Email Management: Same Problem, Different Solutions Laure McKenzie / Linda Carlson 3M Devin Schindele Devon Energy Corporation Cheryl Strom McDonald’s.

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Presentation transcript:

Management: Same Problem, Different Solutions Laure McKenzie / Linda Carlson 3M Devin Schindele Devon Energy Corporation Cheryl Strom McDonald’s Corporation Moderator: Laurie Fischer Huron Consulting Group

Agenda 2 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential. Introductions Management Overview / Approaches Management at 3M, Devon and McDonald’s Discussion

Introductions 3 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential. Laura M. McKenzie Records Manager Linda Carlson Senior Legal Analyst Legal Affairs Operations Devin Schindele Sr. Supervisor Record Services Cheryl Strom Records Information Manager Workplace Information Management & Office Services

Overview Originally a system for sending and receiving electronic messages, has evolved into: – Message and attachment storage environment – Collaboration tool – Indispensable business tool Up to 70% of business-critical data is, at some point, contained in Incorporated into almost every business activity The average user spends 2.5+ hours/day managing Over 190 billion s are transmitted per day – 4.1 billion accounts 34% increase in mobile device – as driver 4 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.

– Blessing or Curse? 5 is the leading piece of evidence requested at civil trials today Informality of and carless communication can pose significant legal risk Around 80% of the trillions of messages sent annually are spam and viruses Security breaches often committed via Skyrocketing storage costs Deceptively time-consuming 5 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.

Typical Management Practices / Problems 6 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential. Management by volume is contrary to RIM best practices of retaining records and information in accordance with business and legal value De-centralized storage of hinders effective search and retrieval of needed Reliance on end-user to apply retention and disposition likely results in over-retention

Management “Best Practices” 7 Retain in accordance with its business value: s that are not tagged or moved to folder by users are considered to be “transitory” and are auto-deleted after a specific time period s related to on-going work or projects are tagged or moved to folders, and are auto-deleted after a determined time period, such as 24 or 36 months s considered official company records are tagged as such by users and stored in a records repository where records management requirements and retention rules are applied 7 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.

Why bother? 8 Removes unnecessary, transitory from the system Improves server performance and reduces storage costs Provide a centralized system that supports the retention of “records” in accordance with the Retention Schedule Reduces risk of over-retention and e-discovery spend Enhances productivity in searching and finding needed s 8 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.

Moving to the left… 9 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.

Panel Topics 10 management: past, present and future Technology environment and challenges Legal environment and challenges Change management issues – Sponsorship – Communications – Training Information Governance 10 © 2014 Huron Consulting Group. All rights reserved. Proprietary & Confidential.

For more information, contact: Laurie Fischer, CRM Managing Director Huron Consulting Group Tel: Mobile: © 2015 Huron Consulting Group.