Decommissioning Services

The Oliver Group

Decommissioning Services

September 2012

2 l

Agenda

• About The Oliver Group and Your Presenter

• Client Issues and Challenges

• What / Why Decommission

• Impacts of Decommissioning

• The Oliver Group’s Approach to Decommissioning

• Summary and Benefits of Decommissioning

• Why The Oliver Group

Please email any questions, requests or information to [email protected] before, during or after the presentation.

3 l

Company Overview and Highlights

The Oliver Group provides focused expertise in helping clients navigate through the early stages of the electronic discovery process.

For more than a decade, we have provided expert services in support of many high profile litigation and compliance related matters. Our clients include leading litigation support providers, law firms and corporations. With facilities in Connecticut (US) and London (UK) we offer the following services on a global basis:


4 l

Common Client Challenges

• Issues

• Requirement to maintain legacy systems and tape backups without adequate internal resources to support. Triggered by:

– Litigation hold requiring data preservation– Merger or acquisition and inherited infrastructure– Force reduction impacting resources with core knowledge– Compliance requirements to store date for extended periods

• Challenges

• Cannot respond in a timely manner to Legal requests– Highly reactive with immediate turnaround required

• Required to retain personnel with skill in legacy systems that may not have understanding of newer technologies.

• Unable to free up adequate datacenter space for newer technology– Datacenter footprint– Power, AC, etc.


5 l

Why Decommissioning?

• Mitigates challenges of legacy system tape restoration management

– Defensible approach to managing tape restore requests– Expert management and consultative support for Legal team

• Reduces costs associated with legacy environments– Reducing operational costs such as power, a/c, infrastructure

and security required to run the systems– Eliminate the costs associated with legacy software and

hardware break/fix maintenance– Eliminate labor and time spend by IT staff to administer and

monitor the systems

• Better support new technologies and datacenter evolution– Relieves IT staff of the burden of maintaining legacy systems

and tapes.– Frees up datacenter floor, rack and infrastructure space


6 l

Impacts of Decommissioning

This document contains descriptions of proprietary processes and proprietary information prepared by The Oliver Group. Duplication or disclosure of the information contained herein is prohibited without the express written permission of The Oliver Group.

Logical & Physical

Overhead Hardware Software

Power

Air Conditioning

UPS (Battery)

Security

Software(NetApp, OS, etc.)

Virus Protection

Disaster Recovery

Filer

Storage Disk

Networking/Cabling

Maintenance

Maintenance

Upgrades

Licensing

Floor Space

Human Resources

Administrative Staff IT Staff

Ongoing SupportIT Staff

(repair, upgrades)

Vendor Liaison

Day to day support

Daily oversight

General upgrades

DR Management

Restoration Services

Hardware

Software

Major Upgrades/Moves

7 l

TOG’s Approach to Decommissioning

• Phase 1 - Requirements Capture

– A – Client Provided

Technical environment specifications and management procedures. Workflow overview, chain of custody review and other detailed requirements.

– B – TOG Supported

TOG experts work collaboratively with client to document technical specifications, management procedures, documentation available, chain of custody and workflow.

• Phase 2 – Build out and Validation

– TOG replicates environment at TOG datacenter and uses the defined procedures from Phase 1 to run a mutually agreeable validation test.

• Phase 3 – Transition and Ongoing Management

– Client decommissions onsite systems and TOG takes on ongoing request management. Level of outsourced management is defined based on client requirements and information gathered in earlier phases.


8 l

Phase1A – Requirements Capture (Client Provided)

• TOG Experts work with client team to understand the source technology environments and processes to be decommissioned

• TOG will utilize phone interviews as well as questionnaires to help facilitate the build out of environment for phases 2 and 3

• Some of the information provided to TOG by the client as part of the analysis phase

– Date range of data to be managed by TOG– Number of custodians– Email formats – Exchange, Notes, GroupWise– Backup software version information– Tape formats– Anticipated volume of tape restoration and discovery services

required


9 l

Phase1b – Requirements Capture (TOG)

• TOG will deploy experts on-site to formally assess and define the current/required process for media restoration, email extractions and electronic discovery

• The key objectives include but are not limited to:– Define and document, utilizing proven defensible chain of

custody processes for restoration protocol– Develop a set of project reports for tracking of the key

information required for the engagement– Define any/all contact points internally for project

management, reporting and escalation as required– Assess and build out requirements with client team and

feasibility for remote access to the system– Complete and validate a process walk through with the client

team to validate methodology


10 l

Phase 2 – Build Out & Validation

• Upon completion of Phase 1, TOG will implement the destination hosted environment at our US or UK datacenter

• TOG will work with the client to validate that the environment and workflow are validated. This includes:

– Establish a list of certification and testing requirements of the clients prior to decommissioning

– Work with the client to follow best practice to ensure a successful and complete backup of the source environment

– Run a validation test that spans from request initiation through project delivery

– Determine decommissioning schedule and timeline with “go live” date and contractual framework for managed services

– Upon successful implementation and testing of destination environment – the legacy system can be officially decommissioned and Phase 3 begins


11 l

Phase 3 – Transition & Ongoing Management

• TOG will manage the replicated decommissioned environment restorations as well as other duties and agreed upon. These activities include:

– Intake source media from the client while maintaining strict chain of custody documentation

– Restoration of designated custodian data from media (or cataloging, etc. if required)

– Provide additional services including de-duplication, keyword searching as requested

– Deliver restored data on appropriate encrypted destination media

– Restore and store data offline for future litigation requests as required

– Provide appropriate reports and documentation to client including project status reports, chain of custody documentation, project closure report, etc.

– Return client side source media


12 l

Decommissioning Benefits Summary

• Drastically reduce costs to support and manage legacy or inherited environments

• Focus on day to day operational IT duties without the burden of managing legacy, vendor expired hardware and software support

• A cost effective manner of providing legal, disaster recovery and operational requirements against antiquated environments while offering a trusted, defensible and efficient solution


13 l

Why TOG?

• Focused expertise in media restoration and electronic discovery

• Proven, defensible processes with pristine chain of custody management and detailed reporting

• Highly consultative approach to matter and client management


Corporate Headquarters

595 Greenhaven RoadPawcatuck, CT 06379 US

European Office

London, United Kingdom

P: 860.599.9760 I F: 860.599.9768 [email protected] I www.the-olivergroup.com

Dean M. FelicettiPartner – Licensed/Insured Private Investigator

M: 401.212.6617O: 860.599.9760

T: @Thebreachway

T:

Documents

Decommissioning Services