S O L U T I O N P R O F I L E. StoredIQ s Flagship ediscovery for SharePoint

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1 StoredIQ s Flagship ediscovery for SharePoint February 2011 Many ediscovery companies announced integration with Microsoft SharePoint last year. Frankly, our usual response was a resounding yawn. These announcements usually meant that the ediscovery tool contained a data connector for SharePoint document libraries, which acted as repositories for stored files. Most companies were using SharePoint in this way, so this very basic ediscovery capability seemed sufficient. Granted it is an important feature but hardly exciting news. But more and more companies are using their SharePoint 2010 systems as a collaborative workspace and true content management system and basic ediscovery tools for SharePoint have not kept up. This is why StoredIQ is different: it has integrated its Information Intelligence Platform with SharePoint far beyond the document libraries. StoredIQ s SharePoint connector enables ediscovery operations throughout the whole of SharePoint s collaborative content and complex nested architecture. Additionally, StoredIQ allows for early case assessment by giving users the ability to view and analyze SharePoint content where it natively resides without any movement of data. Given the massive growth of mission-critical SharePoint deployments, StoredIQ has stepped up in a way few other vendors have. This Solution Profile will explain why. The SharePoint Challenge SharePoint s growth over the last several years is astounding. Microsoft is celebrating a 40% year-over-year data growth rate, much of it mission-critical. But ediscovery for SharePoint has not kept pace with either the growth of data in SharePoint repositories or SharePoint s evolution to a collaborative environment. We do understand. SharePoint is a complex environment that makes ediscovery solution development a real challenge. And since most electronically stored information (ESI) in SharePoint has historically resided in its document libraries, ediscovery vendors have developed basic data connectors for search and collection in those libraries. In the short term this is not a bad decision. The majority of SharePoint owners did use their systems as a de facto fileshare, which presents a relatively simple search target. There were issues 1 of 6

2 with searching non-centralized and poorly managed SharePoint installations, but on the whole searching the document libraries was adequate. Not any more. Extremely large data stores housed in SharePoint repositories makes it difficult to efficiently search and collect across enterprise deployments. And SharePoint 2010 s sophisticated collaborative features confound simple document library search capabilities. Corporate confusion about SharePoint also contributes to ediscovery issues. In many cases attorneys are surprisingly unaware that their company owns SharePoint. In one case, a legal department insisted to its ediscovery vendor that the company did not own SharePoint when in fact the company owned over 500 SharePoint systems. IT knows that they own SharePoint of course they deployed it but they are frequently unaware of how much potentially responsive data is housed in the SharePoint application. And even when they do have some visibility into the SharePoint content, they are unpleasantly surprised at how difficult an ediscovery request can be in SharePoint 2010 s demanding content infrastructure. The Changing SharePoint Environment Since the release of SharePoint 2010, customers have used SharePoint as a data repository while expanding their use of SharePoint s collaborative features. This new usage pattern highlights SharePoint s essential hybrid nature: both a storage repository that users treat as a fileshare, and also as a powerful collaborative environment. This hybrid architecture makes ediscovery extremely challenging in SharePoint environments. Poor ediscovery practices, especially around mission-critical SharePoint data, risk poor litigation outcomes and undesirable consequences. Why is ediscovery so hard in the collaborative SharePoint environment? The application s rich feature set makes for a complex environment with multiple owners, multiple users and viewers, multiple versions, and maintains a hierarchical nested structure. Most tools also lack the intelligence to distinguish between multiple versions of documents, and may return very large and inflated data sets for content analysis. Basic ediscovery toolsets are also limited to linear analysis on document libraries and associated metadata. But beyond the libraries stretch image repositories, records, blogs, wikis and discussion threads, contacts, tasks, surveys, links, and more. This highly linked and nested architecture presents a dilemma for linear ediscovery products. ediscovery must display collected objects in their context, 2 of 6

3 such as displaying returned comments to their relevant blog post, or extracting responsive objects from an attachment archive. StoredIQ and SharePoint StoredIQ solves these challenges by locating, indexing and collecting all core SharePoint objects and nested content. StoredIQ presents results to the user in a SharePoint hierarchical structure view. This enables searchers to see content together with its context, a necessity given SharePoint s linked and nested architecture. Let s take a closer look at these and other common SharePoint challenges and StoredIQ solutions. Challenge: SharePoint is more than its document libraries. When SharePoint is used as a document repository or fileshare, a simple search tool with a SharePoint connector will do. But SharePoint is much, much more than a fileshare. Traditional solutions only cover document libraries, but people are using SharePoint 2010 to manage corporate wikis and blogs. All of this data needs to be produced for litigation. Solution: Use StoredIQ to search, index, collect and export across the entire SharePoint ecosystem. StoredIQ indexes data across SharePoint content including user profiles, wikis, blogs and lists, which allows it to efficiently search SharePoint s complex content for a variety of data types and attributes. StoredIQ can search all versions or just the most recent version, can search multiple SharePoint object types or specific types, and will search by over one hundred attributes that users may set as search parameters. StoredIQ is also capable of highly granular results using a variety of parameters and set limitations. This feature enables reviewers to easily limit SharePoint searches to given objects, which can dramatically cut down on irrelevant search results. Challenge: Traditional ediscovery tools collect content but not context. SharePoint objects are often linked with one another and represent multiple authors, commenters, attachments and versions. Simply displaying the returned data such as a series of disconnected comments on various blog postings is useless without context. In addition, blogs may have attachments that must also appear in context and that may be an archive file with multiple documents in the first place. Solution: Retain context to understand content. StoredIQ retains content within context by supporting hierarchical views, threaded discussions, nested objects, version control and attachments. The proprietary viewer 3 of 6

4 displays content within SharePoint s hierarchical structure, which provides the necessary context to review even complex content stores. Challenge: Support SharePoint s expansion from a fileshare to a collaborative worksite. In the past companies have largely used SharePoint as a fileshare, but SharePoint comes into its own as a content management system (CMS). However, migrating data into the SharePoint system can be challenging. Solution: StoredIQ can populate SharePoint with data. StoredIQ supports the common preservation process of copying or moving SharePoint data to another repository using automated legal hold retention policies. However, StoredIQ can also copy or move unstructured data into SharePoint, assigning attributes like subject, title or authors, and retention values. This capability enables users to easily populate SharePoint as a CMS. Challenge: Provide cost-effective and comprehensive data connectors. This is a tall order, which is why the majority of SharePoint connectors for ediscovery were confined to the document libraries. More comprehensive functionality is correspondingly more expensive. Solution: StoredIQ optimized its SharePoint data connectors for comprehensive SharePoint functionality. As with StoredIQ s additional ediscovery and governance connectors, the SharePoint version provides audit trails, chain of custody, and data and metadata preservation. The connectors come with the StoredIQ Platform at no extra cost. Challenge: Enable custodian searches in the multi-creator SharePoint system. Custodian-based searches are foundational to ediscovery practices. As a file repository SharePoint supports creator-based metadata, but it also supports multiple object authors, editors and users rendering traditional creator-based searches impossible throughout the system. Solution: Enable different types of custodian searches. StoredIQ gives legal teams the power to determine how they define a custodian with relation to SharePoint content. Custodial searches may be constructed based on the affinity of the data to a given custodian, and users may choose the range of affinity from a strong connection to a loose association. StoredIQ utilizes a variety of methods to enable custodian searches in SharePoint. These include searching SharePoint sites where the custodian either wrote or accessed content, to determining which users actually created or edited certain content within SharePoint. As with all 4 of 6

5 Real World: Fortune 100 Financial Services Company StoredIQ signed an agreement with this large enterprise to implement StoredIQ as the ediscovery and information management solution in the customer s SharePoint environment. The company is in a highly litigious vertical and incorporates litigation activities in its business model. Yet the company s sheer size, multiple information repositories and applications, and huge data volumes represented serious ediscovery and compliance challenges. IT required daily indexing of the content repositories, and the indexing must be fast, reliable and scalable. The initial phase preserves data that is relevant to new legal matters on the customer s tens of thousands of SharePoint sites. The goal is to proactively preserve data whenever a relevant update occurs. actions performed through StoredIQ, the entire interaction between StoredIQ and SharePoint is exhaustively logged and recorded, providing comprehensive, defensible audit trails. Challenge: Steep SharePoint review and collection costs. Even in straightforward data environments, collection and review are the most timeconsuming and expensive of ediscovery stages. SharePoint s collaborative environment makes both collection and review even slower and more costly, which has serious implications for controlling the cost and deadlines of litigation ediscovery and governance. Solution: Highly efficient StoredIQ ediscovery decreases time and cost. Speed, thoroughness, defensibility and flexibility characterize effective ediscovery solutions for SharePoint. StoredIQ provides native self-navigation and can traverse links to provide expanded context for exported content. Users view results in an easily navigable hierarchical structure, and control the level of granularity they require for collection and export. Content may include stored files and also blogs, comments and attachments of interest. The solution maintains defensibility throughout using embedded audit trails. Taneja Group Opinion SharePoint growth and development present great challenges to ediscovery processes. Frankly we re concerned that 5 of 6

6 SharePoint users will be caught flatfooted by these ediscovery challenges. Many of them do not realize that their ediscovery tools can only search SharePoint s document libraries and not the popular blogs, wikis and additional collaborative content. This is exactly the space where StoredIQ is catching the opportunity wave of proactive SharePoint ediscovery support. The time for users to improve SharePoint ediscovery is now, when they can proactively deploy StoredIQ for ediscovery and governance on their SharePoint CMS. This not only protects them from the consequences of poor ediscovery, but also lets them preserve their SharePoint ROI. StoredIQ also serves both IT and Legal, letting them partner over SharePoint strategies instead of fighting it out once an ediscovery demand hits. We believe that StoredIQ has taken the lead in ediscovery and governance solutions for mission-critical SharePoint.. NOTICE: The information and product recommendations made by the TANEJA GROUP are based upon public information and sources and may also include personal opinions both of the TANEJA GROUP and others, all of which we believe to be accurate and reliable. However, as market conditions change and not within our control, the information and recommendations are made without warranty of any kind. All product names used and mentioned herein are the trademarks of their respective owners. The TANEJA GROUP, Inc. assumes no responsibility or liability for any damages whatsoever (including incidental, consequential or otherwise), caused by your use of, or reliance upon, the information and recommendations presented herein, nor for any inadvertent errors which may appear in this document. 6 of 6

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