22 February 2010

The Effective eDocument RetentionProgram

Policies, Processes and Solutions

Presenters:

A Gartner Perspective“ The December 2006 amendments to the Federal Rules of Civil

Procedure (FRCP) in the U.S. regarding the discovery of ESI and passing of subsequent similar statutes in other countries, has really spurred market interest in e-discovery. This is prompting many companies to rethink their overall information management strategies, from the policy level to the implementation level.”

The three core market catalysts are: Transparency of business performance as aligned to governance, risk &

compliance regulations and subsequent organizational reporting. Mitigating IT risk through the use of real-time and continuous controls

monitoring for transactions, segregation of duties, application configuration and master data.

Preventing business failure through fraud detection, improved user-level and application-level security and corruption.

Gartner Research VP Tom Eid, Press Release 16 December 2009

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eDocuments?eDocuments

Information & Records

Decisions

Actions

Records

Media independentTypically

Email

Structured

Unstructured

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Considering a Retention Program?

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The COSO framework involves several key concepts:

Internal control is a process. It is a means to an end, not an end in itself. Internal control is affected by people. It’s not merely policy, manuals, and forms, but people at every level of an organization. Internal control can be expected to provide only reasonable assurance, not absolute assurance, to an entity’s management and board. Internal control is geared to the achievement of objectives in one or more separate but overlapping categories.

Key Drivers

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Regulatory

Industry

Business Need

Key PlayersRisk Management

Legal

IT

Business

Financial

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Primary ChallengesLack of clear Ownership

“Why not just keep everything? Storage is cheap!”

Not a “sexy” initiative!

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Today’s Typical eDocument Landscape

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Loosely related PoliciesMultitude of SystemsUncommon Taxonomy

Email

SAP

Network Shared Drives

Sharepoint

Legal MMS

Sales

SaaSHRMS

Internet

Unlocking the Value IT Investment

Structured

Unstructured

Info Value & Risk

UnstructuredStructured

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Know What Your eDocuments your Organization Has?

Know where and how to get them?

Know the cost of keeping them?

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Do You?

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Loosely related Policies

Multitude of SystemsUncommon Taxonomy

Creating the Structure

Information Assets

Corporate Records and Information Management Framework

Information Policies

Information as an AssetRisks

Value

Management Effort and Approaches

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Information Assets

Corporate Records and Information Management Framework

Information Policies

Systematizing InformationComplex – DMS

EMC OpentextIBM

Simple – CollaborationSharepointLotus Notes

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Information Assets

Corporate Records and Information Management Framework

Information Policies

Corporate Records and IM Framework

GovernanceOrganizational Priority & Visibility

CultureEmployees empowered and involved

InfrastructureLinkages between GC, CIO, CRO

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Information Assets

Corporate Records and Information Management Framework

Information Policies

Key Information PoliciesRetention

Defines What, Who, How Long

DestructionDefines How

Legal HoldDefines the means to interrupt and prevent destruction

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Information Assets

Corporate Records and Information Management Framework

Information Policies

Questions?

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