Post on 27-Nov-2014
description
Paragon Solutions, Inc. Proprietary
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Do you know what is stored in your organization’s e-files?
Is the information appropriate?
Is it searchable? Does it comply with
internal policies? What types of records
are managed? What information
needs to be retained and for how long?
Welcome to Information Analytics and Remediation Webinar
Paragon Solutions, Inc. Proprietary
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Agenda
• Business Drivers
• About Paragon Solutions
• The Solution
• Use Cases and Demo
• Business Outcomes
• Questions
Paragon Solutions, Inc. Proprietary
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Information Chaos
Of respondents have more than 50 discovery cases a year for regulatory or legal issues. 13% deal with more than 120 cases per year.
Of organizations have become more conscious of the business risks of poor information management and records keeping.
Of respondents are not confident that their electronic records have not been modified, deleted or inappropriately accessed.
In of organizations have undeleted records beyond their retention period have affected a court case, twice as often weakening it rather than strengthening it.
Have a hold policy for “electronic records”, only 35% include all active electronic documents.
Do not have any legal hold procedures, and a further 9% have a hold policy for paper records but not for electronic records.
AIIM 2011 – ECM State of the Industry 2011
57%
37%
26%
20%
55%
36%
Paragon Solutions, Inc. Proprietary
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Records Management Drivers
What would you say were the two main reasons that triggered your
organization's decision to plan a Records Management system? (N=176 planning
or implementing)
AIIM Industry Watch: E-Discovery and ERM, 2010
0% 10% 20% 30% 40% 50% 60% 70%
Part of our planning for informationmanagement in general
Risk assessment against our complianceprocedures
Desire to reduce/rationalize our paperrecords storage
Advice from an auditor or regulator
Experience of a court case or investigation
Because SharePoint provides some RMfeatures as standard
Other
Paragon Solutions, Inc. Proprietary
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Content Chaos is the Number One Driver
AIIM Industry Watch: E-Discovery and ERM, 2010
0% 10% 20% 30% 40%
Managing emails as records
Dealing with the content chaos in our file-share
Implementing a dedicated ERM system
Agreeing on a corp. classification scheme/fileplan
E-Discovery
Setting agreed corporate retention policies
Long term archive
Enterprise search
Back-conversion of existing paper records
Implementing records management in SharePoint
Managing high-volume application-created records
Integration of multiple repositories
Implementing Manage-in-Place
Managing social media content
Moving to a SaaS or Cloud model
Outsourcing email management
Outsourcing electronic records management
What would you say are the TWO most important ERM issues or current projects for you
right now? (N=550)
Paragon Solutions, Inc. Proprietary
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Investigative Matter Management via EMC
Source One Kazeon
Unified solution that provides governance for electronically-stored
information (ESI) throughout its lifecycle as a record and enables
search, extraction, and production of relevant information for
regulatory, litigation, or other investigative purpose.
Feature •Proactive retention and disposition
•Version controls and document immutability
•Evidence/content hold and retention
•Evidence/ content tied to workflows and business processes
Benefit •Reduced information volume •Accelerated time to decisions •Unified information management
•Enables compliance, audit, and investigation security
•Reduced process cost and complexity
Paragon Solutions, Inc. Proprietary
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Making Information Governance Actionable
with EMC
- SourceOne File Intelligence
- SourceOne eDiscovery – Kazeon - SourceOne Discovery Manager
- Documentum Retention Policy Services - Documentum Records Manager
- SourceOne for File Systems - SourceOne Email Management - SourceOne for Microsoft SharePoint
Paragon Solutions, Inc. Proprietary
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Paragon Solutions’ Introduction
Corporate Facts • National Coverage
• Global Clients
• NJ Headquarters
• Dual-shore Development
• CAGR 20+%
• Privately owned, 29-year history
Paragon is an enterprise information management
solutions company that helps firms leverage information
assets to achieve better business results.
Paragon Solutions, Inc. Proprietary
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A Preferred Partner of EMC
INSURANCE & HEALTHCARE LIFE SCIENCES FINANCIAL
Best IIG Solutions 2010 Digital Mailroom for Claims
HC Legal Contracts Management
Paragon Solutions, Inc. Proprietary
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Paragon commits to investing in core competencies to create an integrated and client-
focused organization that anticipates the evolving needs of our clients’ business
priorities
Paragon’s Information Governance Competencies
Paragon Solutions, Inc. Proprietary
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Questions on Your Mind
What unknown content resides on my storage systems
(File shares, collaboration applications, laptops)?
• Is the content appropriate?
• Is the content searchable and secured?
• Is there sensitive or confidential content?
Can the organization comply with internal policies?
What is the cost and risk of unmanaged content?
Do we have an archive strategy for information?
Can content without business value be safely deleted?
What information needs to be retained and for how long?
Paragon Solutions, Inc. Proprietary
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What is the Solution? IARs
Information Analytics and Remediation (IARs)
• The systematic analysis and categorization of unstructured information
• Based upon inputs from corporate polices, records management, legal and Paragon
best practice
• Understand information value, evaluate risk, and ensure compliance.
Compliance
Litigation Costs
Auditing
IT Storage Increase compliance – identify unmanaged content not in alliance with your corporate records, legal or IT policies.
Decrease legal costs – data maps and ESI discovery, destroy legacy information past its value. Reduce length of time involved with discovery of responsive material.
Manage Storage --Understand how storage is being utilized
Paragon Solutions, Inc. Proprietary
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IARs Use Cases
IT Storage utilization
Email Management and Interrogations
Decommissioning of Legacy systems
Consolidate Repositories
Identify high risk information across your
enterprise
Litigation Analysis
Early Case Assessment
Enforce Corporate Compliance
Disposition of legacy information/non records
Accelerate Records Management Program
Information Technology Legal Corporate Compliance
Seeks cost saving benefits
Seeks to have quick/accurate
responses for inquiries
Seeks consistent policy enforcement for acceptable use
Paragon Solutions, Inc. Proprietary
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IARs Methodology
1. Assessment & Awareness
Assess current state business processes and information policies
Index content and gain intelligence as it is created, Build indexes (metadata & full text)
2. Analyze
Business Rules Driven Analytics - Classify files based on meta-data, keyword content and pattern matching (Age, owner, location, file type, etc.)
Business value, Legal, RM, security risk, intellectual property, PII, PCI
3. Reports
For example… Data Mapping; Custodianship; Ownership; Risk; Corporate Policy, Social Security Number, PII
4. Action
Policy based actions … Consolidate, Archive, Dispose, Manage, Tag, Litigation Hold
Paragon Solutions, Inc. Proprietary
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IARs Process Flow
File Shares
Email Servers
Laptops and Desktops
Documentum
MS SharePoint
Enables educated decision-making and policy creation….supports the Records Management & Information Governance program development
3rd Party Archives
Information Areas
An
aly
tics
Business Rule Development: • Legal • Taxonomies • Operational
Rules • Records
Management • Corporate
Policies • Methodology
Records
Management
Archiving
De-dup
Current Info
Stores
Content Management
Centralized archiving
Consolidate Systems
Tag information/Collection/ Hold Management
Disposition
Clean up/Remediate
Assessm
en
t
Paragon Solutions, Inc. Proprietary
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Records Management Program Acceleration
Use Cases
1. Records Management Remediation
– Identification, Classification & Tagging
2. Official vs Non Records
- Remediation of Copies
3. Litigation Response and
Preservation Support
Paragon Solutions, Inc. Proprietary
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Use Case 1 – Records Remediation
Business Challenge
While many organizations may feel their
Records Management Program is robust
when applied to paper records, those same
organizations struggle with applying
policies to electronic records and
documents over file shares, document and
collaboration management systems, or
remote and office computers.
The challenge is to quickly identify records,
apply the right retention periods, and move
those records into the system of record and
under governance.
Paragon Solutions, Inc. Proprietary
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Use Case 1 - Outcomes
Records Remediation Outcomes:
• Programmatically implement and enforce your Records Program
• Defined Business Process for Ongoing Information Analytics and
Remediation
• Graphical Charts of Non Compliance Risk Areas
Key Benefits
Current State Understanding
Gain insight into unmanaged
content
Reduce overall risk
Remediating action
Programmatic Enforcement
• Strategy Plan for Information
Governance (People, Process, Tech)
Paragon Solutions, Inc. Proprietary
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Poll Question
Does your organization effectively manage unstructured data and disposition
in according to stated policies?
1 – High Confidence
2 – Medium Confidence
3 – Low Confidence
4 – No Confidence
Paragon Solutions, Inc. Proprietary
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Use Case 2 – Official vs Non Records
Business Challenge
Documents are created in organizations
everyday. Documents are often emailed
to multiple recipients, reviewers, and
users of the information and stored
locally on personal computers or onto
shared drives where the official record is
never filed or declared.
Duplicate files lead to “information bloat”,
resulting in an increased risk for non-
compliance with records policies,
inefficient searching and increases in
expenditures in IT storage.
Paragon Solutions, Inc. Proprietary
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Use Case 2 - Outcomes
Official vs Non-Records Outcomes:
• Programmatically implement and enforce Compliance Initiatives
• Current State Analysis of Policy Compliance
• Graphical Charts of Non Compliance Risk Areas
• Defined Business Process for Ongoing Compliance Auditing
Key Benefits
Current State Understanding
Remediate duplicates
Reduce overall risk
Programmatic Enforcement
• Strategy Plan for Information Governance
(People, Process, Tech)
Paragon Solutions, Inc. Proprietary
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Poll Question
Where is your organization most at risk with unmanaged information?
1 – File Shares
2 – Remote Laptops
3 – Document Management Systems
4 – 3rd Party or Cloud Storage
5 – All of the above
Paragon Solutions, Inc. Proprietary
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Use Case 3 - Litigation Hold Response and
Support
Business Challenge
A pharmaceutical company faced possible non-
compliance with regulations for drug labeling. It was
critical for the Records Manager to effectively support
this discovery requests. To that end, a repeatable and
defensible process needs to be deployed by the
organization to minimize the risk of:
• Spoliation
• Over-collection and costly review of documents
• Inadvertent release of privileged materials
• Adverse judgments for failure to produce
Litigation response plans enable the organization to
communicate:
• Scope of a Litigation Hold and manage responses
• Identify and manage custodians
• Identify a data map of Electronically Stored
Information (ESI) and repositories
Paragon Solutions, Inc. Proprietary
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Use Case 3 - Outcomes
Litigation Hold Response and Support Outcomes:
• Ensures that both the collection and acquisition of data are
done in a defensible manner
• Discovery Response Plan
• Reduces expenses and mitigates risk throughout the litigation
support processes
• Aids the legal team in determining relevant custodians
Key Benefits
Repeatable, Defensible,
Documented Process
Early Case Assessment
ESI Data Maps
• Supports early case assessment
through heightened knowledge of data
volume and its location
Paragon Solutions, Inc. Proprietary
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Poll Question
Do you consider your organization’s Litigation Hold and Litigation Readiness
Processes effective at protecting the organization?
1 – High confidence
2 – Medium confidence
3 – Low Confidence
4 – No confidence
Paragon Solutions, Inc. Proprietary
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Building Consensus – Winning Strategies
with Multiple Stakeholders
Budget Building – Many stakeholders for ROI for projects
Legal Privacy
/Compliance
IT Records
Management
• Lowered cost for
eDiscovery, less risk
of over-producing,
faster Early Case Assessment
• Understand
where your PII
lives, take steps to reduce risk
• Lowered cost for
file share storage
by remediating
unneeded documents
• Apply retention
schedule to
electronic
records, comply
with published policies
Paragon Solutions, Inc. Proprietary
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Questions?
Paragon Solutions, Inc. Proprietary
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