Building Information Governance Policies and Workflows

Building IG Policies and Workflows

Presented by kCura and the Information Governance Initiative

@RelativityFest #IGwebinar

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• Rene Laurens, kCura • Bennett Borden, IGI

Presenters


IG, Data Remediation, and How They Intersect



What is Information Governance?

The activities and technologies that

organizations employ to maximize the value

of their information while minimizing

associated risks and costs.

93%

of Respondents Agreed

96%

of Practitioners Agreed

95%

of Providers Agreed

85%

of Analysts Agreed



Remediation is the process of bringing order to information through policies,

practices, and technology. It is the remedying of ungoverned data.

What about Data Remediation?



• Data remediation is a common first step in developing an IG program.

• Good start toward a proactive approach to addressing growing data volumes because you’re:

How Do They Work Together?

1

2

Learning about your data sources

Analyzing the data’s content and context



Rules about data retention, structuring, and disposition

Standardized, consistent legal hold policies

System-specific procedures

Information security and protection policies

Regular assessment and alignment as necessary

Building a Strong Foundation


Parallels to e-Discovery and How to Get Started



• Proper IG means less junk to collect, process, and review during e-discovery.

• If data remediation is a logical first step toward responsible IG, IG is a logical first step toward proportional e-discovery.

Where Does e-Discovery Come in?



• IG teams are built by IT, legal, and other professionals—collaborate!

• Good sources for legacy content to consider:– Data being archived or migrated during hardware upgrades– Data being migrated to the cloud– Data that needs to be handled after an employee leaves the

company

How Can Your Team Begin?



Sort business information into three actionable buckets:

Data we understand well enough to

defensibly delete.

Data we understandwell enough to retain.

Data we don’t have enough information

about to make a decision either way.

How Can Your Team Start?



IG and e-discovery workflows are similar

Use Existing e-Discovery Software



Custom workflows in your e-discovery

software can help you avoid the need

to expand your software and training

budgets




Use filtering options in collection and

processing stages to sort data into buckets early on




Data in the “not enough information”

bucket can be analyzed with the

same text analytics tools used for e-

discovery projects



Example Workflow



• We have 40,380 documents to sort into our three buckets:

Example: Use Existing e-Discovery Software

Data we understand well enough to

defensibly delete.

Data we understandwell enough to retain.

Data we don’t have enough information

about to make a decision either way.


Stage 1: Collection



Begin a new collection (40,380 documents)

Exclude the date range you don’t need (-6,012)

Ignore sources and folders you don’t need (-1,700)

Collect the remaining data for further analysis (=32,668)

Create a report to capture your decisions

Stage 1: Collection


Stage 2: Processing



Begin processing your collection (32,668 documents)

Exclude records by NIST, file type, and email domain (-71)

Exclude records by email domain (-2,478)

Process the remaining data for further analysis (=30,119)


Stage 2: Processing


Stage 3: Analytics



Index your workspace (30,119 documents)

Run clustering to sort into similar concepts

Focus only on sample sets with categorization

Find similar documents based on key records


Stage 3: Analytics


Results



40,380 documents down to

30,119 documents.

Simple collection and processing workflows alone removed

25.4% of our original data set.

Results Before Analytics


How do you think the proposed revisions to FRCP 37(e) will affect evolving IG policies?


Which department in an organization should take ownership of IG policies and procedures?


What’s a common mistake made by organizations first trying a data remediation project, and how can it

be avoided?


Open Q&Akcura.com/relativity/igresources | iginitiative.com | [email protected] | Find us at LegalTech!


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Building Information Governance Policies and Workflows