Realizing the ROI of Information Governance. Gregory P. Kosinski Director, Product Marketing EMC

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1 Realizing the ROI of Information Governance Gregory P. Kosinski Director, Product Marketing EMC Copyright EMC Corporation. All rights reserved. 1

2 2 Just How Important IS this? Technologies That Help and the ROI You Can Achieve Getting Started with EMC SourceOne

3 3 255,647,975 15,000,000 $1 Billion+ and $31 Million One GB = $18,750

4 255,647,875 Total number of records containing sensitive personal information involved in security breaches in the U.S. since 1/2005 Source: Privacy Rights Clearinghouse 4

5 15,000,000 Facebook receives 15M requests per second for both data and connections and is currently experimenting with solid-state drives to improve performance Source: MIT Technology Review 5

6 6 $1 Billion+ and $31 Million One GB = $18,750 (stay tuned )

7 7 The Growth of Information Lots of It 1.8Zb Mostly Unstructured 95% Mostly Unmanaged 85% Information Managed by Organizations 85% Becoming More Regulated Source: IDC White Paper, "The Diverse and Exploding Digital Universe," Sponsored by EMC

8 8 Regulatory Compliance: Example INTEGRITY CONFIDENTIALITY ACCESSIBILITY procedures and controls designed to ensure the authenticity, integrity, and, when appropriate, the confidentiality of electronic records 11.10(a) Validation of systems to ensure accuracy, reliability, consistent intended performance, and the ability to discern invalid or altered reports 11.10(c) Protection of records to enable their accurate and ready retrieval throughout the records retention period 11.10(d) Limiting system access to authorized individuals 11.10(e) Use of secure, computer-generated, time-stamped, audit trails that shall be retained for a period at least as long as that required for the subject electronic records Controls for open systems. additional measures such as document encryption System Validation Retention Mgmt Access Control and Logs Authentication Audit Trails Encryption

9 9 Information Governance ECM/RM Archiving Search and ediscovery Source: The 451 Group The Rise of Information Governance: From Reactive e-discovery to Proactive Information Management, 09/09

10 10 Grego s Hotel Confirmation Grego s Golf Outing

11 11 How Often Do You Delete s? Source: AIIM Industry Watch Management: The Good, the Bad, the Ugly May 2009

12 InfoTrends Report: Gathering MOSS? ; August SharePoint, Anyone? Number of sites/month By company size 25% of SharePoint sites are inactive Small Medium Large Large Enterprise Active Teamsites Inactive Teamsites

13 13 What is an Archive? a specialized repository used to preserve, protect, control, maintain authenticity and integrity, accommodate physical and logical migration, and guarantee access to information and data objects over their required retention period. Storage Networking Industry Association, Building a Terminology Bridge for Digital Information Retention and Preservation, 2009

14 14 If You Need To Eliminate mailbox size limits, remove quotas Reduce storage costs, cut backup windows Eliminate PST and NSF files Enforce retention policies on Comply with policies & regulations, especially NASD Provide evidence of review operations Reduce risk of improper usage Validate supervisory process effectiveness Lower SharePoint storage cost, boost performance Manage inactive, orphaned SharePoint sites Reduce production database requirements Enforce retention policies on SharePoint content SourceOne Management SourceOne Supervisor SourceOne Archiving for SharePoint

15 15 Archiving at EMC Archive policy All messages older than 90 days are archived, excluding folders under Deletion Policy Shortcut policy Attachments older than 90 days already in EMC SourceOne Management: shortcutted Deletion policy All messages older than 30 days will not be archived and will be deleted from drafts, junk, deleted items retention policy Three, seven, or ten years, depending department

16 16 Archiving at EMC $20 million dollar savings/roi Reduced legal discovery time to 8 hours (compared with 8 days!) Removed mailbox quotas Eliminated PST issues Implement consistent policies

17 17 ROI You Can Achieve TCO Comparison Reduce storage cost Leverage tiered storage Reduce backup time Source: Our Very Own ROI/TCO Analyst Tool

18 18 Information Governance ECM/RM Archiving Search and ediscovery Source: The 451 Group The Rise of Information Governance: From Reactive e-discovery to Proactive Information Management, 09/09

19 Activity Declare Classify 19 Retention and Records Management Author Control Corporate Control Legal Rules Regulatory Compliance Business Rules Access Control Retention Disposition Store/ Transfer Document Capture Collaboration Workflow Time Expunge

20 20 If You Need To Automatically apply and enforce granular policies for retention and disposition Avoid burdening end-users with compliance Integrate w/content management + applications Apply file plans and classification for formal recordkeeping Empower end-users to declare records Comply with DoD requirements Apply same policies to physical, electronic records Support space management paradigm: locations, bays, bins, and shelves Handle bar coding and bulk-processing requests Documentum Retention Policy Services Documentum Records Manager Documentum Physical Records Services

21 21 Fortune 500 Energy Company Problem/Goals Improve the management of records for compliance Reduce ediscovery costs Improve business process efficiency Challenges how to Automate the identification and classification of records? Bridge the gap between records, compliance, legal and IT? Update out-of-date retention schedules? Leverage technology to promote business efficiency as well as compliance?

22 Fortune 500 Energy Company Source: Forrester Research, Accelerate Your Retention Management Strategy 22

23 23 Fortune 500 Energy Company Solution Overview Created a simple model of documents and records Reduced the business taxonomy from more than 10,000 folders to 53 Published the model into a retention-governed repository Automatically capture, move, apply security and retention Results/ROI Managing electronic records for regulatory compliance Improved efficiency across processes Improved ediscovery request processing Established a compliance framework for rest of enterprise

24 24 Information Governance ECM/RM Archiving Search and ediscovery Source: The 451 Group The Rise of Information Governance: From Reactive e-discovery to Proactive Information Management, 09/09

25 $1 Billion+ and $31 Million Companies with $1B+ revenue Typically spend $31M annually on ediscovery Source: Gartner, MarketScope for Records Management 25

26 26 How Long Would It Take to Respond? Source: AIIM Industry Watch, Management: The Good, the Bad, the Ugly, May 2009

27 27 You Must Be Ready! Collect, preserve, review and produce information when requested to do so Investigation Audit Public Disclosure Litigation

28 Why 1 GB = $18,750 Source % of costs* Average cost of outsourcing* Collection Hold 28% 20% Identification - $200 / hr Collection $200+ / hour or $400+ / Gigabyte $100+ / hour or $5+ / Gigabyte Inspect & Review Produce 35% 17% Processing $850+ / GB or $.03+/ page Review $120+ / hour or $1,200+ GB/Mo $.06/page $50+/load file $1,000+/GB Sources: Enterprise Strategy Group and Gartner, Mapping Technology and Vendors to the Electronic Discovery Reference Model 28

29 29 EMC SourceOne ediscovery- Kazeon Laptops and Desktops File Servers Servers Archives Content Mgt. Archives Microsoft SharePoint Step 1 Step 2 Step 3 Step 4 Step 5 Create electronically stored information (ESI) Index the ESI in-place Determine relevance Secure and hold Analyze and Review

30 30 ROI You Can Achieve Process Before After Collection 1 TB of ESI, 2M documents 1 TB of ESI, 2M documents Processing and Culling 50% ESI reduction 97% ESI reduction (in-house) Review 1M documents to be reviewed 60K documents to be reviewed Total Cost $1,200,000 $127,000

31 31

32 Archiving Records Mgt. 32 Comprehensive, In-House ediscovery Litigation Hold Notification/Workflow/Tracking Collection/Preservation Processing, Culling & Tagging

33 33 Just How Important IS this? Technologies That Help and the ROI You Can Achieve Getting Started with EMC SourceOne

34 34 Modular Solutions for Practical, Actionable Information Governance Archiving Proactively manage information growth Reduce operational costs Increase IT efficiency Optimize content access and reuse ediscovery Reduce time and cost of ediscovery Bring ediscovery In-House Implement a repeatable ediscovery and litigation hold process Manage to global ediscovery rules & corporate mandates Compliance Manage to regulations and corporate policies Enable effective auditing to ensure policy adherence Consistently enforce retention and disposition policies Mitigate risk by identifying and managing confidential and/or sensitive information Tiered Storage/De-Dupe Platforms

35 Source: The 451 Group The Rise of Information Governance: From Reactive e-discovery to Proactive Information Management, 09/09 35

36 36 Power Station SourceOne Tower Technology Park Governance HQ Legal District Health and Fitness Center Conference Center

37 37 For more information: Attend our session at 1:15 PM

38

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