EMAIL GOVERNANCE BEST PRACTICES REDUCE YOUR EMAIL CONTENT

EMAIL GOVERNANCE BEST PRACTICES: REDUCE YOUR EMAIL CONTENT, COST & RISK October 20, 2015 Nancy Cahey Business Development Exec e. Discovery & ILG Expert ncahey@Integro. com

© COPYRIGHT 2015 INTEGRO, INC. Present Day The mistakes of the past

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EDISCOVERY KEY POINTS © COPYRIGHT 2015 INTEGRO, INC.

A GREAT FEATURE FOR Small companies Companies with no concern of litigation Companies with

GOAL • Dispose of all email quickly • Ediscovery costs would go to near zero and many risks would be eliminated • But you can’t as users will be unhappy • And you can’t because you have true records in your email that must be retained • The challenge is HOW without disrupting business productivity and user revolt © COPYRIGHT 2015 INTEGRO, INC.

CASE STUDY F 500 CONGLOMERATE

Successfully deployed email tool to 24, 000 USbased salaried employees from 2012 -2013 -2014 steady state monitoring, metric collection, administrative processes in place Proven significant volume reduction of email and associated costs 85% Volume Reduction ERM Enabled Users All Employees 38% Reduction in Storage ERM Enabled 14 TB 28 TB © COPYRIGHT 2015 INTEGRO, INC. 17. 5 TB

BEST PRACTICES

KEY REQUIREMENTS Auto Classification with Human Oversight Declare records on SEND TAG messages to enable reporting and actions No action required Risks eliminated e. Discovery Costs Contained Happy Users = Compliance Size Quota prevents hoarding © COPYRIGHT 2015 INTEGRO, INC.

SUGGESTED POLICIES 3 to 6 Months 2 to 3 years with a max of 1 GB © COPYRIGHT 2015 INTEGRO, INC. Reporting and Audting Your Records Categories and Retention Policies Event based records supported Profiled and Personalized

DEMO

AUTO CLASSIFICATION WITH SMARTASSIST TM

Auto Classification Training 90 FIN 48 LEG 293 IT © COPYRIGHT 2015 INTEGRO, INC.

AUTO CLASSIFICATION CHALLENGE © COPYRIGHT 2015 INTEGRO, INC.

AUTO CLASSIFICATION WITH HUMAN OVERSIGHT Internal emails declared by sender on SEND NO ACTION REQUIRED External email received are auto classified NO ACTION REQUIRED External email missed by auto classifier ACTION REQUIRED < 2% of email © COPYRIGHT 2015 INTEGRO, INC.

AUTO CLASSIFICATION TRAINING With Human Oversight • Moderate Training Without Human Oversight • Extensive Training • Moderate Testing • Extensive Testing • Rapid Time-to-Benefit • Reduced Benefit © COPYRIGHT 2015 INTEGRO, INC.

DEPLOYMENT OPTIONS FOR RECORDS MANAGEMENT Records Only System of Record © COPYRIGHT 2015 INTEGRO,

STEPS TO BENEFIT

FACTORS TO CONSIDER • Size – more employees equals greater volumes and greater risk. • Industry – highly regulated industries have more complex compliance requirements. • Litigation profile – the frequency, complexity and risk profile of the lawsuits the organization is involved with or to which it is exposed. © COPYRIGHT 2015 INTEGRO, INC.

1. Get started! Right-size retention for your culture and needs 2. File Plan, starter to mature 1. No categorization 2. Big buckets 3. Full file plan, including event-based records 3. Manage-In-Place 1. At first, or forever 2. Add ECM Repository… 3. and Records if/when needed or already in use 4. Auto Classification 1. Start without it 2. Build sample data sets organically 3. Add to assist users later – continual improvement © COPYRIGHT 2015 INTEGRO, INC.

RECORDS CATEGORIES OR SERIES Simple • Business Record • Streamline d Environmental, Health & Safety Full (with or without Events) • • Accidents & Injuries • Facilities Management • Enviro Testing & Monitoring • Finance & Accounting • Hazardous Materials Warnings • Human Resources • Workplace Safety Testing • … • • © COPYRIGHT 2015 INTEGRO, INC. Environmental, Health & Safety Facilities Management • Facilities Design & Construction • Maintenance & Repair Finance & Accounting • Accounting General • Payables & Receivables • Premiums Rec’d & Claims Paid • Banking Acct Setup • Banking General • Budgets • Collections & Bad Debts

SUMMARY Do the right thing. Keep the Records, but only the records. Don’t ask the users to waste time on the trivial – do it automatically. This is your goal, legally dispose of your risks. Users like to keep stuff ine mail – let them. However, use a SIZE QUOTA TO PREVENT HOARDING. © COPYRIGHT 2015 INTEGRO, INC.

Nanc y Cahe 720. 9 y 04. 16 05 ncahe y@In tegro. m co

BONUS SLIDES © COPYRIGHT 2015 INTEGRO, INC.

QUICK DEMO

A NON-RECORD, OR TRANSIENT, EMAIL © COPYRIGHT 2015 INTEGRO, INC.

AN AUTO-DECLARED RECORD EMAIL © COPYRIGHT 2015 INTEGRO, INC.

A SUGGESTED RECORD © COPYRIGHT 2015 INTEGRO, INC.

Info. Gov Experts Services & Software Top ECM Services Partner per Clutch. co 20

REFERENCE LINKS • Integro, and Integro Email Manager • http: //www. integro. com • ARMA International • http: //www. arma. Canada. org • e. Discovery Industry Reference Model • http: //www. edrm. net/ • The Sedona Conference • http: //www. thesedonaconference. org • AIIM International • http: //www. aiim. org © COPYRIGHT 2015 INTEGRO, INC.

RECORDS MANAGEMENT • Provide a single records classification and retention schedule across the entire enterprise for all types of content, including and especially email. • Application of retention policies to all content, not just records, so that email content is defensibly disposed as soon as possible. • Support for event-based email records. Event-based records can comprise greater than 50% of most organizations’ records. • The ability to identify and preserve intended records while safely removing convenience copies from the active email system. • Ability to easily assign custom metadata to email. © COPYRIGHT 2015 INTEGRO, INC.

JIM COULSON @ ARMA DENVER SPRING SEMINAR • Information Value Groups 1. Transient 2. Work-in-Progress 3. Business Records • We are not Records Managers, but more so “Disposition Managers” • Exception based management of records • Two rules of end-users 1. Simple 2. Easy © COPYRIGHT 2015 INTEGRO, INC.

AUTOMATIC DISPOSITION • RROT: Risky, Redundant, Outdated or Trivial • 95% of all email is not accessed after 60 days • Operational risk and litigation exposure if retained • IT storage and management costs, being outpaced by explosive growth in data volumes • Requires NO user action! • Automatically, defensibly disposed based on your policies © COPYRIGHT 2015 INTEGRO, INC.

PROPER RETENTION OF RECORDS • Important for legal, regulatory or corporate policy reasons • Must be kept; retention and disposition varies • Centrally managed by the organization as records • Auto classify it, but with human oversight © COPYRIGHT 2015 INTEGRO, INC.

IMPROVE THE USER EXPERIENCE • Active content important to users • Comprised of business and personal content • Arranged in the manner they work: filers and pilers, sweepers and keepers • May evolve to ROT or records © COPYRIGHT 2015 INTEGRO, INC.

Personal Storage for User Happiness – size & time limits apply Email Risk and Debris Automatically Removed at 6 Months Declare on Send No Action Req’d Protect Records Auto Classify Assist Users Event Triggers © COPYRIGHT 2015 INTEGRO, INC. No or little action req’d