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Meeting Agenda Welcome & Introductions Feature Presentation Questions Closing Remarks

Feature Presentation: Information Governance, Data Analytics, and the Records Managers’ Role Linda G. Sharp, Esq., MBA, CLSP

Information Governance, Data Analytics and the Records Managers’ Role Linda G. Sharp, Esq., MBA, CLSP Associate General Counsel

Information Governance: Defined “Information Governance is the activities and technologies that organizations employ to maximize the value of their information while minimizing associated risks and costs.” Every business/organization is different IG is an ongoing activity, not a one-time project Source: Information Governance Initiative Annual Report, August 2014

Why Does InfoGov Matter? Data is becoming the new currency of business. “It is clear that individuals and enterprises that can ‘get [big data] right’ will have a competitive advantage over their peers who are deferring the planning and execution of their customer analytics strategy because it is big, complex and expensive.” (emphasis added) Result? Organizations that have poor IG not only create risk, but lose out on the potential value of their own internally-created “Big Data.” Source: Information Management, Big Data Analytics: The Currency of the 21st Century Enterprise, by Harvey Koeppel and Randy Bean, 9/2012

Percentage of respondents who agreed: Source: Information Governance Initiative Annual Report, August 2014

It all started with paper…

Identified what constituted a “RECORD”

Focus was on the corporate “RECORD”…

The Paperless Office Late 1990s There was a transition from paper to electronic – The Paperless Office Computers at everyone’s desk Email for everyone Worldwide web made information readily accessible

Job responsibilities became a little foggy! Does this belong to records or IT?

Records managers started to feel a bit pulled in two directions Are emails and electronic files “records”?

Information Governance isn’t just about data in the “system of record” Instant Message Social Networks Webmail

Managing Unstructured Data User Need Solution Offload Large Emails / Files Avoid Storage Quota / Admin O’H Boost Email / Files Server Perform. Storage Management 2000 Reduce Storage and IT Overload 10X 100% Capture, Index, Store, Search Tamper-Proofing Monitor & Control Content Corporate / Gov’t Compliance 2002 Stay in Control Minimize R.O.I Search, Case Mgmt, Attorney-Client Save Discovery Costs Legal Discovery Management 2006 Support Litigation Slash Costs Enable Electronic Records Retention Enforce Doc Level Granular Policy Records Retention Management 2008 Retain Electronic Corporate Records Enable Enterprise Search “Classified” Access, Audits Corporate eMemory® Management 2012 Manage Unstructured “Big Data” for Strategy Advantage 3 Sins of the Silos: Solution: Data Copy Policy Control Point Search ONE Duplicate Copies Disjointed Retention Disjointed Search Loss of Data Control

Information governance is looking for a Unified Approach

Big Data is Here to Stay There was an estimated total of 1.2 zettabytes of global data in 2010.  By 2020, there will be an estimated 35 ZB of global data - 1/3 of which will live in the cloud. *Citing the IDC/EMC 2011 Digital Universe Study What is a zettabye (ZB)? 1,000,000,000,000 GB 1,000,000,000,000 terabytes 1,000,000,000,000 petabytes 1,000,000,000,000 exabytes GB is roughly 60,000 – 85,000 pages

Expansion of RIM Responsibilities Non-Records Transitory Records Records discovery Managing Non-Records is as important to Information Governance as managing Records

Life of a Document- Inline Information Management Automate removal of non-business information Rules Based Policies Automatically Manually Hybrid Amazon.com eBay.com Amextravel.com Vacation Holiday Announcement President Weekly Report RR/LH 3 Years Later… 5 Years Later… 7 Years Later… Marketing IT HR Engineering 3 5 3 5 7 7 3 3 3 7

Streamline access to data for business and legal use Add… Security Privacy Analytics

The problem is compounded… We live in a virtual world!

Striking of Safe Harbor and Implementation of the Privacy Shield Are you participating in decisions around managing multinational data? Are you a multinational organization? Do you have employees with ties or relationships abroad?

End-to-End eDiscovery eDiscovery is about finding relevant content Integrated eDiscovery and workflow automation tools from information management through production Unified platform enables higher relevancy, more predictable costs and faster responsiveness Processing Preservation Information Management Identification Review Production Presentation Collection Analysis VOLUME RELEVANCE

Benefits of an organized environment Reduction in storage costs Reduction in risk, if you don’t have it, they can’t get it Ease in locating information when needed for eDiscovery or by the business units Ability to repurpose and reuse prior art

Next Step in Your Career Path?

Thank you for your time…

Closing Remarks Upcoming Programs St. Mary’s Food Bank 50/50 Drawing