Download pptx - Information governance process & technology

Navigating InformationGovernance and eDiscovery

Implementing Processes and Technologies to Reduce Risk and Increase Strategic Advantage

Shannon Smith, Esq., Director of Information Governance, Globanet

Agenda

Why Does Information Governance Matter?1

Implementing Processes2

Implementing Technology3

Symantec Solutions4

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Q&A5

Agenda

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Symantec Solutions4

Q&A5

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Information Governance

Information governance is the set of multi-disciplinary structures, policies, procedures, processes and controls implemented to manage information on all media in such a way that it supports an organization's immediate and future regulatory, legal, and operational requirements.

An effective information governance program should balance risk, value, and efficiency.

Information Governance Challenges:Multiple Stakeholders

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Information Search

IT Manager

Records Manager

Human Resources

End User

Information Project

Manager

Compliance

Risk Management

General Counsel

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Objectives on an Information Governance Program• Ensure compliance with internal and external directives

• Assist in making informed business decisions

• Enable third parties to judge the conduct of the organization by providing administrative, fiscal, and legal accountability

• Assure the most complete historical documentation of the organization’s actions

• Maintain good business practices – information governance creates efficiency

• Reduce the burden associated with locating and preserving records that may be the subject of litigation

Create a culture whereby employees value information as a shared, corporate asset

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Why Does Information Governance Matter?

http://search.dilbert.com/search?p=R&srid=S3-USWSD02&lbc=dilbert&w=delete&url=http://dilbert.com/strips/comic/2005-10-19/&rk=5&uid=710561889&sid=2&ts=custom&rsc=SZqPG-JIEOlJLMoy&method=and&isort=date&view=list&filter=type:comic

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DuPont v. KolonThe Value of a Strong Preservation Process

• Misappropriation of trade secrets, theft of business information, and conspiracy

• DuPont moved for spoliation of evidence based on evidence that emails and other documents were marked by employees for deletion

• RESULT: judge imposes an adverse inference jury instruction and awards DuPont attorneys’ fees, expenses and costs related to the motion

Take aways:• Imperative to have a preservation process in place ahead of time• Written notices should be issued to all affected employees,

tracked, and translated when necessary• Preservation should include IT early on

A thoughtful preservation process gaveDuPont a clear strategic advantage

$919 Million

Agenda

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Symantec Solutions4

Q&A5

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How Mature is your IG Program?• Level 1 (Sub-standard):

– recordkeeping concerns are either not addressed at all, or in a very ad hoc manner– should be concerned that their programs will not meet legal or regulatory scrutiny

• Level 2 (In Development):– developing recognition that recordkeeping has an impact on the organization, and that the

organization may benefit from a more defined information governance program– still vulnerable to legal or regulatory scrutiny since practices are ill-defined and still largely ad

hoc in nature. • Level 3 (Essential):

– defined policies and procedures, and more specific decisions taken to improve recordkeeping– may still be missing significant opportunities for streamlining business and controlling costs

• Level 4 (Proactive): – information governance issues are integrated into business decisions on a routine basis– easily meets its legal and regulatory requirements; should begin to consider the business

benefits of information availability in transforming their organizations globally• Level 5 (Transformational):

– integrated information governance into its overall corporate infrastructure and business processes to such an extent that compliance with the program requirements is routine

– recognized that effective information governance plays a critical role in cost containment, competitive advantage, and client service

ARMA Maturity Model for Information Governance

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Where to Begin – Policy

• Develop, document and enforce consistent policies

• Know where your records are stored

• Distinguish records from non-records; tie a value to information assets

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Where to Begin – Process

• Don’t attempt to boil the ocean – be selective

• Adopt processes with users in mind

• Establish points of sharing and collaboration

• Leverage automation where it makes sense

• Test and adjust processes periodically to improve efficiencies

Agenda




Symantec Solutions4

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Q&A5

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Information Governance & Technology Challenges

Difficult to Consolidate

• Multiple data repositories across business units

• Multitude of data types and outlets

• Value of information assets varies

• On-premise vs. offsite

Difficult to Control

• Ownership of information assets

• Enforcing information controls and policies (internal and external)

• Corporate data leakage

Difficult to Access

• Visibility into multiple repositories

• Implementing permissions and security controls

• Identification and collection for investigatory or litigation purposes

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Where to Begin – Policy

• Develop, document and enforce consistent policies

• Know where your records are stored

• Distinguish records from non-records; tie a value to information assets

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200 Million active users

Social Media has Fundamentally Changed Communication

• 2/3 of the global internet population visits social media networksSource: Nielsen, Global Faces & Networked Faces, 2009

• 86% of Financial Service professionals use social media up from 73% the previous yearSource: American Century Investments 2011

• Social network users surpassed email users in July 2009Source: Morgan Stanley’s “Slow death of email”

• By 2014 20% of companies will use Social Media as the primary vehicle for communication replacing emailSource: Gartner



490 Million users5 Billion Photos

10 Million Users

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Technology to Support an IG ProgramImportant Considerations

Implement solutions that enable the sharing or transfer of data across the enterprise;

reduce use of data silos

Consider solutions that support automation of certain functions

Deployment ModelOn Premise

CloudHybrid Reporting, audit, chain of

custody across solutions

Ensure integration across solutions to achieve

efficiencies

Agenda




Symantec Solutions4

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Q&A5

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• Enterprise Vault • Discovery Accelerator• Compliance Accelerator• Data Classification Services• EV.Cloud• Clearwell• Data Insight Manager• Network Discover• Endpoint Discover• NetBackup Search 1

• Brightmail Gateway

Notes:1 – Release TBA

Symantec Information Intelligence

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Symantec SolutionsBreadth & Depth of IG Technology

LEGALStore

Migration

Deduplication

Compression

Transparency

Manage

Classification

Deletion

Retention

Preservation

Discover

Collect

Process & Cull

Identify

Review

INFO SEC

EMAIL SERVERS

FILE SERVERS

IMSERVERS

SHAREPOINT

LEGACY DATABASES

DESKTOPS

HR

END USERS

SOCIAL MEDIA

Symantec Enterprise Vault™ 10 Customer Presentation

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Data Classification Services (DCS)Policy Driven Classification What does it do?

– Archive decision, retention, tags– Reduces the cost of reactive

Discovery– Prioritizes items for supervisory

review

– Analyzes content and metadata during archiving

– Decides on an archiving and retention strategy

– Assigns searchable classification tags

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Enterprise Vault.cloud

Enterprise Vault.cloud

Email Storage Management Email eDiscovery Email Compliance Mailbox Continuity option

Purely Hosted

• No mandatory hardware and software to install and maintain• Low upfront investment & total cost of ownership• Flat fee per mailbox per month includes service upgrades

Unlimited Storage & Rapid Search

• Unlimited email storage and retention• Rapid search results from scalable grid architecture• No mailbox size limits for end users

Enterprise-class Infrastructure & Security

• Redundant, scalable, Tier 4 data centers• Data encrypted in transit & at rest• 24/7/365 support included in cost of service

Enterprise-Wide Information Governance

Records Management

• Define and enforce retention policies

• Automate record classification

• Report and audit capability

Compliance

• Meet regulatory requirements

•Streamline supervision

• End-to-end audit capabilities

Legal

• Effective legal hold management

• Reduce processing and review costs

• Define and enforce retention policies

IT Management

• Reduce storage costs, improve performance

• Satisfy demands from legal

• Eliminate data silos and increase access

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Agenda




Symantec Solutions4

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Q&A5

About Globanet

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Globanet is a strategic Symantec partner specializing in information management solutions. We provide our customers with products and services to help them manage data more efficiently while reducing risk.

Our portfolio of offerings includes- Select Symantec products including Enterprise Vault, Clearwell, Netbackup,

and Storage Foundation- Globanet’s Merge1 for archiving of electronic communications including data

from Bloomberg, Blackberry, Reuters, Facebook, and other data sources- Custom development for Enterprise Vault- Services to deploy, customize, and manage Enterprise Vault and Clearwell- Consulting on information governance topics including records management,

litigation readiness, and ediscovery workflow