10 Steps for Taking Control of Your Organization’s Digital Debris

October 8, 2013

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Perficient is a leading information technology consulting firm serving clients

throughout North America.

We help clients implement business-driven technology solutions that integrate

business processes, improve worker productivity, increase customer loyalty and

create a more agile enterprise to better respond to new business opportunities.

About Perficient

• Founded in 1997

• Public, NASDAQ: PRFT

• 2012 revenue $327 million

• Major market locations throughout North America• Atlanta, Boston, Charlotte, Chicago, Cincinnati, Cleveland, Columbus, Dallas, Denver,

Detroit, Fairfax, Houston, Indianapolis, Los Angeles, Minneapolis, New York City, Northern California, Philadelphia, Southern California, St. Louis, Toronto and Washington, D.C.

• Global delivery centers in China, Europe and India

• ~2,000 colleagues

• Dedicated solution practices

• ~85% repeat business rate

• Alliance partnerships with major technology vendors

• Multiple vendor/industry technology and growth awards

Perficient Profile

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Business Solutions• Business Intelligence• Business Process Management• Customer Experience and CRM• Enterprise Performance Management• Enterprise Resource Planning• Experience Design (XD)• Management Consulting

Technology Solutions• Business Integration/SOA• Cloud Services• Commerce• Content Management• Custom Application Development• Education• Information Management• Mobile Platforms• Platform Integration• Portal & Social

Our Solutions Expertise

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Kahn Consulting, Inc.

Kahn Consulting, Inc. (KCI) is a consulting firm specializing in the legal, compliance, and policy issues of information technology and information lifecycle management. Through a range of services including information and records management program development; electronic records and email policy development; Information Management Compliance audits; product assessments; legal and compliance research; and education and training, KCI helps its clients address today’s critical issues in an ever-changing regulatory and technological environment. Based in Chicago, KCI provides its services to Fortune 500 companies and government agencies in North America and around the world. More information about KCI, its services and its clients can be found online at: www.KahnConsultingInc.com.

Presenters

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Co-Presenter Randolph A. Kahn, Esq., is an internationally recognized authority on the legal, compliance and policy issues of business information, electronic records, e-business processes, and information technology. As founder and principal of Kahn Consulting Inc., Mr. Kahn advises corporate counsels, information management and information technology professionals in both government and corporate institutions on policy issues related to the management of digital information and electronic records.

Co-Presenter Ed Rawson is Principal in Perficient's ECM practice. He is a strategic, results-oriented thought leader with more than 30 years of experience in ECM, helping organizations across industries align content management and governance solutions with business direction to maximize the return on investment and maintain compliance. Ed leverages his extensive experience to implement content lifecycle, content analytics, information governance and content intelligence programs using the latest technologies and best practices.

Anatomy of the File Share

6%

18%

24%

48%

4%

Active, Known,

Relevant

Stale

Duplicates

UnknownNon-business

relatedResults from customer assessments

Stale is defined as files not accessed or modified for 6 months

In most cases 60% to 70% of the content in a file share is unnecessary

Typical Structure

“The best way to reduce the amount of content – delete it”- Sheila Childs, Research VP, Gartner

~24% of unstructured data is actively used

~48% is stale: not touched in 6 months

~18% are duplicates

~6% is unknown or orphaned

~4% is not business related – pictures, mp3, etc.

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Defensible Deletion

6%

18%

24%

48%

4%

Active, Known,

Relevant

Stale

Duplicates

UnknownNon-business

relatedResults from customer assessments

Stale is defined as files not accessed or modified for 6 months

Our topic today is how to “defensibly delete” the 60% to 70% of unnecessary content that you are keeping in file shares and storage.

“The best way to reduce the amount of content – delete it”Sheila Childs, Research VP, Gartner

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Information Management Compliance

Randolph Kahn, ESQ.

Commvault Innovate 8

Managing Information with Reasonableness-

The Case for Defensible Disposition

Randolph Kahn, Esq.

Executive Webinar Series

Oct 8, 2013

What a Difference a Decade Makes

“More than 3 years after the Sept. 11 attacks, more than 120,000 hours of potentially valuable terrorist-related recordings have not yet been translated …and computer problems may have led the bureau to systematically erase some Qaeda recordings…[t]he investigation found that limited storage capacities in the system meant that older tapes had sometimes been deleted automatically to make room for newer materials, even if the recordings had not yet been translated”

- NY Times on 911 Commission

Knowledge is knowing a tomato is a fruit;

Wisdom is not putting it in a fruit salad.

Why Can’t Most Climb Everest?

“I dream of a better tomorrow, where chickens can cross the road and not be questioned about their motives.”

“But databases frequently turn into information dumps, teeming with poorly classified or outdated information.” - Growth at McKinsey Hindered Use of Data,” WSJ

Info Volumes Are Everest-esque

• IDC -2800+ exabytes of new info in 2012 – 1 exabyte = 50,000 years of DVD movies

• What about old stuff? A closed mouth

gathers no foot. IDC predicts storage will increase 44 x in next 10 yrs.

Is Information Governance Working?

• “In an Aug. 15, 2005, voicemail messages addressed to company salespeople…”

• “…the document written by Dr. Geller doesn’t accurately reflect the company’s position in 2000. In fact, it was not Dr. Geller’s ultimate view either. It was an initial draft for discussion purposes.”

• “In response to a plaintiffs’ attorney’s question, Dr. Geller responded that the statement was “an artifact of an earlier discussion document.”

- The Wall Street Journal

Changing Mindset About the Lifecycle

• Information has a lifecycle• Dead information smells• Who makes end of life decisions

Is Information Still an Asset?

• 88% have large volumes of legacy info • 71% have no idea of the content in stored data• 58% are keeping information indefinitely• 79% indicated too much time & effort is spent manually

searching & disposing info• 58% still rely on employees to decide how to apply

corporate policies (i.e. retention, privacy, security) to their information

* Source:CIAC Data Explosion Survey http://www.infoautoclassification.org/survey.php

If a wolf can take down a

deer from either flank, does that

make him bambidextrous?

Big is Only Part of Problem

More than a “big mountain problem”• Control on content creation• Management of storage• Application of retention rules• Bad policy decisions• More systems• Newer technologies and formats• Outside centralized control• Manage content in place• Employees doing heavy lifting

He has no enemies, but is intensely disliked by his friends.

IT Impact

“Handling double-digit data growth rates with single-digit budget increases is the lot of most CIOs, according to our third annual InformationWeek Analytics State of Enterprise Storage Survey. The amount of data we're actively managing continues to expand at around 20% per year, and we see a long tail of besieged IT staffs dealing with growth rates exceeding 50%. At these levels, most data centers will double storage capacity every two to three years”

To steal ideas from one person is

plagiarism.

To steal from many is

research.

Legal & Governance Impact

• According to IDC, the size of the eDiscovery industry is expected to reach $21.8 billion in 2011

• “It costs around 20 cents to BUY 1GB of storage, however, it costs around $3,500 to REVIEW 1GB of storage” (AIIM)

• Not uncommon for a custodian to have 10 – 50 GB of data

• “…organizations paid a low of $750,000, and a high of $31 Million in connection with the breach response. (Privacy Compliance & Data Security)

A bartender is just a pharmacist with limited inventory

Reasonable Way to Deal with Dead Data?

• Keep the dead daisies forever

• Chuck all daisies tomorrow

• Have people decide

• Have technology decide

• Have technology and people decide

“There are three kinds of people –

Those who can count and those who

can’t.”

What information needs to be retained

How information should be retained and disposed of

Legal Hold and E-Discovery responsibilities

The impact of GRC on them0%

5%

10%

15%

20%

25%

21%

19%

15%

9%

Employee Understanding of Responsibilities

"GRC, RIM and E-Discovery: State of the Industry," ©2008, Kahn Consulting, Inc., www.KahnConsultingInc.com

Should We Let Employees Manage?

49.7 % of all statistics are made up on

the spot.

Building a Defensible Disposition Plan

Business Case- Does addressing chunks make senseRoad Map- How to attack the chunksTest- How will the process work in real lifeDocument- Memorialize the process Approval- Get signoff from key constituents

Building a Business Case

What should CBA include?

• Conservativeo Storage only

• Risks?• Liability?• Employee efficiency?• Litigation costs?• Etc.?

Technology v. Manual Review

This work presents evidence supporting the contrary position: that a technology-assisted process, in which only a small fraction of the document collection is ever examined by humans, can yield higher recall and/or precision than an exhaustive manual review process, in which the entire document collection is examined and coded by humans.

“Technology-Assisted Review in E-Discovery Can Be More Effective and More Efficient Than Exhaustive Manual Review” Maura R. Grossman, JD., Ph.D. and Gordon V. Cormack, Ph.D.

“I don’t want to achieve immortality through my work, I want to achieve it through not dying.”

Woody Allen

What Do Regulators & Courts Think?

“Computer-assisted review appears to be better than the available alternatives, and thus should be used in appropriate cases. While this court recognizes that computer-assisted review is not perfect, the Federal Rules of Civil Procedure do not require perfection…counsel no longer have to worry about being the “first” or “guinea pig” for judicial acceptance of computer assisted review.

- Judge Andrew Peck , Moore v. Publicis Groupe, February 22, 2012

I used to be indecisive. Now I’m not sure.

“If 2012 was the year of predictive coding or technology-assisted review, 2013 and ’14 seems to be the year of information governance.… it really would be helpful if systems were in place to get rid of the junk. Get rid of the ‘what time are we going to lunch’ emails that nobody bothers to delete, because that would help reduce the effort and cost of discovery whenever it’s needed.”

- Judge Andrew Peck , Legal Tech NY, January 2013

What Do Regulators & Courts Think?

Places & Time to Start

• Places

o Back-up, Legacy systems, email, shared drive

• Time

o Data migration, system retirement, new

implementation

War does not determine who is right – only who is left.

According to Gartner, Cloud Services will be $102 billion in 2012

Rules to live by:

1. Stop keeping everything forever.

2. Clean up the past to gain business efficiency.

3. Keep only what you can access, and be sure you can access what you keep.

4. Create an enterprise – wide information governance team.

5. Strive for reasonableness, not perfection.

6. Policy must come before technology.

7. Don’t expect to totally control your cloud provider.

8. Manage information from creation to disposal using big bucket rules.

9. Automate information management and take the responsibility away from employees.

10. Don’t live in fear of discovery – be prepared with a discovery response plan.

The last thing I want to do is hurt you. But it's still on the list.

Conclusions

Randolph Kahnrkahn@KahnConsultingInc.com

1. Be serious about the lifecycle

2. Chucking is freeing and valuable

3. Clean up the past

4. Apply rules to all stuff going forward

5. Make simpler rules

6. Leaner is more efficient

• Detail Requirements

• Taxonomies

• Records Retention Policies

• Classification Policies

• Content Inventory

• Defensible Disposition

• Auto Classification

Next Steps

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So let’s start breaking free of debris and

chuck those daisies!

Questions?

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Contact Us

Ed Rawson

Tel: 412-203-3314 

Email: Ed.Rawson@Perficient.com

Randy Kahn

P.O. Box 1045

Highland Park, IL 60035

Tel: (847)266-0722 FAX: (847)266-0734

Email: info@kahnconsultinginc.com

Perficient Kahn Consulting

Thank you for your timeand attention today.

Please visit us at Perficient.com

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