Avoiding the Email Iceberg Sean Regan October 2008.
-
Upload
letitia-allen -
Category
Documents
-
view
214 -
download
0
Transcript of Avoiding the Email Iceberg Sean Regan October 2008.
Avoiding the Email IcebergSean ReganOctober 2008
Data Definitions
2
From land, icebergs are “pretty…”
3
From sea, icebergs are “pretty lethal.”
4
“Fun” Facts about Icebergs
• Icebergs are made of fresh water
• 90% of an Iceberg is below water
• 1600 icebergs drift southward past Newfoundland each year
• Average age of the “ice” in an iceberg is ~12,000 years old
• 680+ reported iceberg collisions since 1850 in North Atlantic
5
“Fun” Facts about Unstructured Information
6
SharePoint
IM Servers
Email Servers
File Servers
Databases
Legal Hold
• 33% of e-discovery cases related to holds/spoliation
Soaring information volume
• 52% Growth YOY
Time and cost of e-discovery
• Cost of review 1400x cost of storage
What is being asked for
• 77% of e-discovery requests are for e-mail or attachments
Documents, Records, and Legal Holds
RecordsLegal Hold
Documents
• All Records are Documents
• Not all Documents are Records
• Legal Hold applies to both Documents and Records
Mobile Device
Laptop
Desktop/ Workstation
File Server
Email Server
Tape Subsystem
Disc Subsystem
CDs
E-Discovery
8
e-Discovery Timelinee-Discovery Timeline
E-Discovery
9
Extend Retention Policies to Electronic Documents
Learn about all data that may be involved in preservation, e-Discovery
Find, Preserve, and Copy that data to some specific repository
Review all that data, with all the capabilities you might have at hand
Lawyers! (if needed)
E-Discovery
10
$$ Notifications, Manual Holds, Tape Freeze
$$Tape restores, endpoint images, manual collection
$$$Image extractions, De-duplication, passwords, …
$$$$Document Coding & Review ($350 / hour!!)
e-Discovery Timeline – Case 1e-Discovery Timeline – Case 1e-Discovery Timeline – Case 1e-Discovery Timeline – Case 1
e-Discovery Timeline – Case 2e-Discovery Timeline – Case 2e-Discovery Timeline – Case 2e-Discovery Timeline – Case 2
e-Discovery Timeline – Case 3e-Discovery Timeline – Case 3e-Discovery Timeline – Case 3e-Discovery Timeline – Case 3
e-Discovery Timeline – Case e-Discovery Timeline – Case n…n…e-Discovery Timeline – Case e-Discovery Timeline – Case n…n…
Maturity of Legal Hold Practices
11
Source: ITPolicyCompliance,com
Steps to Improve Results
Legal Practices to Improve Results
• Notify employees of legal holds within one hour
• Form cross-functional teams to respond within one day
• Employee & enduser training on legal hold
• Update retention program, policies & procedures for ESI
IT Practices to improve results
• Identify and gaps in procedural and technical controls
• Indexing of ESI with retention and expiry
• Converting of information to electronic format
• Measure results more frequently
12
Source: ITPolicyCompliance,com
Policies: Legal Hold Process
• Procedure for determining when a hold is triggered
• Ability to preserve both ESI and paper documents
• Joint responsibility between Legal, IT, and individual custodians
• Ability to track, monitor, and enforce compliance
The litigation hold instructions should include:• Issuing party• Date issued
• Scope of the instructions• Subject matter at issue
• Types of records and any specific content covered• Locations and media under hold
• Time frame relevant to the lawsuit