Records Management in Microsoft Exchange & Office 2007

1. Records Management in Microsoft Exchange & Office 2007 Tina Torres, Corporate Records Director Ethan Gur-esh, Program Manager Microsoft Corporation

2. Why RM got our attention It’s now every company’s problem Not doing it is expensive – Industry Predictions: $2.8B spent on e-discovery in 2007 Adverse inference for improper production:$1.45B in damages Getting it right is challenging: 43% of respondents have NO e-records plan 53% have no system to hold e-records

3. The Business Challenge …I need it to do my job? Can’t find what we need …. Is our data protected? Supporting The Business Needs While Meeting Compliance Goals We need one integrated system… … no time to learn new software. …where do we store...

4. The Business Challenge • Leaders are now paying attention: “We need a solution…!” • Solutions need to: • Be Implemented Yesterday • Be Inexpensive/Show ROI • Meet Legal/Compliance Requirements • Be Easy-to-use – Not “bureaucratic” • Apply to all Information

5. The Business Challenge Companies: Disorganized picture of current status Concern over costs and productivity impact Employees: “Who has time…?” “My method for keeping things works – why change it?” IT: Non-standard/integrated storage methods Information Lifecycle ends with storage

6. Problem Overview Retaining information needed to meet legal obligations and business needs Defining and separating what is needed and required from that which is not Developing policies and business rules that can be applied to electronic and paper documents

7. Problem Overview Managing information retention in systems with mixed content (e.g. e-mail) and across existing or legacy applications Designing the business solution with end-user adoption in mind Dealing with the full information life cycle

8. Records Management Framework Some information must be retained, but we can’t keep everything Critical and foremost: Prevent Insufficient Retention Additionally: Reduce unnecessary retention

9. Common Requirements Document / records management: Central storage, decentralized access Works in the places Users already use Company controls retention policies Records automatically sent to long-term repository Very easy for end-users: Users retain control over the places they use Simple concepts for identifying docs for retention Users don’t need to see the whole file plan

10. Litigation Holds: Not an end-user driven process Search to find relevant documents Documents can be collected remotely No disposition until holds are lifted Users, documents can be placed on hold PSTs (Non-server managed e-mail): Ability to phase these out for good! Common Requirements

11. Traditional View of Lifecycle Legal HOLD Optional? Discard Create Store (centrally) Retrieve IT Storage and Backups – Varied Processes

12. E-mail Lifecycle

13. Microsoft’s E-Mail Pilot Why did we start with e-mail? Highest volume of content… Most-used document space? Goals: Validate policies are clear & can be followed Test feasibility/impact of categorization Verify whether automated agents work

14. Users: 500 representative users initially Expanded to 5,500 users Pilot program: Large mailboxes Users file e-mail in folders based on content Default expiration period in basic folders No new PSTs/cannot add to existing ones Microsoft’s E-Mail Pilot

15. Basic Folders for General Retention Basic Concept

16. Basic Concept Folders for Specific, Role-Based Needs (downloaded or pushed)

17. Pilot: Lessons learned Types of e-mail users: Pilers: 25% Filers: 75% Pain points: Categorizing existing PSTs is painful (80%) Not pain points: Feeling of e-mail is not mine (5%) Needed more space (5%)

18. Demo E-mail Management Pilot