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ARMA METRO NEW YORK CITY

Governance of Shared Drives Page 10

Watch it Live: Auto Classification of Files Demo

Page 16

Sept/Oct 2016

Information Governance in Action: A First Hand Look at Standing up an IG Program Page 14

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exchange

About exchange

exchange is a publication of the ARMA Metropolitan New York City

Chapter, Inc. (ARMA Metro NYC), P.O. Box 1462, Grand Central

Station, New York, New York 10163. The publication provides a wide

range of content. An annual digital subscription to exchange is

included as a benefit of membership.

Opinions and suggestions of the authors do not necessarily reflect

the opinion or policy of ARMA Metro NYC or ARMA International.

Additionally, acceptance of advertising does not constitute official

endorsement of the product or service.

For more information about exchange, please contact Editor-in-Chief

Jennifer A. Best at NewsletterVP@armanyc.org

About the ARMA Metro NYC Chapter

ARMA Metro NYC is a local Chapter of ARMA International, a

not-for-profit Professional association and the authority on managing

records and information. The Chapter supports its members through

educational seminars, events, an annual educational conference,

and its publication exchange. Its members are RIM Professionals,

as well as individuals who work in related fields, such as technology

and law.

Volume 48, Issue #1

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ARMA Metro NYC Chapter

Board Members

Cindy Shea-Zuvich, CRM, CIP, ECMP, Secretary (Unigrated

Global) | John Hidalgo, Treasurer (Macquarie Infrastructure and

Real Assets) | Anna Lebedeva, Chief Information Officer

(People’s United Bank)| Maribel Rivera, Collaboration and

Public Relations (Maribel Rivera Marketing) | Melissa Dederer,

Sponsorship | David Smythe, Professional Development (JP

Morgan Chase) | Frank LaSorsa, Special Events (Kellye Drye

LLC) | Glenn Fischer, Membership (Kirkland and Ellis LLP) |

Jennifer A. Best, Editor-in-Chief–Newsletter (New York Life),

Bryn Bowen, Immediate Past President (Shulte, Roth & Zabel

LLP)

President Mary

Sherwin, CRM,

CIPP, IGP

Executive VP Gene

Stakhov, CRM,

CDIA+

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In This Issue

Editor’s Note page 5

By: Editor-in-Chief Jennifer Best

For many people, myself included, information governance is a bit of a mystery. While the Principles are clear, the practical application is not always so apparent.

A Message from the President page 6

By: Chapter President Mary Sherwin

Once again this year we have planned a series of ARMA@Noon meetings, as well as our Evening Chapter Meetings.

IG In Action page 16

One could ask, “Why information governance now?”. It was realized that there was data growth that needed to be addressed in a conscientious way.

Governance of File Shares page 10

By: Kon Leong

The file shares of today’s companies are experiencing uncontrolled growth, which has led to a geometric increase in data storage, costs, and administrative responsibilities.

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Welcome to a new and exciting Chapter year! I always look forward to September for the beautiful fall weather and to begin work on the Chapter’s award-winning Newsletter.

There has been a multitude of changes to the Newsletter over the past few years. Its greatest transformation was turning it into a multi-media publication featuring videos and podcasts.

One of the things I strive for is to have content that is not too

conceptual in nature. When I review submissions, what is uppermost in my mind is the practical application of the content.

As you may know, the Newsletter has featured many articles and videos focusing on information governance.

For many people, including myself, IG is still a bit of a mystery. While the Principles are clear, its practical application is not always so apparent.

With this in mind, I came up with the idea of having a “reality” series spotlighting an IG practitioner who is in the process of standing up a Program. This would give readers a firsthand look at the experience: from understanding the drivers that gain buy-in from the C-suite to securing funding to working collaboratively with stakeholders towards a common goal: to effectively govern information across the enterprise.

Additionally, I enlisted a well-respected and in demand speaker, Sandy Serkes, to provide a demo of an auto-classification tool. Effective classification of information is key in managing it! Again, the focus is on how things work in a practical versus conceptual manner.

I hope you enjoy this issue! Let me know how I’m doing by sending your feedback to News-letterVP @armanyc.org

- Jen Best

Practically Speaking.

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Dear ARMA Metro NYC Chapter Members,

The Board of Directors and I would like to personally welcome you to the 2016-2017 Chapter year. We have been very busy over the summer, and have a great chapter year planned! You can find our entire Chapter year’s upcoming meetings and events on our website (www.armanyc.org) on the "Year at a Glance" calendar.

Once again this year we have planned a series of ARMA@Noon meetings, as well as our Evening Chapter Meetings. Kicking off Oc-tober, we have two exciting educational opportunities slated. Be sure to register early to reserve your spot:

Thursday, October 20, 5:30 pm - "Performance Prerequisites for 2020 eRim – presented by Jim Couslen

Tuesday, October 25, 5:30 pm - "Appraisals and Acquisitions: What did we gain – presented by Jean Elliott Last, but not least,mark your calendars for our Signature Event, put on in cooperation with ARMA NNJ and ARMA CT:

Tuesday March 7, 2017- All Day Spring Conference, "RIM & IG for Today and Tomorrow” – once again at the Executive Confer-ence Centers in the heart of Times Square.

Our bike team Bike kARMA , captained by EVP Gene Stakhov, is once again riding in the BikeMS event on Sunday October 23rd. If you are interested in joining or supporting the team, click here. We have many opportunities for members who would love to partici-pate in the life of this dynamic chapter. If you would like to volunteer, please send a note to Executive VP, Gene Stakhov at: executivevicepresident@armanyc.org. Stay tuned for more!

All the best,

Mary Sherwin, CRM, CIPP, IGP

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ARMA METRO NYC

EVENTS AT A GLANCE

Date

Topic Speaker Venue

Thurs, Oct 20

Performance Pre-requisites for

2020 eRim

Jim Coulson

Vanderbilt Suites (44th &

Vanderbilt, Grand Central)

Tues, Oct 25th

Appraisals and Acquisitions—

What did we Gain? Jean Elliott

Kelley Drye & Warren

(101 Park Ave-nue)

Wed, Nov 16th

Stepping Stones to Navigate Your

Career- Executive Coaching

Mary Anne Walsh

Cucina & Co., (Grand Central)

Thurs, Jan 19th

Networking Event N/A TBD

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T he file shares of today’s companies

are experiencing uncontrolled growth, which has led to a geo-metric increase in data storage, costs, and administrative respon-sibilities. Despite this expansion, files remain in the blind spot of many organizations, scattered across the enterprise in data “silos,” disorganized and unman-ageable. In this state, no one truly knows what is stored, making the majori-ty of files dark data. Information becomes nearly impossible to find when needed, and sensitive data increasingly difficult to track and protect. The consequences range from inconvenient to dire, but it of-ten takes a compelling event to initiate reform. This event can come in many shapes, but it typi-

cally has the same root cause: mismanaged files and the data contained in such files. For example, with sensitive data lying carelessly throughout many corporate file shares, the “insider leak” is quickly approaching the scope of a security breach with respect to being a threat to data security. In this scenario, after a data leak, companies typically re-alize that with their file share in a disorganized state, they don’t even know what it contains. This makes it impossible to understand what has been lost. In order to mitigate exposure, it’s time to perform a cleanup of files within file shares. Waiting for an incident to occur before cleaning up files is reac-tionary. Though it still has its ben-efits, much of the damage has al-ready been done. Companies can prevent disasters like the

Meet the Author

Kon Leong is the President, CEO, and Co-Founder of ZL Technologies

Governance of Files Shares:

Are We There Yet?

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insider leak from ever happening by taking a proactive approach. In order for a company to under-stand what they have in their file shares and make remediation policies, a common first step is to conduct metadata analysis. Eighty percent of valuable in-sight into data can be achieved by metadata analysis and visu-alization tools alone, allowing companies to perform remedi-ation on many files up front—deletion, retention, relocation, etc. The problem is that in the current model of files cleanup, compa-nies must perform it over and over, indefinitely. If not, you are just as vulnerable as you were before to another insider breach. Files are ceaselessly being creat-ed by employees in multiple loca-tions in addition to the file share, such as SharePoint and Enter-prise Content Management sys-tems, making files cleanup a nev-er-ending process. This is an in-efficient strategy: What is needed is a self-sustaining system. A Better Approach Without information governance, it is impossible to effectively clean up files. File mismanage-ment is an insidious problem, and must be treated as such.

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The fact is, mismanaged data is not just an IT problem; it’s a busi-ness problem. Numerous facets of enterprise processes become impacted by it: everything from analytics initiatives—which fall flat because data is impossible to harness when it lies in cha-os—to the coordination of legal holds for eDiscovery. Initiating joint efforts among various de-partments to combat this problem can be a chal-lenge. Information governance must be a highly collaborative initiative, using insight from a range of stake-holders—IT, legal, compliance, etc.—to facilitate a coordinat-ed strategy. Since personally identifiable in-formation is often found in file content, the content itself must be analyzed. A viable approach is to use file analysis to map da-

ta, classify it according to sensi-tivity, and set ongoing access privileges before an event even occurs. Moreover, audit trails can be used to see who is touching sensitive information, and abnor-malities in data usage can be de-tected.

It’s essential that companies utilize a platform flexible enough to provide insight into these files. With data funneled into a singular governance plat-form, these logisti-cal issues become

resolved: A single, unified set of data makes coordinating legal holds with retention policies via-ble, and the process of culling data for eDiscovery much easier, saving time and money during the review process.

Whenever I propose this solution to records managers, they tend to get very uneasy. Rightfully so: what they hear is that file man-agement is becoming an auto-

Governance of Files Shares:

Are We There Yet?

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mated process and their posi-tions are becoming obsolete. Records management as we know it is dead, but this doesn’t mean the role of the records manager is. In fact, it has evolved to the point of being more critical than ever. Records managers must embrace the re-sponsibility of stewarding corpo-rate file initiatives as we enter a new age of data management. In conclusion, by employing comprehensive file analysis and management in synergy with on-going information governance, remediation patterns observed during file analysis can inform ongoing policy-based actions to ensure that file shares remain in a manageable state.

Information Governance In Action:

Lauren Barnes, CRM Bryn Bowen, CRM, IGP

This is the first video in a five part series that follows an IG practitioner, Lauren Barnes, as she stands up an Information Governance Program at her company.

In the first video, Lauren addresses the questions of, “Why have an Information Governance Program?” and “What was the genesis for starting one at your company?”.

Looking ahead, Lauren will describe her experience in the overall planning process for standing up the Program— such as funding, obtaining support from stakeholders— in the next video of the series.

Before hearing from Lauren, former ARMA Metro NYC Chapter President Bryn Bowen will provide his perspective on why companies should consider establishing an Information Governance Program.

Video

Video

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Auto-Classification of Files

Sandy Serkes, President and CEO Valora Technologies

A key step in finding what you need when you need it on a corporate shared drive is effective classification and organization of files. In this video, Sandy Serkes demonstrates how an auto-classification tool works.

Video

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About the Contributors

Bryn Bowen, CRM is the Director of Information Services at Schulte Roth & Zabel LLP in New York City, where he is establishing an Information Governance (“IG”) program in addition to overseeing the New Business Intake, Conflicts/Risk, Records, Library Services and Knowledge areas. Bryn is also the former President of the ARMA Metro NYC chapter, was formerly Principal Consultant at Greenheart Consulting Partners, a boutique Governance Risk & Compliance con-sulting practice, and before that was Director of Legal Systems and Information Management at Greenberg Traurig LLP where he estab-lished a global information governance and records management pro-gram and reengineered the NBI Conflicts and Risk program. Kon Leong is the is CEO/Co-founder of ZL Technologies. For two decades, he has been immersed in large-scale information technolo-gies to solve “big data” issues for enterprises. His focus for the last 13 years has been on massively scalable archiving technology to solve records management and eDiscovery challenges for private and gov-ernment sectors. He speaks frequently at records management and eDiscovery conferences on cutting edge trends and solutions. A serial entrepreneur, Mr. Leong earned an MBA from Wharton (U of Penn). Lauren Barnes is the Director of Information Governance at a global company headquartered in New York City. Previously she was a Vice President for Records & Information Management at Credit Suisse. She also worked at Lehman Brothers with the primary re-sponsibility for the management of the firm’s electronic records. She holds a BFA from New York University and a MLIS with a Certifi-cate in Archival Management from the Palmer School for Library and Information Science at Long Island University with honors.

Sandra Serkes is the President & CEO of Valora Technologies. She is a dynamic leader with an extensive background spanning over twenty years in software marketing, product management and corpo-rate strategy, particularly in document processing, computer telepho-ny and speech recognition.