1. Tackling Data Explosion ChallengesInformation Management, Retentionand eDisclosure Best Practices
20 October 2010
Fred Nemeth, Associate Director, Consulting
INFORMATION MANAGEMENT
2009 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated.

2. Electronic Discovery Reference Model
3. Presentation
EDRM A More Worldly View (to scale)
Information Management
Production
Legal Review
Processing, Review and Analysis
Preservation and Collection
Identification
4. In1956, IBM launched the 305 RAMAC the first computer with a hard disk drive
The hard disk weighed over a ton and was capable of storing 5MB of data!
5. Blanket Retention Policies Unsafe Harbors
We save everything until our mail server gets full then we delete everything and start anew.
We save everything for 30 (60 or 90) days and weve never had a problem.
We gave up trying to figure out individual retention rules and now keep everything for 10 (15 or 20) years.
6. Retention Periods for Email and IM -Customer Survey
7. Blanket Retention Policy Pain!
8. The Legal Standard for ESI Retention
The regular policy-based destruction of ESI (electronically stored information) including e-mail messages is a legal and appropriate business practice if no law or other obligation requires retention.
9. Corporate Challenges: Retention and Disclosure
Corporate Security
Corporate Culture + Busy Employees
IT has no funding and long project cycle
Escalating litigation and regulatory need
Many IT Systems
Email, SharePoint, Web, Apps, Actg, Storage, Eng, DMS, Archives
Retention and collection is a low priority until there is a Compelling Event
10. Not Speaking The Same Language?
11. Creating a Coordinated Corporate Initiative
12. Eight Tenets Of Effective Document Retention Policies
Understand your regulatory requirements
Understand how employees use data
Create a common sense retention schedule
Create a litigation hold process
Inform and train your employees on the new policies
Enforce the policies with audits and punishments if not followed
Ensure the policy is defensible in the event of litigation by reviewing the policy annually and refreshing as necessary
Document everything If its not documented, it didnt happen
13. Email/ESI Classification Options
14. Possible Retention Policies
Universal retention period
15. Possible Retention Policies
Create role-based or high water mark retention polices based on regulatory requirements or best practices
By corporate function/department
Sales
1 Year
Finance
3 Years
Marketing
6 Months
Investor Relations
7 Years
R&D
3 Years
Legal
30 Years
16. Possible Retention Policies
Manual - End-user driven
No Retention
Inbox
2 year retention
Project 1
Project 2
3 year retention
Project 3
1 year retention after deletion
Sent Items
6 month retention
17. Possible Retention Policies
Automatic classification
Project 1
2 year retention
3 year retention
Project 2
Policy Engine
1 year retention after deletion
Project 3
18. Integrated Disclosure Meeting enterprise disclosure imperatives head-on
Identify & Collect
Early Case Assessment
Archive
Review

Endpoint devices (laptops, desktops)

19. Pattern matching algorithmsfor intelligence 20. Policy-based identification and collection 21. Metadata based repository 22. Email, SharePoint, network file shares, additional data types 23. Repository of record 24. Retention policies 25. Litigation holds 26. Classification 27. Transparently ingest data 28. Faceted search, advanced analytics 29. Identify and tag documents 30. Develop case strategy 31. Filter and reduce data volumes 32. Load data into disclosure applications 33. High productivity, scalable review 34. Advanced analytics 35. Multi-project/review team support 36. Automated workflow