Director, Value Engineering

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1 Director, Value Engineering April 25 th, 2012 Copyright OpenText Corporation. All rights reserved.

2 This publication represents proprietary, confidential information pertaining to OpenText product, software and services deployment methods. No part of this document may be reproduced, stored in a retrieval system, or transmitted in any form or for any purpose without the express written permission of OpenText Corporation. The information contained in this document may be changed without prior notice. OpenText Corporation and its affiliated companies make no representations or warranties of any kind with respect to these materials. Accordingly, OpenText shall not be liable for errors or omissions with respect to the materials.

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4 The key to implementing successful technology projects Buttoning down the business case Deloitte. December 2011

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6 Compliance Centralized policy management Discovery and Holds Earliest case assessment Defensible disposition Built in records management Storage optimization Application and Back-Up Optimization Security Encryption Information lifecycle management Storage vendor flexibility Improved adoption Productivity Integration with key processes Improved access to information Knowledge reuse Time to market

7 AIIM ECM Toolkit 2010

8 Reduce business disruption costs and improve productivity through improved compliance capabilities, processes, and enforcement monitoring Costs for complying with myriad regulations and internal policies are rising due to intensifying regulatory oversight and the number of information silos where enforcement must occur, increasing the number compliance inquiries and breaches that cause business disruptions to systems and other critical processes. Establish corporate policies, procedures and technologies to reduce business disruption, productivity loss, revenue losses, fines, penalties and other cash outlays due to non-compliance Average annual potential benefit CONSERVATIVE LIKELY

9 Recoup revenue leakage from data and intellectual property loss and compliance breaches by securing, monitoring, and auditing access to information The lack of a centralized security and governance framework for enterprise information leads to data and intellectual property loss and compliance breaches, resulting in loss of competitive advantage, loss of market share, loss of revenue, increases in research and development costs, damage to corporate image, higher insurance premiums, customer dissatisfaction, and increased legal costs. Establish a secure repository with comprehensive audits of sensitive company data (intellectual property, trade secrets, etc.) Average annual potential benefit CONSERVATIVE LIKELY

10 Reduce IT, procurement, facilities, user productivity, and document management costs of physical documents and records Costs for IT support and infrastructure, procurement and facility costs (for items such as filing cabinets and storage space), end-user interaction time, and ongoing management of physical documents and records are high due to the amount of physical content being generated by inefficient and manual, paper-based processes. Streamline and automate paper-based processes to control printing costs Establish an enterprise image repository to reduce the filing and storage (real estate) costs Establish an enterprise image repository to reduce or eliminate the need to image paper to microfilm or microfiche Improve process efficiencies by converting, streamlining and automating manual paper-based process Provide the ability to manage storage facilities and enable administrators to quickly and easily find, manage, track and distribute physical records Reduce physical content recreation costs by enabling scanning and capture of physical content to a lifecycle managed, searchable enterprise image repository Page 1 of 2

11 Reduce IT, procurement, facilities, user productivity, and document management costs of physical documents and records Storage costs are escalating due to the explosive growth of electronically stored information (ESI), estimated to be increasing by nearly 62% year over year according to IDC, along with the inability to defensibly disposition content to comply with corporate retention policies. Establish a centralized, searchable enterprise archive to manage imaged content and reduce external storage costs Enable automatic capture of key indexing information from images reducing manually keying time and errors Average annual potential benefit CONSERVATIVE LIKELY Page 2 of 2

12 Law Technology News December 2011

13 Reduce costs for identifying, collecting, and preserving electronically stored information (ESI) Discovery costs for ESI required by litigation actions, internal audits, regulatory inquiries, and/or FOI requests are increasing as each event requires a reactive, manual, and time intensive effort to identify, collect, and preserve potentially responsive information. Establish an enterprise archive of ESI to dramatically reduce the number of content silos, thereby improving policies, processes, and tools to streamline the identification, collection, and preservation of ESI Enable the legal team to support themselves by allowing them to perform advanced searching and collection without the need for IT involvement Enable a streamlined, automated ESI identification, collection, and preservation process that frees IT from the burden performing discovery duties manually Average annual potential benefit CONSERVATIVE LIKELY

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15 Reduce legal costs for analysis and review of ESI Analysis and review costs are high due to an ever expanding universe of potentially responsive content, over-collection of nonresponsive ESI during discovery, the inability to strategically source review vendors, the inability to assess keyword impacts prior to setting scope parameters with opposing counsel, and the lack of early case assessment capabilities for case budgeting and viability analysis required to make informed litigate versus settle decisions. Provide advanced search and culling so counsel can iteratively refine criteria to progressively filter and reducing false positives before review Reduce costs by outsourcing pre-categorized ESI to specialized third-party review providers Establish the capability to quickly and easily test the scope impact of various keywords prior to agreement on discovery terms to reduce review spending Enable legal to identify risks and likely outcomes early on in order to pursue alternative resolutions prior to unnecessary review spending Empower legal with scope and cost projections, resulting in more informed decisions to litigate versus decisions to settle avoid unnecessary review spending Average annual potential benefit CONSERVATIVE LIKELY

16 Reduce legal costs for ESI processing, including culling, deduplication, and hosting services Culling, deduplication, ESI processing, and hosting services costs are high due to unchecked ESI growth, over-collection, insufficient keyword impact assessment prior to discovery, an inability to cull, filter, and deduplicate ESI in house, and poor case budgeting and viability analysis. In addition, many companies are unnecessarily paying exorbitant, per-gb fees to external vendors for processing and load file preparation. Provide advanced search and culling tools so counsel can refine criteria to aggressively filter, reducing false positives before processing and hosting ESI for review Establish the capability to quickly and easily test the scope impact of various keywords prior to agreement on discovery terms to reduce ESI hosting and processing fees Enable legal to identify risks and likely outcomes early on in order to pursue alternative resolutions to reduce unnecessary ESI hosting and processing costs Empower legal with scope and cost projections, resulting in more informed litigate versus settle decisions to avoid unnecessary ESI hosting and processing costs Average annual potential benefit CONSERVATIVE LIKELY

17 Reduce legal costs for imaging of ESI prior to review Imaging costs are high due to an ever expanding universe of potentially responsive content, over-collection of non-responsive ESI during discovery, the inability to assess keyword impacts prior to setting scope parameters with opposing counsel, the lack of in house culling, filtering and deduplication functionality, the lack of early case assessment capabilities for case budgeting and viability analysis required to make informed litigate versus settle decisions, and imaging prior to the actual review phase. Enable identification, collection, review in native format and culling prior to production and imaging Establish the capability to quickly and easily test the scope impact of various keywords prior to agreement on discovery terms to reduce imaging costs Enable legal to identify risks and likely outcomes early on in order to pursue alternative resolutions to reduce unnecessary imaging costs Empower legal with scope and cost projections, resulting in more informed litigate versus settle decisions to avoid unnecessary ESI imaging costs Average annual potential benefit CONSERVATIVE LIKELY

18 Reduce legal costs for external forensic discovery and ESI consulting services External discovery costs are high due to the complexity and defensibility issues relating to the number of hard to access, disparate data sources where potentially responsive ESI may reside. Establish in house capabilities to identify, collect, and preserve ESI Average annual potential benefit CONSERVATIVE LIKELY

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20 Mitigate the risk of costly adverse inference rulings or increased punitive damages resulting from spoliation IT's inability to apply a defensible hold to potentially responsive ESI and/or employee self-collection practices are increasing spoliation risks, a leading cause of adverse inference rulings, default judgments, increased punitive damages, or other undesirable outcomes. Establish processes and tools that enable centralized exploration, collection, and preservation of ESI across the enterprise Use technology instead of trusting users to identify and collect relevant ESI to ensure defensibility with monitoring, sampling and spot-checks Average annual potential benefit CONSERVATIVE LIKELY

21 Mitigate the risk of costly legal fines, sanctions, and penalties related to discovery violations Inefficient identification, collection, and preservation tools and/or employee self-collection practices are increasing the risk of spoliation, chain of custody, missed deadlines, and under collection risks, while weakening the defensibility of the entire discovery process. Enable streamlined and precise discovery tools and procedures to significantly reduce the volume of potentially responsive ESI collected Reduce or eliminate content silos while enabling centralized exploration, collection, and preservation of ESI Use technology to identify and collect relevant ESI with strict oversight by legal to ensure defensibility through monitoring and spot-checks. Average annual potential benefit CONSERVATIVE LIKELY

22 Mitigate the risk of litigating cases where final settlement costs are higher than an early settlement due to poor case viability analysis at the outset A lack of transparency into case viability and key evidence has led to decisions to pursue risky cases, resulting in final settlement costs that were much higher than could have been negotiated early on. Use technology to quickly assess case strength, risks, and potential costs to make informed pursuit decisions, mitigating the possibility that a final settlement could cost more than an early one Average annual potential benefit CONSERVATIVE LIKELY

23 Stakeholder Centricity: The Metrics That Count Forrester June 2007

24 Reduce storage infrastructure and administrative costs Storage costs are escalating due to the explosive growth of electronically stored information (ESI), estimated to be increasing by nearly 62% year over year according to IDC, along with the inability to defensibly disposition content to comply with corporate retention policies. Establish an enterprise archive that enables to be single-instance archived (deduplicated), stored in a compressed format, directed to and migrated across multiple tiers of storage (including cloud) and enables retention and defensible disposition of to reduce IT storage costs Enable IT to control infrastructure costs by deduplicating content, storing content in a compressed format, utilizing policies to direct or move content across multiple tiers of storage (including cloud), and destroy content based on corporate destruction policies Provide comprehensive SharePoint site governance, lifecycle management of SharePoint content and comprehensive archiving to reduce SharePoint administration and infrastructure costs Increase SAP system performance and control infrastructure costs by enabling unstructured SAP content to be archived to an enterprise repository with comprehensive lifecycle and disposition management, data compression and ability to leverage tiered storage (including the cloud) Establish an enterprise repository to archive and lifecycle manage other enterprise content Average annual potential benefit CONSERVATIVE LIKELY

25 Reduce IT costs by retiring outdated technology and infrastructure Legacy applications exist that are not addressing the current cost, risk, or process improvement requirements or are consuming computing resources, storage, and manpower to maintain, without providing adequate business benefit to the organization. Retire outdated, inefficient legacy applications to reduce IT complexity, risk, and costs Average annual potential benefit CONSERVATIVE LIKELY

26 Reduce IT backup and recovery, DR, and business continuity costs while improving efficiency IT spends a significant amount of time administering, backing up, restoring, and monitoring disaster recover infrastructure for numerous content generating and warehousing applications like , file shares, SharePoint, and so on. Enable archiving to reduce the overall volume of on the servers resulting in lower administrative costs related to mailbox quotas, on-going system configuration, performance tuning, system upgrades, backups and disaster recovery Enable file system archiving to reduce the amount of content on product file shares eliminating the need for system quotas, and dramatically reducing the time needed for on-going system configuration and performance tuning, back-ups and disaster recovery Enable SharePoint site and content archiving resulting in lower administrative time and effort to maintain and upgrade server farms, conduct back-up and disaster recovery Average annual potential benefit CONSERVATIVE LIKELY

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28 Stakeholder Centricity: The Metrics That Count Forrester June 2007

29 Increase productivity of knowledge workers and other users by ensuring rapid and ready access to information assets Productivity and opportunity costs are impacted due to the inability to find, access, and leverage information assets stored in countless silos, thereby increasing costs of recreating content that has been lost, misfiled, or inaccessible. Provide a searchable, secure, centralize repository for all enterprise content to drastically reduce time wasted looking for and gathering information Establish a highly secure, searchable repository of enterprise content Provide enterprise archiving with comprehensive retention and destruction policies to reduce or eliminate quotas Enable file system archiving with complete lifecycle management to reduce or eliminate the need for file system quotas Average annual potential benefit CONSERVATIVE LIKELY

30 Increase customer satisfaction and reduce attrition through timely and accurate information access The inability to quickly and easily find information requested by, or required to service, a customer has a negative impact on the confidence, satisfaction, and morale of customers and employees. Enable automatic capture and indexing of images to improve overall access Establish a highly searchable, easy to access, archive of enterprise information to improve morale and reduce mistakes Average annual potential benefit CONSERVATIVE LIKELY

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33 Reduce storage costs Reduce/eliminate IT s effort to identify, collect, and preserve ESI for ediscovery Consolidate silos of legacy content Provide business with more effective search and knowledge reuse Reduce overall administrative burden Reduce time and risk associated with identifying, collecting, and preserving ESI for ediscovery Reduce spending on external consultants required for ediscovery today Reduce spending on ESI hosting and processing prior to review Reduce review costs Reduce risks like spoliation, smoking guns, non-compliance with policies, etc Provides centralized policy management across most/all unstructured content sources Provides consistent policy management across ESI and Physical Records Reduce records administrative costs with a centralized, automated records system for all content Mitigates risk of noncompliance with published retention policies Reduce the cost and effort required to comply with an increasing tide of regulatory requirements Mitigate compliance risk with consistent management of all records Mitigate the risk of fines, sanctions and penalties by adhering to regulations and policies Increase productivity of knowledge workers and other users by ensuring rapid and ready access to information assets Increase customer satisfaction and reduce attrition through timely and accurate information access

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35 You can Value Engineering at 35

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