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

2. EY Fraud Investigation & Dispute Services Senior Manager
Jennifer Joyce
EY Fraud Investigation & Dispute Services
Senior Manager
Strategies to Get It Done: Data Disposition

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

4. “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

5. 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

6. 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

7. 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

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

9. 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

10. 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

11. 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

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

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