1 ' R :::i:. ATIONAL :'.:::::: RETENTION ':: Compliane with the way you work, PRODUCT BRIEF
2 In-plae Management of Unstrutured Data The explosion of unstrutured data ombined with new laws and regulations has reated untenable ompliane risks for many organizations. Before Rational Retention the only option was to build massive seondary data arhives to prevent improper destrution and to failitate disovery. Rational Retention's agent-based tehnology hanges the paradigm by providing a window into an organization's data that allows for full management of unstrutured data in-plae and in real-time, without the need to arhive everything. Proprietary, lightweight and transparent agents are deployed throughout the enterprise ontrolling loose files, regardless of where they exist on the network. The agents enable ross-enterprise searhing, in-plae holds, automated ategorization and olletion, and poliy-driven preservation and destrution. RETENTION POLICY MANAGEMENT Clear and enforeable retention poliies are the enterpiee of suessful reords and information management programs. Holding onto unneessary data hinders the ability to quikly loate relevant douments to meet business needs. In addition, the ost and risks of litigation depend heavily on the amount of data subjet to disovery, reating a diret relationship between reords management and e-disovery exposure. Retention Poliy Flexible retention poliy management is the ore of Rational Retention. Upon installation, enterprise retention poliies are established and applied to all managed douments through auto-lassifiation. Douments are maintained aording to poliy and are easily aessible for legal hold, olletion, and prodution; and forensially destroyed upon poliy expiration if not impliated by litigation. Rational Retention's built-in integration with Alfreso's doument and reords management funtions allows for data to automatially migrate to Alfreso as required by poliy. Connetors for SharePoint and Doumentum are also available. Legay Data Unneessary retention or the loss of legay data exposes an organization to disovery and retention ompliane risks. With Rational Retention, poliies an be applied to legay data, automatially lassifying it by ontent and defensibly deleting that whih is no longer needed, or moving data to long term arhival systems. Auto-lassifiation The exponential growth of unstrutured data that is subjet to retention and preservation regulations has made it impossible for organizations to keep up with their legal and regulatory obligations. Tools that failitate automated, ontent-based lassifiation have beome a neessity for organizations to be in ompliane. Built on Support Vetor Mahines (a group of statistial learning algorithms), Rational Retention's auto-lassifiation engine makes it possible for organizations to identify and ontrol their data from the moment of reation. Based on ontent and metadata, douments are automatially assigned to one or more retention poliies, taking the responsibility away from end users and reating a transparent and defensible proess. Work-in-Progress To failitate seamless retention poliy enforement, Rational Retention allows organizations to assign a work-in-progress (WIP) period to determine when a doument will automatially be moved to a reords management system. This funtionality ensures orporate reords are ultimately sent to the appropriate entral loation, regardless of origin and without relying on users to manually move the data. No produt on the market today offers this level of ontrol all the way down to the desktop. Defensible Searh Rational Retention provides a defensible and repeatable proess to searh unstrutured data aross all network loations, enabling onsistent ross-enterprise searh and eliminating the risks assoiated with federated engines. Rational Retention's searh apabilities inlude: Full Text Boolean Operators Logial Grouping Proximity Wildard (single & multiple harater) Exat Phrase Mathing Phoneti Annotate and Redat Rational Retention enables ustomized annotation to failitate the ategorization of douments into lifeyle management poliies. Douments an be TIFFed and redated to remove sensitive and proteted information before it is made available to parties without full aess. PRESERVATION Before Rational Retention, meeting preservation obligations required either massive, ostly arhives or relying on end users. Now with Rational Retention, ompanies an rethink and radially improve the urrent e-disovery proess. With Rational Retention preservation, organizations will be not only equipped to quikly and effetively respond to a pending investigation or litigation, but also able to implement a strategi and proative approah for the future, ontrolling the entire proess from a single onsole. Early Case Assessment Rational Retention's early ase assessment provides an immediate in-plae and aurate analysis of large volumes of data, prior to olletion. A first-pass review of potentially relevant data gives organizations the opportunity to gain an understanding of their litigation position within hours of notie and make the appropriate deision as early as possible, reduing the time and ost of e-disovery.
3 CENTRAL RETENTION SERVER (CRS) e Web Based M anagement of: Po li ies, M atters, Ho lds, Coll etions, Ana lytis & Annotation Admin istrative User INTEGRATION LAYER RR Integration Servers Horizontally Salable eeee ENTERPRISE DATA Attahed Devies 0 RR Agent Desktops & Fil e Shares RR Agent RR A gent RR A gent s Reords D oument E-ma il M anagement M anagement Simple Custodian Identifiation Determining the appropriate ustodians with onfidene is ahieved through a seamless integration with organizational diretories suh as LDAP/ Ative Diretory. Signifiant ustodian information an be obtained from these diretories to help determine data ownership and simplify the identifiation, preservation, and olletion of potentially relevant information. Workflows To ensure an automated, defensible, and repeatable proess, Rational Retention's workflow provides a flexible, graphial tool and a defensibility log for every step of the proess, from identifiation through prodution. One douments are added to a workflow, users an plae douments on hold; analyze; ollet; add douments to a review queue; and export to a third party. A workflow an be onfigured to automate the entire proess, ensuring that new douments move through the workflow as they are added to a matter. In-Plae Hold & Notifiation One data has been identified for preservation, Rational Retention immediately and transparently loks it down, superseding all normal lifeyle related deletions. The version of the doument that was originally put on hold is maintained, and users are free to aess and edit preserved files. The proess of implementing a legal hold is simplified and gives the organization onfidene that the appropriate data is preserved, without relying on end users. Optional ustodian notifiations and aknowledgements are delivered diretly through Rational Retention one a hold is in plae. Collet After douments have been plaed on hold, organizations an ontinue to refine the population of douments, or immediately ollet. When olleted, a forensially sound opy of eah doument is sent to the entral index where further analysis is onduted. The typial dedupliation proess is obsolete beause every doument is fingerprinted, allowing only one opy to be olleted and providing the loation of every other opy as part of its metadata. Rational Retention's ontrol over preservation and olletion inludes files that were offline due to disonneted/powered off laptops and desktops or data that resides on portable media suh as USB drives. When the data is bak online, Rational Retention automatially loates and enfores the hold or olletion. Import & Export Data that is not managed by Rational Retention, suh as third party douments, an be imported quikly and easily, inorporating the data into holds, analysis, and disovery. Users an also export data from Rational Retention to a review platform or other external party in multiple formats inluding image, text, and native and an inlude metadata, redations, ontrol numbers, and standard load files.
4 THE EDRM WITH RR PROACTIVE REACTIVE... Q) E Q) m C o '.:J E - Volume Relevane ANAlYTICS When dealing with the growing mass of unstrutured data, basi keyword searhes have proven limitations and shortfalls, reating SOCIAL NETWORKING the need for more advaned tehnology. Rational Retention analytis supports the shift from basi retrieval searh to advaned ;oh"jo'ro"< investigative searh with sophistiated apabilities suh as: Soial Networking. Examine ommuniation between ustodians and other individuals, revealing levels of interation and the entral themes in their ommuniation. Rational Retention illustrates the intensity of ommuniation between multiple individuals, provides a validation for urrent ustodians, and easily identifies new ustodians through their presene in a soial network. Coneptual Searh. Provides results that relate to the onepts in a query, without limiting results to speifi words. Conept Clusters. Topial relationships are unovered within a group of douments, revealing similarities that were previously unknown. Thread. Fous on only a fration of the s. The most reent in a thread ontains all the preeding s, drastially reduing the number of douments that need to be reviewed. rhondil.del1!on8>enron.:om SECURITY Aess within the Rational Retention software an be restrited on multiple levels. There are several different types of users that will have aess to the system and it is important to have ontrols over their level of ativity. Funtional seurity ontrols what ations a user has aess to within the system suh as putting douments on hold or reating redations. Data seurity ontrols what douments a user has aess to and is based on metadata.
5 RATIONAL RETENTION SETS A NEW STANDARD FOR COMPLIANCE BY PROVIDING ABSOLUTE CONTROL OVER UNSTRUCTURED DATA ACROSS THE ENTERPRISE. By automating the enforement of enterprise retention poliies, douments are expliitly ontrolled by Rational Retention without impating the end user. Rational Retention takes information management ompliane out of the hands of the end users and puts it bak into the hands of experts by integrating real time, ontent-based 1assifiation.This level of ontrol extends beyond retention ompliane to full support for e-disovery, reating a seamless alignment between retention management and disovery response.