Email Management Using Oracle WebCenter Content Records
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This document discusses strategies for managing email retention (ROT) and provides an overview of an efficient email management strategy using Oracle WebCenter Content Records Management. It notes that typical strategies like keeping everything, using quotas, or deleting everything do not work. An efficient strategy means proper retention, minimizing storage usage, and an easy user experience. The document outlines principles of classifying email into transient, working, and records categories and automatically disposing of redundant, outdated, or trivial email after short retention periods. It also discusses integrating email management with Oracle to properly retain and govern important records content according to policies. The solution was demonstrated to improve the user experience and address infrastructure needs.
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Email Management Using Oracle WebCenter Content Records
- 1. Dealing with ROT - Email Management using Oracle WebCenter Content Records Management Session ID# 724 Raoul Miller
- 2. Agenda • Typical Email Strategies – do they work? • What do we mean “Efficient Email Strategy?” • How would such a strategy look and work?
- 5. Typical Email Strategies Do Nothing
- 7. An “Efficient Email Strategy” What do we mean? 1.Proper retention
- 8. An “Efficient Email Strategy” What do we mean? 2.Keep storage footprint to a minimum
- 9. An “Efficient Email Strategy” What do we mean? 3.Easy User Experience to ensure high adoption
- 10. An “Efficient Email Strategy” Principles Not all email should be treated equally!
- 11. An “Efficient Email Strategy” Principles Not having a defined policy is a ticking time bomb $$$ $
- 12. Have you had an eDiscovery bill… Over $500,000? Over $1 Million? Over $5 Million?
- 13. Have you had an eDiscovery bill…
- 14. Fabrice Tourre, Goldman Sachs – source: Getty
- 15. Projected information growth, 2009-2020 $3,000,000 Avg. cost to collect, cull and review information per legal case Source: Litigation Cost Survey of Major Companies, 2010 (from Conference on 2009 2020 Civil Ligitation, Duke Law School, May Source: IDC Digital Universe Study, May 2010). 2010
- 16. An “Efficient Email Strategy” Principles Be sure you address both: Back end infrastructure User experience
- 17. The Classification Riddle Percent of business Percent of Email communication done that qualifies as a via email record
- 18. Reduce Transient Email “The Zone Approach” Transient – Should Delete! – Auto Dispose – short retention Working Content – Can be kept – make it easy – Long retention Records – Must be kept – Proper Retention & Governance – Disposed by Oracle WebCenter Content Records
- 19. Automatic Disposition • ROT: Redundant, Outdated or Trivial • 95% of all email is not accessed after 60 days • Operational risk and litigation exposure if retained • IT storage and management costs, being outpaced by explosive growth in data volumes With Email Manager for Oracle: • Requires NO user action! • Automatically, defensibly disposed based on your policies
- 20. Proper Retention and Governance of Email Record Content • Important for legal, regulatory or corporate policy reasons • Must be kept; retention and disposition varies • Centrally managed by the organization as Records With Email Manager for Oracle: • SmartAssistTM auto classifies emails with human oversight • Users apply classification with a mouse click • SmartAssist™ makes it simpler and more accurate • It’s easy – really!
- 21. Improve the User Experience • Active content important to users • Comprised of business and personal content • Arranged in the manner they work: filers and pilers, sweepers and keepers • May evolve to ROT or records With Email Manager for Oracle: • Self-managed the way each user works, with… • Configurable size and space policies for improved IT management
- 22. Can You Do This? Now you know what a good email policy should look like, can this be done with ?? YES!
- 23. Solution Demo
- 24. Solution Process Flow Category User Sync Experience MS Exchange Set Records Category File Plan Metadat Data a Archive/ Stub
- 25. Case Study •Global manufacturer - 80,000 employees •Phased rollout - ~12,000 mailboxes using IEM
- 26. Solution Summary The only email solution for Oracle WebCenter (URM) Addresses both user experience and infrastructure
- 27. Thank you! Questions?? Raoul Miller raoul.miller@teaminformatics.com @TEAMInformatics