Information governance process & technology

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  • 1. Navigating InformationGovernance and eDiscoveryImplementing Processes and Technologies toReduce Risk and Increase Strategic AdvantageShannon Smith, Esq., Director of Information Governance, Globanet

2. Agenda1 Why Does Information Governance Matter?2 Implementing Processes3 Implementing Technology4 Symantec Solutions5 Q&A2 3. Agenda1 Why Does Information Governance Matter?2 Implementing Processes3 Implementing Technology4 Symantec Solutions5 Q&A3 4. Information GovernanceInformation governance is the set ofmulti-disciplinary structures, policies,procedures, processes and controlsimplemented to manage information onall media in such a way that it supportsan organizations immediate and futureregulatory, legal, and operationalrequirements.An effective information governance programshould balance risk, value, and efficiency.4 5. Information Governance Challenges:Multiple Stakeholders 5 6. 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 theorganization by providing administrative, fiscal, andlegal accountability Assure the most complete historical documentation ofthe organizations 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 valueinformation as a shared, corporate asset6 7. Why Does Information Governance Matter?7 8. DuPont v. KolonThe Value of a Strong Preservation Process Misappropriation of trade secrets, theft ofbusiness information, and conspiracy DuPont moved for spoliation of evidence basedon evidence that emails and other documentswere marked by employees for deletion RESULT: judge imposes an adverse inference juryinstruction and awards DuPont attorneysfees, expenses and costs related to the motionTake 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 gave DuPont a clear strategic advantage8 9. Agenda1 Why Does Information Governance Matter?2 Implementing Processes3 Implementing Technology4 Symantec Solutions5 Q&A9 10. 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 theorganization may benefit from a more defined information governance program still vulnerable to legal or regulatory scrutiny since practices are ill-defined and still largely adhoc 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 businessbenefits of information availability in transforming their organizations globally Level 5 (Transformational): integrated information governance into its overall corporate infrastructure and businessprocesses 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 Governance10 11. Where to Begin Policy Develop, document and enforce consistent policies Know where your records are stored Distinguish records from non-records; tie a value toinformation assets 11 12. Where to Begin Process Dont 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 12 13. Agenda1 Why Does Information Governance Matter?2 Implementing Processes3 Implementing Technology4 Symantec Solutions5 Q&A13 14. Information Governance & Technology ChallengesDifficult toDifficult toDifficult toConsolidateControlAccess Multiple data Ownership of Visibility into multiple repositories acrossinformation assetsrepositories business units Enforcing information Implementing Multitude of datacontrols and policies permissions and types and outlets(internal and external) security controls Value of information Corporate data Identification and assets variesleakage collection for On-premise vs. offsite investigatory orlitigation purposes 14 15. Where to Begin Policy Develop, document and enforce consistent policies Know where your records are stored Distinguish records from non-records; tie a value toinformation assets 15 16. Social Media has Fundamentally Changed Communication2/3 of the global internet population Social network users surpassed email visits social media networks users in July 2009 Source: Nielsen, Global Faces & NetworkedSource: Morgan Stanleys Slow death of email Faces, 2009 By 2014 20% of companies will use86% of Financial Service professionals Social Media as the primary vehicle use social media up from 73% the for communication replacing email previous yearSource: Gartner Source: American Century Investments 2011200 Million activeusers 5 Billion Photos490 Million users500 Million active users 10 Million Users 100 Million active users 16 16 17. Technology to Support an IG ProgramImportant Considerations Ensure integration across solutions to achieve Consider solutions that supportefficiencies automation of certain functions Implement solutions that enable the sharing or transfer of data across the enterprise; Deployment Model reduce use of data silosOn Premise CloudHybridReporting, audit, chain ofcustody across solutions 1 7 18. Agenda1 Why Does Information Governance Matter?2 Implementing Processes3 Implementing Technology4 Symantec Solutions5 Q&A18 19. Symantec Information Intelligence Enterprise Vault Discovery Accelerator Compliance Accelerator Data Classification Services EV.Cloud Clearwell Data Insight Manager Network Discover Endpoint Discover NetBackup Search 1 Brightmail GatewayNotes: 1 Release TBA19 20. Symantec SolutionsBreadth & Depth of IG Technology EMAIL SERVERS Store Manage Discover LEGAL FILE SERVERS Migration ClassificationIdentify IM SERVERSCompression RetentionCollect INFO SEC SHAREPOINTDeduplication Deletion Process & Cull LEGACY Transparency PreservationReview DATABASESHR DESKTOPS END USERS SOCIAL MEDIA 20 21. Data Classification Services (DCS)Policy Driven Classification What does it do? Archive decision, retention, tags Analyzes content and metadata duringarchiving Reduces the cost of reactive Discovery Decides on an archiving and retentionstrategy Prioritizes items for supervisory review Assigns searchable classification tagsSymantec Enterprise Vault 10 21Customer Presentation 22. Enterprise Vault.cloudPurely 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 upgradesEnterprise Vault.cloudUnlimited Storage & Rapid Search Email Storage Management Unlimited email storage and retention Email eDiscovery Rapid search results from scalable grid architecture No mailbox size limits for end users Email Compliance Mailbox Continuity optionEnterprise-class Infrastructure & Security Redundant, scalable, Tier 4 data centers Data encrypted in transit & at rest 24/7/365 support included in cost of service 22 23. Enterprise-Wide Information GovernanceRecords ManagementLegal Compliance Define and enforce Effective legal hold Meet regulatory retention policiesmanagementrequirements Automate record Reduce processing andStreamline supervision classificationreview costs End-to-end audit Report and audit Define and enforce capabilities capabilityretention policiesIT Management Reduce storage costs, Satisfy demands Eliminate data silos improve performancefrom legal and increase access 23 24. Agenda1 Why Does Information Governance Matter?2 Implementing Processes3 Implementing Technology4 Symantec Solutions5 Q&A24 25. About GlobanetGlobanet is a strategic Symantec partner specializing in informationmanagement solutions. We provide our customers with products and servicesto help them manage data more efficiently while reducing risk.Our portfolio of offerings includes- Select Symantec products including EnterpriseVault, Clearwell, Netbackup, and Storage Foundation- Globanets Merge1 for archiving of electronic communications including datafrom 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 recordsmanagement, litigation readiness, and ediscovery workflow 25