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/