Compliant Information Management and the eDiscovery Challenge

1. Compliant Information Management and the eDiscovery Challenge Bill Neale, Program Manager Compliance Product Marketing wneale@us.ibm.com

2. What I Will Cover • The eDiscovery Challenge • Four eDiscovery Phases • Step 1 – Proper Classification of Content • Step 2 – Collecting Requested Content • Step 3 – Identify What To Provide • Step 4 – Analyzing The Corpus

3. Information Chaos Destroyed too soon … kept forever Retention and Disposition Policies Not Enforced Increased Burden on Business Users Who Already “Opt Out” Multiple silos Un-locatable Un-indexed Not complete, authentic or admissible Loss of context Un-managed and disorganized Increasing litigation risks and costs Information leakage Email, documents, images … paper too Information Explosion and Silos Volume - Formats - Locations Increasing Criticality of Producing Trustworthy Information Information not re-usable Un-locatable Numerous copies Un-traceable Not trustworthy No Control. High Operational Costs. High Information Risk. No Visibility.

4. Pages past retention reviewed at 20 cents per page Pages past retention reviewed at 80 cents per page 37,725,000 $7,545,000 11,040,000 5,520,000 $4,416,000 Sub Total $11,961,000 *** Eliminating Electronic Discovery WasteCase Study at DuPont Key findings for legal discovery for 9 legal cases (small subset of total litigation): Total # of pages reviewed = 75,450,000 Total # of pages responsive = 11,040,000 % of pages past retention period = 50% Unnecessary Cost Note: Only 9 cases studied, from 20% to 92% of records reviewed were past the retention period. Note: Does not include direct costs to copy, scan, redact, review, number, ship, etc.

5. 1 Clean Up The Digital Landfill Classify Content Respond To ReactiveCollection Demands Build Content Inventory 2 3 • Improve Early Case Assessment • Reduce Noise • Enhance Proactive Investigations • Integrate with hosted review • Initiate Holds • Automate Content Collection & Culling 4 • Automate & Audit Legal Discovery Process A Proactive Approach to eDiscovery E-mail archive silos, poorly indexed content, multiple copies of everything, unmanaged file systems and SharePoint have all combined to create Digital Landfills Organizations need to properly manage the 4 phases of electronic discovery

6. RecordsManagement Advanced Classification Electronic Discovery Enterprise Compliance VisionECM Platform for Compliant Information Management Content Collection

7. Content Collection is Enhanced with Content Federation Content Collection … collecting, enhancing and managing all types of content, regardless of creation type and storage location • Generally for content sources that are not scalable, lack security, proper controls or do not support lockdown Content Federation … managing e-mail and content in place through federated control and remote policy management • For content sources that are well suited for federated control … typically ECM repositories Both approaches may be required for environments with multiple content sources and types Content Collection File Systems, SharePoint, Desktop, E-mail Archives, Messaging Systems … Content Federation Manage In Place Remote Policy Override IBM & Non-IBM ECM Repositories Reports, Images, etc

8. What is Advanced Classification?Automate Content-Based Decisions Leveraging the Full Content Context Organizations struggle to rely on business users for consistent, cost-effective classification. Simple technologies fail without content context.

9. Flexible automation with confidence-based thresholds Learns from feedback to adapt rapidly to change Advanced Classification Blast away barriers to adoption, accelerate deployment, and manage information consistently and proactively for compliance by replacing manual decisions with automated classification and eliminating rules setup and maintenance Leverages ZeroClick technology to reduce compliance risk with consistent, automated retention / classification and drives down costs by as much as 17x while ensuring 100% user participation and increased accuracy • Automated Classification • Sophisticated context-based classification • Adapts automatically to learn your organization’s policies and proposes new taxonomies • Integrated with Content Collector, Records Manager and FileNet P8 • Provides suggestions for semi-automated “assisted classification”

10. Advanced Records Management New federation and advanced classification capabilities take records and retention management to the next level Leverage ZeroClick and process driven lifecycle management to deliver significant ROI and records process optimization … cornerstone component of the No Paper Weight initiative • Simplified records administration interface to manage all aspects of the electronic and physical records lifecycle • Advanced file plan, classification and metadata management • Lifecycle event and records process management including intelligent retention and disposition management • Patent-pending dynamic legal hold capability • Best practice process templates pre-integrated with RM lifecycle • Physical records support with real-time records process tracking • DoD 5015.2 v3 certification

11. eDiscovery Search & Analytics Efficient Litigation Response Enabled by Proactive Information Management Increase agility, improve defensibility and lower cost of eDiscovery response with targeted integrated tools to collect, hold, manage, assess and intelligently cull collected electronic information regardless of originating source • eDiscovery Analytics • Early case assessment and smart culling for legal professionals and litigation support specialists • Smart refinement of case collections to help dramatically reduce eDiscovery costs • Advanced conceptual search and content analytics for rapid case insight • eDiscovery Management • Tool for authorized IT users to help respond to discovery requests from legal • Create and manage cases; search, assign, hold, preview, and export collected content • Built on and integrated with ECM platform with full auditability for chain-of-custody

12. eDiscovery Best Practices • Leverage an Enterprise Content Management platform • Always avoid a paper or digital landfill • Enable discovery across all repositories and data types • Preserve records authenticity and chain-of-custody • Utilize best available tools for collection, records management, classification and discovery • Respond to discovery and FOIA requests • Find all required content • Save time and money