Information Analytics: Know What Is In Your E-files To Save Millions and Manage Risk

7/28/2019 Information Analytics: Know What Is In Your E-files To Save Millions and Manage Risk

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Paragon Solutions, Inc. Proprietary

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Do you know what is stored in

your organizations e-files?

Is the information

appropriate?

Is it searchable?

Does it comply with

internal policies? What types of records

are managed?

What information

needs to be retained

and for how long?

Welcome to Information Analytics

and Remediation Webinar


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Agenda

Business Drivers

About Paragon Solutions

The Solution Use Cases and Demo

Business Outcomes

Questions


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Information Chaos

Of respondents have more than

50 discovery cases a year for

regulatory or legal issues. 13%

deal with more than 120 cases

per year.

Of organizations have become

more conscious of the business

risks of poor information

management and records

keeping.

Of respondents are not confidentthat their electronic records have

not been modified, deleted or

inappropriately accessed.

In of organizations have

undeleted records beyond their

retention period have affected

a court case, twice as often

weakening it rather than

strengthening it.

Have a hold policy for

electronic records, only 35%

include all active electronic

documents.

Do not have any legal hold

procedures, and a further 9%

have a hold policy for paper

records but not for electronic

records.

AIIM 2011 ECM State of the Industry 2011

57%

37%

26%

20%

55%

36%


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Records Management Drivers

What would you say were the two main reasons that triggered yourorganization's decision to plan a Records Management system? (N=176 planning

or implementing)

AIIM Industry Watch: E-Discovery and ERM, 2010

0% 10% 20% 30% 40% 50% 60% 70%

Part of our planning for information

management in generalRisk assessment against our compliance

procedures

Desire to reduce/rationalize our paper

records storage

Advice from an auditor or regulator

Experience of a court case or investigation

BecauseSharePoint provides some RM

features as standard

Other


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Content Chaos is the Number One Driver

AIIM Industry Watch: E-Discovery and ERM, 2010

0% 10% 20% 30% 40%

Managing emails as records

Dealing with the content chaos in our file-share

Implementing a dedicated ERM system

Agreeing on a corp. classification scheme/fileplan

E-Discovery

Setting agreed corporate retention policies

Long term archive

Enterprise search

Back-conversion of existing paper records

Implementing records management in SharePoint

Managing high-volume application-created records

Integration of multiple repositories

Implementing Manage-in-Place

Managing social media content

Moving to a SaaS or Cloud model

Outsourcing email management

Outsourcing electronic records management

What would you say are the TWO most important ERM issues or current projects for youright now? (N=550)


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Investigative Matter Management via EMC

Source One Kazeon

Unified solution that provides governance for electronically-stored

information (ESI) throughout its lifecycle as a record and enables

search, extraction, and production of relevant information for

regulatory, litigation, or other investigative purpose.

FeatureProactive retention and

disposition

Version controls and

document immutability

Evidence/content hold and

retention

Evidence/ content tied to

workflows and business

processes

BenefitReduced information volume

Accelerated time to decisions

Unified information

management

Enables compliance, audit, and

investigation security

Reduced process cost and

complexity


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Making Information Governance Actionable

with EMC

- SourceOne File Intelligence

- SourceOne eDiscovery Kazeon

- SourceOne Discovery Manager

- Documentum Retention Policy Services

- Documentum Records Manager

- SourceOne for File Systems

- SourceOne Email Management

- SourceOne for Microsoft SharePoint


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Paragon Solutions Introduction

Corporate Facts National Coverage

Global Clients NJ Headquarters

Dual-shore Development

CAGR 20+%

Privately owned, 29-year history

Paragon is an enterprise information management

solutions company that helps firms leverage information

assets to achieve better business results.


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A Preferred Partner of EMC

INSURANCE &

HEALTHCARE LIFE SCIENCES FINANCIAL

Best IIG Solutions 2010Digital Mailroom for Claims

HC Legal Contracts Management


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Paragon commits to investing in core competencies to create an integrated and client-focused organization that anticipates the evolving needs of our clients business

priorities

Paragons Information Governance Competencies


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Questions on Your Mind

What unknown con tent resides on m y storage systems

(Fi le shares, col labo rat ion appl icat ions, laptops )?

Is the content appropr iate?

Is the contentsearchable and secured?

Is there sensi t ive or conf id ent ial content?

Can the organization comply wi th internal pol ic ies?

What is the cost and r isk of unmanaged content?

Do we have an archive strategy for information?

Can content without business value be safely deleted?

What information needs to be retained and for how long?


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What is the Solution? IARs

Information Analytics and Remediation (IARs)

The systematic analysis and categorization of unstructured information

Based upon inputs from corporate polices, records management, legal and Paragon

best practice

Understand information value, evaluate risk, and ensure compliance.

Compliance

Litigation

CostsAuditing

IT StorageIncrease compliance identify unmanaged content

not in alliance with your corporate records, legal or

IT policies.

Decrease legal costs data maps and ESI discovery,destroy legacy information past its value. Reduce

length of time involved with discovery of responsive

material.

Manage Storage --Understand how storage is being

utilized


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IARs Use Cases

IT Storage utilization

Email Management and

Interrogations

Decommissioning of

Legacy systems

Consolidate Repositories

Identify high risk

information across your

enterprise

Litigation Analysis

Early Case Assessment

Enforce Corporate

Compliance

Disposition of legacy

information/non records

Accelerate Records

Management Program

Information Technology Legal Corporate Compliance

Seeks cost saving

benefits

Seeks to have

quick/accurate

responses for inquiries

Seeks consistent policy

enforcement for

acceptable use


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IARs Methodology

1. Assessment & Awareness

Assess current state business processes and information policies

Index content and gain intelligence as it is created, Build indexes (metadata &full text)

2. Analyze

Business Rules Driven Analytics - Classify files based on meta-data, keywordcontent and pattern matching (Age, owner, location, file type, etc.)

Business value, Legal, RM, security risk, intellectual property, PII, PCI

3. Reports

For example Data Mapping; Custodianship; Ownership; Risk; Corporate Policy,

Social Security Number, PII

4. Action

Policy based actions Consolidate, Archive, Dispose, Manage, Tag, Litigation

Hold


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IARs Process Flow

File Shares

Email Servers

Laptops and

Desktops

Documentum

MS SharePoint

Enables educated decision-making and policy creation.supports the

Records Management & Information Governance program development

3rd Party Archives

Information

Areas

Analy

tics

Business Rule

Development:

Legal

Taxonomies

Operational

Rules

Records

Management Corporate

Policies

Methodology

Records

Management

Archiving

De-dupCurrent Info

Stores

Content

Management

Centralized archiving

Consolidate Systems

Tag information/Collection/

Hold Management

Disposition

Clean up/Remediate

Asse

ssment


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Records Management Program Acceleration

Use Cases

1. Records Management Remediation

Identification, Classification & Tagging

2. Official vs Non Records

- Remediation of Copies

3. Litigation Response and

Preservation Support


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Use Case 1 Records Remediation

Business Chal lenge

While many organizations may feel their

Records Management Program is robust

when applied to paper records, those same

organizations struggle with applying

policies to electronic records and

documents over file shares, document and

collaboration management systems, or

remote and office computers.

The challenge is to quickly identify records,

apply the right retention periods, and movethose records into the system of record and

under governance.


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Use Case 1 - Outcomes

Records Remediation Outcomes:

Programmatically implement and enforce your Records Program

Defined Business Process for Ongoing Information Analytics and

Remediation

Graphical Charts of Non Compliance Risk Areas

Key Benefits

Current State Understand ing

Gain ins ight in to unm anaged

content

Reduce overal l r isk

Remediat ing act ion

Programmat ic Enforcement

Strategy Plan for Information

Governance (People, Process, Tech)


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Poll Question

Does your organization effectively manage unstructured data and dispositionin according to stated policies?

1 High Confidence

2 Medium Confidence

3 Low Confidence

4 No Confidence


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Use Case 2 Official vs Non Records

Bus iness Chal lenge

Documents are created in organizations

everyday. Documents are often emailed

to multiple recipients, reviewers, and

users of the information and stored

locally on personal computers or ontoshared drives where the official record is

never filed or declared.

Duplicate files lead to information bloat,

resulting in an increased risk for non-

compliance with records policies,inefficient searching and increases in

expenditures in IT storage.


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Official vs Non-Records Outcomes:

Programmatically implement and enforce Compliance Initiatives

Current State Analysis of Policy Compliance

Graphical Charts of Non Compliance Risk Areas

Defined Business Process for Ongoing Compliance Auditing

Key Benefits

Current State Understandin g

Remediate dup l icates

Reduce overal l r isk

Programmat ic Enforcement

Strategy Plan for Information Governance

(People, Process, Tech)


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Poll Question

Where is your organization most at risk with unmanaged information?

1 File Shares

2 Remote Laptops

3 Document Management Systems

4 3rd Party or Cloud Storage

5 All of the above


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Use Case 3 - Litigation Hold Response and

Support

Business Challenge

A pharmaceutical company faced possible non-

compliance with regulations for drug labeling. It was

critical for the Records Manager to effectively support

this discovery requests. To that end, a repeatable and

defensible process needs to be deployed by the

organization to minimize the risk of: Spoliation

Over-collection and costly review of documents

Inadvertent release of privileged materials

Adverse judgments for failure to produce

Litigation response plans enable the organization to

communicate:

Scope of a Litigation Hold and manage responses

Identify and manage custodians

Identify a data map of Electronically Stored

Information (ESI) and repositories


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Litigation Hold Response and Support Outcomes:

Ensures that both the collection and acquisition of data are

done in a defensible manner

Discovery Response Plan

Reduces expenses and mitigates risk throughout the litigationsupport processes

Aids the legal team in determining relevant custodians

Key Benefits

Repeatable, Defensib le,

Documented Process

Early Case Assessment

ESI Data Maps

Supports early case assessment

through heightened knowledge of data

volume and its location


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Poll Question

Do you consider your organizations Litigation Hold and Litigation ReadinessProcesses effective at protecting the organization?

1 High confidence

2 Medium confidence

3 Low Confidence

4 No confidence


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Building Consensus Winning Strategies

with Multiple Stakeholders

Bud get Bui ld ing

Many stakehold ers for ROI for p rojects

Legal

Privacy

/Compliance

IT RecordsManagement

Lowered cost for

eDiscovery, less risk

of over-producing,

faster Early CaseAssessment

Understand

where your PII

lives, take steps

to reduce risk

Lowered cost forfile share storage

by remediating

unneededdocuments

Apply retentionschedule to

electronic

records, comply

with publishedpolicies


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Questions?


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Date post:	03-Apr-2018
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