Strategies to Get It Done: Data Disposition ARMA – NOVA Chapter October 25, 2017

EY Fraud Investigation & Dispute Services Senior Manager Jennifer Joyce EY Fraud Investigation & Dispute Services Senior Manager jennifer.joyce@ey.com +1 202 498 3118 Strategies to Get It Done: Data Disposition

“One third of Fortune 100 Companies will face an information crisis by 2017.” Gartner, 27 Feb 2014 Strategies to Get It Done: Data Disposition

“We keep all our data forever – how is that helping us?” You know there’s a problem when… “I don’t think we need these back-up tapes any longer, but I am not sure who we work with to get rid of them. Let’s keep them just in case someone needs them later on.” “We keep all our data forever – how is that helping us?” “We can’t keep adding budget for IT and physical storage each year – can we reduce our footprint?” “We’re about to release a large legal hold – we know our employees will come to us to see what they can get rid of. I’m not sure we have thought through our directions to them.” “There is so much junk on this SharePoint site. Let’s just get a new one for the team to collaborate on our next project.” Strategies to Get It Done: Data Disposition

So now what… Organizations must adopt policies and practices to support the ongoing disposition of data that is no longer needed for business or legal reasons. Cross functional teams including legal, records management, risk/compliance, information technology and the business need to agree on and enable disposition to help mitigate risks to the organization. The more information your organization has that has little to no value, the more resources and level of effort required to identify, define, locate and protect information that actually has value. Strategies to Get It Done: Data Disposition

Strategies to get it done – data disposition Identify your allies Develop your plan Define your process Get to know your information Make a decision Measure your progress Leverage your wins Strategies to Get It Done: Data Disposition

Identify your allies Identify existing or upcoming projects with similar objectives Consider teaming opportunities to share resources, funding Leverage known risks or findings to promote your objectives Identify key executives that can champion the project Socialize your objectives with key executives before you get started Strategies to Get It Done: Data Disposition

Develop your plan Consider potential data sources Develop a realistic goal Leverage existing disposition processes Engage counsel Strategies to Get It Done: Data Disposition

Define your process Identify the “approvers” Develop the overall process to support the identification of data eligible for disposition Determine the role of technology Identify specific data points or criteria to be considered Strategies to Get It Done: Data Disposition

Get to know your information Build your information profile Talk to the data owners Use technology to analyze data Identify retention and legal hold requirements Align result of analysis against retention and legal hold requirements Strategies to Get It Done: Data Disposition

Make a decision Identify preliminary options based on analysis Consider potential costs or risks for preliminary options Present recommendation to “approvers” Make a decision Strategies to Get It Done: Data Disposition

Measure your progress Consult with stakeholders Develop standardized report Establish frequency Revaluate your objectives Strategies to Get It Done: Data Disposition

Leverage your wins Be vocal Advocate for others Evolve Strategies to Get It Done: Data Disposition