Value-Based Archiving & Defensible Disposition – Dispose Rather than Store Unnecessary Data

1. Value-Based Archiving & Defensible Disposition – Dispose Rather than Store Unnecessary Data FOR INTERNAL USE ONLY

2. 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

3. The Growth of Information is Overwhelming IT’s Ability to Dispose of Information Consistently and Defensibly Storage: Direct Procurement Costs in Millions 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 High Risks & Mitigation Burden 16 governance processes impacted by high data volume such as managing a global taxonomy, creating departmental inventories, applying holds to systems, etc.

4. IT has A Billion Choices and None of Them are Actionable 27,000 departments 300,000 people 1,000 Privacy Protocols DUTY VALUE DUTY 5,500 Laws 15,000 Matters Department Laws & Regs Matter 642 Codes 12,000 Holds ASSET Retention Schedule Hold Systems Information 10 PB of Data 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 4

5. Excess Information Drains Budgets Unconstrained 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

6. Enabling Disposal Requires a Shift in Thinking Traditional Emphasis High Value Shift Records Retention Defensible Disposal 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. Instrumentation Policy Publication 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. Risk Monitoring Cost Take Out 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.

7. 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

8. Very Simple Savings Proposition: Dispose of Unnecessary Data Enterprise Information

9. IBM Can Help You Transform Silos to More Strategic Information Lifecycle Governance Excess data, cost and risk Lower risk, lower cost, higher profit

10. 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

11. Efficiently and Consistently Manage Data Based on its Business Value and Legal Duties DUTY VALUE DUTY Department Laws & Regs Matter ASSET Retention Schedule Hold Systems Information 11

12. Critical Business Processes Essential to Better Information Lifecycle Governance

13. 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

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

15. Govern structured and unstructured archives with unified policy management - Retain, hold and dispose of archived content efficiently 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 Delete Information with Confidence: Allow IT to archive and dispose of information in lockstep with legal, RIM and the business. Outcome: IT can minimize information cost and maximize its value with facts on legal, records and business needs [K, L, M, N, O]

16. De-duplicate and Compress Data as it’s Ingested to Optimize and Reclaim Storage De-duplicate Information to Reclaim Storage: IT Administrators dictate exactly how information is de-duplicated, and compressed when loaded into the archive(s). 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]. 16

17. 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

18. 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] 18

19. Automatically Apply Legal Holds to Information Consistently View 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. Automate Hold Syndication: Automate legal hold and collection execution in archives and repositories as soon as legal initiates them. 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].

20. Automatically Apply Retention Schedules to Information Retention Obligations and Business Value are Known by Data Source Retention 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]. 20

21. Defensibly Dispose of Unnecessary Structured and Unstructured data Automated Policy Distribution Ensures Policies are Accurate Apply 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].

22. 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

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

24. 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

25. IBM’s Information Lifecycle Governance Strategy Lowers Costs and Risks, Addresses Root Cause for Systemic Improvement Program leadership, process improvement and technology from IBM Storage Direct Procurement Costs Run rate reduction and growth avoidance Value-Based Archiving & Defensible Disposal • Archive to shrink storage, align cost to value • Dispose rather than store unnecessary data Run rate Curbs storage growth, lowers run rate permanently Automate the legal holds and ediscovery process • Structure and automate legal holds process to lower risk, increase precision, enable disposal • Analyze in place to reduce unnecessary collection, processing and review Estimated Risk or Mitigation Burden Reduction 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.

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

27. Learn More & Join the ConversationCompliance, Governance and Oversight Council 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. Online and in person events Regional and International summits Published materials

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