Value-Based Archiving & Defensible Disposition – Dispose Rather than

Store Unnecessary Data

FOR INTERNAL USE ONLY

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Agenda

• Information Growth and Storage Costs are Outpacing IT’s Budgets and Governance Processes

• IBM’s ILG Solution Helps IT Curb Storage Growth and Lowers Run Rate IT Costs

• Only IBM Has the Technology, Strategy and Expertise to Create Systematic Linkages to RIM, the Business and IT to Enable Disposal

• Value-based Archiving and Defensible Disposal Offer Significant Cost savings for the CIO and GC while also Reducing Organizational Risk

The Growth of Information is Overwhelming IT’s Ability to Dispose of Information Consistently and Defensibly

High Risks & Mitigation Burden

Governance processes have not matured to reflect volume, specifically how to: Define and execute legal holds and data collection (A-G) Apply retention schedules to all information (H,I,J) Align storage and manage information based on specific legal

obligations and business value [I] Provision, decommission and dispose of data [L,M,N]

This leads to excess data and cost as well as operational challenges that in turn contribute to risk:Difficulty disposing of unnecessary data Complexity in applying legal holds Inefficiencies in data management and governance

16 governance processes impacted by high data volume such as managing a global taxonomy, creating departmental inventories, applying holds to systems, etc.

Storage: Direct Procurement Costs in Millions

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IT has A Billion Choices and None of Them are Actionable

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15,000 Matters15,000 Matters

Information

Department

Systems

Matter

Hold

Laws & Regs

Retention Schedule

DUTY DUTYVALUE

ASSET

10 PB of Data10 PB of Data

5,500 Laws5,500 Laws

1,000 Privacy Protocols1,000 Privacy Protocols

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800% or more data growth in 5 years – but budget needs to come down

Unaware that legal risks and responsibilities have been shifted to it

No physical link between legal obligations (holds), regulatory requirements (records, privacy), business value and servers or information

27,000 departments 300,000 people

27,000 departments 300,000 people

12,000 Holds12,000 Holds

642 Codes 642 Codes

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Excess Information Drains BudgetsUnconstrained Data Growth is Unmanageable…

Excess data adds cost - but in many cases the value to the company cannot be defined. This leads to:

•Unreasonable data growth - and associated storage spending

•Misalignment of storage tier to information value or utility

•Redundant or duplicate data and systems, extra MIPs processing/costs

•Excess legal review costs from over retention, over collection and expensive sources of culling and processing

Enabling Disposal Requires a Shift in Thinking

Records Retention

Risk Monitoring

Policy Publication

Defensible Disposal

Instrumentation

Cost Take Out

Retention for legal and regulatory duties and business value is necessary but not sufficient in the economic climate. Disposal of unnecessary data reduces legal and IT costs, and aligns information costs with information value consistent with IT and business objectives to contain costs.

Instrumenting retention, holds and disposal policy execution on application data and unstructured data ensures compliance and enables efficient, consistent disposal of unnecessary information to eliminate run rate costs immediately and sustainably.

Reframing our information governance objectives to not only reduce risk but to improve information economics can contribute significant savings to our IT cost reduction objectives through enabling systematic disposal of unnecessary data and the ability to recover assets rapidly.

Traditional Emphasis High Value Shift

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Agenda

• Information Growth and Storage Costs are Outpacing IT’s Budgets and Governance Processes

• IBM’s ILG Solution Helps IT Curb Storage Growth and Lowers Run Rate IT Costs

• Only IBM Has the Technology, Strategy and Expertise to Create Systematic Linkages to RIM, the Business and IT to Enable Disposal

• Value-based Archiving and Defensible Disposal Offer Significant Cost savings for the CIO and GC while also Reducing Organizational Risk

Enterprise Information

Very Simple Savings Proposition: Dispose of Unnecessary Data

IBM Can Help You Transform Silos to More Strategic Information Lifecycle Governance

Excess data, cost and risk Lower risk, lower cost, higher profit

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IBM’s ILG Solution Links Records, Legal, the Business and IT to Enable Defensible Disposal

From Process Transparency and Unified Governance…..

To Instrumentation and Execution

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LEGAL BUSINESS IT RECORDS

Modernize eDiscovery Process

Precise, reliable legal holds

Assess evidence in place, collect lessLower legal risk, cost

State Information Value

Guidance on information utility

Participate in volume reductionAlign around value

Optimize Information Volume

Dispose and retire unnecessary data

Optimize storage based on valueLower information cost

Modernize Retention Process

Address electronic information

Executable schedules can be automatedLower legal risk, cost

Information

Department

Systems

Matter

Hold

Laws & Regs

Retention Schedule

DUTY DUTYVALUE

ASSET

Efficiently and Consistently Manage Data Based on its Business Value and Legal Duties

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Critical Business Processes Essential to Better Information Lifecycle Governance

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Value-Based Archiving

• Archive email files, application data, and social content based on its business value

• Govern structured and unstructured archives with unified policy management and automation

• Retain, hold and dispose of archived content efficiently

• De-duplicate and compress data to reduce storage space and cost

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Outcome: Storage is allocated and aligned to business needs and consumers; IT is able to reclaim storage and eliminate cost after data is deleted causing unnecessary cost. IT can manage data in lock step with its value and legal duties [H, I, M, N, O].

Outcome: Storage is allocated and aligned to business needs and consumers; IT is able to reclaim storage and eliminate cost after data is deleted causing unnecessary cost. IT can manage data in lock step with its value and legal duties [H, I, M, N, O].

Define Data Source Attributes: System owners define archive policies based on information value, storage costs for each tier and the capabilities of the archive

Establish Archive Policies in Lockstep with RIM and the Business:IT can define archive polices for structured and unstructured with knowledge of the business need.

Establish Archive Policies Based on the Value of the Information, in Lockstep with the Business

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Govern structured and unstructured archives with unified policy management - Retain, hold and dispose of archived content efficiently

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IT has Full Visibility of the Obligations Affecting the Data Source Inventory:Unified governance policies allow IT to execute hold, retention and archiving policies with confidence

Outcome: IT can minimize information cost and maximize its value with facts on legal, records and business needs [K, L, M, N, O]

Outcome: IT can minimize information cost and maximize its value with facts on legal, records and business needs [K, L, M, N, O]

Delete Information with Confidence:Allow IT to archive and dispose of information in lockstep with legal, RIM and the business.

Outcome: Storage is allocated and aligned to business needs and consumers; IT is able to reclaim storage and eliminate cost after data is deleted causing unnecessary cost. IT can manage data in lock step with its value and legal duties [H, I, M, N, O].

Outcome: Storage is allocated and aligned to business needs and consumers; IT is able to reclaim storage and eliminate cost after data is deleted causing unnecessary cost. IT can manage data in lock step with its value and legal duties [H, I, M, N, O].

De-duplicate Information to Reclaim Storage:IT Administratorsdictate exactly how information is de-duplicated, and compressed when loaded into the archive(s).

De-duplicate and Compress Data as it’s Ingested to Optimize and Reclaim Storage

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Governance & Disposal

• Get transparency to legal and business obligations and policies for data in a shared data source catalog

• Automatically apply retention schedules and legal holds on data to consistently dispose of unnecessary data

• Defensibly dispose of unnecessary structured and unstructured data

• Curb storage growth and manage data by its value

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Get transparency to legal and business obligations and policies for data in a shared data source catalog

Governance Dashboards Reveal Sources of Risk Affecting Data Sources:Dashboard of data sources provides immediate visibility to where legal and regulatory obligations are concentrated and where business use is highest.Details on Individual Data Sources Reveal Specific Risks:Drill down to specific systems and sources, sort by risk and value ratings, and open any data source to see its legal holds, retention schedules, privacy and confidentiality requirements.

Outcome: IT can minimize information cost and maximize its value with facts on legal, records and business needs [K, L, M, N, O]

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Automatically Apply Legal Holds to Information ConsistentlyView Obligations Affecting Data Sources Across the Portfolio:View data sources by type, class, location or organization. Actions in legal, business and records are automatically linked to assets to close knowledge gaps without additional effort.Know the Specific Obligations by System:Get immediate visibility to current legal obligations for any IT asset or person.

Outcome: Safely retire and reclaim assets to data build up [M, N]; ensure IT can execute legal obligations efficiently to reduce risk and cost [A, B, C].

Automate Hold Syndication:Automate legal hold and collection execution in archives and repositories as soon as legal initiates them.

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Retention Obligations and Business Value are Known by Data SourceRetention schedules for records and information of business value are automatically created for data sources.

Policies can be Applied Directly to Systems:Apply retention policies to unstructured and structured repositories and archives

Outcome: IT no longer has to guess at retention periods and rampant over-retention can be eliminated [H, I, L, M, N]. Risk is reduced because decisions to dispose are tied to actual law and policy so they are defensible and excess data is eliminated [O, G].

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Automatically Apply Retention Schedules to Information

Defensibly Dispose of Unnecessary Structured and Unstructured data

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Automated Policy Distribution Ensures Policies are AccurateApply retention policies to unstructured and structured repositories and archives

Outcome: IT can dispose of data confidently in lockstep with the Business, Legal and RIM [M].

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Agenda

• Information Growth and Storage Costs are Outpacing IT’s Budgets and Governance Processes

• IBM’s ILG Solution Helps IT Curb Storage Growth and Lowers Run Rate IT Costs

• Only IBM Has the Technology, Strategy and Expertise to Create Systematic Linkages to RIM, the Business and IT to Enable Disposal

• Value-based Archiving and Defensible Disposal Offer Significant Cost savings for the CIO and GC while also Reducing Organizational Risk

Only IBM Provides Rigorous Compliance, Value-Based Archiving & Defensible Disposal Strategy, Software & Services

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Agenda

• Information Growth and Storage Costs are Outpacing IT’s Budgets and Governance Processes

• IBM’s ILG Solution Helps IT Curb Storage Growth and Lowers Run Rate IT Costs

• Only IBM Has the Technology, Strategy and Expertise to Create Systematic Linkages to RIM, the Business and IT to Enable Disposal

• Value-based Archiving and Defensible Disposal Offer Significant Cost savings for the CIO and GC while also Reducing Organizational Risk

Value-Based Archiving & Defensible DisposalArchive to shrink storage, align cost to value Dispose rather than store unnecessary data

Extend and automate retention management Include electronic data that has business value

in addition to records for regulatory requirements

Automate retention schedules across all information to enable reliable, systematic disposal.

Automate the legal holds and ediscovery processStructure and automate legal holds process to

lower risk, increase precision, enable disposalAnalyze in place to reduce unnecessary

collection, processing and review

Curbs storage growth, lowers run rate permanently

Program leadership, process improvement and technology from IBM

Estimated Risk or Mitigation Burden Reduction

Run rate reduction and growth avoidance Run rate

Storage Direct Procurement Costs

IBM’s Information Lifecycle Governance Strategy Lowers Costs and Risks, Addresses Root Cause for Systemic Improvement

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Next Steps: We Can Help You Validate The Potential Savings and How to Achieve Them

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Learn More & Join the ConversationCompliance, Governance and Oversight Council

Online and in person eventsRegional and International summitsPublished materials

Join the CGOC!•Forum of over 1600 corporate legal, IT, records and information management professionals. CGOC conducts primary research, has dedicated working groups on challenging topics, and hosts meetings throughout the U.S. and Europe where practice leaders convene to discuss discovery, retention, privacy and governance. •Mission: To provide executives the opportunity to benchmark and exchange case studies; its practice groups focus on discreet areas in preservation, retention, and information governance to deliver work products that help our members best approach the challenges in maintaining best-in-class programs.

Thank you!

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