Records Management Records Management in Microsoft Office & in Microsoft Office & Exchange 2007Exchange 2007Jason Cahill, Lead Program Jason Cahill, Lead Program ManagerManagerMicrosoft CorporationMicrosoft Corporation
Tina Torres, Corporate Record Tina Torres, Corporate Record ManagerManagerMicrosoft CorporationMicrosoft Corporation
Why RM got our Why RM got our attention attention
It’s now every CEO’s problemIt’s now every CEO’s problem
Not doing it is very expensiveNot doing it is very expensive$2.8B spent on e-discovery in 2007$2.8B spent on e-discovery in 2007Adverse 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 43% of respondents have NO e-records planplan53% have no system to hold e-records53% have no system to hold e-records
Business FrameworkBusiness Framework
Some information Some information must must be be retained, but we can’t keep retained, but we can’t keep
everythingeverything
Critical and foremost: Critical and foremost: Prevent “Insufficient Retention”Prevent “Insufficient Retention”
Additionally:Additionally:Reduce “unnecessary retention”Reduce “unnecessary retention”
StakeholdersStakeholders
Companies:Companies:No/disorganized picture of current statusNo/disorganized picture of current statusFear additional costsFear additional costs
Employees:Employees:No awareness/understanding of records No awareness/understanding of records management policiesmanagement policies““It’s too much extra work”It’s too much extra work”
IT: IT: Non-standard/integrated storage methodsNon-standard/integrated storage methods““Information Lifecycle ends with storage”Information Lifecycle ends with storage”
No one is aware of the need for change!No one is aware of the need for change!
Microsoft’s corporate IT/RM Microsoft’s corporate IT/RM requirementsrequirementsDocument / records management:Document / records management:
Central storage, decentralized accessCentral storage, decentralized access
Works in the “places” they already useWorks in the “places” they 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
Requirements Requirements (continued)(continued)
Litigation Holds:Litigation Holds:Search to find relevant documentsSearch to find relevant documentsDocuments can be collected remotelyDocuments can be collected remotelyNo disposition until holds are liftedNo disposition until holds are liftedUsers, documents can be placed on Users, documents can be placed on holdhold
PSTs (Non-server managed e-PSTs (Non-server managed e-mail):mail):
Ability to phase these out for good!Ability to phase these out for good!
Microsoft’s e-mail pilotMicrosoft’s e-mail pilot
Why did we start with e-mail?Why did we start with e-mail?““You are over quota…”You are over quota…”““Would you like to auto-archive now”?Would you like to auto-archive now”?
Goals:Goals:Validate policies are clear & can be Validate policies are clear & can be followedfollowedTest feasibility/impact of user Test feasibility/impact of user categorizationcategorizationVerify whether automated cleanup Verify whether automated cleanup worksworks
Microsoft’s e-mail pilotMicrosoft’s e-mail pilot
Users:Users:500 representative users initially500 representative users initiallyExpanded to 1500 users in Nov 2005Expanded to 1500 users in Nov 2005
Pilot program:Pilot program:Large (1-2GB) mailboxesLarge (1-2GB) mailboxesUsers file e-mail in folders based on Users file e-mail in folders based on contentcontent6 month expiration period in inbox & 6 month expiration period in inbox & default foldersdefault foldersExisting PSTs are grand-fathered in as Existing PSTs are grand-fathered in as read-only:read-only:
No new PSTsNo new PSTs
E-mail management E-mail management pilotpilot
Next steps:Next steps:Records Repository folders exposed to Records Repository folders exposed to users via Outlook 2007users via Outlook 2007
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%)Productivity impact (3%)Productivity impact (3%)
Records Management in 2007Records Management in 2007
User InterfaceUser InterfaceMicrosoft OfficeMicrosoft Office Web browsersWeb browsers 33rdrd party apps party apps
Records Records ManagemManagem
entent
Web Web Content Content
ManagemManagementent
Forms Forms ManagemManagem
entent
Unified Storage Unified Storage ArchitectureArchitecture
Unified Windows SharePoint Unified Windows SharePoint ServicesServices
Microsoft Office SharePoint Microsoft Office SharePoint ComponentsComponents
WorkfloWorkfloww
MetadatMetadataa
PoliciPolicieses
SearcSearchh
SecuritSecurityy
IRMIRM CollabCollab
Library Library SvcsSvcs..
Document Document ManagemManagem
entent
PolicyPolicyManagemManagem
entent
Microsoft Exchange 2007Microsoft Exchange 2007
MailboxMailboxManagemManagem
entent
Transport ServicesTransport ServicesRulesRules PoliciesPolicies
SearcSearchh
SecuritSecurityy
Office SharePoint ServerOffice SharePoint Server
SalesSales
Asia Pacific Asia Pacific RegionRegion
EmploymentEmployment ClaimsClaims
ContractsContracts
Content Content Types to Types to classify classify contentcontent
Policies toPolicies toaudit and audit and
expire expire informationinformation
ServerServerside IRMside IRM
Managing collaborative spacesManaging collaborative spaces
Declared Declared records sent records sent to Records to Records RepositoryRepository
Records ManagerRecords Manager
Records RepositoryRecords Repository
ContractsContracts
Asia Pacific Asia Pacific RegionRegion
FinancialsFinancials MortgageMortgage
Configure Configure repository as repository as per file planper file planPhysical Assets
Doc Mgmt Doc Mgmt SystemsSystems E-mail/ E-mail/
Services Services InterfaceInterface
Records Records Repository Repository templatetemplate
Transfers Transfers document document contextcontext
Records Repository Records Repository
Configure Configure policies as policies as
per per retention retention scheduleschedule
Records RepositoryRecords Repository
Sales Sales ControlsControls
Asia Pacific Asia Pacific RegionRegion
EmploymentEmployment ClaimsClaims
Override Override Expiration Expiration
PolicyPolicy
11/8/08
HOLD Litware Inc.
Sr. AttorneySr. Attorney
AttorneyAttorney
Search for Search for records to records to
HoldHold
Hold OrdersHold Orders
ReferencesReferences
Microsoft Rec. Mgmt. Team Web Microsoft Rec. Mgmt. Team Web Log: Log: http://blogs.msdn.com/recman/http://blogs.msdn.com/recman/