Predictive Coding’ based on machine-learning aka TAR Circa 2014 Artificial Intelligence (AI) Driven eDiscovery – the ‘new treasure chest’
  4. 4. Private and Confidential – Copyright 2019 Scurvy While you can’t ignore your technology investments, you can leverage them to maximize the return on those investments. Technology products and services have incrementally solved various needs within aspects of the EDRM and IGRM, but have only solved “A” problem, not “The” problem The Problem: Finding what you’re looking for, even when you don’t know what it is – Fast, Efficiently, Cost- effectively, and Accurately. Technology alone will not solve The Problem. You want to be a hero to your internal customers – stakeholders and employees. You want to actually solve The Problem… here’s what you do.
  5. 5. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019
  6. 6. Private and Confidential – Copyright 2019 Walk the Deck not the Plank Big Steps…  Policy & Process o Establish alignment with goals & objectives o Document policy and map process  People o Identify policy and process owners o Identify risk & controls information owners  Information Assets & Liabilities  Information Assets Inventory (types of information)  Define Data of Interest – Secret, Confidential, Private, Public  Risk Assessment and Treatment Plan  Leverage Meta-data (targeted) to Focus and Accelerate Process  Document procedures - build a Playbook  Employ Technologies that create efficiencies in process
  7. 7. Private and Confidential – Copyright 2019 Map Process
  8. 8. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Cut Bait
  9. 9. Private and Confidential – Copyright 2019 Chart the course Information Retention, Archiving, and Destruction 1. Identify/assign business process ownership 2. Establish Policy – Information Retention, Archiving, and Destruction Policy that supports the business 3. Create a Schedule – Information Retention, Archiving, and Destruction Schedule that’s aligned with the Policy 4. Map the Process – aligned with the Schedule and Policy 5. Create a Playbook – Procedures for Information Retention, Archiving, and Destruction that is aligned with the Schedule and Policy o Identify/assign – an Owner and Co-owners per division/department o Playbook – shared and trained 6. Select and Implement – a Document Management System (DMS) software tool that creates efficiencies in the Process o Add to Playbook and train your people
  10. 10. Private and Confidential – Copyright 2019 Put your back into it… landlubbers
  11. 11. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 All hands on deck Information Assets Classification System 1. Identify/assign business process ownership 2. Create an Information Assets Classification System Policy 3. Create a info assets taxonomy 4. Map the Information Assets Classification process 5. Develop procedures – Playbook 6. Select and Implement an Information Assets Classification software o Codify all documents at point of creation, receipt, archival, and distribution/sharing o Add to Playbook and train your people
  12. 12. Private and Confidential – Copyright 2019 “You can’t have the this… … without the that” + + + +
  13. 13. Private and Confidential – Copyright 2019 Land ho! or… This?
  14. 14. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Discovery Discovery Requests – Document Production Document requests: internal/external investigations, third-party requests, arbitration, litigation, mergers & acquisitions, IPO, new lines of business, etc. 1. Establish Legal Response & Hold Policy – supports the business objectives, standards, and regulatory compliance 2. Discovery Process Map – aligned with the policy and how the company does/should work 3. Discovery Procedures – aligned with the Process Map 4. Leverage eDiscovery and Analytics software that will ingest the metadata (document classifications), index the content, and organize for responsiveness, relevance, and privilege 5. Practice o Super easy since the Classification, archival/storage, and retention schedules have all been applied o Apply any legal and factual ‘issues’ pursuant to the document request and/or complaint to make additional distinctions on the evidence
  15. 15. Private and Confidential – Copyright 2019
  16. 16. Private and Confidential – Copyright 2019 It’s Not Complicated…
  17. 17. Private and Confidential – Copyright 2019 It’s Simple… + + =
  18. 18. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Gratuitous
  19. 19. Private and Confidential – Copyright 2019 NEW World Clearly Simple  Massive reduction in Risk Exposure  No expensive technology & personnel investments  Significant cost-savings and high ROI  Greatly improved Operations  Enriched company valuation  Helps keep the regulators happy  Doesn’t take a massive workforce You want to find what you’re looking for Policy, Process, People, Practice, then Technology for efficiency Those who have come before us… have ALL failed to recognize and solve the core issue – Categorization  Balance between New World & traditional approaches
  20. 20. Private and Confidential – Copyright 2019 Map to Treasure Big Steps…  Policy & Process o Process supports policy  People o Identify policy and process owners  Information Assets & Liabilities o Info Assets Inventory o Risk Assessment and Treatment Plan o Define Data of Interest  Leverage Meta-data  Establish Procedures  Employ Technologies
  21. 21. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Bounty “Information is not knowledge.” Albert Einstein “Knowledge is power. Information is liberating.” Kofi Annan

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