1. Email Archiving Legal eDiscovery Lotus Notes Domino
Laurie Salmo
Workgroup Connections, Inc.

2. What We’ll Cover …
Industry Challenges
Simplify Notes for Archiving and eDiscovery
Invest in a Platform solution
Software Demonstration
Q & A

3. The Growth of Information
Industry Challenges
The Growth of Information
Control over maintenance of data
High operational costs when challenged
The Introduction of eDiscovery
Information stored in multiple places creates chaos
Difficult and time consuming to access local archives for eDiscovery
Retention Management
Deciding what to purge
Insuring an auditable trail
The introduction of electronic communications has changed the way we all do business. Companies are dependant on their for all levels of communication and this has led to an exploding growth rate of data that is saved and exchanged year over year. Companies are now faced with the challenge of trying to manage this growth of data -- while minimizing performance issues – & while eliminating the risk of not being able to find information.
Because there was (and continues to be) storage limitations on how much data an individual can save, companies implemented local archiving processes for Lotus Notes users to keep mail files sizes at a minimum. This “seemed” to solve the problem – however, in 2006, the Federal Rules of Civil Procedure was amended to account for eDiscovery. eDiscovery refers to discovery in civil litigation which deals with information in electronic format One change that was particularly significant was a provision that made electronic documents subject to eDiscovery, this include: s, instant messages, word processing documents, spreadsheets among many others. Now, electronically stored information (where ever it resides) is a part of the legal discovery process and must be accounted for.
Requests for electronically stored information are typically sent to IT. These requests are often extremely time consuming, disruptive and expensive for IT departments to satisfy. In the instances where companies implemented local archiving for Lotus Notes to keep mail files sizes at a minimum, this has become an even more costly burden as IT is required to go to each and every desktop and search the locally archived files.
As a result, most companies end up submitting too much information, which can often be risky as it opens the litigation process up for even more questions. As a result, the majority of companies faced with the challenge of eDiscovery often hire outside counsel to review electronic information to determine which documents are applicable to legal discovery process. This can cost companies –on average - $1 per …
Once the information has been accounted for, companies then struggle with how to manage the retention of electronically stored information -- what to save, what to purge and can we insure auditability.

4. Industry Challenges

5. Platform Approach – Proactive, Agile, and Defensible
Industry Challenges
Platform Approach – Proactive, Agile, and Defensible
Content Collection & Archiving
Advance Classification
Records Management
eDiscovery Search & Analytics

6. Simplify Notes eMail for Archiving and eDiscovery
Components to build a Solution
Repository to securely store documents
IBM Enterprise Content Manager
IBM FileNet P8
Archive from Server to Repository
IBM Content Collector for
Formerly – Commonstore or Records Crawler
Search, Analyze and Apply Legal Holds
IBM eDiscovery Manager
IBM eDiscovery Analyzer

7. Simplify Notes eMail for Archiving and eDiscovery
Lotus Notes
Domino
Server
IBM
Content
Collector
For
IBM Enterprise Content Manager Or
IBM FileNet P8
Library
Server
Resource
Manager

8. Simplify Notes eMail for Archiving and eDiscovery
Lotus Notes
Domino
Server
IBM
Content
Collector
For
IBM Enterprise Content Manager Or
IBM FileNet P8
Library
Server
Resource
Manager
Web Browser
eDiscovery Manager
eDiscovery Analyzer
Legal Staff

9. Simplify Notes eMail for Archiving and eDiscovery
eDiscovery Manager – for authorized IT users to help respond to discovery requests from legal
Provides key functions for IT response to eDiscovery:
Creating cases, user profiles, assigning users to cases, managing ESI in place for multiple cases
Searching and culling case relevant ESI, preview for relevancy
Holding and locking down the result set automatically
Invoking eDiscovery Analyzer for conceptual analysis, early case assessment, smart culling
Built-in change audit tracking, reporting authenticity and chain of custody
Exporting result set in native format for detailed attorney review
Built on and integrated with ECM platform to leverage proactive ESI management
eDiscovery Analyzer – early case assessment and smart culling to increase agility and lower review cost
Tool for lawyers, paralegals and supporting specialists:
Quickly reduce case matter to a much smaller and relevant data set
Gain early insight into a case, understand key facts, communication threads, locate key pieces of evidence, and form early case strategies
Flag, organize and prioritize documents for review
Gain a clear view of available case matter to effectively negotiate queries and term lists during Meet and Confer
Preserve chain of custody to ensure security, audit ability, and defensibility
Integrates with and analyzes cases created by eDiscovery Manager

10. Simplify Notes eMail for Archiving and eDiscovery
The Notes eDiscovery solution reduces cost of outside legal counsel
IBM eDiscovery Manager
Respond to litigation discovery demands quickly and cost-effectively
A security-rich, traceable, high-scale repository
Gain control over vast volumes of disorganized
First, IBM eDiscovery Manager software enables authorized IT and legal staff to search, cull, hold and export case-relevant s from a protected, access- and change-tracked litigation vault as they are retrieved by IBM CommonStore software. Working through a Web-based interface designed for ease of use, legal staff can quickly gain access and early insight into case-related s and formulate their electronic discovery (eDiscovery) plans within their meet-and-confer schedules. They can create new case repositories, work on existing cases and save searches to share with other authorized users. They can also manage cases while preserving chain-of-custody documentation for documents in the individual case repositories.
In summary this web tool provides an eDiscovery interface that can help your organization respond to litigation discovery demands quickly and cost-effectively.
It preserves s in a security rich, traceable, high-scale repository that integrates chain-of-custody tracking and records management
and helps your organization gain control over vast volumes of disorganized , thereby lowering eDiscovery costs

11. Simplify Notes eMail for Archiving and eDiscovery
IBM eDiscovery Analyzer
Reduce costs by identifying case-relevant s
Provides conceptual search and content analysis to quickly locate key evidence
Preserves chain-of-custody documentation
IBM eDiscovery Analyzer software is a key component of the IBM eDiscovery solutions suite and a complementary offering to IBM eDiscovery Manager software. It enables legal professionals and litigation support specialists to conduct early case assessments, prepare for meet-and-confer discussions, and refine case matter to help mitigate legal risk and dramatically reduce eDiscovery review costs.
Helps reduce eDiscovery review costs by identifying case-relevant s while excluding irrelevant s
Provides conceptual search and content analysis capabilities to help legal and supporting IT teams quickly locate key evidence needed to form preliminary strategies
Preserves chain-of-custody documentation to support the security, audit ability and defensibility of s

12. Simplify Notes eMail for Archiving and eDiscovery
IBM Content Collector for
Configuration database
Used for defining your archiving criteria
Familiar Domino database
View navigator on the left action buttons across the top
Archiving Policy
Similarity to Domino Administrator Policies
The next three slides are screen shots of IBM CommonStore for Lotus Domino (which has been renamed “IBM Content Collector for ”). These screen shots are showcased, in part, to show Domino Administrators that they will be very familiar with the software; which reduces the time to get the technology team up to speed.
The first screen shot is of the Configuration Database in IBM Content Collector for . This database is used by the administrator to define archiving criteria and schedules. You see familiar components with the view navigator on the left, documents in the main section and action buttons just above.
The second screen shot from the IBM Content Collector for product is also from the Configuration database. A level of comfort is provided in the same environment your Domino administrators are use to working. The tabs in client are your Workplace Tab, Admin-All Documents Tab, CSLD Configuration Tab and then Tab for the Archiving Policy document open in the CSLD config database.
Your administrators will recognize similarities to Domino Admin Policies. You will find parameters on the left, with radio button choices for creating archiving policies.

13. Invest in a Platform solution
Best practices for Records Management
Retention
Policies & Procedures
Access & Indexing
Compliance & Accountability
Disposal

14. Invest in a Platform solution
Best Practice – eDiscovery on an ECM Platform

15. Invest in a Platform solution
Lotus Notes
Domino
Server
IBM
Content
Collector
For
IBM Enterprise Content Manager Or
IBM FileNet P8
Library
Server
Resource
Manager
IBM
Content
Collector
For
File Systems
Web Browser
Network
File
Share
eDiscovery Manager
eDiscovery Analyzer
Legal Staff

16. Invest in a Platform solution
IBM
Content
Collector
For
IBM Enterprise Content Manager Or
IBM FileNet P8
Lotus Notes
Domino
Server
Library
Server
Resource
Manager
IBM
Classification
Module
IBM
Content
Collector
For
File Systems
Web Browser
Network
File
Share
eDiscovery Manager
eDiscovery Analyzer
Legal Staff

17. Invest in a Platform solution

18. Invest in a Platform solution
The Future IBM eDiscovery
IBM Enterprise
Content
Manager Or
FileNet P8
Legal Staff
eDiscovery Manager
eDiscovery Analyzer

19. Software Demonstration

20. Resources
Workgroup Connections Lotus Notes eDiscovery Site at
IBM eDiscovery Microsite
IBM eDiscovery Main Page
IBM ECM Discovery
IBM Compliance Management
The Dallas Morning News Article, November 29, 2008
Ferris Research –
Best practices for eDiscovery: The IT perspective
Archiving: Best practices
Archiving of Electronic Information: Key Laws and Regulations

21. Follow Up
How to contact me:
Laurie Salmo