EMAIL GOVERNANCE BEST PRACTICES: REDUCE YOUR EMAIL CONTENT, COST & RISK Nancy Cahey Business...

EMAIL GOVERNANCE BEST PRACTICES: REDUCE YOUR EMAIL CONTENT, COST & RISK

Nancy CaheyBusiness Development ExeceDiscovery & ILG [email protected] 20, 2015

© COPYRIGHT 2015 INTEGRO, INC.

The mistakes of the past

Present Day


Present Day

2009

Records Business/User Valuable ROT:RiskyOutdatedTrivial


Present Day

20102009


Present Day

20102009 2011


Present Day

20102009 2011 2012


Present Day

20102009 2011 2012 2013


Present Day

2010$

2009 2011 2012 2013 2014


A better way forward.

Present Day

2013


Present Day

2013 2014


Present Day

2013 2014 2015


Present Day

2014 2015 20162013


Present Day

2015 2016 201720142013


Present Day

2015 2016 201720142013 2018


EDISCOVERY KEY POINTS


Small companies

Companies with no concern of litigation

Companies with no Records Mgmt program

Companies not concerned with vendor lock-in

A GREAT FEATURE FOR


GOAL• Dispose of all email quickly

• Ediscovery costs would go to near zero and many risks would be eliminated

• But you can’t as users will be unhappy

• And you can’t because you have true records in your email that must be retained

• The challenge is HOW without disrupting business productivity and user revolt

CASE STUDY

F500 CONGLOMERATE


Successfully deployed email tool to 24,000 US-based salaried employees from 2012-20132013-2014 steady state monitoring, metric collection, administrative processes in placeProven significant volume reduction of email and associated costs

ERM Enabled14TB

85% Volume Reduction ERM Enabled UsersAll Employees 38% Reduction in Storage

28TB 17.5TB

BEST PRACTICES


KEY REQUIREMENTS

Auto Classification with Human Oversight Declare records on SEND

TAG messages to enable reporting and actions

No action requiredRisks eliminated

eDiscovery Costs Contained

Happy Users = ComplianceSize Quota prevents hoarding


SUGGESTED POLICIES

Your Records Categories and Retention PoliciesEvent based records supported

Profiled and Personalized

3 to 6 Months

2 to 3 years with a max of 1 GB

Reporting and Audting

AUTO CLASSIFICATIONWITH

SMARTASSISTTM


90FIN

48LEG

293IT

Auto Classification Training


AUTO CLASSIFICATION CHALLENGE


AUTO CLASSIFICATION WITH HUMAN OVERSIGHT

Internal emails declared by sender on SEND

NO ACTION REQUIRED

External email received are auto classified

NO ACTION REQUIRED

External email missed by auto classifier

ACTION REQUIRED < 2% of email


AUTO CLASSIFICATION TRAINING

• Moderate Training

• Moderate Testing

• Rapid Time-to-Benefit

With Human Oversight

• Extensive Training

• Extensive Testing

• Reduced Benefit

Without Human Oversight


DEPLOYMENT OPTIONS FOR RECORDS MANAGEMENT

System of

Record

Records Only

STEPS TO BENEFIT


FACTORS TO CONSIDER

• Size – more employees equals greater volumes and greater risk.

• Industry – highly regulated industries have more complex compliance requirements.

• Litigation profile – the frequency, complexity and risk profile of the lawsuits the organization is involved with or to which it is exposed.

http://www.dreamstime.com/stock-images-open-book-table-image38566134


1. Get started! Right-size retention for your culture and needs

2. File Plan, starter to mature1. No categorization2. Big buckets3. Full file plan, including event-based records

3. Manage-In-Place1. At first, or forever2. Add ECM Repository…3. and Records if/when needed or already in use

4. Auto Classification1. Start without it2. Build sample data sets organically3. Add to assist users later – continual improvement


RECORDS CATEGORIES OR SERIES

• Environmental, Health & Safety

• Facilities Management

• Finance & Accounting

• Human Resources

• …

• Business Record

Simple Streamlined Full (with or without Events)

• Environmental, Health & Safety

• Accidents & Injuries

• Enviro Testing & Monitoring

• Hazardous Materials Warnings

• Workplace Safety Testing

• Facilities Management

• Facilities Design & Construction

• Maintenance & Repair

• Finance & Accounting

• Accounting General

• Payables & Receivables

• Premiums Rec’d & Claims Paid

• Banking Acct Setup

• Banking General

• Budgets

• Collections & Bad Debts

• …


SUMMARY

Do the right thing. Keep the Records, but only the records.

Don’t ask the users to waste time on the trivial – do it automatically. This is your goal, legally dispose of your risks.

Users like to keep stuff ine mail – let them. However, use a SIZE QUOTA TO PREVENT HOARDING.


Nancy [email protected]


BONUS SLIDES

QUICK DEMO


A NON-RECORD, OR TRANSIENT, EMAIL


AN AUTO-DECLARED RECORD EMAIL


A SUGGESTED RECORD


InfoGov Experts

Services & Software

Top ECM Services Partner per Clutch.co

20 Years

IBM Worldwide Governance Excellence Award, 2014


REFERENCE LINKS

• Integro, and Integro Email Manager• http://www.integro.com

• ARMA International• http://www.armaCanada.org

• eDiscovery Industry Reference Model• http://www.edrm.net/

• The Sedona Conference• http://www.thesedonaconference.org

• AIIM International• http://www.aiim.org

http://www.integro.com/

http://www.filenetinfo.com/mk/get/nopaperweight_lpq207

http://www.edrm.net/




RECORDS MANAGEMENT

• Provide a single records classification and retention schedule across the entire enterprise for all types of content, including and especially email.

• Application of retention policies to all content, not just records, so that email content is defensibly disposed as soon as possible.

• Support for event-based email records. Event-based records can comprise greater than 50% of most organizations’ records.

• The ability to identify and preserve intended records while safely removing convenience copies from the active email system.

• Ability to easily assign custom metadata to email.

http://www.dreamstime.com/royalty-free-stock-photography-compliance-vs-violation-street-road-sign-direction-advice-follow-image38361387


JIM COULSON @ ARMA DENVER SPRING SEMINAR

• Information Value Groups1. Transient

2. Work-in-Progress

3. Business Records

• We are not Records Managers, but more so “Disposition Managers”

• Exception based management of records

• Two rules of end-users1. Simple

2. Easy


AUTOMATIC DISPOSITION

• RROT: Risky, Redundant, Outdated or Trivial

• 95% of all email is not accessed after 60 days

• Operational risk and litigation exposure if retained

• IT storage and management costs, being outpaced by explosive growth in data volumes

• Requires NO user action!

• Automatically, defensibly disposed based on your policies


PROPER RETENTION OF RECORDS

• Important for legal, regulatory or corporate policy reasons

• Must be kept; retention and disposition varies

• Centrally managed by the organization as records

• Auto classify it, but with human oversight


IMPROVE THE USER EXPERIENCE

• Active content important to users

• Comprised of business and personal content

• Arranged in the manner they work: filers and pilers, sweepers and keepers

• May evolve to ROT or records


Email Risk and Debris Automatically

Removed at 6 Months

No Action Req’d

Personal Storage for User

Happiness – size & time limits

apply

Auto Classify

Assist Users

Declare on Send

Protect Records

Event Triggers

No or little action req’d

EMAIL GOVERNANCE BEST PRACTICES: REDUCE YOUR EMAIL CONTENT, COST & RISK Nancy Cahey Business...

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