IBM Enterprise Content Management Solu5ons Informa(on Lifecycle Governance

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1 IBM Enterprise Content Management Solu5ons Informa(on Lifecycle Governance Mohan Natraj Content Collec(on & Archiving Informa(on Lifecycle Governance Enterprise Content Management 2011 IBM Corporation

2 The informa5on governance problem 98% Companies that cite defensible disposal as key result of governance programs $3M Average cost to collect, cull and review informa5on per legal case 1 17% Amount of IT budget spent on storage 3 22% Companies that can defensibly dispose today 70% Por5on of informa5on unnecessarily retained 2 44x Projected informa5on growth, Source: CGOC Benchmark Report on Information Governance, October Sources: 1 Litigation Cost Survey of Major Companies, 2010 (from Conference on Civil Ligitation, Duke Law School, May 2010). 2 Industry estimates Sources: 3. Information Week Survey, December IDC Digital Universe Study, May 2010

3 Impera5ve for ac5on: The day of reckoning is here as illustrated by Global 3 Oil Company case study 1 Many legal masers High employee turnover 1000s of servers and IT staff Spreadsheet hold tracking No transparency in legal or IT Employees overlooked or their departure missed IT moves or re5res data on hold Expensive, embarrassing recovery Hold- everything approach ins5tuted to avoid recurrance Informa5on volume and ediscovery cost rise sharply Risk increases with volume and complexity 2 Data Growth is Unmanageable 3 CIO Crisis: Budget Eroded by Waste Unconstrained growth Routine disposal Federal evidence rules extended to electronic data; save everything Company data volume increases 875% in 5 years Data management costs exceed $1B annually with volume Target Actual InformaIon growth will devour IT budget over Ime

4 Organiza5ons struggle in four key areas of the lifespan Frequency of Access and Use Typical InformaIon Lifecycle INFORMATION à Develop / Test CreaIon / Use Archive / Retain / Dispose 95% Expires Archive and Store 1 ediscovery 2 Records and RetenIon 90% Born Digital 3 Time 4 4 Assess, Classify and Govern 4

5 Each stakeholder has different challenges General Counsel New 2006 legal rules expanded responsibili5es to all informa5on with net new risks and processes 10x rise in sanc5ons cases CIO 10- fold increase in informa5on volume and diversity since 06 very lisle disposed of 50% YoY data growth, 1% budget growth VP Records O^en does not have a seat at the table making change difficult S5ll challenged to meet legal and regulatory obliga5ons for recordkeeping and reten5on for all informa5on 5

6 Consider a comprehensive, unified approach Legal Reduce high ediscovery risks and high li5ga5on costs with: ediscovery process management ediscovery case assessment and analy5cs Records Improve compliance and enable global reten5on and disposi5on with: Global policy and schedule management Enterprise records management IT Reduce IT costs and control data growth to invest more strategically with: Disposal and governance management A smarter approach to archiving and storage Cross- Enterprise CoordinaIon Lowers Risk and Cost Systemically 6

7 IBM Informa5on Lifecycle Governance IBM Informa5on Lifecycle Governance (ILG) is a solu5on porfolio that enables customers to more effec5vely retain, classify and archive informa5on, efficiently meet ediscovery obliga5ons, and defensibly dispose of informa5on, to lower both cost and risk. ediscovery management IBM ILG includes solu5on sets for legal, IT and RIM buyers including: Smart Archive solu5on for IT ediscovery Management solu5on for Legal Archive and storage Assess, classify and govern Records and retenion management Records and Reten5on Management solu5on for Records and Informa5on Managers Disposal and Governance Management solu5on for the CIO ECM pla\orm with repository of record IBM s comprehensive approach systema5cally links policy amongst stakeholders, to the informa5on assets, for lowest cost and risk Defensible disposiion 7

8 For IT stakeholders Smart Archive The IBM Smart Archive solu5on set helps control the explosive growth of mul5ple informa5on types, including , files, SharePoint and SAP applica5ons, to reduce costs and op5mize infrastructure Highlights: Archive for , user and collabora5ve content Reduce storage costs Improve produc5on system and backup performance Archive for SAP data and documents Reduce storage cost, improves system performance of SAP systems Improve SAP user produc5vity Improve efficiency of SAP business processes 8

9 For Legal stakeholders ediscovery Management The IBM ediscovery Management solu5on set provides more rigorous and more efficient ediscovery processes to lower risk, and helps enable earlier case assessment to improve outcomes and lower cost Highlights: ediscovery Process Management: Helps legal meet growing obliga5ons by coordina5ng across records, IT and LOB ediscovery Case Assessment and Analy5cs: Offers insight into evidence and cost for a full picture of the case Accelerate 5me- to- legal decision 9

10 For Records Management stakeholders Records and RetenIon Management The IBM Records and Reten5on Management solu5on set helps organiza5ons meet regulatory and legal obliga5ons associated with records and establish reten5on periods for all informa5on, to reduce risk and cost Highlights: Global policy and schedule management Launch and sustain a global, value- based reten5on program for all informa5on Records management Ensure authen5city, reliability, integrity and usability of business records to proac5vely improve defensibility 10

11 For the CIO stakeholder Disposal and Governance Management The IBM Disposal and Governance Management solu5on set enables IT to consistently, defensible dispose of unnecessary informa5on, re5re systems and reclaim infrastructure to stem the rising informa5on 5de and drama5cally lower opera5ng costs Highlights: Disposi5on Enablement and Content Decommissioning Assess enterprise content to decommission what s unnecessary and govern what masers Classify and clean up legacy data Governance and Risk Management Reduce risk by iden5fying legal duty and business value for each informa5on asset 11

12 IBM s Informa5on Lifecycle Governance Solu5ons for Legal, RIM and IT IBM Informa5on Lifecycle Governance (ILG) is a solu5on porfolio that enables customers to more effec5vely retain, classify and archive informa5on, efficiently meet ediscovery obliga5ons, and defensibly dispose of informa5on, to lower both cost and risk. ediscovery management Start with one, some, or all on- ramps in any order or any combina5on Add other on- ramps in flexible yet modular fashion Archive and storage Assess, classify and govern Records and retenion management Starter Packs available for commonly combined on- ramps Part of IBM Smart Archive strategy including IBM Informa5on Archive Defensible disposiion ECM pla\orm with repository of record 12

13 IBM s Informa5on Lifecycle Governance Solu5on: Comprehensive, unified approach for legal, records and IT Legal Reduce high ediscovery risks and high li5ga5on costs with: ediscovery process management ediscovery case assessment and analy5cs Records Improve compliance and enable global reten5on and disposi5on with: Global policy and schedule management Enterprise records management IT Reduce IT costs and control data growth to invest more strategically with: Disposal and governance management A smarter approach to archiving and storage 13 Cross- Enterprise CoordinaIon Lowers Risk and Cost Systemically IBM s comprehensive approach systema5cally links policy amongst stakeholders, to the informa5on assets, for lowest cost and risk

14 Next steps Request an Informa5on Governance Process Maturity Model and Assessment Kit URL: hsp://www.psssystems.com/register/igoc.html Join and leverage the Compliance, Governance and Oversight Council (CGOC) URL: hsp://www.cgoc.com/user/register Explore a specific IBM Informa5on Lifecycle Governance solu5on URL: Learn how other IBM clients are benefi5ng from enterprise content management today URL: IBM clients 14

15 More resources to help assess and lower risk Information Governance Process Maturity Model and Assessment Kit Process assessment and business case development methodologies, templates, and delivery models Assess Process Maturity Fact-finding toolkit & interview methodology Determine Risks & Costs Information governance risk & cost calculator Compliance, Governance and Oversight Council (CGOC) Corporate prac55oners forum with 800 members focused on advancing legal hold, discovery, reten5on and informa5on governance prac5ces IBM strongly endorses and will coninue to support CGOC Just Released CGOC Benchmark Report on Information Governance The CGOC forum has done significant work in advancing the legal holds and retention practices of corporations. Vivian Tero, IDC, Analyst The CGOC provides a great collaborative environment where best practices and the impact of the duty to preserve can be shared across many different business verticals. Bonnie Nunnery, Legal Business Services Mgr, ConocoPhillips 15

16 backup 16

17 Informa5on has an important lifespan Frequency of Access and Use 95% Expires 90% Born Digital Almost all has a reten4on policy very li8le should be kept forever Almost all is born digital and the rest should become digital Time 17

18 Organiza5ons struggle in four key areas Typical InformaIon Lifecycle INFORMATION à Develop / Test CreaIon / Use Archive / Retain / Dispose Archive and Store 1 ediscovery 2 Records and RetenIon 3 Assess, Classify and Govern 4 18

19 Thomas Miller Group Smart is: reducing storage space by 60% IBM s e- mail management offerings provided us with the stability and func(onality that we needed to address and meet our e- mail archiving, reten(on and compliance regulatory requirements. Rashid Mahmood, Lotus Notes Systems Manager, Thomas Miller Group Industry context: insurance Value driver: improve process efficiency Solu(on onramp: info. lifecycle governance Business Challenge Industry and government regula5ons and legal discovery drove the need for a more effec5ve method of managing, retaining and producing electronic informa5on in a 5mely manner. What s Smart? IBM Smart Archive solu5ons provide e- mail archiving and retrieval, and manages growth for any Notes database or server plaform. IBM Content Manager manages all e- mail content across mul5ple plaforms, databases and applica5ons 19 Smarter Business Outcomes About 30,000 daily s and asachments are indexed and archived for rapid retrieval, including 23 million s retroac5vely archived and ediscovery ready. Deep compression and single instance storage func5onality reduced storage space by 60%. Users benefit from unlimited mailbox management.

20 BlueCross BlueShield of Tennessee Smart is: reducing risk with ediscovery IBM s approach is simple and straight forward. We now have a solu(on model that meets our immediate business needs for archiving, reten(on and compliance and provides a lower cost, lower risk method to expand and integrate key capabili(es to meet our future plans. Andy Jacobs, ECM and Collabora(on Lead Architect, BlueCross BlueShield of Tennessee Industry context: insurance Value driver: reduce risk Solu(on onramp: info. lifecycle governance Business Challenge Quickly adapt to industry and government regula5ons. Reduce cost and risk of responding to legal discovery requests. Reduce, consolidate and share informa5on to produce beser customer outcomes. What s Smart? Using IBM so^ware, is automa5cally de- duplicated and ingested into an IBM ECM plaform, enabling the staff to meet ediscovery requirements in an agile, proac5ve and defensible manner. 20 Smarter Business Outcomes Automated workflows aligned to business needs. Archived content is accessible from other applica5ons. Consistent rules and policies. Over 400,000 daily e- mails and asachments are archived and indexed for rapid search and retrieval. Significantly reduce the size and cost of handling li5ga5on of inves5ga5on data.

21 US University Smart is: reducing costs while reducing risk IBM helped us achieve cost- effec(ve records management and reduced the risk of audit failures through automated management of the records lifecycle. Produc(vity was improved by automa(ng rou(ne tasks, enabling staff to focus on departmental ac(vi(es. Assistant Director, IT Services Industry context: educa(on Value driver: compliance Solu(on onramp: info. lifecycle governance Business Challenge The Finance Division Compu5ng Group needed to efficiently manage millions of university documents while complying with federal regula5ons and state law. Excessive hours were required to capture and manage records and there was a risk of audit failures from lost records and difficulty in proving policy adherence. What s Smart? IBM ZeroClick accelerates informa5on exchange triggered by business or transac5onal events. This freed up massive amounts of physical storage space and refocused its manpower on more produc5ve ac5vi5es. 21 Smarter Business Outcomes Departments were able to redirect efforts of records employees up to 25 percent of their 5me each year. Average savings of $10,000 per year, per department. Departments were able to ensure records compliance.

22 JM Family Smart is: saving $2.1 million annually We re now mee(ng our Informa(on Lifecycle Governance requirements automa(cally with no addi(onal burden on our users. Keith Tempinski, Director, Enterprise Content Group, JM Family Enterprises, Inc. Industry context: automo(ve Value driver: improve customer service Solu(on onramp: info. lifecycle governance Business Challenge Enable service associates to access all relevant informa5on regarding a customer s case and provide a quick and certain answer regardless of where the loan/ lease servicing request is ini5ated. What s Smart? IBM so^ware with case management capabili5es delivered the framework to help ensure the right informa5on is available for case progression and resolu5on where needed. IBM so^ware with proven electronic records management features to automate the capture, management and disposal of records. 22 Smarter Business Outcomes Savings of $2.1 million annually. Faster response to customer inquiries. Eliminated approximately 168,000 pages of paper being printed annually. Cri5cal corporate records are now declared automa5cally and retained according to the file plan.

23 US Energy Company Smart is: using IBM Smart Archive for SAP When you consider the annual cost of off- site storage for backup documents over seven years, which is how long we re required by law to keep backups of our accoun(ng documents, we ve saved millions of dollars by archiving them electronically in the FileNet system. System Administrator Industry context: energy Value driver: improve customer service Solu(on onramp: info. lifecycle governance Business Challenge Processing over two million invoices annually impac5ng database performance Major delays in receiving paper invoices Online access to invoice image for approval Audit What s Smart? IBM FileNet Image Repository IBM FileNet Applica5on Connector for SAP R/3 Smarter Business Outcomes SAP running at peak performance Saved millions by elimina5ng off- site storage fees Saved hundreds of thousands of dollars annually in late payment fees Improved efficiency 23

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