Building Information Governance Policies and Workflows

Building IG Policies
and Workflows
Presented by kCura and the
Information Governance Initiative
@RelativityFest #IGwebinar

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• Rene Laurens, kCura • Bennett Borden, IGI
Presenters

IG, Data Remediation,
and How They Intersect

What is Information Governance?
The activities and
technologies that
organizations employ to
maximize the value of
their information while
minimizing associated
risks and costs.
93%
of Respondents Agreed
96%
of Practitioners Agreed
95%
of Providers Agreed
85%
of Analysts Agreed

Remediation is the process of bringing order
to information through policies, practices,
and technology. It is the remedying of
ungoverned data.
What about Data Remediation?

• Data remediation is a common first step in developing an IG
program.
• Good start toward a proactive approach to addressing growing data
volumes because you’re:
How Do They Work Together?
1
2
Learning about your data sources
Analyzing the data’s content and context

Rules about data retention, structuring, and disposition
Standardized, consistent legal hold policies
System-specific procedures
Information security and protection policies
Regular assessment and alignment as necessary
Building a Strong Foundation

Parallels to e-Discovery
and How to Get Started

• Proper IG means less junk to collect, process, and review during
e-discovery.
• If data remediation is a logical first step toward responsible IG,
IG is a logical first step toward proportional e-discovery.
Where Does e-Discovery Come in?

• IG teams are built by IT, legal, and other professionals—collaborate!
• Good sources for legacy content to consider:
– Data being archived or migrated during hardware upgrades
– Data being migrated to the cloud
– Data that needs to be handled after an employee leaves the company
How Can Your Team Begin?

Sort business information into three actionable buckets:
Data we understand
well enough to
defensibly delete.
Data we understand
well enough to retain.
Data we don’t have
enough information
about to make a
decision either way.
How Can Your Team Start?

IG and e-discovery
workflows are similar
Use Existing e-Discovery Software

Custom workflows in
your e-discovery
software can help
you avoid the need to
expand your software
and training budgets

Use filtering options
in collection and
processing stages
to sort data into
buckets early on

Data in the “not
enough information”
bucket can be analyzed
with the same text
analytics tools used for
e-discovery projects

Example Workflow

• We have 40,380 documents to sort into our three buckets:
Example: Use Existing e-Discovery Software
Data we understand
well enough to
defensibly delete.
Data we understand
well enough to retain.
Data we don’t have
enough information
about to make a
decision either way.

Stage 1: Collection

Begin a new collection (40,380 documents)
Exclude the date range you don’t need (-6,012)
Ignore sources and folders you don’t need (-1,700)
Collect the remaining data for further analysis (=32,668)
Create a report to capture your decisions
Stage 1: Collection

Stage 2: Processing

Begin processing your collection (32,668 documents)
Exclude records by NIST, file type, and email domain (-71)
Exclude records by email domain (-2,478)
Process the remaining data for further analysis (=30,119)
Stage 2: Processing

Stage 3: Analytics

Index your workspace (30,119 documents)
Run clustering to sort into similar concepts
Focus only on sample sets with categorization
Find similar documents based on key records
Stage 3: Analytics

Results

40,380 documents
down to
30,119 documents.
Simple collection and processing
workflows alone removed
25.4% of our original data set.
Results Before Analytics

How do you think the proposed
revisions to FRCP 37(e) will
affect evolving IG policies?

Which department in an
organization should take
ownership of IG policies
and procedures?

What’s a common mistake
made by organizations first
trying a data remediation
project, and how can it
be avoided?

Open Q&A
kcura.com/relativity/igresources | iginitiative.com | advice@kcura.com | Find us at LegalTech!

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