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

2. The Problem

3. 2015 Email Storage Statistics
October 2015: Nearly 100 million actively stored messages.
Plus pst and copied s!
Thirty-eight percent of these are non-records.
Overall metrics:
Broken out by age:
Duplicated three times for redundancy.

4. 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.

5. 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 .

6. 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 in the conversation thread with the appropriate retention for their business use
Folders can be tagged and s then inherit the folder policy
Mac users have to use tagged folders
Automation tags all other s in the thread in Inbox & Sent

7. 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

8. Tools Used Outlook Tools Kofax Kapow Customized Policies Created
Folder hierarchy: Best Practice
Create Rules to move s 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 s
POC included
Executive’s tag being inherited by the assistant’s mailbox
Search terms across mailboxes

9. 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 s then: 97,234,979
Active s 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%

10. Secret to success
Kapow