Management Trends, Troubles, and Solutions

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1 Management Trends, Troubles, and Solutions Kevin O Connor General Manager, Content Management & Archiving 1

2 Information Challenges Lead to Archiving Data Growth Digital Proliferation Cost Escalating Storage Costs 70% annual increase in data volumes + 92% of information is created digital with only 30% repurposed + 80% of IT budget consumed dby maintenance 80% of information is unstructured with no organizational control + Nearly 90% of US U.S. companies are engaged in some type of litigation + $ Millions in fines for inadequate record keeping Increasing Scrutiny and Risk Risk Litigation Fines Sources: Gartner Group, AIIM, Meta Group 2

3 Business Drivers for Archiving Operational Improve backup/recovery Increase application performance Storage Optimization & Management Eliminate redundant information Risk Management ediscovery Compliance & Governance Enforce consistent records and retention policies Eliminate unmanaged archives Protect information security Reliable disposition Access & Leverage Leverage content for improved decision making Maximize user productivity Global Access for customers, partners and employees 33

4 Backup and Archiving are Fundamentally Different yet Complementary Backup Secondary copy of information Used for recovery operations Improves availability by enabling application to be restored to a specific point in time Typically short-term term (weeks or months) Data overwritten on periodic basis (monthly) Limited value for compliance Archive Primary copy of information Available for information retrieval Adds operational efficiencies by moving fixed/unstructured data out of the operational environment Typically long-term (months, years, even decades) Data retained for analysis or compliance Imperative for compliance 4 Copyright Copyright 2007 EMC 2008 Corporation. EMC Corporation. All rights All reserved. rights reserved. 4

5 Challenges: IT Perspective Backup Improve backup and recovery performance Availability I need the information when I need it Governance and Compliance Meet government and internal policies Consolidation One solution for all of my archiving to drive down costs Disaster Recovery Protect critical assets Costs Decrease storage costs as information grows 5

6 How Does This Apply To Corporate usage puts cost control, user productivity and risk management in conflict Cost Control User Productivity Risk Management Ongoing IT challenges Managing growth of message stores Providing adequate user mailbox space Meeting backup windows, ensure high availability for Proliferation of unmanaged local archives (PST, NSF files) Timely access to historical messages, especially when relying on backup tapes as long-term archive 6

7 Expanding Business Challenges Corporate usage puts cost control, user productivity and risk management in conflict New business challenges compound management problems is increasingly seen as an accessible repository for business knowledge needs to be classified and managed according to a variety of business values is a target for e-discovery requests needs to be managed as part of a consistent corporate retention policy User Productivity Cost Control Risk Management 7

8 The Archivists see things differently I need to reduce my IT I need to make sure that my infrastructure costs. Storage company s knowledge workers capacity and management costs have the information they need are through the roof when they need it - Storage Administrator i t - Records Managers and Information Systems I need to preserve my company s corporate history for a very long time - Records Manager I need to be able to comply with discovery requests for information to support of my legal department - Litigation support and Legal Team I can t complete my backups and the costs are killing us I need to archive multiple data types not just files and - Backup Administrator i t - IT I.T. Administrator i t 8

9 Archiving Best Practices Align Archiving Process with Business Value Focus on key Archiving Use Cases Consider the points of ECM & Archiving overlap/synchronization 9

10 Align Archiving Policies with Business Value End-User Directed Archiving Automated Archiving & Classification Business records (e.g., automated message capture of strategic departments/users) Business important s (e.g., automated message capture of strategic departments/users or as part of a Discovery search) Official business record Long-term retention Referential Modest retention ti Required for discovery Bulk Archiving Large-volume s (e.g., routine business archived as part of good information governance and regulatory compliance) Non-record Compliance-driven Enforced deletion 10

11 Key Archiving Use Cases to Consider Consideration Use the right granularity of rules to segment, retain messages Employ search interface to reduce message volume in user mailboxes PST/NSF collection and migration into archive and away from network endpoints (egress) Shortcut process Business Benefits Manage message lifecycle management based on business value; Provide uninterrupted user access that is balanced with the need for adequate mailbox space Reduce performance impact and cost associated with storing messages in messaging environment; enable user selfservice Centrally manage; apply retention policies to local archives; preserve user access through short-cutting tti or search tools Reduce burden of large messages on production system; preserve end-user access 11

12 Considering the intersection of ECM & Archiving Consideration Sets the stage for integrated content archiving (e.g., SAP, reports, etc.) Business Benefits Unlock business value by extending rich, content-based services to archived content Consider whether time- or eventbased retention, or perhaps p multi-phase retention policies are better for your environment Reduce cost; improve accuracy of retention management (i.e. Dispose of messages 730 days after employee termination ) File encryption, advanced access control features, digital shredding Protect archived assets from internal and external threats 12

13 Hello, IT? This is legal we need your cooperation. 14

14 Does Any of This Get Your Attention? One of every 10 companies spends $10M or more on litigation annually (excluding settlements and judgments). One of every 5 companies with $1B or more in revenues spends $10M or more. -- Fulbright & Jaworski, 10/08 In typical ediscovery cases recovering just one tape could cost in the $1,500 range. -- Ferris Research, 1/15/08 Among U.S. respondents 34% expect an increase in lawsuits involving their company and 25% anticipate more regulatory proceedings. -- Fulbright & Jaworski, 10/08 By 2012, the number of regulations that directly impact IT operations will double. -- Gartner, 3/2/07 1/5 of businesses surveyed said they settled a lawsuit to avoid cost of recovering and searching through electronic documents such as TechnoLawyer, 1/11/08 11% of European companies surveyed with 20K employees reported that employee was subpoenaed in the last 12 months. -- Proofpoint/Forrester, 5/08 Companies expecting an increase in the number of patent infringement claims they receive and assert outnumber those expecting a decrease by approximately 2:1. -- Fulbright & Jaworski, 10/08 15

15 Does Any of This Get Your Attention? One of every 10 companies spends $10M or more on litigation annually (excluding settlements and judgments). One of every 5 companies with $1B or more in revenues spends $10M or more. -- Fulbright & Jaworski, 10/08 In typical ediscovery cases recovering just one tape could cost in the $1,500 range. -- Ferris Research, 1/15/08 Among U.S. respondents 34% expect an increase in lawsuits involving their company and 25% anticipate more regulatory proceedings. -- Fulbright & Jaworski, 10/08 By 2012, the number of regulations that directly impact IT operations will double. -- Gartner, 3/2/07 You can t erase s, not today. They ve gone through too many servers. They can t say they ve been lost. That s like saying, The dog ate my homework. -- Senator Patrick Leahy (CNN, 4/13/07) 1/5 of businesses surveyed said they settled a lawsuit to avoid cost of recovering and searching through electronic documents such as TechnoLawyer, 1/11/08 11% of European companies surveyed with 20K employees reported that employee was subpoenaed in the last 12 months. -- Proofpoint/Forrester, 5/08 Companies expecting an increase in the number of patent infringement claims they receive and assert outnumber those expecting a decrease by approximately 2:1. -- Fulbright & Jaworski, 10/08 16

16 ediscovery Process & Data Flow Step 1 Step 2 Step 3 Step 4 Step 5 Matter managers create matters for collection. Legal investigators are assigned to matters and all or partial archive access can be granted to them. Legal hold location, matter tags and custodian identities are critical at this point. and other content indexes are harvested for content that matches the scope of the matter. Investigators review, cull, tag and assign content to matters. Relevant content is securely placed on legal hold for the lifetime of the matter. All responsive; content collected will be exported for downstream review and processing. 19

17 The Benefits of Doing it Right "In 2008 and 2009, companies without an active policy and strategy for content archiving solutions will spend a third more on e-discovery than those with content archiving ing solutions. Identification, preservation and collection of ESI...must have functionality for end-user organizations. -- Gartner, E-Discovery: Project Planning and Budgeting, , Feb 08 R OI Factor rs Up to 90% of [stored] data is redundant or out of fdate files, mainly.pst and files from other systems, consume up to 50% of network drive storage One terabyte of data can result in $18.75M in legal l review costs Cut IT and legal l costs by 10%-50% by bringing outsourced solutions inhouse 21

18 Archiving. Laying the Foundations Proactive information management is key to controlling costs and accelerating time to response for counsel Archiving is the foundation for: Gaining IT operational efficiencies & managing costs Enabling better IT risk management Information access & reuse Be prepared, ediscovery is here to stay. 23

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