WIXLIB

Welcome

WelcomeCharles Pelton, Contributing EditorComputerworld & CIO

Data Retention and Liability in the Ageof Social and MobileMichael Osterman, PrincipalOsterman Research, Inc.

Michael D. OstermanPrincipal, Osterman Research, Inc.Data Retention in the Ageof Social and Mobile 2013 Osterman Research, Inc.

About Osterman Research Focused on the messaging, Web and collaboration industries Practice areas include archiving, security, encryption, contentmanagement, etc. Strong emphasis on primary researchconducted with decision makers andinfluencers Founded in 2001 Based near Seattle 2013 Osterman Research, Inc.

Important Caveats In case I say anything today that sounds intelligent:– It will be purely accidental– I am not an attorney– Nothing I say constitutes legal advice

What is Information Governance? Gartner“The specification of decision rights and an accountability framework toensure appropriate behavior in the valuation, creation, storage, use,archiving and deletion of information.” Wikipedia“An emerging term used to encompass the set of multi-disciplinarystructures, policies, procedures, processes and controls implemented tomanage information at an enterprise level, supporting an organization'simmediate and future regulatory, legal, risk, environmental andoperational requirements.” AIIM“Information governance is concerned with defining the accountabilityfor your organization’s information assets – its content and records.”

Risks and Consequences of Poor IG Inadequate response to regulatory audits An inability to adequately conduct early caseassessments, place holds on data, respond toeDiscovery requests, retain data or delete data Increased likelihood of data breaches, employeemisconduct and general mismanagement ofcorporate data resources An overall increase in corporate risk 2013 Osterman Research, Inc.

Examples Human Resources

Some Backgroundon Social Media

Growing Use of Social MediaThe proportion ofusers employingsocial media tools onthe corporate networkcontinues to grow at arapid pace 2013 Osterman Research, Inc.

Social Media in the Mix of Other ToolsMinutes per workday spent on various communication toolsEmail continues todominate the timespent oncommunication andcollaboration, butsocial media usecontinues to climb. 2013 Osterman Research, Inc.59% have increasedtheir use of socialmedia over the pastyear; 64% expect it toincrease over the nextyear.

The Legitimacy of ApplicationsDecision makers’opinions on whatconstitutes a“legitimate”application forbusiness purposesvaries widely 2013 Osterman Research, Inc.

Mobile Devices,BYOD and BYOA

The Penetration of Mobile DevicesPersonally-ownedmobile devices aremore common in theworkplace thancompany-supplieddevices 2013 Osterman Research, Inc.

The Pervasiveness of BYODMost iPhones andAndroid smartphonesused in the workplaceare personally ownedBlackBerry andWindows Phonedevices continue tobe the choice of ITdecision makers forproviding toemployees 2013 Osterman Research, Inc.

Some FundamentalProblems to Overcome

Complicating the ProblemCorporate content isdistributed across awide range ofplatformsOnly some of theseplatforms are underthe direct control ofthose who manageinformationgovernance 2013 Osterman Research, Inc.

Some Still Don’t Understand RetentionThe philosophybehind informationgovernance in thecontext of email (andother data types)varies widely 2013 Osterman Research, Inc.

Email Preservation ApproachesThe approach topreserving email (andother content types)varies widely byorganizationThere is someconsensus, but nounanimity of opinionof opinion on contentretention 2013 Osterman Research, Inc.

Retention Policies and Systems are LackingMany organizationsare extremelyvulnerable to dataloss because theylack policies and/orsystem to preventusers from deletingimportant content 2013 Osterman Research, Inc.

Information GovernanceNeeds Improvement

Retention of Various Content TypesMost organizations doa decent job of retainemail, files andSharePoint dataFor other contenttypes, there issubstantial room forimprovement 2013 Osterman Research, Inc.

Retention From Various PlatformsRetention from emailsystems, file serversand SharePointrepositories isreasonableFor other platforms,sound retentionpractices have a longway to go 2013 Osterman Research, Inc.

Quality of Information GovernanceInformationgovernance for emailand files is workingwellFor non-traditionaldata types,informationgovernance is quitepoor 2013 Osterman Research, Inc.

Quality of Platform GovernanceFor mobile devicesand employees’ homecomputers,informationgovernance isseriously lacking 2013 Osterman Research, Inc.

Information Governance StakeholdersThere is a wide rangeof informationgovernancestakeholders that areinvolved ininformationgovernance 2013 Osterman Research, Inc.

What All of This Means Information governance is fundamentally about:– Retaining important/deleting unnecessary information– Managing data to improve the business But information governance has become more difficult because:––––––Data types are proliferatingInformation volume is growing rapidlyThe number of venues that generate and store information is increasingGreater connectedness increases information governance requirementsOversight is becoming more stringentPenalties are becoming more onerous 2013 Osterman Research, Inc.

What Organizations are Doing Right Expanding the envelope of communication and collaborationsolutions Retaining information Implementing policies focused on:–––––ArchivingData lossLiabilityData protectionContent management 2013 Osterman Research, Inc.

Where Improvement is Needed More focus on information, less focus on data A more holistic approach to goverance– Content– Stakeholders– Business processes Greater focus on content deletion A realization that information governance is a systemic process, nota collection of individual projects 2013 Osterman Research, Inc.

Summary Content and the platforms that create them are drifting away from ITcontrolled information governance– More content is sent via social media– More content is generated by personally owned devices– More content is stored in personally managed cloud applications Information governance practices are lacking– Stakeholders generally understand what they need to do (even if they don’tdo it) Decision makers should focus on a holistic approach that– Puts IT back in control of information governance– Manages all content in a unified and centralized manner 2013 Osterman Research, Inc.

For More InformationOsterman Research, Inc. 1 253 630 5839 1 206 905 comostermanresearch.wordpress.commosterman 2013 Osterman Research, Inc.

Interview: Technology Solutions toInformation Governance ChallengesJay Brudz, PartnerDrinker Biddle

Strategies for Data Governance in theNew AgeBrian Weiss, Vice President, Global LeadSubject Matter ExpertHP Autonomy

HP InformationGovernanceBrian WeissSeptember 24, 2013

Emerging Trends

IG moving beyond email and filesFilesIMAudioEmailSocialVideoSharePointGain Control – Understand its ValueHOLDRich end-usersearchAutomaticclassificationAdvanced discoveryand investigationsSupervision andsurveillance

Evolution from on-premise to the cloud Equal or better:–Cross-silo data visibility– Capacity and scalability– Security standards Largest private cloud 50PB managed SOC2 datacenters Split-cell WORM technology Economies of scale & pay for what youneed when you need it Share risk with a trusted third party Increased access to additionalinformation governance offerings

Social, Mobile, Sync/Share: Governance Challenge Volumes are high and channels are unmanagedConsumer market is driving corporate appetitesChallenge for traditional security and policy managemnetObligations to supervise and archive certain social mediainteractions under FINRA, Dodd-Frank and other Need to govern social media interactions according torecords/retention requirementsFacebook:Twitter:LinkedIn:YouTube:600 million users20 billion total tweets90 million members2 billion videos per day

Migration from legacy point solutions

End-to-end integrated information governance

eDiscovery and InfoGov: The ounce of preventionDataProtection Server dataprotection Mobile dataprotectionCollection 8-10% of cost 940/GB collectedeDiscovery Raw data processing Early case assessment Technology-Assisted ReviewProcessing 15-20% ofcost 2931/ onmanagementIdentificationEnterprise Content Management Document management Records managementInformation Archiving Source: EDRM.netReviewProductionCollectionAnalysisLegal holdsContent archivingCommunications supervisionPolicy managementReview 60-70% ofcost 13,636/GB reviewedPresentation

Getting Started withInformation Governance

Information governance definedHP Information GovernanceA portfolio of modular solutions that help organizations accessand understand human and computer-generated informationwithout bias to repository or location, organize and control thisdata with a centralized policy engine, and intelligently manageand take action upon this data in accordance with business,legal/compliance, and data management objectives. Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Information governance frameworkAccess & UnderstandOrganize & ControlUnstructured enterprisedata repositoriesAddress business &operational objectivesEnterprise Content ManagementStructured enterprisedata repositoriesCloud-basedrepositoriesLeverage & Take ActionLegacy Data CleanupEnterprise Search & CollaborationDataCentralized Policy EngineAddress legal &compliance objectivesInformation ArchivingLegal HoldseDiscoveryRecords ManagementMobile & social mediaAddress data management &security objectivesOffline data repositoriesBackup/RecoveryEnterprise SecurityAdminister data in place or in a consolidated repository

HP Autonomy solutions familyInformationAnalyticsUnified InformationAccess & AnalyticsVoice of the CustomerMedia IntelligenceVideo SurveillanceBig Data AnalyticsInformationGovernance & ManagementInformationArchiving &eDiscoveryCompliance, LitigationReadiness, StorageOptimization,Database ArchivingEnterpriseContent y-Driven Info MgmtServer Data ProtectionDigital Experience MgmtRecords MgmtVirtual Server DataProtectionWeb OptimizationRemote & BranchOffice Data ProtectionMarketing AnalyticsEndpoint DeviceData ProtectionRich Media MgmtLegal Content MgmtBusiness Process MgmtEnterprise SearchSupervision & PolicyManagementKnowledge MgmteDiscoveryRecords MgmtContent Access& ExtractionSupervisionWorkflow AutomationLegal HoldLegacy Data Clean UpSoftwareCloudDigitalMarketingDocument MgmtIDOL the OSfor human informationSearch Engine MarketingContact Center MgmtAugmented RealityHybridOEM

Application/Database RetirementRetire outdated applicationsAutomate the process of extracting, validating and deleting data from old applicationsLower costs associated with maintaining these databases, which can number in the 1000sReduce data footprint & storage costsReduce the amount of (cloned and legacy application) data stored by 50% or moreLower storage costs, including hardware, maintenance and administrationEnhance operational efficiencyRemove inactive data from production databases to stabilize performanceAvoid violating SLAs and ensure users are happy and productiveExpedite backup performanceMinimize the backup image required by reducing the volume of data to be backed upLower the risk of long disruptions and accelerate disaster recoveryImprove search and eDiscoveryAchieve better visibility into, and proactively consolidate, previously difficult-to-access dataLower costs of eDiscovery and investigations, and increase end-user baseXMLXMLBefore:60TB StoredAfter: 30TBStoredProductiondatabaseArchivedatabase