Information Governance Its Easier Than You Think Shane

Information Governance - It’s Easier Than You Think Shane Jansz Nuix Vice President Sales – Asia Pacific All rights reserved © 2012. Nuix Software

BACKGROUND Shane Jansz Nuix Vice President Sales – Asia Pacific Shane has more than 14 years experience working in e-Discovery and information management of unstructured data. His technical and implementation services background has helped him bridge the gap between organisations’ business, IT and legal divisions to improve their business processes for governance, electronic discovery and forensic purposes. As Asia-Pacific Sales Manager for Nuix since January 2010, Shane has been responsible for establishing relationships with customers, partners and resellers, as well as building sales and support capabilities throughout the region. Prior to joining Nuix, Shane was Chief Technology Officer – Asia Pacific at AXS-One, where he managed sales engineers and professional services staff while building his own sales region. September 15, 2020 All rights © reserved © 2013. Nuix All rights reserved 2012. Nuix Software 2

DEFINITION OF INFORMATION GOVERNANCE (IG) Information governance is the specification of decision rights and an accountability framework to ensure the appropriate behavior in the valuation, creation, storage, use, archival and deletion of information. It includes the processes, roles, standards and metrics that ensure the effective and efficient use of information in enabling an organisation to achieve it’s goals. Source: Gartner Inc. , Debra Logan, Information Governance: 12 Things to Do in 2012 www. edrm. net All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 3

WHAT IS BIG DATA? Big Data starts at the point where your current data collection and analytical paradigms start to fail to meet your needs. Big Data is the natural evolution of these trends, escalating the volume, variety, velocity and complexity of incoming data to the point where traditional methodologies are overwhelmed. Source: Gartner Inc. , Stephen Prentice, CEO Advisory: ‘Big Data’ Equals Big Opportunity Complexity: Standards and scale All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 4

GROWTH IN UNSTRUCTURED DATA All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix

A CASE STUDY OF MASSIVE PROPORTIONS: DEFENSIBLE DELETION A multinational financial institution with servers in three continents was looking to extract, search and migrate more than 330 terabytes of data stored in EMC Email. Xtender and Symantec Enterprise Vault archives, with the added complication that the data is stored on EMC Centera WORM storage. These archives contained approximately 3. 1 billion email messages, a portion of which had to be retained due to ongoing legal action. The results: n With all this data indexed and accessible, the institution can now identify redundant, obsolete and trivial data that has no legal risk or business value. n It can defensibly delete this data held in both sets of repositories before migrating the remaining valuable email messages to new storage facilities. n By retiring the old email archives and minimising the volume of data stored in the new archive, the bank expects to save tens of millions in storage hardware, software and information management costs. All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 6

PROJECT GOALS Legal: § Mine their legacy archives (EMC & SYMC) for custodian names in response to a large scale legal matter. § Ring fence all potentially relevant custodian data into a Nuix case. IT: § Accelerate the decommissioning of their legacy archives by facilitating the migration of extended retention information to Symantec Enterprise Vault V 9. § Allow organization to configure legal hold in EV and return to regular retention (re-enable purging). All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 7

PROJECT SCOPE Legacy Archives – approximately 3. 1 Billion emails § EMC Email. Xtender 4. 8 – 270 TB • • § 41 Servers 3 Geographies – UK, HK and US. Symantec EV 2007 – 50 TB • • 9 Vault Stores 1 Geography – US. Storage Platform § 4 x EMC Centera Clusters. All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 8

NUIX PROCESS - SEARCH § § 45 concurrent search operations. 400 keyword searches against 3. 1 billion emails under 3 hours. 9, 800 custodians, 120, 932 Tokens, 10, 000 Cases. Tagged over 1, 000, 000 items. Kind Count Email 3, 062, 746, 167 Document 458, 941, 755 Spreadsheet 331, 067, 201 Presentations 14, 528, 366 Multimedia n n 1, 170, 111 60% duplication across entire set. 53% duplication across email. All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 9

A CASE STUDY OF MASSIVE PROPORTIONS: DEFENSIBLE DELETION A multinational financial institution with servers in three continents was looking to extract, manage and migrate more than 330 terabytes of data stored in EMC Email. Xtender and Symantec Enterprise Vault archives, with the added complication that the data is stored on EMC Centera WORM storage. These archives contained approximately 3. 1 billion email messages, a portion of which had to be retained due to ongoing legal action. The Information Governance results: 1. The institution can delete over 66% of the data as it has been identified as either: Redundant, Obsolete and Trivial (ROT) and has no legal risk or business value 2. We are migrating the remaining valuable email messages to new non-legacy storage facilities 3. By retiring the old email archives and minimising the volume of data stored in the new archive, the bank will save tens of millions in storage hardware, software and information management costs. All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 10

INTUITIVE DASHBOARD DELIVERS QUICK INSIGHTS All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 11

DRILL DOWN TO SPECIFICS PII – Personally Identifiable Information § September 15, Date 2020 Social * Trid Hom Mo Pin Internet Credit Name Title Address of Security Steno Amtel Office Pager Amte Spouse Children ID e bile Number Address Card Birth # l All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 12

FRAUD ANALYSIS Challenge: • Detecting fraud in a global organization Nuix Solution: • Fraud Analytics - Best practice for adherence to FCPA and UK Bribery Act Individuals of interest and associated time frame All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 13

STATISTICS TO CONSIDER § § 90% 69% of the data in the world today was created in the last two years of data stored has no legal hold requirement, company record status or current business value § 69% of business and IT professionals said deleting data to limit the volume of documents involved in litigation was a top priority for e. Discovery § 62% of medium-sized and large organisations handled more than 25 legal and regulatory inquiries in 2011 § 13% of companies are very confident they could demonstrate their data is accurate, accessible, complete, and trustworthy Source: IBM, July 2012 All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 14

WHY ORGANISATIONS RETAIN DATA Fear of inability to furnish data requested as part of a legal or regulatory request 36% 29% Fear of inability to furnish data for business needs Policy dictates we keep all data forever 22% Too difficult 18% No IT need to dispose of data 12% No need 12% No business need to dispose of data 11% Other 13% Don’t know Source: Enterprise Strategy Group, 2012 12% 0% 10% 20% 30% All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 40% 15

BUILDING THE BUSINESS CASE FOR IG § IG success relies on the right people, processes and technology. § Taking control of unstructured data dilemmas one piece at a time is a manageable process. Each step can have measurable targets and achievements, and information managers will gain greater buy-in from the business as they deliver more and more benefits. § The best place to start is with an easy win that has the highest, more demonstrable payback. § For example, most organisations can achieve a full and speed return on ROI by identifying ROT data, and enabling it to expire. § You can then use ROI from this first win, to fund the next steps to follow the pathway for better information management. All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 16

LAST POINT: EDISCOVERY AND IG § There is very little difference between e. Discovery and Information Governance – except for scale. § Unstructured data is complex – and it is those people with e. Discovery capabilities that will lead IG initiatives. » Big data, and vast scale is not an impediment any more. » But it certainly helps if you start early! All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 17

QUESTIONS…FIND OUT MORE? Download white papers, fact sheets and other resources: www. nuix. com/luminate n Pick up a copy of our brochure on ‘Information Governance: Taking the First Steps’ SHANE. JANSZ@NUIX. COM +61 448 904 343 WWW. NUIX. COM All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 18

IMPORTANCE OF CONTENT TYPES FROM A REGULATORY, INVESTIGATIVE AND EDISCOVERY PERSPECTIVE Email File systems/shared drives Document management/ECM Databases Physical records Line-of-business applications Mobile devices Desktops Intranet Instant messages Cloud-based file sharing and collaboration Public websites Voicemail Social media 25% 31% 26% 16% 30% 23% 73% 62% 70% 51% 57% 47% 23% 31% 37% 34% 22% 28% 20% 28% 18% 21% 23% 25% 13% 33% 4% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Important Very important Source: Forrester Research, June 2012 All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 19

CHALLENGES TO IMPROVING INFORMATION GOVERNANCE Budget 38% Structural organisational shortcomings 31% 47% 12% 34% Lack of clear leadership Limited experience 24% 47% Cultural and training barriers 11% 36% 20% 42% Dated or disjointed policies/procedures Not a priority issue for executives 12% 35% Lack of integration in key applications 19% 29% Application shortcomings 22% 36% Other 13% 2%2% 0% 10% 20% Important 30% 40% 50% 60% 70% 80% 90% 100% Very important Source: Forrester Research, June 2012 All rights reserved 2012. Nuix Software All rights © reserved © 2013. Nuix 20