Embed Size (px)
Citation preview
Email Management:Same Problem, Different Solutions
Laure McKenzie / Linda Carlson3M
Devin SchindeleDevon Energy Corporation
Cheryl StromMcDonald’s Corporation
Moderator: Laurie FischerHuron Consulting Group
Agenda
2 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
• Introductions• Email Management Overview / Approaches• Email Management at 3M, Devon and McDonald’s• Discussion
Introductions
3 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
Laura M. McKenzieRecords ManagerLinda CarlsonSenior Legal AnalystLegal Affairs Operations
Devin SchindeleSr. SupervisorRecord Services
Cheryl StromRecords Information ManagerWorkplace Information Management & Office Services
Email Overview
• Originally a system for sending and receiving electronic messages, has evolved into:
– Message and attachment storage environment– Collaboration tool– Indispensable business tool
• Up to 70% of business-critical data is, at some point, contained in email• Incorporated into almost every business activity
• The average email user spends 2.5+ hours/day managing email• Over 190 billion emails are transmitted per day
– 4.1 billion email accounts• 34% increase in mobile device
– Email as driver
4 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
Email – Blessing or Curse?
5
• Email is the leading piece of evidence requested at civil trials today• Informality of e-mail and carless communication can pose significant legal risk
• Around 80% of the trillions of messages sent annually are spam and viruses
• Security breaches often committed via email• Skyrocketing storage costs• Deceptively time-consuming
5 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
Typical Email Management Practices / Problems
6 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
• Management by volume is contrary to RIM best practices of retaining records and information in accordance with business and legal value
• De-centralized storage of email hinders effective search and retrieval of needed email
• Reliance on end-user to apply retention and disposition likely results in over-retention
Email Management “Best Practices”
7
Retain email in accordance with its business value:
• Emails that are not tagged or moved to folder by users are considered to be “transitory” and are auto-deleted after a specific time period
• Emails related to on-going work or projects are tagged or moved to folders, and are auto-deleted after a determined time period, such as 24 or 36 months
• Emails considered official company records are tagged as such by users and stored in a records repository where records management requirements and retention rules are applied
7 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
Why bother?
8
• Removes unnecessary, transitory email from the email system• Improves server performance and reduces storage costs• Provide a centralized system that supports the retention of email
“records” in accordance with the Retention Schedule• Reduces risk of over-retention and e-discovery spend• Enhances productivity in searching and finding needed emails
8 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
Moving to the left…
9 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
Panel Topics
10
• Email management: past, present and future• Technology environment and challenges• Legal environment and challenges• Change management issues
– Sponsorship– Communications– Training
• Information Governance
10 © 2014 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
For more information, contact:
Laurie Fischer, CRMManaging Director
Huron Consulting GroupTel: 312-880-3476
Mobile: [email protected]
11 © 2015 Huron Consulting Group.
