RIM s Growing Challenges in Managing ESI

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1 Learning From Mistakes: Three Big Errors Breaking Information Governance Systems 1) Let s just expand today s RIM to /files. Kon Leong CEO ZL Technologies, Inc. DGI Conference April 4, 2013

2 RIM s Growing Challenges in Managing ESI Records Non-Records etrash or etreasure?

3 Converting Big Data to Strategic Advantage using Big Data Analytics Sample Use Cases BoD IP Prior Art KM Governance SCM HR Investigations R&D Sentiment Rev Req Expert Network Trending Topics Preventative Retiree Productivity

4 NARA National Archives & Records Administration NARA defines and enforces the most stringent records-keeping standard in the world: the DoD-5015 Federal agencies and related parties are required to comply + In 2012, NARA chose ZL as its archive of record. NARA hopes to get the end-user out of the records business

5 Gartner Advice On e-records Management In Gov t source: Gartner Research Note G , 14 March 2009 This note documents the systemic failure... to understand the nature of electronic record keeping. Key Findings User-driven classification of records, especially of , has failed and will fail in virtually all cases. The technology missing when implementing records management is automated policy management. Business and IT must work together to create policy and automate it. Recommendations Give up user-based classification.... Treat as a separate issue. Enforce all RM policies with automation and continuous auditing processes, not moral exhortations. But Automated Classification Poses Serious Scaling Challenges...

6 Scaling Requirements for Automated Classification 10+ B docs a large enterprise customer Google 4.3 B docs 0.1 B docs ECM required capacity of repository (billions of documents)

7 Learning From Mistakes: Three Big Errors Breaking Information Governance Systems 1) Let s just expand today s RIM to /files. 2) Let s just fix today s ediscovery problem. Kon Leong CEO ZL Technologies, Inc. DGI Conference April 4, 2013

8 Fixing Reactive E-Discovery Doesn t Solve Much EDRM Model Journal Stubbing PST/NSF XML Files IM Bloomberg Blackberry Fax Legacy Sharepoint Quickr OCS PROACTIVE Trend toward true end-to-end E-Discovery partial EDRM Selective Full Retention Retention or Review Tools True End-to-End E-Discovery REACTIVE Production disconnected point products not end-to-end e-discovery not Early Case Assessment

9 Today, Fragmented Components Handicap e-discovery Tool 1 Tool 2 Tool 3 Information Management Identification Collection Analysis Review Production Export Import Export Import Export Import Typical Delay: days Reconcile Reconcile Reconcile Time + $$$ Time + $$$ Time + $$$

10 Unified Platform meta-data only Very Fast e-discovery, Since No Data Moved Process Once (Client-Att y, Redactions) Cuts Costs And Time Significantly Unified Archive meta-data only meta-data only meta-data only meta-data only Information Management Identification Collection Analysis Review Production

11 Fragmented e-discovery Today identify preserve collect move data process move data analyze move data review move data production culled data DAYS Unified e-discovery analyze identify preserve review collect move data process move data analyze move data review move data production culled data Machine Latency Human Latency no movement of data saves time and money no data export, no data import, no data reconciliation

12 Learning From Mistakes: Three Big Errors Breaking Information Governance Systems 1) Let s just expand today s RIM to /files. 2) Let s just fix today s ediscovery problem. 3) We bought an integrated system. That ll work... Kon Leong CEO ZL Technologies, Inc. DGI Conference April 4, 2013

13 X X API Integration and the Straw Problem API API Unified Archive Application A Application B (needs no APIs) Application A One Data Copy One Policy One View One Platform Application B How To Tell If It s Really Unified...

14 How to tell Unified vs. Integrated Apps. ( Acquired/ ) Licensed Unified is impossible without this. Single Data Schema Single Machine able to perform all functions Single Code Base, no 3 rd party code Single User Profile for all applications Single Backup / Restore for all applications The only way to retrofit Integrated to Unified architecture is to do a re-write. update

15 Integrated Silos vs. Unified Approach compliance storage e-discovery compliance records storage records e-discovery silos = multiple copies split vaults = even more copies retention policies / searches disjointed higher legal liabilities/costs, a mess to manage wasteful data movement = delayed or failed update/sync integrated silos no silos one data copy coordinated retention policies, consistent search lower liabilities/costs, easier to manage no data movement = instantaneous updates unified

16 Learning From Mistakes: Three Big Errors Breaking Information Governance Systems 1) Let s just expand today s RIM to /files. 2) Let s just fix today s ediscovery problem. 3) We bought an integrated system. That ll work. Long Term Solution: Unified Approach vs. Silos Kon Leong CEO ZL Technologies, Inc. DGI Conference April 4, 2013

17 The Problem of Silos circa User Need Solution 2000 Reduce Storage Overload Storage Management* - Offload Large /Files - Avoid Storage Quota / Admin O H - End-User Access, Productivity 10X 2002 Stay In Control, Minimize R.O.I. Corporate / Gov t Compliance - 100% Capture, Index, Store, Search - Tamper-Proofing - Monitor & Control Content 2005 Support Litigation, Slash Costs Litigation Support, ediscovery* - Search, Hold, Attorney-Client - Save Discovery Costs - Case Management 2008 Retain Electronic Corporate Records Records Retention Management - Enable Electronic Records Retention - Enforce Doc Level Granular Policy 2012 Big Data Analytics for Competitive Advantage Corporate ememory TM Mgmt - Enable Enterprise Data Mining - Classified Access, Audits Silos Solution: = duplicates Unified Archive ; inconsistent with One search Data ; Copy, disjointed One retention Policy Control loss Point, of data One control Search

18 Unified Apps Consolidated Storage All Data Sources Data In-Place Unified Management of Unstructured Big Data Exchange, Lotus XML File System Share- Point, Quickr Blackberry Bloomberg IM PST/NSF MIME MSG OCS ECM Fax Social Media retention policy Unified Archive Repository must scale to BILLIONS of documents Cloud Options index of content left in-place Unified Applications Compliance Records Mgmt Analytics Storage Mgmt E-Discovery One Data Copy, One Coordinated Policy, One Consistent Search integ.

19 Checklist Summary efoia DoD-5015 e-discovery Cloud Gmail/Office365 WH Directive Unstructured Data Types Records Mgmt Structured Data Types Analytics Storage Mgmt UNIFIED ARCHITECTURE - Scalable to Billions of Docs - One Data Schema - One Data Copy - One Retention - One Search - One System end

20 Unified Approach... Déjà Vu 40 years ago Today A/R A/P Mfg Floor Sched. Bill, Post Inventory MRP ERP P.O. Mgmt Bill of Materials. for Structured Data Business Intelligence G/L Storage Mgmt Content Mgmt ediscovery Unified Archive is ERP Cloud Archiving Records Mgmt for Unstructured Compliance Data Big Data Analytics best of breed silos unified MRP best of breed silos Unified Data We ve been this way before. Unified is the only long term solution.

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