Digital Government Institute March 19, 2015

Transcription

1 Digital Government Institute March 19, 2015

2 Government Challenges and Lessons from ediscovery

3 Panelists Susan Taylor ALS IT Director, PAE Labat Susan Taylor brings critical analytical skills honed over 20 years of staffing, implementing applications, and developing processes for electronic discovery and information management services; currently for PAE Labat supporting the DOJ, SEC, and other government agencies. She has consulted and managed all aspects of the ediscovery lifecycle, overseen the selection and implementation of numerous ediscovery applications, developed training programs for legal hold, data collection, loading, review and production, and prepared and maintained budgets for ediscovery departments. In , she was key in the implementation of an Oracle Electronic Content Management (ECM) system for a Fortune 250 company.

4 Panelists Michael Miguelez Founder, President & CEO of OPTiMO Michael Miguelez is an energetic entrepreneur focused on applying modern technologies to business and legal matters. OPTiMO Information Technology provides modern IT solutions and services to Government Commercial and Legal markets. OPTiMO performs complex system integrations that enable our clients to realize the potential of their organizations data and related systems through modern web and mobile applications. In 2010 Michael launched the legal technology division of OPTiMO to provide modern, integrated solutions for legal matters. OPTiMO has integrated a complete suite of solutions to address growing challenges related to Electronically Stored Information including a cloud based, end-to-end hosted ediscovery solution complemented with other software to handle the full ediscovery lifecycle. OPTiMO s legal technology division offers a state of the art digital forensics lab capable of performing detailed digital investigations on any type of ESI.

5 Panelists Babs Deacon Vice President of Training and Education at Venio Systems ediscovery and litigation support industry pioneer with more than 25 years of discovery and information governance experience. She specializes in providing consulting, project management and data reduction services to law firms, corporations and government clients, including management of the 9/11 WTC project for the Law Department of the City of New York. As a consultant and practice support manager for several prominent law firms, Deacon has dedicated her efforts to educating, mentoring and evangelizing about discovery best practices and tactics. She is a frequent contributor to numerous legal publications, has developed accredited courses approved by the Continuing Legal Education (CLE) boards, is a current faculty member of The Organization of Legal Professionals, and was a contributor to the original EDRM content.

6 Agenda Why are we here Why now? Government Challenges What can we learn from ediscovery

7 Why Now? NARA Digital Mandates / Considerations Manage Digitally Convert/Manage Permanent Records Digitally Codify Retention Schedule - Capstone Approach Collaborate on methods and infrastructure Cloud Computing FedRamp (internal or outsource) Maintain appropriate metadata

8 Mandate Timeline Presidential Memorandum Managing Government Records 28 NOV Managed Digitally 31 DEC 2016 All Permanent Records Digital 31 DEC 2019 Cloud Acceptance: September 08, 2010 NARA Bulletin : Guidance on Managing Records in Cloud Computing Environments

9 Information Governance and ediscovery

10 Information Governance Reference Model / 2012 / v3.0 / edrm.net

11 Government Challenges Huge Volumes of Data Tempting to store everything Time/energy to designate or cull data for dissolution Risks Legacy Data Peaks and Valleys

12 Store Everything Drawbacks Harder for personnel to locate important information to do their jobs Harder to find / cull / review data to produce Non-positive data retained past it s retention date still has to be produced Places burden on analytics/search/processing systems Budget cut-backs

13 Curb Data Volumes Take Project Management approach Engage Stakeholders Procedures and Training Gather metrics on data volumes, averages, types, timelines, sources Deploy Analytics Gather/understand metrics Cull data Power Retention Aggressively use lower-cost storage

14 Data Metrics ediscovery Example Filtering Mailbox

15 Data Metrics ediscovery Example Filtering by Type

16 Data Metrics ediscovery Example Understanding

17 Data Metrics Dashboard: Putting it together

18 Procurement Challenges Staying Technology Fresh Is it obsolete between selection and deployment? System Maintenance / Personnel Budgeting Anticipating needs Funding Scoping and supporting capital outlays

19 Elastic Procurement Eliminate legacy hardware and OS with cloud infrastructure that is continually upgrading itself Opportunity to Technology Refresh with cloud-ready applications that make the most of the elastic infrastructure Flexible IT staff deployment as Cloud deployments become common

20 Government Cloud Budgeting Q. How do Government agencies, contractors and customers access the AWS GovCloud (US) Region? Customers cannot sign up for AWS GovCloud (US) through the traditional, online AWS sign up process. AWS must engage with the customer directly to sign an agreement specific to the AWS GovCloud (US) Region. Customers must be US Persons, not subject to export restrictions, and must comply with US export control laws and regulations, including the International Traffic in Arms Regulations. Q. Do all government agencies need to use AWS GovCloud (US)? No. AWS GovCloud (US) is provided for entities that choose, or are required, to utilize a US Persons only cloud environment. Agencies that do not want to use a US Persons only environment can use our other cloud services, which provide FISMA-Moderate controls.

21 Budgeting Estimate storage and processing needs Use metrics to inform estimates Aggressive storage and processing resource management to avoid blowing past peak estimates Shorter procurement timeline Elastic environments such as Cloud and SaaS Less hardware to select Pay as you go Provide metrics Expense vs Capital outlay Lessen Disaster Recover / Continuity Burden

22 Procurement Scenario In-House and AWS 80, , , In-House Hardware AWS Usage 20, Months 1-6 Months 7-12 Months Months Months Months Volume Estimate: 10% increase per month

23 Procurement Comparison In-House Hardware Processing Investmen Year 1 Year 2 Year 3 t Processing Server Processing Server $18k one time + 20% annual $18,000 $9,600 $9,600 $9,600 maintenance Document Review Processing Server $30k one time + 20% annual $30,000 $16,000 $16,000 $16,000 maintenance SQL Server $15k one time + 20% annual maintenance $15,000 $8,000 $8,000 $8,000 Storage Servers 20TB SAN Array - $200k one time + 20% annual maintenance 60TB SATA Beast - $30k one time + 20% annual maintenance $200,000 $106,667 $106,667 $106,667 $30,000 $16,000 $16,000 $16,000 Yearly Hardware Totals $293,000 $156,267 $156,267 $156,267 Monthly Averages $13, $13, $13,022.22

24 Procurement Comparison AWS Year 1 Month 1-6 Year 1 Month 7-12 Year 2 Month 1-6 Year 2 Month 7-12 Year 3 Month 1-6 Year 3 Month 7-12 SSD TB S3 TB SSD Gov Cost $ $ $ $1, $2, $3, S3 Gov Cost $ $ $ $ $1, $2, Average Storage Monthly Cost $ $610 $1,081 $1,915 $3,392 $6,009 Processing $4, $4,677 $4,677 $4,677 $4,677 $4,677 Average Monthly Total $5, $5, $5, $6, $8, $10, Totals $30, $31, $34, $39, $48, $64,114.69

25 Questions?

26 Contact: Babs Deacon Vice President of Training and Education Venio Systems Ph: