Brian Dirking Software Selection For Records Management

Records Management Software Selection Brian Dirking October 10, 2008

Software Selection What Am I Doing? What Am I Looking For? What Will I Need? How Will I Do it? How Will I Succeed?

“ Effective information management will be critical in the next decade, differentiating those enterprises that will implode under the infoglut from those that will use it to dominate the global economy." Gartner, June 2006 Source: Gartner; June 2006; Spotlight on Enterprise Information Management

Have you seen the news? How do we thrive in the midst of an economic implosion? Lower costs Be more competitive – transparency in decisions Lower risk Prepare for additional regulatory requirements

Know Thyself… Socrates Pythagoras Chilon of Sparta (Chilon I 63, 25) Heraclitus Solon of Athens Thales of Miletus The Matrix

Goals for Records Management Make information findable and improve business processes Ensure compliance and reduce risk by controlling information retention Empower legal counsel and reduce costs by enabling e-Discovery

Content Retention To persuade business unit leaders of the necessity for effective document retention, a large chemical firm’s legal department conducted an internal cost assessment of a 3-year litigation project. Their findings: They reviewed 75 million pages of text during the 3-year period. More than 50 percent of the documents they reviewered were out-of-date and should have been deleted. The cost of reviewing out-of-date documents amounted to $12 million. How much money would your organization save if you could target your outdated content, and remove it?

What is a record? Vital piece of history of how we do business Licenses, insurance policies Emails Documents Website Information Explosion – Facebook, blogs, wikis, discussion boards, chat, IM, text messages All of these are subject to discovery Therefore, we want to manage retention on information we might not consider a record

The Economist http://www.economist.com/business/displaystory.cfm?story_id=12010377 “ Whereas in the past 5% of cases went to trial, now only 2% do.” Patrick Oot, a lawyer for Verizon: “Almost every case involves e-discovery and spits out ’terabytes’ of information... In an ordinary case, 200 lawyers can easily review electronic documents for four months, at a cost of millions of dollars.” Specialised e-discovery service providers which charge $125-600 an hour.

RM Software Selection - Key Feature Areas

Key Physical Records Mgmt. Features Space Management definition of warehouse layout searching for empty space reserving space tracking occupied and empty space Bar Code Reading / Writing need to productize label printing Circulation Services reserving and checking out physical content maintaining a due date for checked out items sending notification when overdue Charge-backs track charges for actions within warehouse generate reports indicating how much is owed by different entities (e.g., departments).

Physical/Electronic Records Differences between physical and electronic records management Lots of the same categories/classes Physical traits to manage – barcodes, checkout, chargebacks, space management Full text searchability of electronic records Instant aspect of electronic records – categorization, holds, disposition Multiple access points

Retention Management More than a deletion date Retention policies combine events and actions Events Content expired (e.g. a contract) Usage statistics (e.g. document has not been accessed in 18 months) Business event (e.g. environmental impact filing) Content life cycle event (e.g. new revision checked in) Actions Delete Notify author Archive Move Delete revisions Revise

Multi-Schedule - Healthcare A publicly held hospital in California is subject to many HIPAA Records must also be retained for six years, two years after a patient's death Medicare Conditions of Participation, section 42 CFR 482.24 (b) Retain medical records for five years State of CA Welfare and Institutions Code section 14124.1 Three-year retention period for records Department of Labor regulation 29 CFR 516.6 Employment and earnings records for two years. Employment discrimination complaints for three years Internal Revenue Service Tax records for four years Sarbanes Oxley Section 103(a)(2)(A)(i) Audit work papers for seven years Occupations Safety and Health Administration (OSHA) Keep records of both medical and other employees who are exposed to toxic substances and harmful agents for thirty years

DOD 5015.2 Gold standard for records management systems Chapter 2 and Chapter 4 Specific metadata fields required Can often be cumbersome and overbearing for corporations Might be a red herring for your organization

User Adoption Most companies have tried to install RM systems, and retrain users in how to author content Costly – new licenses, throwing away old licenses, training costs User adoption is the biggest barrier to good records management

Categorizing Content Metadata Driven Content can be matched to retention policies based upon metadata

Categorizing Content Metadata Driven Content can be matched to retention policies based upon metadata Retention policies can be assigned by information such as which folder a user saves information into

Categorizing Content User Driven Content can be matched to retention policies based upon metadata Retention policies can be assigned by information such as which folder a user saves information into Users can select policies when they create and save documents

RM in Content Management Systems Allow records management features to be implemented in content management systems File plans, retention schedules, discovery, placing holds, disposition Anybody see a problem with that? Either you have records manager who is trained in administering many systems, or you have records managers who each manage their own systems. How do you coordinate file plans, retention schedules, discovery, placing holds, and disposition?

Federated Records Management Allow authors to create content as they usually do Store it where they do – file shares, document management systems, SharePoint Harvest that content on a regular basis Do you copy or move that content? If you copy it, you have two copies, and upon disposition you still have the content around If you move it, you have angry users who can’t find their content

In Place Records Management Allow content to remain in system where it was created Monitor that content and categorize it according to the file plan If it’s a record, keep the file from being deleted If the system cannot relinquish that control, have a backup strategy Upon disposition, take action on the file

Single Console Records management across all your systems Email document management physical records Single place to perform discovery place holds perform disposition

Shared Content What about content outside of our organization? M&A, board information, partners, employees taking work home? Control who can view/print/copy Revoke access at any time Audit usage Ensure content updates Disposition of remote content Clawbacks

What will we need? RFP/RFI Demonstration Pilot Consulting Training (Admin and End User) Support contract

RFPs Keep it to the point Nobody wants to fill it out, nobody wants to read it Should weed out some vendors Focus on your goals – cost cutting, e-discovery, user performance Why should you not put out an RFP in March, June, September, or December?

Demonstrations When you have narrowed down to 2-3 vendors Get a demonstration showing your content See the administrator’s experience See the end user’s experience

Pilot How long? How many employees involved? What is the feedback process from users? Have a mock discovery Look at audit trails and certificates of destruction – will these stand up in court?

Services Find out how much consulting, training, and support will be involved in Your first implementation Running your system thereafter

Beyond Implementation Will this system be useful to solve other problems within your organization? Contract repository Knowledgebase Website Regulatory submissions

How to implement Management - Executive buy in Manageability - Start small and learn Mojo evangelizing choosing vocal early adopters Maintenance Momentum Moving On - Next Project

Goals for Records Management Make information findable and improve business processes – easy contribution Ensure compliance and reduce risk by controlling information retention – strong retention Empower legal counsel and reduce cost by enabling e-Discovery – strong searchability

Partners Your organization may have specialized requirements due to your industry or other factors, but more than just a feature comparison, your selection should consider which vendor‘s product, people and approach best aligns with your goals. You need strong partners to guide you… Evaluation, file planning, implementation, roll out

ROI Stakeholders will want to see a strong ROI, especially in current economic environment Where are the areas we can show this? Soft numbers – productivity Hard numbers – call center times, discovery costs, storage costs Don’t boil the ocean – pick at area to focus on

Why Your IT Organization Should Care…

Typical Content Growth Example company - storage, archiving, services costs Email 10,000 user mailboxes, 100 MB per mailbox = 1 TB 10 sent msgs/day, 25 rec’d @ 15 K per = 5.25 GB Growth rate of 137% Documents 10,000 users storing 2.5 GB documents = 25 TB Create 1 MB/day = 100 GB Growth rate of 100% Calculated at $50/GB annual storage/archiving/ service cost

Storage Savings Storage, archiving, services Deleting content kept beyond it’s retention period can save up to 33% of your storage costs Based upon deleting 50% of your content that is beyond it’s retention period. Projected Storage Projected Costs Managed Storage Savings 2007 26,000 $1,300,000 26,000 $0 2008 53,365 $2,668,250 40,365 $650,000 2009 80,730 $4,036,500 47,548 $1,659,125 Total $8,004,750 $2,309,125

Restoration Costs The Cost to IT What would it cost to find everywhere content exists in your organization – file system, email, applications, repositories, desktop, archives, backup tapes. What would it cost you to restore this content for review? Projected Content Restoration Costs Managed Storage Savings 2007 26,000 $15,843,750 26,000 $0 2008 53,365 $32,519,297 40,365 $7,921,875 2009 80,730 $49,194,844 47,548 $20,220,586 Total $97,557,891 $28,142,461

Discovery Costs Discovery costs are typically $1,800 to $2,500 per GB One time discovery on 20% of your data at $1,800 per GB Projected Content Discovery Costs Managed Storage Savings 2007 26,000 $9,360,000 26,000 $0 2008 53,365 $19,211,400 40,365 $4,680,000 2009 80,730 $29,062,800 47,548 $11,945,700 Total $57,634,200

Litigation Preparedness In case of litigation, it is important to have strong control over your content Know what evidence you have Quickly search it for relevant information Know the strength of your case – called “knowing hand” Present organized data at discovery meetings Catalog of content, per new Civil Rules of Federal Procedure

Litigation Savings A typical $1B revenue company has 146 lawsuits per year. 25% of lawsuits are settled earlier based on “knowing hand” and immediate access to evidence (140 lawsuits x 25% = 35). Estimated savings approximated at 20% per early settled lawsuit ($1.5 million average lawsuit cost x 20% = $300,000). Year 1 Savings: 35 lawsuits settled early at a savings of $10.5 million. Year 2 Savings: 35 lawsuits settled early at a savings of $10.5 million. Year 3 Savings: 35 lawsuits settled early at a savings of $10.5 million. Total Savings 3 Years: 105 lawsuits settled early at a savings of $31.5 million.

Total Savings Quantifiable Cost/Savings Comparison: Storage savings over 3 years: $2.3 million Restoration savings, 2009: $20 million Discovery savings, 2009: $12 million Litigation savings, per year: $10.5 million Non-Quantifiable Cost/Saving Comparison: Decreased corporate risk (exposure) though implementation of document retention process. Increased flexibility for new Federal Rules of Civil Procedures – i.e. “Meet and Confer” – early access/understanding of scope of evidence. Less vulnerability to “nuisance” lawsuits Decreased cost due to employee ability to locate knowledge resources amidst less clutter

For more information… www.oracle.com/goto/urm [email_address]

Brian Dirking Software Selection For Records Management

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