m12s23 - right-sizing your information footprint by chucking your dead data
DESCRIPTION
Speakers: Randolph A. Kahn, Esq. & Jonathan Redgrave, Esq. Today, most organizations have too much digital content that has outlived its usefulness. Every year, the quantity of this unusable content multiplies. So, there's no time like the present to get busy, get cleaner and get meaner. Having a defensible methodology and using the right tool for the task allows organizations to right-size their "Information Footprint" without worrying about regulatory or legal consequences. If your organization right-sizes its' "Information Footprint", it would be much better off. Keeping old, unnecessary content will result in higher costs and risks. If the costs and risks are big enough, the case for proactively cleaning up the "Information Footprint" is very compelling. Read more: http://www.rimeducation.com/videos/rimondemand.phpTRANSCRIPT
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 23.1
RIGHT SIZING YOUR
R A N D O L P H K A H NJ O N A T H A N R E D G R A V E
RIGHT-SIZING YOUR INFORMATION FOOTPRINT BY CHUCKING YOUR DEAD DATA
“CHUCK” - WHAT DOES IT MEAN?
to toss; throw with a quick motion, usually a short distance. to eject (a person) from a public place (often followed by “out”) ~ They chucked him from the bar. slang - to vomit; upchuck. “chuck it” (British Slang) meaning to stop it; shut up. the cut of beef between the neck and the shoulder blade. a device for centering and clamping work in a lathe or other machine tool. informal. woodchuck. Canadian Slang - water or any body of water. a male given name, form of Charles.
“CHUCK” - WHAT DO WE MEAN?
to right-size your information footprint by getting rid of your dead data.
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 23.2
OUR MISSION TODAY
• Explain how to take chucking (v) to your enterprise• Specific environments where chucking applies
• E-Mail• Backup Media• Share Drives
• Specific opportunities to chuck• Mergers and Acquisitions• Divestitures• New Technology On Boarding• Technology Retirement• Office Moves
WHY “CHUCK”
• One of the most important (business and legal) concepts to implement
• To be able to discern and separate what you need from what you no longer need (i.e., it is need from what you no longer need (i.e., it is “dead” to you) and to execute a legally defensive strategy to destroy information you do not need to retain (i.e., “chuck it!”)
• Save money • Mitigate risks
MAKING THE CASE FOR CHUCKING
IT Stick “Data we're actively managing continues to expand at around 20% per year, and we see a long tail of besieged IT staffs dealing with growth rates exceeding 50%. At these levels, most data centers will double storage capacity every two to three years”
Business Stick “Through 2015 more than 85 percent of Fortune 500 organizations will fail to effectively exploit big data for competitive advantage” | “Employees spend 25% of their time looking for information”
Legal Stick “It costs around 20 cents to BUY 1GB of storage, however, it costs around $3,500 to REVIEW 1GB of storage”
InformationWeek; Gartner; IBM; AIIM
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 23.3
HOW TO CHUCK
Options include:
Keep the dead data forever
Chuck all data tomorrowChuck all data tomorrow
Have people decide
Have technology decide
Have technology decide and people review
HOW TECHNOLOGY IS KEY TO EFFICINT AND EFFECTIVE CHUCKING
“…[A]technology-assisted process, in which only a small fraction of the document collection is ever examined by humans, can yield higher recall and/or precision than recall and/or precision than an exhaustive manual review process, in which the entire document collection is examined and coded by humans.”
“Technology-Assisted Review in E-Discovery Can Be More Effective and More Efficient Than Exhaustive Manual Review” Maura R. Grossman, JD., Ph.D. and Gordon V. Cormack, Ph.D.
CHUCKING EMAIL
Opportunity• Revisit Auto-delete• Implement or Update Retention
Schedules• Find Ways to Isolate Dead Data
f D l ti
Risk• Delete Data Subject to Legal
Hold• Delete Data Subject to Record
Retention Laws.L t B i I f ti / for Deletion
• Use of Technology to Accomplish Goals
• Lost Business Information/ Opportunities as a Result of Lost Information
Your To Do List• Review your e-mail retention policy in the next 60 days:
• What is your deletion approach? Any auto-delete? If not, why not?• What is your archiving approach, when was adopted and Is that working for you?
• Develop metrics on storage volume, management cost, enterprise value of information, discovery risk and review costs in the next 180 days
• Identify low-hanging fruit (users or departments not subject to legal action or retention requirements) where you start chucking data within 60 days
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 23.4
CHUCKING BACKUP MEDIA
Opportunity• Implement or Update
Rotation/Retention Schedule• Reduce Retention Periods and
Costs of Operation• Identify Retained Media that Can
Risk• Destruction of Tapes Potentially
Seen as Effort to Destroy Evidence
• Potential High Cost of Retrieving Data for Analysis if Necessary• Identify Retained Media that Can
be Deleted• Opportunity to Apply Sampling and
Technology to Identify Dead Data
Data for Analysis if Necessary
Your To Do List• Review your backup media retention policy within the next 60 days• Consult with business continuity and disaster recovery groups to align retention
requirements• Establish metrics regarding management costs and risks associated with backup
media deletion• Find backup media out of retention that can be deleted with next 60 days and
take action to have destruction approved within 180 days
CHUCKING SHARE DRIVE DATA
Opportunity• Implement or Update
Retention Schedules• Identify Orphaned Data
through Interviews and Use of Technology
Risk• Potential Loss of Valuable
Business Data• Deletion of Data Subject to
Legal Hold• Assess Use of Technology to
Reduce Accumulation of Dead Data
Legal Hold
Your To Do List• Review retention policies regarding share drive data within the next 60 days
• Retention requirements will likely vary by file type and business users• Identify low hanging fruit by analyzing decommissioned servers with files no longer
subject to retention requirements or files stored elsewhere• For data no longer subject to retention requirement, review potential business need
for data• Develop metrics regarding management costs, enterprise value of data, and
eDiscovery risks for share drive data potentially ready for deletion
CHUCKING OPPORTUNITIES
• Look for events that can provide catalysts, budgets or both• Inflection points foster defensibility of new policies, practices and
processes• Include costs of Chucking into existing budgets for transactions or
technology deployments – i.e., don’t try to fund this out of the same ol’ pot of money for legal or RIMI t Di d I f ti G id ti • Incorporate eDiscovery and Information Governance considerations into new technologies/processes
• Examples:• Mergers or Acquisitions• Divestitures• New Technology Implementations/Migrations• Technology Retirements• Office Relocations
• Carpe Data!!!
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 23.5
TO CHUCK OR NOT TO CHUCK…
• Is a mission critical question of governance, efficiency and defensibility that you cannot avoid
• The failure to act today compounds the pain and problems of tomorrow
• Acting today is a prudent business move to avoid • Acting today is a prudent business move to avoid needless expenses, loss of valuable business information and exposure to legal costs and risks that can be avoided
• Do not wait for perfection – technology and process are bound to improve but tools, technology and people exist today that can help move you to a better state now
THANK YOU FOR THANK YOU FOR ATTENDING MER 2012
SEE YOU NEXT YEAR! ! !