Information Governance Manage in Place Use Cases Workshop

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1 Information Governance Manage in Place Use Cases Workshop James Seeley Vice President, Governance Sales threat protection compliance archiving & governance secure communication

2 Information Governance - Defined The proactive management of information according to its general business value, potential risk, or possible relevance to discovery and regulatory processes. This includes defined processes and technologies to: Classify information Track information regardless of location Govern information s retention and disposition Monitor and report on compliance

3 Proofpoint Solutions Enterprise Archive Enterprise Governance Content Collection Proofpoint Enterprise Services Powered by Cloud-Based Digital Thread Social / IM Hard SharePoint RM/ECM Share Drive Drive, USB

4 Where is the Market for Information Governance Emerging? Lots of Unstructured Professional Services Financial Services Insurance Pharmaceuticals Energy Serial Litigants Highly Regulated

5 Proofpoint Enterprise Governance In Practice End of Engagement Archive Delete Notify ediscovery ID custodian Collect info Privacy Quarantine Block Encrypt.xyz Transitory Retention schedule: Delete after X years 1 Create 2 Classify In 3 Track In 4 Govern 5 Place Place Report

6 2. Governance - Regulated Industries Business Drivers Regulatory bodies stipulate retention programs must be in place Protect the bank s reputation Reduce legal costs and risks Problem Classify files stored on Shared Drives, Sharepoint, Hard Drives, and Identify records and move them to a central repository Apply retention to files in-place Preserve files on legal hold Solution Classify files based on location Track files throughout lifecycle Move records to SharePoint (or any other repository) Apply retention and disposition on files in-place Collect files on legal hold and move to Archive Report on compliance

7 Proofpoint Enterprise Governance and Records Management Create or Receive Files Track, Classify, Cleanup Retain, Dispose & Preserve Shared drives Why Proofpoint Enterprise Governance? Proofpoint automatically classifies and tracks documents using Digital Thread technology at the time of creation or receipt, allowing user to manage from a centralized view, declare as records, regardless of where the documents are stored. Disposition policies can be suspended as needed for legal holds. Local drives Proofpoint Enterprise Governance Prompts user to make decisions Non- Records? Delete after Specified Retention Period Records? Classify & Route to Records Library SharePoint Records Library (Immutability, nonrewritable, access controls) SharePoint Legal Hold? Case library to preserve documents

8 3. Governance for Shared Drives Business Drivers Specific penalties for non-compliance ranging from fines, to closing a facility or business, to possible criminal prosecution Damage to the company s reputation and other business consequences arising from non-compliance, potentially resulting in: customer desertion increased cost of bank loans increased scrutiny from regulators of future business activity Reduction in storage costs Problem Cleanup legacy information shared drives Apply classifications Govern information ongoing Monitor compliance Solution Scan and classify existing files Apply policy to files to: Keep the asset Dispose the liability Move records to repository Leave policy in place for ongoing Governance Report on compliance

9 Example CUNA Mutual Insurance Provider of health, accident, disability, mortgage insurance 6,000 employees Offices throughout USA Why They Needed Us Cleanup existing legacy files on shared drives Proactively govern newly created information Ensure regulatory compliance and support for RIM program Results Tracking over forty million documents Enabled clean up by identifying: 40+% of file duplicates 45% of files 5+ years in age Captured and classified records Next step automatically move records to Documentum 9

10 Provision Elements of a File Plan In Place 10

11 4. Preserve & Collect Files on Legal Hold Business Drivers Problem Preserve files on shared drives and SharePoint for legal hold Collect preserved files and copy to Archive for ongoing legal hold management Solution Define legal hold parameters custodian, file locations, time period Automatically collect relevant files and copy to Archive Report on progress

12 Example Proofpoint Archive Customer Highly regulated Serial litigant Lots of unstructured information Why They Needed Us Identify files, locations, and custodians for legal hold Apply legal hold to files Automatically collect files and copy them to archive as part of legal hold Results All files on shared drives and SharePoint are tracked, can be preserved, collected, and copied to Archive Legal hold policy encompasses all and files Legal review, search, and export centrally managed via archive and includes and files 12

13 Reporting Example Optionally sent to Administrators 13

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