BDO CONSULTING FORENSIC TECHNOLOGY SERVICES

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1 BDO CONSULTING FORENSIC TECHNOLOGY SERVICES MARCH 2013

2 AGENDA Introduction About BDO Consulting Computer Forensics & E-Discovery Practice Current Trends Case Studies Q&A Page 2

3 Michael Barba Managing Director, CISSP, GSNA, DFCP, EnCE, CPP Direct: Mobile: Park Avenue New York, NY Tel: Fax: EXPERIENCE SUMMARY Managing Director, BDO USA LLP Computer Forensics and Electronic Discovery Practice Over 15 Years IT Security, Investigations, Computer Forensics, and Electronic Discovery Engagements Employee Code of Conduct Investigations Intrusion Investigations Theft of Intellectual Property A Recipient of the High Technology Criminal Investigation Association Case of the Year Award Member Digital Forensic Certification Board (DFCB.org) Thirteen Years of Physical Security Managing security staff of 30 people Loan Office Defalcation Investigations Employee Code of Conduct Investigations Executive Protection Planning Page 3

4 LITIGATION & FRAUD INVESTIGATIONS Retained by Law Firms Retained by Public and Private Companies Retained by Insurance Companies Retained by Government Agencies Page 4

5 BDO CONSULTING S FORENSIC TECHNOLOGY SERVICES

6 FORENSIC TECHNOLOGY SERVICES On-Site Lab Dedicated and Secure Access and climate controlled Sophisticated and diverse tools E-discovery platform hosting capabilities State-of-the-art Scalable Page 6

7 Forensic Technology Services Computer Forensics Collection & Preservation Analyzing individuals conduct Including deletion activity, file copying, Internet browsing and wiping/secure deletion activity. Data Recovery Search live and deleted files, unallocated space and slack space, based on keywords and/or concepts and recovery. Identify known system and user files, as well as duplicate files and threads, to limit and expedite document review. Password Cracking and/or Bypassing Identify password protected and encrypted files as well as process to view content. Online investigations Social Media Threads/Tracking and Identification BDO CONSULTING, Consulting Forensic Litigation Technology & Fraud Services Investigation Services Page 7

8 Introduction Electronic Discovery Reference Model (EDRM) Volume Relevance Source: Socha Consulting and Gelbmann & Associates

9 Forensic Technology Services E-Discovery Electronically Stored Information ( ESI ) Protocol & Policies Rule 26(f), meet & confer conferences Strategy development Identification, preservation & collection Data culling (Date Filter, Search Terms, Computer Assisted Review) Data processing (Indexing, Error Correction ) Review & production Multinational, multilingual reviews 30(b)(6) fact witnesses Page 9

10 FORENSIC TECHNOLOGY SERVICES Computer Forensics & E-Discovery Identify Filter Search Review Smoking Gun Page 10

11 Forensic Technology Services Data Analytics Extract data from various systems Evaluate data quality and standardization Verify data accuracy Identify and report data anomalies Identify deviations in data patterns Organize and summarize data sets Tools & ERP Systems ACL Access AS400 Dynamics IDEA JD Edwards Oracle PeopleSoft SAP SQL Server Tableau Excel (vlookup/stats/modeling/auto mated formula review) COMPLEX DATA SETS DISPARATE DATA LARGE DATA SETS Page 11

12 FORENSIC TECHNOLOGY SERVICES Need for Computer Forensic Services Clients faced with litigation or internal issues When there is fraud detected at your client When there are allegations of fraud raised in the audit When you hear of a litigation proceeding with a large discovery component When there is a product liability class action involving consumer products When there may be a time & expense or wage & hour investigation/class action Audit clients Day to day needs When your client has: - a large volume of data - a complex dataset - disparate data Tax clients Day to day needs When you need assistance automating and analyzing large data sets Page 12

13 Current Trends: Social Media

14 CHALLENGES OF SOCIAL MEDIA Number of Accessible Computing of each individual 2010: Average of five (5) devices per person 2013: Estimation of seven (7) devices per person YouTube Fun Fact More Video was uploaded to YouTube in the past two months than if ABC, CBS, and NBC had been airing new content 24/7/365: Since 1948 Power of the Subpoena Law enforcement requests Social media sites retention policies Preservation requests what to request? Page 14

15 SOCIAL MEDIA PRESERVATION BEST PRACTICES Computing Devices (Computers, Tablets, Smart Phones) Forensic preservation of devices Proper hardware (write blockers) Proper software Training in analysis where to look and rebuilding Chain of custody physical and documentation Preservation of collected data Social Media Websites Preservation requests user and account details Subpoenas Preservation of received data Chain of custody Page 15

16 Current Trends: DATA FLOW

17 UNDERSTANDING DATA FLOW ANALYSIS Logical flow of data (enterprise, 3rd-party web-based) Instant messaging (enterprise, 3rd-party web-based) File and Print servers Phone Systems VoIP Computer Hardware External storage media (USB drives) Vendor/Cloud-hosted data Onsite, offsite, and online backup Social Media Peer-to-peer file sharing Page 17

18 CHALLENGE OF DATA MAPPING & FLOW ANALYSIS Paper Records Physical, tangible Limited locations Easier to destroy Electronic Records Virtual, intangible, dynamic Exponential growth in data volume Numerous locations Difficult to delete Metadata 2.5 terabytes of data is equivalent to approximately 146 million pages of MS Word Documents OR 58,000 Banker boxes of paper documents Page 18

19 CHALLENGE OF DATA MAPPING & FLOW ANALYSIS Continued What is Metadata? Data about data What kind of information can you get? Creation/modification date Last print date Hidden text Hidden cells Author s name Saved history And much more Page 19

20 POLICIES & RETENTION ISSUES

21 POLICIES AND RETENTION ISSUES Industry Regulatory obligations Organizational culture Business needs Risk tolerance TECHNICAL CONSIDERATIONS Local archives Hosted or enterprise solutions Functional requirements Non-functional requirements MATURITY MODEL APPROACH Understand your technology infrastructure Define the various stages within the maturity model that is applicable to your industry, organization, business needs, risk tolerance, and regulatory obligations Develop an retention policy and implement technologies that are practical and compatible with the policy Regularly re-visit and update the model as business regulations and technologies evolve Expectation of Privacy?? Page 21

22 Current Trends: RECORDS RETENTION

23 RECORDS RETENTION BEST PRACTICES Determine retention policy Many policies are OK 60 day delete Keep everything Rigorous records management Prepare process for legal holds Determine process Use technology Map out data sources Where is it and in what format TRIGGERING EVENTS Lawsuit Subpoena Preservation letter Regulatory investigation letter Reasonable Anticipation of litigation Threat of litigation Employee storms out in a huff Etc. Page 23

24 EFFECTIVE RECORDS RETENTION POLICY Establish Goals Management supported Teaming with IT, HR, and Legal Conduct a current inventory of records maintained both electronically and hardcopy Assign retention periods Include a Litigation hold period Include a destruction procedure Review the policy annually and monitor for compliance Page 24

25 PRESERVATION BEST PRACTICES Identify Key Players Select relevant date range Take preservation steps Communicate preservation obligations - OR - Use technology to take users out of the loop Immediate obligation Use data map Page 25

26 CONCLUSION BDO CONSULTING, Litigation & Fraud Investigation Services Page 26

27 ABOUT BDO CONSULTING BDO Consulting, a division of BDO USA, LLP, provides investigation, litigation, business restructuring, valuation, and risk advisory services to clients in the United States and internationally. Our highly experienced and well-credentialed professionals leverage the global industry and accounting knowledge of the BDO international network, providing rapid, strategic advice to assist our clients. To ensure compliance with Treasury Department regulations, we wish to inform you that any tax advice that may be contained in this communication (including any attachments) is not intended or written to be used, and cannot be used, for the purpose of (i) avoiding tax-related penalties under the Internal Revenue Code or applicable state or local tax or (ii) promoting, marketing or recommending to another party any tax-related matters addressed herein. Material discussed in this publication is meant to provide general information and should not be acted on without professional advice tailored to your individual needs BDO USA, LLP. All rights reserved.

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