Dealing with ROT - Email Management using Oracle WebCenter Content Records Management
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Dealing with ROT - Email Management using Oracle WebCenter Content Records Management
- 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. 2.Keep storage footprint to a minimum An “Efficient Email Strategy” What do we mean?
- 9. 3.Easy User Experience to ensure high adoption An “Efficient Email Strategy” What do we mean?
- 10. Not all email should be treated equally! An “Efficient Email Strategy” Principles
- 11. Not having a defined policy is a ticking time bomb An “Efficient Email Strategy” Principles $$$ $
- 12. Have you had an eDiscovery bill… Over $500,000? Over $1 Million? Over $5 Million?
- 13. Have you had an eDiscovery bill…
- 15. Projected information growth, 2009-2020 Source: IDC Digital Universe Study, May 2010 2009 2020 Source: Litigation Cost Survey of Major Companies, 2010 (from Conference on Civil Ligitation, Duke Law School, May 2010). $3,000,000 Avg. cost to collect, cull and review information per legal case
- 16. Be sure you address both: Back end infrastructure User experience An “Efficient Email Strategy” Principles
- 17. The Classification Riddle Percent of business communication done via email Percent of Email that qualifies as a record
- 18. 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 Reduce Transient Email “The Zone Approach”
- 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 Automatic Disposition • ROT: Redundant, Outdated or Trivial • 95% of all email is not accessed after 60 days • Operational risk and litigation exposure if retained • IT storage and management costs, being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 MS Exchange Archive/ Stub Records File Plan Data Category Sync Set Category Metadat a User Experience
- 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