Reduce Cost, Time, and Risk ediscovery and Records Management in SharePoint

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1 Reduce Cost, Time, and Risk ediscovery and Records Management in SharePoint David Tappan SharePoint Consultant C/D/H Don Miller Vice President of Sales Concept Searching

2 Expert Speakers David Tappan SharePoint Consultant at C/D/H is an AIIM IOAp and MCITP in SharePoint with 10 years experience in designing portals for content management and collaboration. He has written and presented many times on leveraging SharePoint for ECM and ERM. Don Miller Vice President of Sales at Concept Searching has over 20 years experience in knowledge management. He is a frequent speaker on records management, and information architecture challenges and solutions, and has been a guest speaker at Taxonomy Boot Camp, and numerous SharePoint events about information organization and records management.

3 Agenda Introductions C/D/H Background on built-in ERM and ediscovery capabilities in SharePoint Records Management/eDiscovery Tips and Pitfalls Concept Searching Corporate Memory It s a Behavior Issue Our Approach and Technologies Demonstration Next Steps

4 Company founded in 2002 Product launched in 2003 Focus on management of structured and unstructured information Technology Platform Delivered as a web service Automatic concept identification, content tagging, auto-classification, taxonomy management Only statistical vendor that can extract conceptual metadata 2009, 2010, 2011, 2012, Companies that Matter in KM (KMWorld Magazine) and Trend Setting product of 2009, 2010, 2011, 2012 Authority to Operate enterprise wide US Air Force and enterprise wide NETCON US Army Locations: US, UK, and South Africa Client base: Fortune 500/1000 organizations Managed Partner under Microsoft global ISV Program - go to partner for Microsoft for auto-classification and taxonomy management The Global Leader in Managed Metadata Solutions Smart Content Framework for Information Governance comprising Six Building Blocks for success Product Suite: conceptsearch, concepttaxonomymanager, conceptclassifier, conceptclassifier for SharePoint, concepttaxonomyworkflow, conceptcontenttypeupdater for SharePoint

5 About C/D/H Non-reseller 23Vendor rd Year in Independent Business About C/D/H Our Largest website is SharePoint built on SharePoint Practice Michigan 5-Star Ranked Rating #1 Content Microsoft and Collaboration Pinpoint Virtual Gold Technical Competency in Specialist for Content and SharePoint Collaboration (vtsp)

6 About SharePoint 2010 ECM, ERM and ediscovery ECM Content type syndication Managed Metadata Metadata default values by location Document Set content types ERM Unique document IDs Multi-stage retention and disposition File Plans (Content Organizer) In-place records Send to Records Center and optionally leave a link ediscovery Legal Holds but must be executed site by site In-place holds on items

7 What s New in SharePoint 2013 ECM, ERM and ediscovery ECM ERM Drag and drop filing Bulk editing Site-based retention and disposition ediscovery ediscovery Center = Enterprise-wide holds Exchange and Lync included ediscovery export from SharePoint, Exchange, Lync, and file shares. Site holds Content can be changed while held (careful!)

8 Where SharePoint Fits in ediscovery

9 The Expensive Part Attorney Processing and Review: Attorneys determine which content will be provided to opposing counsel. Discovery accounts for about 35% of total litigation costs in the US and is one of the top drivers for moving and documents into third party archiving solutions. Given the growth of this area, pure-play discovery software and discovery-enabled are expected to be a $2.1b business by 2013 Gartner

10 ediscovery The Rules If you have the requested information, you must produce it If you might have the requested information, you must find out no matter how difficult that is Responsive content that you can t produce must have been destroyed as part of a normal pre-defined business process or you are open to charges of spoliation Normal destruction processes must be suspended if a discovery request is pending or imminent To use your own records in your defense, you must be able to show they haven t been altered from the time they became a record (which may be from the time they were created) To claim attorney-client privilege on content, you must show processes that reliably keep the information from being seen by anyone else

11 What is Records Management? The systematic control of records for their entire life cycle

12 What is a Record? A record is any evidence of what an organization does. This can include but is not limited to: Contracts Correspondence Financial statements Personnel files Work product/intellectual Property

13 Why Do Records Need to be Preserved or Destroyed? Preserved: Regulatory compliance Knowledge management Process consistency Destroyed Privacy of personal information Lowering costs of storage and administration (shhh!) Lowering ediscovery risk!

14 Systematic Control Predefined policies and procedures covering: Document types (including record types) Classification/metadata Planned storage locations File access/security File lifecycle or disposition

15 Other Elements of Control Identifying who is responsible and accountable for managing records Communicating policies and procedures effectively Creating enterprise-wide classification schemas (taxonomies) Balancing complete and strict processes with usability considerations

16 Life Cycle Creation/ Receipt Retrieval Classification/ Identification Disposition Retention Securing

17 Challenges to Control Most document repositories can t provide some or all of the Elements of Control, so identifying the right repository is key Since most organizations in practice will have multiple repositories, integration is key whether through automation or user interface Users will look for ways not to comply with processes, so a four-pronged strategy is needed: Automation wherever possible Forceful communication of policies Simple user interfaces for classification and declaration of records Answering the what s in it for me question

18 ERM Tips Keeping too much is as costly as keeping too little ERM is about control, not access erecords archives Backups Content determines whether something is a record, not where it is stored or how it is transported e.g. Policies are more important than technology although technology is a critical enabler

19 C/D/H ECM Case Studies Enterprise Taxonomy and Search Design at a Global Manufacturing Company Extranet Document Repository for a Large US Accounting Firm Knowledge Management Solution for a Major US Accounting Firm

20 Protecting Corporate Memory Perceptions Low priority Responsibility of small group of specialists Failure looks like End user adoption Difficult interfaces, complex processes, and disparate tools Lack of integration with overall information governance plan Lack of policy enforcement Widespread non-compliance issues Success looks like Suits the organization s workflow Easily adaptable by end users Easily integrated into end users daily activities Transparent

21 It is simply not realistic to expect broad sets of employees to navigate extensive classification options while referring to a records schedule that may weigh in at more than 100 pages. Forrester Research/ARMA International Survey

22 Manual Tagging is a Behavior Modification Problem conceptclassifier automates the tagging process to remove the behavior modification problem of manual tagging for Governance, Findability and Migration conceptclassifier increases productivity, improves Findability, automates Governance, migrates content Organizes intellectual assets and provides a factor of improvement for end users to find company information with an automated tagging approach for any search platform Improves ability to target content through EMM/TS with 2013 Search and SharePoint 2010/2013 Improves SharePoint Portal Adoption Aligns content with governance polices and federally mandated requirements Intelligently migrates content into and out of SharePoint Mitigates Risk Reduces federal governance, corporate information policy, and personally identifiable information exposures while improving ediscovery audit capabilities and ensuring alignment with content retention policies Lowers cost of Administration Leverages native integration to Microsoft stack, manages migration of GUIDS Lowers cost of ownership to build out and administer EMM/Term Store Intelligent content migration Intuitive user interface for easy product adoption

23 Business Imperatives Driving The Issues Inability to process content that is created or ingested by concepts contained within the content Poor search tools that do not retrieve content by concepts and use complicated search queries and Boolean operators Unable to find hidden relationships between documents or identify relevant information that may not contain the search criteria but are highly relevant Increased risk exposure to protect and identify unknown privacy exposures

24 The Costs 76% of data loss in Records Management is due to end user error (Prism International) Only 28% of archiving decision-makers are very confident they can demonstrate their digital information if accurate, accessible, and trustworthy. (Forrester) No organization wants to deal with litigation. ediscovery is expensive, time consuming and risky What are the costs? Litigation support vendors $75K - $180K Document reviewers $80K to $180K Document review - one gigabyte takes 12.5 days Junk cull $75K to $180K

25 Unique Approach Concept Searching has a unique approach to ensure success Concept Searching s unique statistical concept identification underpins all technologies Multi-word suggestion is explicitly more valuable than single term suggestion algorithms Concept Searching provides Automatic Concept Term Extraction Triple Baseball Three Heart Organ Center Bypass Highway Avoid conceptclassifier will generate conceptual metadata by extracting multi-word terms that identify triple heart bypass as a concept as opposed to single keywords Metadata can be used by any search engine index or any application/process that uses metadata.

26 Smart Content Framework Sum of parts is greater than whole Metadata driven application and enforcement of policies - conceptclassifier has been deployed since 2010 to automatically generate metadata and use that metadata to apply and enforce policies. Many clients are using the platform to support their information governance strategy. Proven, mature functionality out of the box - The platform has been deployed in numerous sites and applications across the enterprise, including MOSS and SharePoint 2010, 2013, Stellent, Documentum, SQL, Oracle, File Shares, Exchange via SharePoint and across the enterprise.

27 Accurate Approach conceptclassifier for SharePoint 2010 provides an automated metadata approach for an immediate ROI and drives business value Create enterprise automated metadata framework/model Average return on investment minimum of 38% and runs as high as 600% (IDC) Apply consistent meaningful metadata to enterprise content Incorrect meta tags costs an organization $2,500 per user per year in addition potential costs for noncompliance (IDC) Guide users to relevant content with taxonomy navigation Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais) 100% Recall of content, 35% Faster access to content Precision Use automatic conceptual metadata generation to improve Records Management Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers) Improve compliance processes, eliminate potential privacy exposures 6. Life Cycle Management 5. Records Management and PII 1. Model and Validate 4. Business Processes 2. Automate Tagging 3. Findability

28 Concept Searching Demonstration

29 What s the End Result? Concept Searching s expertise in semantic metadata generation, auto-classification, and taxonomy management, and C/D/H s experience in designing, developing and deploying powerful Microsoft SharePoint intranet, extranet, and public web solutions Intelligent metadata-enabled solutions to address key challenges in enterprise search across disperse boundaries, records management, data privacy, migration, and content management in secure and complex environments For a comprehensive demo of the combined solution and discussion of expected ROI, please contact Don Miller at Concept Searching or David Tappan at C/D/H

30 Thank You David Tappan SharePoint Consultant C/D/H Don Miller Vice President of Sales Concept Searching

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