Records Management in Records Management in Microsoft Exchange & Microsoft Exchange & Office 2007Office 2007

Records Management in Records Management in Microsoft Exchange & Microsoft Exchange & Office 2007Office 2007

Tina Torres, Corporate Records DirectorTina Torres, Corporate Records Director

Ethan Gur-esh, Program ManagerEthan Gur-esh, Program Manager

Microsoft CorporationMicrosoft Corporation

Why RM got our attention Why RM got our attention

It’s now every company’s problemIt’s now every company’s problem

Not doing it is expensive – Industry Not doing it is expensive – Industry Predictions:Predictions:• $2.8B spent on e-discovery in 2007$2.8B spent on e-discovery in 2007• Adverse inference for improper production:Adverse inference for improper production:

$1.45B in damages$1.45B in damages

Getting it right is challenging:Getting it right is challenging:• 43% of respondents have NO e-records plan43% of respondents have NO e-records plan• 53% have no system to hold e-records53% have no system to hold e-records

The Business ChallengeThe Business Challenge

……where do we where do we store...store...

……I need it to do my job?I need it to do my job?Can’t find what we Can’t find what we need ….need ….

… … no time to learn no time to learn new software.new software.

We need one We need one integrated integrated

system…system…

Is our data Is our data protected?protected?

Supporting The Business Needs While Meeting

Compliance Goals

Supporting The Business Needs While Meeting

Compliance Goals

The Business Challenge

Leaders are now paying attention:“We need a solution…!”

Solutions need to:• Be Implemented Yesterday• Be Inexpensive/Show ROI• Meet Legal/Compliance Requirements• Be Easy-to-use – Not “bureaucratic”• Apply to all Information

The Business ChallengeThe Business ChallengeCompanies:Companies:

Disorganized picture of current statusDisorganized picture of current status Concern over costs and productivity

impact

Employees:Employees:• “Who has time…?”• “My method for keeping things works –

why change it?”

IT: IT: • Non-standard/integrated storage Non-standard/integrated storage

methodsmethods• Information Lifecycle ends with storageInformation Lifecycle ends with storage

Problem OverviewProblem Overview

Retaining information needed to meet legal Retaining information needed to meet legal obligations and business needsobligations and business needs

Defining and separating what is needed Defining and separating what is needed and required from that which is notand required from that which is not

Developing policies and business rules that Developing policies and business rules that can be applied to electronic and paper can be applied to electronic and paper documentsdocuments

Problem OverviewProblem Overview

Managing information retention in systems Managing information retention in systems with mixed content (e.g. e-mail) and across with mixed content (e.g. e-mail) and across existing or legacy applicationsexisting or legacy applications

Designing the Designing the businessbusiness solution with end- solution with end-user adoption in minduser adoption in mind

Dealing with the full information life cycleDealing with the full information life cycle

Records Management Records Management FrameworkFrameworkSome information Some information must must be retained, be retained,

but we can’t keep everythingbut we can’t keep everything

Critical and foremost: Critical and foremost: Prevent Insufficient RetentionPrevent Insufficient Retention

Additionally:Additionally:Reduce unnecessary retentionReduce unnecessary retention

Common RequirementsCommon Requirements

Document / records management:Document / records management:

Central storage, decentralized accessCentral storage, decentralized access

Works in the places Users already useWorks in the places Users already use

Company controls retention policiesCompany controls retention policies

Records automatically sent to long-term Records automatically sent to long-term repositoryrepository

Very easy for end-users:Very easy for end-users:

Users retain control over the places they useUsers retain control over the places they use

Simple concepts for identifying docs for Simple concepts for identifying docs for retentionretention

Users don’t need to see the whole file planUsers don’t need to see the whole file plan

Litigation Holds:Litigation Holds:Not an end-user driven processNot an end-user driven process

Search to find relevant documentsSearch to find relevant documents

Documents can be collected remotelyDocuments can be collected remotely

No disposition until holds are liftedNo disposition until holds are lifted

Users, documents can be placed on holdUsers, documents can be placed on hold

PSTs (Non-server managed e-mail):PSTs (Non-server managed e-mail):Ability to phase these out for good!Ability to phase these out for good!

Common RequirementsCommon Requirements

Traditional View of LifecycleTraditional View of Lifecycle

CreateStore

(centrally)

Legal HOLD

Discard

Optional?

Retrieve

IT Storage and Backups – Varied Processes

CREATION OR

RECEIPT of E-MAIL

Bus. Need to

KeepDISPOSITION

Yes

Ongoing Business

Value

No

CATEGORIZE

Transitory Retain for Temp/Short Period

Legal Requirement

Retain for Defined Period

CleanupAgent

CleanupAgent

Litigation Hold (Internal Notification) – Supercedes Regular Lifecycle/Destruction -> Retained

E-mail Lifecycle

Microsoft’s E-Mail PilotMicrosoft’s E-Mail Pilot

Why did we start with e-mail?Why did we start with e-mail?Highest volume of content…Highest volume of content…

Most-used document space?Most-used document space?

Goals:Goals:Validate policies are clear & can be Validate policies are clear & can be followedfollowed

Test feasibility/impact of categorizationTest feasibility/impact of categorization

Verify whether automated agents workVerify whether automated agents work

Users:Users:• 500 representative users initially500 representative users initially• Expanded to 5,500 usersExpanded to 5,500 users

Pilot program:Pilot program:• Large mailboxesLarge mailboxes• Users file e-mail in folders based on Users file e-mail in folders based on

contentcontent• Default expiration period in basic foldersDefault expiration period in basic folders• No new PSTs/cannot add to existing onesNo new PSTs/cannot add to existing ones

Microsoft’s E-Mail PilotMicrosoft’s E-Mail Pilot

Basic Folders Basic Folders for General for General RetentionRetention

Basic ConceptBasic Concept

Basic ConceptBasic Concept

Folders for Folders for Specific, Specific, Role-Based Role-Based Needs Needs (downloaded (downloaded or pushed)or pushed)

Pilot: Lessons learnedPilot: Lessons learned

Types of e-mail users:Types of e-mail users:• Pilers: 25%Pilers: 25%• Filers: 75%Filers: 75%

Pain points:Pain points:• Categorizing Categorizing existingexisting PSTs is painful PSTs is painful

(80%)(80%)

Not pain points:Not pain points:• Feeling of e-mail is not mine (5%)Feeling of e-mail is not mine (5%)• Needed more space (5%)Needed more space (5%)

DemoDemo

E-mail Management Pilot