Accepting Reality: Outlook as a System of Record Presented by Cheryl Young and Bill Galusha Orange County Chapter of ARMA International 26Jan2017

The Problem

2015 Email Storage Statistics October 2015: Nearly 100 million actively stored email messages. Plus pst and copied emails! Thirty-eight percent of these are non-records. Overall email metrics: Broken out by age: Duplicated three times for redundancy.

How did it get this way? No records policy. No records manager or archivist. Entrepreneurial culture. IT attempts with other Systems of Record not successful. Multiple acquisitions over a 5-year period. Big percent of the workers are contractors/consultants.

case in 2004 because of one email. How did it get this way? Legal Counsel won a big, “bet the company” case in 2004 because of one email.

Approach Pilot Project Big Bucketed Existing Retention Schedule 3% of the company participated, incl. UK and Taiwan 6 months: November to May POC of Kapow Big Bucketed Existing Retention Schedule 2 Year (Short Term Projects) 5 Year (Long Term Projects) 7 Year (Compliance/SOx) Records (Never Delete) Each mailbox is treated as a silo Individuals tag an email in the conversation thread with the appropriate retention for their business use Folders can be tagged and emails then inherit the folder policy Mac users have to use tagged folders Automation tags all other emails in the thread in Inbox & Sent

Approach Education and Training Lunch & Learns – 216 attendees Web-conferences – 398 attendees Team presentations – 22 attendees One on One – 5 sessions Posted procedures and presentation on HR training site Uploaded procedures and presentation to Box Uploaded procedures and presentation to SharePoint

Tools Used Outlook Tools Kofax Kapow Customized Policies Created Folder hierarchy: Best Practice Create Rules to move emails into folders Use Clean Up regularly Use “Empty Deleted Items” on exit Legal Hold Integration with Box for collaboration Kofax Kapow Runs in the background every 8 hours tagging emails POC included Executive’s tag being inherited by the assistant’s mailbox Search terms across mailboxes

Enterprise Rollout: July to today 58% are tagging 43% are on the 120 day auto-deletion rule 12% are on Legal Hold Avg. mailbox size has decreased from 40 GB to 25GB Active emails then: 97,234,979 Active emails now: 95,701,420 # of employees in October 2015: 851 # of employees in January 2017: 1179 Legal holds in place: 27 1.5% 38.5%

Secret to success Kapow