1. EMAIL GOVERNANCE BEST PRACTICES: REDUCE YOUR EMAIL CONTENT, COST & RISK Nancy Cahey Business Development Exec eDiscovery & ILG Expert ncahey@Integro.com October 20, 2015

2. The mistakes of the past Present Day © COPYRIGHT 2015 INTEGRO, INC.

3. Present Day 2009 Records Business/User ValuableROT: Risky Outdated Trivial © COPYRIGHT 2015 INTEGRO, INC.

4. Present Day 20102009 © COPYRIGHT 2015 INTEGRO, INC.

5. Present Day 20102009 2011 © COPYRIGHT 2015 INTEGRO, INC.

6. Present Day 20102009 20112012 © COPYRIGHT 2015 INTEGRO, INC.

7. Present Day 20102009 201120122013 © COPYRIGHT 2015 INTEGRO, INC.

8. Present Day 2010 $ 2009 2011201220132014 © COPYRIGHT 2015 INTEGRO, INC.

9. A better way forward. Present Day 2013 © COPYRIGHT 2015 INTEGRO, INC.

10. Present Day 2013 2014 © COPYRIGHT 2015 INTEGRO, INC.

11. Present Day 2013 20142015 © COPYRIGHT 2015 INTEGRO, INC.

12. Present Day 2014 201520162013 © COPYRIGHT 2015 INTEGRO, INC.

13. Present Day 20152016201720142013 © COPYRIGHT 2015 INTEGRO, INC.

14. Present Day 201520162017201420132018 © COPYRIGHT 2015 INTEGRO, INC.

15. EDISCOVERY KEY POINTS © COPYRIGHT 2015 INTEGRO, INC.

16. Small companies Companies with no concern of litigation Companies with no Records Mgmt program Companies not concerned with vendor lock-in A GREAT FEATURE FOR

17. GOAL © COPYRIGHT 2015 INTEGRO, INC. Dispose of all email quickly Ediscovery costs would go to near zero and many risks would be eliminated But you can’t as users will be unhappy And you can’t because you have true records in your email that must be retained The challenge is HOW without disrupting business productivity and user revolt

18. CASE STUDY F500 CONGLOMERATE

19. Successfully deployed email tool to 24,000 US-based salaried employees from 2012-2013 2013-2014 steady state monitoring, metric collection, administrative processes in place Proven significant volume reduction of email and associated costs ERM Enabled 14TB 85% Volume Reduction ERM Enabled Users All Employees 38% Reduction in Storage 28TB 17.5TB © COPYRIGHT 2015 INTEGRO, INC.

22. BEST PRACTICES

23. © COPYRIGHT 2015 INTEGRO, INC.

24. KEY REQUIREMENTS © COPYRIGHT 2015 INTEGRO, INC. Auto Classification with Human Oversight Declare records on SEND TAG messages to enable reporting and actions Auto Classification with Human Oversight Declare records on SEND TAG messages to enable reporting and actions No action required Risks eliminated eDiscovery Costs Contained No action required Risks eliminated eDiscovery Costs Contained Happy Users = Compliance Size Quota prevents hoarding Happy Users = Compliance Size Quota prevents hoarding

25. SUGGESTED POLICIES © COPYRIGHT 2015 INTEGRO, INC. Your Records Categories and Retention Policies Event based records supported Profiled and Personalized Your Records Categories and Retention Policies Event based records supported Profiled and Personalized 3 to 6 Months 2 to 3 years with a max of 1 GB Reporting and Audting

26. DEMO

27. AUTO CLASSIFICATION WITH SMARTASSIST TM

28. © COPYRIGHT 2015 INTEGRO, INC. 90 FIN 48 LEG 293 IT Auto Classification Training

29. AUTO CLASSIFICATION CHALLENGE © COPYRIGHT 2015 INTEGRO, INC.

30. AUTO CLASSIFICATION WITH HUMAN OVERSIGHT Internal emails declared by sender on SEND NO ACTION REQUIRED External email received are auto classified NO ACTION REQUIRED External email missed by auto classifier ACTION REQUIRED < 2% of email © COPYRIGHT 2015 INTEGRO, INC.

31. AUTO CLASSIFICATION TRAINING Moderate Training Moderate Testing Rapid Time-to-Benefit With Human Oversight Extensive Training Extensive Testing Reduced Benefit Without Human Oversight © COPYRIGHT 2015 INTEGRO, INC.

32. DEPLOYMENT OPTIONS FOR RECORDS MANAGEMENT Records Only © COPYRIGHT 2015 INTEGRO, INC.

33. STEPS TO BENEFIT

34. FACTORS TO CONSIDER Size – more employees equals greater volumes and greater risk. Industry – highly regulated industries have more complex compliance requirements. Litigation profile – the frequency, complexity and risk profile of the lawsuits the organization is involved with or to which it is exposed. © COPYRIGHT 2015 INTEGRO, INC.

35. 1. Get started! Right-size retention for your culture and needs 2.File Plan, starter to mature 1.No categorization 2.Big buckets 3.Full file plan, including event-based records 3.Manage-In-Place 1.At first, or forever 2.Add ECM Repository… 3. and Records if/when needed or already in use 4.Auto Classification 1.Start without it 2.Build sample data sets organically 3.Add to assist users later – continual improvement © COPYRIGHT 2015 INTEGRO, INC.

36. RECORDS CATEGORIES OR SERIES Environmental, Health & Safety Facilities Management Finance & Accounting Human Resources … Business Record Simple Streamlined Full (with or without Events) Environmental, Health & Safety Accidents & Injuries Enviro Testing & Monitoring Hazardous Materials Warnings Workplace Safety Testing Facilities Management Facilities Design & Construction Maintenance & Repair Finance & Accounting Accounting General Payables & Receivables Premiums Rec’d & Claims Paid Banking Acct Setup Banking General Budgets Collections & Bad Debts … © COPYRIGHT 2015 INTEGRO, INC.

37. SUMMARY © COPYRIGHT 2015 INTEGRO, INC. Do the right thing. Keep the Records, but only the records. Don’t ask the users to waste time on the trivial – do it automatically. This is your goal, legally dispose of your risks. Users like to keep stuff ine mail – let them. However, use a SIZE QUOTA TO PREVENT HOARDING.

38. © COPYRIGHT 2015 INTEGRO, INC. Nancy Cahey 720.904.1605 ncahey@Integro.com

39. BONUS SLIDES © COPYRIGHT 2015 INTEGRO, INC.

40. QUICK DEMO

41. A NON-RECORD, OR TRANSIENT, EMAIL © COPYRIGHT 2015 INTEGRO, INC.

42. AN AUTO-DECLARED RECORD EMAIL © COPYRIGHT 2015 INTEGRO, INC.

43. A SUGGESTED RECORD © COPYRIGHT 2015 INTEGRO, INC.

44. InfoGov Experts Services & Software Top ECM Services Partner per Clutch.co 20 Years IBM Worldwide Governance Excellence Award, 2014 © COPYRIGHT 2015 INTEGRO, INC.

45. REFERENCE LINKS Integro, and Integro Email Manager http://www.integro.com ARMA International http://www.armaCanada.org eDiscovery Industry Reference Model http://www.edrm.net/ The Sedona Conference http://www.thesedonaconference.org AIIM International http://www.aiim.org © COPYRIGHT 2015 INTEGRO, INC.

46. RECORDS MANAGEMENT Provide a single records classification and retention schedule across the entire enterprise for all types of content, including and especially email. Application of retention policies to all content, not just records, so that email content is defensibly disposed as soon as possible. Support for event-based email records. Event-based records can comprise greater than 50% of most organizations’ records. The ability to identify and preserve intended records while safely removing convenience copies from the active email system. Ability to easily assign custom metadata to email. © COPYRIGHT 2015 INTEGRO, INC.

47. JIM COULSON @ ARMA DENVER SPRING SEMINAR Information Value Groups 1.Transient 2.Work-in-Progress 3.Business Records We are not Records Managers, but more so “Disposition Managers” Exception based management of records Two rules of end-users 1.Simple 2.Easy © COPYRIGHT 2015 INTEGRO, INC.

48. AUTOMATIC DISPOSITION RROT: Risky, Redundant, Outdated or Trivial 95% of all email is not accessed after 60 days Operational risk and litigation exposure if retained IT storage and management costs, being outpaced by explosive growth in data volumes Requires NO user action! Automatically, defensibly disposed based on your policies © COPYRIGHT 2015 INTEGRO, INC.

49. PROPER RETENTION OF RECORDS Important for legal, regulatory or corporate policy reasons Must be kept; retention and disposition varies Centrally managed by the organization as records Auto classify it, but with human oversight © COPYRIGHT 2015 INTEGRO, INC.

50. IMPROVE THE USER EXPERIENCE Active content important to users Comprised of business and personal content Arranged in the manner they work: filers and pilers, sweepers and keepers May evolve to ROT or records © COPYRIGHT 2015 INTEGRO, INC.

51. Email Risk and Debris Automatically Removed at 6 Months No Action Req’d Personal Storage for User Happiness – size & time limits apply Auto Classify Assist Users Declare on Send Protect Records Event Triggers No or little action req’d