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EMAIL GOVERNANCE BEST PRACTICES: REDUCE YOUR EMAIL CONTENT, COST & RISK
Nancy CaheyBusiness Development ExeceDiscovery & ILG Expertncahey@Integro.comOctober 20, 2015
© COPYRIGHT 2015 INTEGRO, INC.
The mistakes of the past
Present Day
© COPYRIGHT 2015 INTEGRO, INC.
Present Day
2009
Records Business/User Valuable ROT:RiskyOutdatedTrivial
© COPYRIGHT 2015 INTEGRO, INC.
Present Day
20102009
© COPYRIGHT 2015 INTEGRO, INC.
Present Day
20102009 2011
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Present Day
20102009 2011 2012
© COPYRIGHT 2015 INTEGRO, INC.
Present Day
20102009 2011 2012 2013
© COPYRIGHT 2015 INTEGRO, INC.
Present Day
2010$
2009 2011 2012 2013 2014
© COPYRIGHT 2015 INTEGRO, INC.
A better way forward.
Present Day
2013
© COPYRIGHT 2015 INTEGRO, INC.
Present Day
2013 2014
© COPYRIGHT 2015 INTEGRO, INC.
Present Day
2013 2014 2015
© COPYRIGHT 2015 INTEGRO, INC.
Present Day
2014 2015 20162013
© COPYRIGHT 2015 INTEGRO, INC.
Present Day
2015 2016 201720142013
© COPYRIGHT 2015 INTEGRO, INC.
Present Day
2015 2016 201720142013 2018
© COPYRIGHT 2015 INTEGRO, INC.
EDISCOVERY KEY POINTS
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Small companies
Companies with no concern of litigation
Companies with no Records Mgmt program
Companies not concerned with vendor lock-in
A GREAT FEATURE FOR
© COPYRIGHT 2015 INTEGRO, INC.
GOAL• Dispose of all email quickly
• Ediscovery costs would go to near zero and many risks would be eliminated
• But you can’t as users will be unhappy
• And you can’t because you have true records in your email that must be retained
• The challenge is HOW without disrupting business productivity and user revolt
CASE STUDY
F500 CONGLOMERATE
© COPYRIGHT 2015 INTEGRO, INC.
Successfully deployed email tool to 24,000 US-based salaried employees from 2012-20132013-2014 steady state monitoring, metric collection, administrative processes in placeProven significant volume reduction of email and associated costs
ERM Enabled14TB
85% Volume Reduction ERM Enabled UsersAll Employees 38% Reduction in Storage
28TB 17.5TB
© COPYRIGHT 2015 INTEGRO, INC.
© COPYRIGHT 2015 INTEGRO, INC.
BEST PRACTICES
© COPYRIGHT 2015 INTEGRO, INC.
© COPYRIGHT 2015 INTEGRO, INC.
KEY REQUIREMENTS
Auto Classification with Human Oversight Declare records on SEND
TAG messages to enable reporting and actions
No action requiredRisks eliminated
eDiscovery Costs Contained
Happy Users = ComplianceSize Quota prevents hoarding
© COPYRIGHT 2015 INTEGRO, INC.
SUGGESTED POLICIES
Your Records Categories and Retention PoliciesEvent based records supported
Profiled and Personalized
3 to 6 Months
2 to 3 years with a max of 1 GB
Reporting and Audting
DEMO
AUTO CLASSIFICATIONWITH
SMARTASSISTTM
© COPYRIGHT 2015 INTEGRO, INC.
90FIN
48LEG
293IT
Auto Classification Training
© COPYRIGHT 2015 INTEGRO, INC.
AUTO CLASSIFICATION CHALLENGE
© COPYRIGHT 2015 INTEGRO, INC.
AUTO CLASSIFICATION WITH HUMAN OVERSIGHT
Internal emails declared by sender on SEND
NO ACTION REQUIRED
External email received are auto classified
NO ACTION REQUIRED
External email missed by auto classifier
ACTION REQUIRED < 2% of email
© COPYRIGHT 2015 INTEGRO, INC.
AUTO CLASSIFICATION TRAINING
• Moderate Training
• Moderate Testing
• Rapid Time-to-Benefit
With Human Oversight
• Extensive Training
• Extensive Testing
• Reduced Benefit
Without Human Oversight
© COPYRIGHT 2015 INTEGRO, INC.
DEPLOYMENT OPTIONS FOR RECORDS MANAGEMENT
System of
Record
Records Only
STEPS TO BENEFIT
© COPYRIGHT 2015 INTEGRO, INC.
FACTORS TO CONSIDER
• Size – more employees equals greater volumes and greater risk.
• Industry – highly regulated industries have more complex compliance requirements.
• Litigation profile – the frequency, complexity and risk profile of the lawsuits the organization is involved with or to which it is exposed.
© COPYRIGHT 2015 INTEGRO, INC.
1. Get started! Right-size retention for your culture and needs
2. File Plan, starter to mature1. No categorization2. Big buckets3. Full file plan, including event-based records
3. Manage-In-Place1. At first, or forever2. Add ECM Repository…3. and Records if/when needed or already in use
4. Auto Classification1. Start without it2. Build sample data sets organically3. Add to assist users later – continual improvement
© COPYRIGHT 2015 INTEGRO, INC.
RECORDS CATEGORIES OR SERIES
• Environmental, Health & Safety
• Facilities Management
• Finance & Accounting
• Human Resources
• …
• Business Record
Simple Streamlined Full (with or without Events)
• Environmental, Health & Safety
• Accidents & Injuries
• Enviro Testing & Monitoring
• Hazardous Materials Warnings
• Workplace Safety Testing
• Facilities Management
• Facilities Design & Construction
• Maintenance & Repair
• Finance & Accounting
• Accounting General
• Payables & Receivables
• Premiums Rec’d & Claims Paid
• Banking Acct Setup
• Banking General
• Budgets
• Collections & Bad Debts
• …
© COPYRIGHT 2015 INTEGRO, INC.
SUMMARY
Do the right thing. Keep the Records, but only the records.
Don’t ask the users to waste time on the trivial – do it automatically. This is your goal, legally dispose of your risks.
Users like to keep stuff ine mail – let them. However, use a SIZE QUOTA TO PREVENT HOARDING.
© COPYRIGHT 2015 INTEGRO, INC.
Nancy Cahey720.904.1605ncahey@Integro.com
© COPYRIGHT 2015 INTEGRO, INC.
BONUS SLIDES
QUICK DEMO
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A NON-RECORD, OR TRANSIENT, EMAIL
© COPYRIGHT 2015 INTEGRO, INC.
AN AUTO-DECLARED RECORD EMAIL
© COPYRIGHT 2015 INTEGRO, INC.
A SUGGESTED RECORD
© COPYRIGHT 2015 INTEGRO, INC.
InfoGov Experts
Services & Software
Top ECM Services Partner per Clutch.co
20 Years
IBM Worldwide Governance Excellence Award, 2014
© COPYRIGHT 2015 INTEGRO, INC.
REFERENCE LINKS
• Integro, and Integro Email Manager• http://www.integro.com
• ARMA International• http://www.armaCanada.org
• eDiscovery Industry Reference Model• http://www.edrm.net/
• The Sedona Conference• http://www.thesedonaconference.org
• AIIM International• http://www.aiim.org
© COPYRIGHT 2015 INTEGRO, INC.
RECORDS MANAGEMENT
• Provide a single records classification and retention schedule across the entire enterprise for all types of content, including and especially email.
• Application of retention policies to all content, not just records, so that email content is defensibly disposed as soon as possible.
• Support for event-based email records. Event-based records can comprise greater than 50% of most organizations’ records.
• The ability to identify and preserve intended records while safely removing convenience copies from the active email system.
• Ability to easily assign custom metadata to email.
© COPYRIGHT 2015 INTEGRO, INC.
JIM COULSON @ ARMA DENVER SPRING SEMINAR
• Information Value Groups1. Transient
2. Work-in-Progress
3. Business Records
• We are not Records Managers, but more so “Disposition Managers”
• Exception based management of records
• Two rules of end-users1. Simple
2. Easy
© COPYRIGHT 2015 INTEGRO, INC.
AUTOMATIC DISPOSITION
• RROT: Risky, 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
• Requires NO user action!
• Automatically, defensibly disposed based on your policies
© COPYRIGHT 2015 INTEGRO, INC.
PROPER RETENTION OF RECORDS
• Important for legal, regulatory or corporate policy reasons
• Must be kept; retention and disposition varies
• Centrally managed by the organization as records
• Auto classify it, but with human oversight
© COPYRIGHT 2015 INTEGRO, INC.
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
© COPYRIGHT 2015 INTEGRO, INC.
Email Risk and Debris Automatically
Removed at 6 Months
No Action Req’d
Personal Storage for User
Happiness – size & time limits
apply
Auto Classify
Assist Users
Declare on Send
Protect Records
Event Triggers
No or little action req’d
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