Capstone for Records Management

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1 Capstone for Records Management Patrick Bland, Esq. ediscovery & Information Governance Specialist DLT Solutions Capstone for Records Management 1

2 DLT Solutions Company Background Provider of best of breed IT solutions Founded in 1991; headquartered in Herndon, VA Privately held Focused exclusively on Government P&L divisions built around key strategic partnerships 7x24 DLT Service Center (US citizen; US soil) since 2005 Multiple Government contract vehicles; 225+ employees; Facility CAGE Code 0S0H9 Strong balance sheet and financially stable 8/23/2014 2

3 8/20/14 DGI Agenda Managing Government Records Directive (M-12-18) Capstone in a Nutshell Capstone Implementation Call to Action Capstone for Records Management 3

4 Presidential Directive on Records Management Managing Government Records Directive (M-12-18) The Directive focuses on modernizing the capture of federal records. The goal was to reform records management policies & practices and move from paper-based to digital management of records. Two Goals: By Federal Agencies should manage both permanent and temporary records electronically in an accessible electronic format By 2019 Agencies should manage all permanent records in an electronic format (and hopefully temporary records as well!) NARA Bulletin Capstone NARA published guidance outlining the Capstone approach to modernizing the management of records Capstone for Records Management

5 Capstone in a Nutshell Categorization of based on the work and/or position of the account holders Two categories of account types: (1) Permanent (2) Temporary Schedule all of Permanent accounts within the agency or organizational unit as permanent records Schedule remaining as Temporary and preserve for an established period of time based on agency need. Allow temporary accounts to identify s as Permanent when needed Capstone for Records Management 5

6 Goals of Capstone Simplified approach to managing records Easy implementation Ensure compliance Provide flexibility in scope, deployment, end-user involvement and what is captured Make records readily accessible to appropriate staff Leverage existing infrastructure where possible Address ediscovery and FOIA needs Secure storage of to prevent unauthorized access and/or destruction of records Capture and maintain required metadata Capstone for Records Management 6

7 Capstone Key Decisions How to capture the content? Accounts that need to be captured Use of automated classification End-user Involvement How to export and transfer to NARA? Capstone for Records Management 7

8 Capstone Implementation End-User Classification Content is archived Mailbox after reaching the end-user mailbox Content can be selectively archived based on rules and Data Classification Services Data Classification Services Allows for end-users to over-ride default Journaling retention Content is copied to a journal mailbox and subsequently archived Content can Transfer be selectively archived based Data EVClassification Services No ability for end-users to modify retention Capstone for Records Management 8

9 Capstone Implementation Account Types Guidance Define permanent and temporary accounts Permanent accounts should include: Officials at the higher levels of agencies or component organizations including any secondary or alias accounts Accounts of those authorized to communicate on high level official s behalf Staff members in positions that regularly create or receive presumed to be of permanent value Anyone else who creates or receives of permanent value Enterprise Vault Provision groups for permanent & temporary Assign appropriate retention categories for each Discover, search, and preserve along with data from other repositories like Sharepoint, Social Media, and unstructured data living on agency file shares Capstone for Records Management 9

10 End-user Override of Defaults Permanent accounts will contain non-records and Temporary account may contain records. For this reason, some level of culling should be enforced to remove non-records and some form of automated & end user record declaration may be needed NARA recommends identifying non-records in permanent accounts and records in temporary accounts especially if this process can be automated Capstone for Records Management 10

11 Capstone Implementation Data Classification Services Data Classification Services Use with Journaling and Mailbox archiving Mailbox Journaling End-User Classification Search using predefined rules and keywords in the subject and message body Proximity searching Trigger based on sender/recipient Actions: Tag Delete EV Transfer Archive content and set retention period Capstone for Records Management 11

12 Capstone Implementation End-user Classification Data Classification Services Mailbox End-User Classification Create folders with assigned retention Create a Personal Folder for Permanent Accounts Create a Records Folder for Temporary Accounts EV Transfer End User drags content to the appropriate folder Setup rules to direct mail to a retention folder Mailbox archiving policy archives all other content with default retention Journaling Capstone for Records Management 12

13 Retention Folder in EV Deploy via EVPM to provisioning group (ex. Permanent & Temporary Accounts) Capstone for Records Management 13

14 Capstone Implementation ediscovery/foia Capstone solution should be able to execute a litigation hold against selected custodians and provide efficient search results. It also must support the ability to export content in a suitable format. End-User Classification Agencies should also have a plan for destroying temporary records Mailbox and non-records (defensible deletion) after they no longer need to be retained. All Symantec ediscovery solutions have legal hold Data Classification Services or Journaling investigations Capstone for Records Management 14 EV Transfer Enterprise Vault and EV.c conform to any existing or defined record retention schedules, enforcing expiry in accordance to the defined schedule Symantec ediscovery Platform provides a managed workflow approach to performing agency-wide searches for litigation purposes, FOIA requests, regulatory requirements, Clearwell provides advanced data analytics including Transparent Predictive Coding (TPC)

15 What is Predictive Coding? Leveraging machine learning to find small set of relevant documents from a very large set of collected documents Case Documents Review Complete System Training Applying Predictions Quality Control Capstone for Records Management 15

16 Predictive Coding Results in Huge ROI 2M LINEAR REVIEW WORKFLOW Total Documents After Initial Culling Linear Doc by Doc Review 2M 700K Manual Review 480K Responsive Docs for Production PREDICTIVE CODING WORKFLOW 700K Total Documents After Initial Culling Linear Doc by Doc Review 480K Responsive Docs for Production 90% Time & Cost Savings 15K Priv Review Total Time of Review 7,000 Hours Total Cost of Review $700,000 Total Time of Review 180 Hours Total Cost of Review $50,000 Capstone for Records Management 16

17 Capstone Implementation Transfer to NARA Data Classification Services NARA Bulletin End-User Classification Guidance for transferring permanent records to NARA Mailbox Leverage Discovery tools to find content that is ready to send to NARA (ex. All records over 5 years old) Export to EML or a PST (will also accept MSG) Attachments transfers in native format EV Ownership transfers to NARA Transfer Journaling Capstone for Records Management 17

18 Moving Forward Capstone for Records Management 18

19 By 2019, all permanent agency records must be managed electronically Database Capstone for Records Management 19

20 Symantec Enterprise Vault Overview SOURCES ARCHIVE ACCESS File Servers f Social Media/IM Partner Ecosystem Ingest Content Classification Index/Future-Proof Single- Instance/Compress Primary Retain Archive Audit/Administer Migrate Expire Outlook/OWA Lotus Notes/DWA Browser Search/ Archive Explorer Windows Explorer ediscovery & Compliance Capstone for Records Management 20

21 Symantec Enterprise Vault - Leadership Enterprise Vault has been named a top enterprise archiving solution by third party analysts for over eight years Capstone for Records Management 21

22 Call to Action Leverage new tools and technologies to help ease the burden of managing government records electronically Visit the DLT / Symantec Booth to learn more about the technology discussed today and how we can help you make progress towards the 2016 Goal Patrick Bland linkedin.com/in/pbland Mobile: (571) Visit our blog! Follow Capstone for Records Management 22

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