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M12S19 - S19 - CASE STUDY: e-RIM Success with Structured Data Systems

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Speakers: Laurie Fischer, Kevin S. Joerling, & Michael S. McKenna

Today, the majority of an organization's business processes and functions are facilitated or supported by the use of electronic systems. In turn, many of these systems create, manage, and/or store electronic data that is "structured".

"Structured data" typically is created and stored according to a pre-defined data model and fits into relational tables, or can be stored in rows and columns.

Information stored in structured data systems often serves as the official evidence of the business process that the system facilitates. As such, this information needs to meet the retention and disposition requirements defined in the organization's retention schedule. The additional requirements for authentic, reliable and unchangeable records are especially challenging since most structured data systems were designed to store and process dynamic and non-redundant data.

Information Technology departments historically have taken the position that since "storage is cheap" the application of an organization's records retention schedule to structured data was not an efficient use of scarce IT resources.

Today, the volume of information and its legal discoverability present a compelling argument for change.

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M12S19 - S19 - CASE STUDY: e-RIM Success with Structured Data Systems

  1. 1. Cohasset Associates, Inc. NOTES Success with Structured Data Systems Managing Electronic Records Conference May 8, 2012 Moderator: Laurie Fischer, CRM Huron Legal provides advisory and business services to assist law departments and law firms enhance organizational effectiveness and reduce legal spend. Huron Legal advises on and implements strategy, organizational design and development, outside counsel management, operational efficiency, discovery solutions, and provides services relating to the management of matters, contracts, documents, records, digital evidence and e-discovery. Agenda  Overview  Introductions  Challenges and Issues  T l and T h i Tools d Techniques  Successes and Lessons Learned © 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential. 2 Structured Data Systems  Description and Definition – Discrete data elements, strings or fields – Systems designed and implemented to support specific business processes / transactions  Business System Ownership / IT Support  System Lifecycle Development © 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential. 32012 Managing Electronic Records Conference 19.1
  2. 2. Cohasset Associates, Inc. NOTES Structured Data Systems  Examples • General Ledger / Accounting • Budgeting / Forecasting • Financial Reporting • Timekeeping and Payroll Processing • HRIS • Purchasing / Contract Management Systems • Accounts Payable • Legal Matter / Litigation Tracking System © 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential. 4 Structured Data Database Table Table Table Field Field Field Field Field Field Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data Data What is the record?? © 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential. Example: HRIS Pay Code Level Year Rate M17 MD4 Year 1 $54,000 M18 MD4 Year 2 $55,000 M19 MD4 Year 3 $56,000 Employee # Last Name First Name Address City 0098354 Smith Mary 103 Main Evanston 0056728 Jones Bill 204 Elm Niles 0032984 Lee John 522 Oak Chicago Employee # Cost Ctr Employee # Pay Code 0012987 CO2450 0056728 M18 0056728 AP1940 0085643 M24 0047309 MI3567 © 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential.2012 Managing Electronic Records Conference 19.2
  3. 3. Cohasset Associates, Inc. NOTES Structured Data Systems  Challenges • Relational tables versus “distinct digital objects” • Functional requirements for electronic recordkeeping systems • Remediation resource requirements – Time – Cost – People • System criticality versus records risk • Subject Matter Expertise – Legal – Information Technology – RIM – Business Owner © 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential. 7 Structured Data Profile • Link to Business Process / Criticality • Business Owner, IT System Owner, User • Data life cycle questions – Data entry, creation, feeds, outputs, backups, etc. • Relation to existing retention schedules g • What is the “record”? – Data inputs, transaction history, data outputs, etc. © 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential. Panel Discussion Topics  RIM / IT / Legal Infrastructure  RIM Program Maturity and Key Components  Overall Approach to Electronic Records and Information Management  Application Profile  IT Environment and Structure  Risk Evaluation  Remediation Process  Successes / Challenges © 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential. 92012 Managing Electronic Records Conference 19.3
  4. 4. Cohasset Associates, Inc. NOTES For more information: Laurie A. Fischer, CRM Managing Director Huron Consulting Group H C lti G lfischer@huronconsultinggroup.com www.huronconsultinggroup.com Tel: (312) 880-3476 Cell: (312) 965-1641 © 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential. 102012 Managing Electronic Records Conference 19.4

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