Stemming the Rising Tide of Data, Cost & Risk

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1 9th Annual CGOC SUMMIT 2013 March Stemming the Rising Tide of Data, Cost & Risk Strategy Retreat for IT, Legal and Business Leaders Transforming Their Governance and Compliance Programs to Improve Information Economics Featuring Thought Leaders from ExxonMobil, K&L Gates, Mayer Brown, Sanofi, Travelers, UBS, Wells Fargo, and Hon. Frank Maas

2 Improving Information Economics Most organizations say information is the lifeblood of their business, but very few can measure its true value, cost or risk. Today, strategic-thinking leaders are transforming their governance programs to focus on and improve information economics. These programs are crucial for senior executives who must both substantially lower costs and protect the reputation of their organizations. While employing and maximizing traditional governance principles, a strong information economics practice defines and extracts information value, knows and controls its cost, quantifies and mitigates its risk, and, most importantly, aligns cost and risk to value. The value of information declines over time while its cost is constant and related risk rises over time. The widening gap between the value of the information and its cost and risk creates a negative economic impact on any organization the cost of information and the risk it poses exceed its value. Information Value Declines Over Time, Cost and Risk Don t Value Cost-to-Value Gap Risk Cost Risk-to-Value Gap Over-retaining or over-holding data after the business, legal and regulatory need for it has elapsed is like over-paying taxes. However, many retention and hold processes continue to keep data many years beyond this need because they lack the means to defensibly dispose. The extra tax is excess ediscovery cost and risk, excess storage and infrastructure costs, and lower value and service for the business. Most organizations can no longer afford this excess and the exposure it creates; information lifecycle governance leaders are uniquely able to lower compliance taxes, eliminate unnecessary cost and risk, and align information cost to value. The 2013 CGOC Summit brings together governance leaders transforming their programs and focuses on the three information economics levers: information value, cost and risk. An ideal strategy session for teams, the Summit brings the world s best governance thought leaders together to share experience and insights on improving information economics. The program will provide strategic guidance and small-group working sessions to help executives build and implement programs that: Eliminate unnecessary cost and risk with defensible disposal of unneeded data and applications Align information cost to its value Reduce information risk by automating privacy, ediscovery, and regulatory policies Enable businesses to realize the full value of information as it ages The best way to reduce the amount of data delete it. Gartner 2

3 PROGRAM Wednesday, March 13 Welcome reception and dinner Thursday, March 14 Full day of meetings Hosted breakfast, lunch, and dinner 1. Understanding and Aligning Information Cost to Value This session will lay a foundation by helping governance leaders understand the source of information cost, which processes drive that cost up, and how their programs can align information cost to value. Marc Fedele, SVP, Application Portfolio Management Global Wholesale Banking Technology & Operations, Bank of America* Daniel Kulakofsky, VP, Group AGC, Electronic Discovery, Corporate Litigation, Travelers The Keep-to-Delete Cycle: It Can Be Done The speed with which companies can identify and dispose of data and storage applications that are no longer needed has a tremendous impact on information costs. With storage costs at $4 million or more per petabyte every year, the keep-todelete cycle time is one of the most important cost drivers. Dan Kulakofsky will discuss the journey from keeping everything to routine, defensible disposal and the benefits it creates for an organization. The Floor-to-Door Cycle: Eliminating Digital Debris Factory Style To realize IT savings after data is disposed, the storage and application assets must be removed from the environment to eliminate recurring costs. The most advanced companies use a factory model for rapidly removing these unnecessary assets from the IT floor following the keep-to-delete cycle. We will discuss storage optimization factory models and Marc Fedele of Bank of America will talk about a high performance application sunsetting factory. Calculating Your Cycle Time and Data Costs Accelerating the keep-to-delete and floor-to-door cycles is a powerful means of improving information economics. Often, to determine what can be disposed or decommissioned, IT identifies candidates and then needs legal, records and the business to agree to dispose essentially reverse engineering all legal holds, the retention schedule and business value of the data. High performing governance programs design disposal into their processes and have very short deletion cycle times. This working session will help attendees calculate their keep-to-delete and floor-to-door cycle times, as well as the costs these impose, and the cost of data at rest. 2. Quantifying and Mitigating Information Risk This segment will focus on ways to measure legal and compliance risk today. While the traditional emphasis was on the risk of under-preserving and under-retaining, rising information volume and coordinated regulatory investigations have made mitigating the financial risk of excess ediscovery equally important. We will explore the too much/too little yin and yang of ediscovery risk; the state and trajectory of ediscovery law; and how to quantify the potential risk of excess ediscovery. Martha Dawson, Partner, K&L Gates Anthony Diana, Partner, Mayer Brown Robert Levy, Counsel Civil Justice Reform and Law Technology, Exxon Mobil Corporation Hon. Frank Mass, U.S. Magistrate Judge, SDNY Natasha Williams, Director, Global Litigation & Investigations, Sanofi The Yin and Yang of ediscovery Risk ediscovery rules and organizational complexity create the risk of under preserving data in litigation, while rising data volumes and endless storage have now created the risk of extreme ediscovery costs. Natasha Williams of Sanofi and Anthony Diana of Mayer Brown will explore the yin and yang of ediscovery and ways to avoid both risks. *Tentative. Agenda and speakers subject to change 3

4 ediscovery Law Today and Its Trajectory ediscovery law is dynamic and not always prescriptive for organizations trying to mitigate risk and cost. Judge Maas and Martha Dawson of K&L Gates will review recent cases and what guidance they offer organizations. Robert Levy of ExxonMobil will discuss the proposed changes to the Federal Rules of Civil Procedure and their potential impact on the ediscovery landscape. Calculating The Risks of Over and Under Retention Developing and communicating a balanced view of risk within your organization requires the ability to assess the degree or magnitude of risk in ways that others can understand it. This working session will provide a structured and easily articulated means of assessing the risks of under preserving and under retaining data as well as the risks of over preserving and retaining it. Friday, March 15 Full day of meetings and elective sessions Hosted breakfast and lunch 3. Defining and Realizing Information Value If business staff can t find or use data, it doesn t actually have value to them it s merely cost and risk to the organization. Retention programs may need to evolve to more fully incorporate business value and enable IT to execute the retention schedule across the larger information landscape. Analytics and well-governed data ensure the business can leverage data that has value while disposing of data when it s no longer of use to the organization. In this segment, governance program leaders will discuss their strategies for ensuring the business harnesses good data, retention schedules reflect diverse needs and valuable data is protected. Karen Alnes, SVP, Chief Privacy Officer, Wells Fargo INFO VALUE Quantity Carol Garcia, SVP-Enterprise Information Lifecycle Management, Wells Fargo Jason C. Stearns, CRM, Director, Information Management & Discovery Services IT Contracting and Shared Services Legal, UBS Big Data and Analytics: What It Means to the Business and to Governance Leaders The hype and buzz around big data may lead some organizations to assume all data has value in perpetuity. Many early big data efforts replicate data in yet more places with no governance or controls. This session will look at what big data is, what its implications are for governance leaders and what it tells us about data value. Engaging the Business and Incorporating Business Value As governance programs shift focus to improve information economics, the traditional discipline of reducing risk is complemented by ensuring the business gets full value for its information and driving out unnecessary information cost. It is virtually impossible to optimize information cost and risk without a clear understanding of information value aligning cost to value can be an information economics breakthrough. We will discuss ways to engage the business in improving information economics. Carol Garcia of Wells Fargo and Jason Stearns of UBS will discuss evolving retention programs to ensure retention schedules reflect the information environment. Karen Alnes of Wells Fargo will address how privacy and security programs enrich our understanding of business value and the synergies with lifecycle governance. Analytics & Collaboration Inflection Point: Realize Value as Context Erodes Archiving & Tiering Inflection Point: Align Cost as Value Declines Disposal & Decom Inflection Point: Eliminate Cost When No Value *Tentative. Agenda and speakers subject to change Time 4

5 Excellent setting to collaborate on plans and strategies as a crossfunctional team. Karen Alnes, SVP, Chief Privacy Officer, and Carol Garcia, SVP-Enterprise Information Lifecycle Management, Wells Fargo Elective Sessions This year s Summit agenda includes a set of Elective Sessions. These groups will be limited to a maximum of 20 to ensure a deep dive discussion for these critical topics. Team Workshop Let us arrange a private meeting space for you and your colleagues to review your take aways and establish an action plan that lets you hit the ground running when you return. Remediating Breaking the Habit Join Anthony Diana, Partner, Mayer Brown and Jake Frazier, ediscovery attorney and tech guru in a detailed discussion on how to execute the right policy to keep what you need and dispose of the rest. Talking Tech Get a look at the technology solutions that are helping companies eliminate unnecessary cost and risk with defensible disposal of unneeded data and applications; align information cost to its value; reduce information risk by automating privacy, ediscovery, and regulatory policies; and enable businesses to realize the full value of information as it ages. Reconciling Records & Big Data Discuss how big data and more data pushes and enables retention schedules to define and capture business value and how information security and data governance tie in. Legal Holds & Defensibility With An Active Disposal Program Discuss the bar and standard of care for legal holds when your organization routinely disposes of data debris. ILG Program Leaders Pow Wow Touch base with your peers on the status of their ILG Program. From organization structure to reporting methods, discuss what s working and what s not. Information Economics and Account for Saves and Cost Dive deeper into the potential savings from an ILG program, work through detailed calculations, get expert advice and share experience. Companies should securely dispose of or deidentify personal data once they no longer need it, unless they are under a legal obligation to do otherwise. The White House, Consumer Privacy Bill of Rights, Feb. 23,

6 Invaluable Insights and Engagement Participants in this invitation-only program will have both formal and informal opportunities to engage with peers and colleagues on improving information economics: Changing from habitual retention to routine, defensible disposal Establishing executive committees and using executive sponsors to drive change Accelerating the factory to increase total cost reduction Measuring progress and impact Lessons learned the hard way The Summit includes breakfasts, lunches and dinners which offer opportunities to go deeply into the subject matter and build new relationships and networks you can leverage long after the Summit is over. Rare opportunity for a meeting of minds between legal, records and IT; sharing experiences and collaborating to drive more integrated strategies. Jeff Aschbrenner, Principal IS Business System Analyst Information Management & Analytics, Amgen Reserve a Table for Your Team Now * For years, companies like Abbott, VW, Wells Fargo, BNY Mellon and ExxonMobil have attended the CGOC Summit with their legal, records, and IT stakeholders to take advantage of this strategy retreat. With two days of learning and benchmarking with the world s leading practitioners, and a one-of-a-kind dialogue on improving information economics, this is a rare opportunity to bring your team together. Space at the Summit and Pelican Hill Resort is very limited so please register early. The program is appropriate for: Legal General Counsel Assistant General Counsel Litigation Counsel E-Discovery Director Chief Privacy Officer Information Management CIO CTO IT Governance and Security Information Architect The CGOC Summit provides a great collaborative environment where best practices can be shared across many different business verticals. Bonnie Nunnery, Legal Business Services Manager, ConocoPhillips Governance and Data Management Chief Data Officer ILM/G Program Officers Chief Information Security and Risk Officers Data Governance Leader Compliance, Records and Retention Chief Risk Officer Records and Compliance Program Officer VP Records and Information Management * Teams of 5 or more receive a group rate 6

7 The Resort at Pelican Hill South Pelican Hill Road Newport Beach, CA (949) A CGOC Summit rate of $325 is guaranteed for those that register by February 26th. This rate applies for rooms reserved from March 10th through March 18th. Event Registration The Summit registration fee includes all meals at the lovely Resort at Pelican Hill, all expert sessions and full proceedings. Early and returning registrants: $350 for first-time participants through February 28th and all returning Summit attendees Registration after February 28th: $600 Group Rate: $200 each person for teams of 5 or more from the same company For GOE Employee options please contact Virginia Dickson at (650) or About CGOC Legal Update December 2011 CGOC (Compliance, Governance and Oversight Council) is a forum of over 2200 legal, IT, records and information management professionals from corporations and government agencies. CGOC publishes reference guides and articles and conducts primary research; its Benchmark Reports have been cited in numerous legal opinions and briefs and its ILG Leaders Guide widely referenced and adopted by organizations. CGOC members convene in small working groups, regional meetings and its annual strategy summit to discuss information governance and economics, ediscovery, data disposal, retention, and privacy. CGOC has been advancing governance practices and driving thought leadership since For more information go to Sponsored by Copyright CGOC Forum LLC

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