Archive: Implementing Information Management
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1 Archive: Implementing Information Management Sean Regan Sr. Manager, Enterprise Vault Product Marketing Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo March 4,
2 Information Management Gaps 40% of organizations represented still don t include electronic records in their retention schedules Almost 40% do not have a formal records hold order system in place 44% don t include electronic records in their records holds Source: ARMA Electronic Records Management Survey Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo 2
3 How Common is Tuberculosis? 22,000 Cases Per Year Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo 3
4 Less Common Than FOIA/Discovery Requests DOJ 61,391requests in 2009 Average Response Time Simple 32 Complex 103 Expedited 151 Longest 2,759 Days Full Time FOIA Employees/Staff 425 Processing Costs $43,090,286 Litigation Related Costs $6,670,938 Total $50m (.26% collected as fees) Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo 4
5 Symptoms Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo 5
6 Tuberculosis and FOIA Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo 6
7 A Pound of Cure Collection E-Discovery Is Expensive Processing/ Culling Review $200+/hour $200- $2k+/HDD $750/GB network files $850- $4k/GB $.03-$.12/ page $130+/hour 40 items/hour $1-$2k per gig/month
8 A Pound of Cure Manual collections from PST, laptops, file servers, SharePoint ($73-$200 per hour) Backup tape restoration (varies widely) Export to 3 rd party for processing, indexing, search ($850-$4k p/gb, $.03-$.12 item) Eyeballs on review and culling ($20-$400 hour) Settlement threshold increase Media focus creates more demands Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo 8
9 How Archiving Works Transparent Access Search Discovery / Supervision Enterprise Vault SharePoint Server File Server Server Retain / Delete Centralize Secure Dedupelicate Future Proof Index Categorize Classify Automatic Efficient Symantec Enterprise Vault Overview 2008 Symantec. All Rights Reserved. Reliable 9
10 A Ounce of Prevention The county retrieved the requested messages in about 90 minutes. Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo 10
11 Fulton County Georgia FOIA request related to CNN and Atlanta Journal Constitution coverage of Andrew Speaker 7000 employees Required to search all employees for involving Andrew Speaker 20 day response time limit Average 5 requests/week Retrieved responsive in 90 minutes 200 relevant items produced from 7000 mailboxes, fax, voic and PSTs Press and media attention shifted Average response time for FOIA request is 20 minutes $120+k annual labor savings Symantec Enterprise Vault, along with Discovery Accelerator, enabled us to reduce the time for searches from days to literally minutes. Robert Taylor, CIO Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo 11
12 Why Bother? Just store it! Storage is $0.18 cents per gig Just it is not a record IM is not a record We delete everything Let the users decide Digital Government Institute's E-Discovery, Records & Information Management Conference & Exp
13 Why Bother With Information Management? Storage is $0.18 cents per gig. Review cost is 2000X greater. Just it. What about deletion, volume, review, accessibility? is not a record (IM, file servers, SharePoint, databases, etc.) Depends-Relevance is the key. Legal hold is the call to action. We delete everything after 7,10,30, etc. days. Does this support your organizational needs? Are you sure you are actually deleting? Let the users decide. Automate as much as possible, reduce manual processes for end users and discovery. Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo
14 Benefits of Information Management Delete Confidently-Store and manage only what is needed. Discovery Efficiently-Reduce time, processing & litigation cost. Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo 14
15 4 Concrete Nuggets Protect Completely Archive for the long term Deduped backup for short term DR Dedupe Everywhere Use archiving to reduce app storage Deduplicate backups at source Delete Confidently Delete as the default archive policy Stop hoarding backup tapes Discover Efficiently Index your deduplicated archive Invest in tools for rapid review 15
16 A New Approach to ESI Understand the definition of a record. Address solution to ESI differently. All agencies should use modern technology to inform citizens Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo
17 Thank you! Sean Regan Copyright 2010 Symantec Corporation. All rights reserved.symantec and the Symantec Logo are trademarks or registered trademarks of Symantec Corporation or its affiliates in the U.S. and other countries. Other names may be trademarks of their respective owners. This document is provided for informational purposes only and isnot intended as advertising. All warranties relating to the information in this document, either express or implied, are disclaimed to the maximum extent allowed by law. The information in this document is subject to change without notice. Digital Government Institute's E-Discovery, Records & Information Management Conference & Expo 17
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