The document discusses the challenges of processing Lotus Notes data for eDiscovery, highlighting issues such as metadata loss during conversion and the complexity of various applications within Lotus Notes. It offers best practices for effective data management, including the importance of retaining and classifying data, as well as avoiding technology that relies on flawed conversion methods. Additionally, it emphasizes the need for thorough understanding of the different types of data within Lotus Notes to ensure accurate processing and compliance with legal holds.

1. Lotus Notes eDiscovery: Common Defensibility Pitfalls of Processing

2. Processing: eDiscovery ChallengesDescription: Many eDiscovery applications do not handle Lotus Notes email natively. Unfortunately, conversion tools often times leave behind critical metadata that can strike at the heart of a matter. Real world examples of Notes conversions gone wrongMethods to guard your data during the conversion processBest practices when using technologies that handle Lotus Notes nativelyAlternative solution when conversion is not an optionPanelists Info: Matt Markham – Director of Solutions Engineering, DaegisKevin Savage – National Director of Operations, Daegis2

3. AgendaDomino / Lotus Notes platformHow to deal with the dataApplication classificationBest practicesQ&A3

4. Data Proliferation & Info Management The Domino Platform keeps growing!Originally built as a generic internal messaging and application platformNow includes things like calendaring and thousands of purpose built and custom applicationsUseful data from a litigation standpoint now exists in places beyond emailApplication dataCalendar dataDocument librariesLegacy data is everywhere as Notes/Domino has been around since the early 1990’s4

5. Information Management & Lotus Notes Lotus Notes EmailEmail is an application built on the Lotus Domino PlatformLotus Notes databases are being used as de facto filing cabinets because they can hold almost anythingUnlike other platforms, enormous Lotus Notes databases are not uncommon – much larger than other platforms5

6. How do you deal with data? Spread data to other Notes databasesUsers often have “personal” archives on local or network drivesThis was often done to deal with poor performance on server mailbox Employ quotas on server side mail filesKeeps storage costs lower on Domino serversKeeps performance better on Domino serversForces users to have “personal” archives on their own machines or network drives6

7. How do you deal with data? Data policies and RetentionRecent versions of Domino/Notes allow:Data can be moved to archive databases automatically based on things like age and sizeData can be moved to external repositories automatically based on things like age and sizeData can also be deleted from databases (archive or otherwise) automatically based on things like ageThis still means lots of Domino databases everywhereCentralized archives are increasingly being employedEasier enforcement of retention and legal holdsCentralized search7

8. Application Classification8Data Centric Process Centric Value is the Process

9. Connections to other systems

10. Trigger events, workflow

11. Notes as a front-end

12. Value is the Data

13. Notes is just a container

14. Store, search, edit, sort, view … Application Classification9Template Based (Known) Out of the box Notes templates

15. Known Data fields and function

16. Variables, code, and, UI is known

17. Created for a particular need