1. Email 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

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

3. 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

4. Email 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 email Incorporated into almost every business activity The average email user spends 2.5+ hours/day managing email Over 190 billion emails are transmitted per day – 4.1 billion email accounts 34% increase in mobile device – Email as driver 4 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.

5. Email – Blessing or Curse? 5 Email is the leading piece of evidence requested at civil trials today Informality of e-mail 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 email Skyrocketing storage costs Deceptively time-consuming 5 © 2015 Huron Consulting Group. All rights reserved. Proprietary & Confidential.

6. Typical Email 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 email hinders effective search and retrieval of needed email Reliance on end-user to apply retention and disposition likely results in over-retention

7. Email Management “Best Practices” 7 Retain email in accordance with its business value: Emails that are not tagged or moved to folder by users are considered to be “transitory” and are auto-deleted after a specific time period Emails 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 Emails 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.

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

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

10. Panel Topics 10 Email 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.

11. For more information, contact: Laurie Fischer, CRM Managing Director Huron Consulting Group Tel: 312-880-3476 Mobile: 312-965-1641 lfischer@huronconsultinggroup.com 11 © 2015 Huron Consulting Group.