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Enterprise Discovery: Taking Control, Driving Change


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Enterprise Discovery: Taking Control, Driving Change

  1. 1. Enterprise Discovery: Taking Control, Driving Change December 1, 2010 INFORMATION MANAGEMENT
  2. 2. Featured Speakers Brian Babineau Senior Analyst ESG David Bayer Director Discovery Iron Mountain
  3. 3. The Goal of This Webcast is to: Explore the necessary strategies and tactics companies need to take to implement information governance and discovery as a consistent, integrated business process. 
  4. 4. Agenda Iron Mountain’s Enterprise Discovery Suite Discovery in Context: Three Case Studies Information Governance and Discovery Questions and Answers Post Webcast: Chat with experts in the Solution Center Discovery, Automation and Critical Business Processes
  5. 5. The Bigger Questions Do a series of tasks become a defined a business process? Do you invest in automating a newly defined business process?
  6. 6. The Case for Discovery as a Business Process <ul><ul><li>Common tasks </li></ul></ul><ul><ul><ul><li>Identify, collect, preserve, analyze, review, produce </li></ul></ul></ul><ul><ul><li>Connected to / impacted by other processes </li></ul></ul><ul><ul><ul><li>Records management </li></ul></ul></ul><ul><ul><li>Departmental owner </li></ul></ul><ul><ul><ul><li>Legal </li></ul></ul></ul><ul><ul><li>External influence* </li></ul></ul><ul><ul><ul><li>103 e-discovery decisions / opinions issued between January 1 and June 17, 2010 </li></ul></ul></ul><ul><ul><ul><li>200 decisions / opinions issued in all of 2009 </li></ul></ul></ul>*Source: Gibson, Dunn & Crutcher 2009 Year-End Electronic Discovery and Information Law Update / 2010 Mid-Year Report on Electronic Discovery and Information Law
  7. 7. Why Automate Discovery? Top Litigation Areas Targeted for Increased Spending (% of respondents / U.S. & U.K.) 28% eDiscovery 25% Contracts 22% Labor & Employment 21% Regulatory investigations 14% IP Patents *Source: Fulbright & Jaworski, 7 th Annual Litigation Trends Survey Report, November 2010 75% increase from 2009
  8. 8. Sources of Costs <ul><ul><li>Increasing data volumes </li></ul></ul><ul><ul><ul><li>Traditional sources (e-mail, database, etc) expand </li></ul></ul></ul><ul><ul><ul><li>New sources (SharePoint, wikis, etc) come on-line </li></ul></ul></ul><ul><ul><li>Dispersed data sources </li></ul></ul><ul><ul><ul><li>Technology: PCs, file shares, content management systems, backup tapes </li></ul></ul></ul><ul><ul><ul><li>Physical: data centers, service providers / partners, remote offices </li></ul></ul></ul>IT <ul><li>Identify, collect, preserve </li></ul><ul><li>S.O.P. disruption </li></ul><ul><li>Dedicated resources </li></ul><ul><li>Outsource as needed </li></ul>Legal <ul><li>Process management </li></ul><ul><li>Analyze and review </li></ul><ul><li>Prepare strategies </li></ul><ul><li>Leverage external counsel </li></ul>
  9. 9. Sources of Costs <ul><ul><li>Increasing data volumes </li></ul></ul><ul><ul><ul><li>Traditional sources (e-mail, database, etc) expand </li></ul></ul></ul><ul><ul><ul><li>New sources (SharePoint, wikis, etc) come on-line </li></ul></ul></ul><ul><ul><li>Dispersed data sources </li></ul></ul><ul><ul><ul><li>Technology: PCs, file shares, content management systems, backup tapes </li></ul></ul></ul><ul><ul><ul><li>Physical: data centers, service providers / partners, remote offices </li></ul></ul></ul>Legal <ul><li>Process management </li></ul><ul><li>Analyze and review </li></ul><ul><li>Prepare strategies </li></ul><ul><li>Leverage external counsel </li></ul>IT <ul><li>Identify, collect, preserve </li></ul><ul><li>S.O.P. disruption </li></ul><ul><li>Dedicated resources </li></ul><ul><li>Outsource as needed </li></ul><ul><li>Measurable </li></ul><ul><ul><li>Legal fees </li></ul></ul><ul><ul><li>Specialized consultants / contractors </li></ul></ul><ul><ul><li>Fines, sanctions </li></ul></ul><ul><li>Immeasurable </li></ul><ul><ul><li>Risk </li></ul></ul><ul><ul><li>Opportunity cost </li></ul></ul><ul><ul><li>Brand damage </li></ul></ul>
  10. 10. Potential Process Improvements Challenge: Data growth Improvements: Retention / disposition policies; remove redundancy, duplicates Challenge: Data dispersion, inaccessibility Improvements: Online, centralized system(s) of record; ability / flexibility to centralize as necessary Challenge: Prolonged cases; undeterminable risk; poor budget management Improvements: Automated preservation; initial case assessments, first pass reviews, predictable service provider fees
  11. 11. Discovery Process Automation Solutions <ul><ul><li>Content archiving </li></ul></ul><ul><ul><ul><li>Centralize information and apply management policies </li></ul></ul></ul><ul><ul><ul><li>Set and enforce legal holds as necessary </li></ul></ul></ul><ul><ul><li>Search and classification </li></ul></ul><ul><ul><ul><li>Find hard to reach data sources </li></ul></ul></ul><ul><ul><ul><li>Determine what is responsive before collecting </li></ul></ul></ul><ul><ul><li>ESI review systems and services </li></ul></ul><ul><ul><ul><li>Cull data quickly </li></ul></ul></ul><ul><ul><ul><li>Detailed processing and workflows through production </li></ul></ul></ul>
  12. 12. Discovery without Automation Identification Preservation Processing, Review, Analysis
  13. 13. The Impact of Discovery Process Automation Control and centralize information Easily find data Automate legal holds on existing and new data Customize workflows to tag data and manage cases Share only responsive, non privileged information in native format
  14. 14. Summary <ul><ul><li>eDiscovery is primary driver of litigation expenses </li></ul></ul><ul><ul><ul><li>Precedent and opinions continue </li></ul></ul></ul><ul><ul><li>Organizations have to treat discovery as a business process </li></ul></ul><ul><ul><ul><li>Incorporate peripheral processes to better govern / control information </li></ul></ul></ul><ul><ul><li>Automation and standardization is possible </li></ul></ul><ul><ul><ul><li>Technology innovations now handle many interrelated information governance and discovery processes </li></ul></ul></ul>
  15. 15. Iron Mountain’s Enterprise Discovery Suite <ul><li>Iron Mountain Enterprise Discovery transforms, automates and integrates governance and discovery processes to proactively prepare for litigation, simplify workflow and make costs predictable. </li></ul>
  16. 16. The Transformation from Traditional eDiscovery… Reactive, matter-driven eDiscovery Information Management Identification Collection Preservation Review Analysis Processing Presentation Production
  17. 17. To Discovery as Critical Business Process Proactive discovery predicated on systematic governance policies and legal holds Information Management Identification Collection Preservation Review Analysis Processing Presentation Production
  18. 18. Discovery as Critical Business Process <ul><ul><li>Know What You Have ® </li></ul></ul><ul><ul><li>Enact retention policies </li></ul></ul><ul><ul><li>Automate legal holds </li></ul></ul><ul><ul><li>Identify and collect data </li></ul></ul><ul><ul><li>Leverage early case assessment </li></ul></ul><ul><ul><li>Reduce data volumes </li></ul></ul><ul><ul><li>Review/produce documents efficiently </li></ul></ul>Automate Ensure deployment of retention policies and litigation holds; reproducible and defensible processes Integrate Provide functional interoperability and seamless, high-quality data movement across applications Transform Operationalize governance capabilities with discovery as a consistent business process
  19. 19. Driving Change: From Tactical Issues Compliance IT <ul><li>Fight fires to minimize risk </li></ul><ul><li>Reduce cost per matter </li></ul><ul><li>Manage outside vendors while ensuring chain of custody </li></ul><ul><li>Comply with regulatory and compliance requirements </li></ul><ul><li>Create and enact ESI retention policies </li></ul><ul><li>Identify and manage potentially relevant documents/custodians </li></ul><ul><li>Manage mailbox explosive storage </li></ul><ul><li>Manage enterprise tape backup and accessibility </li></ul><ul><li>Manage and maintain disparate applications </li></ul><ul><li>“ One-off” data collections in response to legal requests </li></ul>General Counsel
  20. 20. To Strategic Discovery Challenges Enterprise Discovery Suite Compliance IT General Counsel <ul><li>Drive Cost Predictability </li></ul><ul><li>Achieve agile decision making </li></ul><ul><li>Ensure defensible processes </li></ul><ul><li>Consistent, automatic retention policies </li></ul><ul><li>Documented enterprise-wide processes </li></ul><ul><li>Respond rapidly to legal requests and audits </li></ul><ul><li>Empower internal business customers </li></ul><ul><li>Know What You Have ® </li></ul><ul><li>Systematic, defensible disposition and legal hold tech and search processes </li></ul><ul><li>Manage endpoint data “roaming” free </li></ul><ul><li>Integrated workflow for responding to discovery requests </li></ul>
  21. 21. Iron Mountain Enterprise Discovery Suite Meeting enterprise discovery imperatives head-on <ul><li>Connected ® Classify & Collect </li></ul><ul><ul><ul><li>Identify and collect data on endpoint devices based on metadata attributes </li></ul></ul></ul><ul><li>Iron Mountain ® NearPoint </li></ul><ul><ul><ul><li>Enact retention policies and litigation holds </li></ul></ul></ul><ul><ul><ul><li>Identify and export archived data based on metadata attributes </li></ul></ul></ul><ul><li>Iron Mountain eVantage </li></ul><ul><ul><ul><li>Early case assessment to develop case strategy and reduce data volumes </li></ul></ul></ul><ul><li>Iron Mountain Legal Discovery </li></ul><ul><ul><ul><li>Scalable, high productivity review and production; multi-matter, multi-project, advanced workflow </li></ul></ul></ul>
  22. 22. Iron Mountain NearPoint Integrated Archive and On-premises Governance Policy Engine <ul><li>Proactively archive unstructured information from Microsoft Exchange, SharePoint and file systems </li></ul><ul><li>Enact dynamic disposition policies and automated legal holds to data from multiple sources (and in different formats) </li></ul><ul><li>Search, cull and export content for early case assessment and/or review </li></ul>eDiscovery & Case Management Content Monitoring & Supervision Retention & Classification NearPoint ESI Archive Applications NearPoint ESI Archive Platform Capture / De-duplication / Full-text Indexing / Retention Policies / Mailbox Management SharePoint File Systems Exchange PST Management Tiered Storage Disaster Recovery
  23. 23. Connected ® Classify and Collect Identify and collect information from endpoint devices <ul><ul><li>Search, identify and classify data from desktop and laptop systems using flexible metadata, keyword- and pattern-based algorithms </li></ul></ul><ul><ul><li>Utilize metadata properties to catalog data </li></ul></ul><ul><ul><li>Quickly identify all “matter relevant” data across endpoint devices </li></ul></ul>Connected® Database Iron Mountain Legal Discovery Classify and Collect Policy-based Metadata acquisition eVantage Classify and Collect Search-based Data culling Results DB
  24. 24. Iron Mountain eVantage ™ On-premises appliance for Early Case Assessment <ul><ul><li>Directly ingest data from NearPoint and Connected Classify & Collect </li></ul></ul><ul><ul><li>Accelerate case strategy and reduce data volumes using advanced analytics including: </li></ul></ul><ul><ul><ul><li>Faceted search: filter results in realtime by metadata sets </li></ul></ul></ul><ul><ul><ul><ul><ul><li>Focus analysis on subsets of highly relevant data </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Eliminate non-responsive, irrelevant data </li></ul></ul></ul></ul></ul><ul><ul><ul><li>Concept organization </li></ul></ul></ul><ul><ul><ul><ul><ul><li>Group similar documents together automatically </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Speeds analysis and workflow </li></ul></ul></ul></ul></ul>
  25. 25. Iron Mountain ® Legal Discovery High-productivity Hosted Review <ul><ul><li>Efficient Processing </li></ul></ul><ul><ul><ul><li>Sophisticated filtering </li></ul></ul></ul><ul><ul><ul><li>Robust Lotus Notes support </li></ul></ul></ul><ul><ul><ul><li>Detailed exception handling and reconciliation procedures </li></ul></ul></ul><ul><ul><li>Native File Review </li></ul></ul><ul><ul><ul><li>Access embedded metadata </li></ul></ul></ul><ul><ul><ul><li>Robust tagging and redaction </li></ul></ul></ul><ul><ul><ul><li>Native and TIFF-based production </li></ul></ul></ul><ul><ul><li>Analytical Capabilities </li></ul></ul><ul><ul><ul><li>Advanced search engine with persistent hit highlighting </li></ul></ul></ul><ul><ul><ul><li>Concept, Smart Issue and Work folders </li></ul></ul></ul><ul><ul><ul><li>Visual Email and Document Analytics </li></ul></ul></ul><ul><ul><li>Complex Matter Support </li></ul></ul><ul><ul><ul><li>Unified repository for multi-matter support </li></ul></ul></ul><ul><ul><ul><li>Multi-project team support </li></ul></ul></ul><ul><ul><ul><li>Automated review workflow engine </li></ul></ul></ul>
  26. 26. Iron Mountain Enterprise Discovery Automating and Integrating a Critical Business Process Legal Discovery High productivity review Iron Mountain Consulting NearPoint Repository of record; Disposition Policies, Litigation Holds Classify & Collect Policy-based data identification eVantage Early case assessment <ul><ul><li>Search, identify, and directly transfer emails and documents between governance and discovery applications </li></ul></ul><ul><ul><li>Delivers rich metadata across applications for granular faceted search and analysis </li></ul></ul><ul><ul><li>Chain of custody reporting across information lifecycle and discovery </li></ul></ul><ul><ul><li>Iron Mountain Consulting assists clients to develop consistent, defensible governance and discovery processes </li></ul></ul><ul><ul><li>Consistent workflow drives reproducibility and predictability </li></ul></ul><ul><ul><li>Worldwide project teams provide matter management support 24x7 for large complex reviews </li></ul></ul>File Systems Laptops Desktops
  27. 27. Summary <ul><ul><li>Iron Mountain’s Enterprise Discovery Suite transforms, automates and integrates governance and discovery to make costs predictable, ensure litigation readiness, and simplify workflows. </li></ul></ul><ul><ul><li>Deploy solutions that fit your governance and discovery needs while leveraging your investment in Iron Mountain and/or other 3 rd party repositories and infrastructure. </li></ul></ul><ul><ul><li>Iron Mountain Enterprise Discovery Suite delivers on Iron Mountain’s information management vision to: </li></ul></ul><ul><ul><ul><li>Provide solutions designed to meet strategic business needs as they evolve </li></ul></ul></ul><ul><ul><ul><li>Leverage advanced technologies to deliver intelligent applications </li></ul></ul></ul><ul><ul><ul><li>Reduce the Total Cost of Information Management </li></ul></ul></ul>
  28. 28. Growing West Coast Software Company <ul><li>Serial, expensive litigation </li></ul><ul><li>Limited internal resources </li></ul><ul><li>Poor information management </li></ul><ul><li>Standardize discovery processes </li></ul><ul><ul><li>“ Litigation ready” </li></ul></ul><ul><ul><li>Lower, more predictable costs </li></ul></ul>
  29. 29. Large Mid-west Manufacturer <ul><li>Decentralized archives (Exchange 2003) </li></ul><ul><li>Retain everything forever </li></ul><ul><li>Massive legal holds </li></ul><ul><li>Complex and costly discovery costs </li></ul><ul><li>Centralized, policy based-email management </li></ul><ul><li>No more personal archives </li></ul><ul><li>Automated retention policies and legal holds </li></ul><ul><li>Fast collection enabling early case assessments </li></ul>
  30. 30. Global Pharmaceutical Organizational <ul><li>Serial litigation and regulatory audits </li></ul><ul><li>FDA compliance requirements </li></ul><ul><li>Automated record retention policies </li></ul><ul><li>Swift investigation responses </li></ul><ul><li>Initial and early case assessments for discovery </li></ul>
  31. 31. Iron Mountain The Information Management Company <ul><li>Offer comprehensive services to reduce the risks and costs of information </li></ul><ul><ul><li>Archiving & eDiscovery </li></ul></ul><ul><ul><li>Data Protection and Recovery </li></ul></ul><ul><ul><li>Records Management </li></ul></ul><ul><ul><li>Information Destruction </li></ul></ul><ul><li>Managing physical and digital information </li></ul><ul><li>60 years of domain expertise embedded in our people, processes and technology </li></ul><ul><li>Traded on NYSE:IRM and part of S&P 500 </li></ul><ul><ul><li>#644 on the Fortune 1000 list </li></ul></ul><ul><ul><li>2009 Revenues: $3.01 Billion </li></ul></ul><ul><li>140,000+ corporate clients </li></ul><ul><ul><li>95% of Fortune 1000 </li></ul></ul><ul><ul><li>35+ countries on 5 continents </li></ul></ul>
  32. 32. Thank you!