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Subject:
From:
Robert Smallwood <[log in to unmask]>
Reply To:
Records Management Program <[log in to unmask]>
Date:
Tue, 29 Apr 2014 15:20:24 -0400
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Interesting results - but not all that surprising to most of us.

As to where to start? To me, it is obvious, you must start with email, and
getting a policy in place to reduce its volume. Nancy Flynn of the ePolicy
Institute recommends a 'destructive retention' policy: all email not under
legal hold or classified (auto-classified, hopefully) as a record is
destroyed within a certain timeframe, say 90 days. The policy  must be
followed systematically. A policy that gives users a few optional buckets to
retain important email that they may need to reference for active projects
provides some flexibility, but Flynn warns against the use of personal
archiving, as those email messages can be discoverable, and difficult for
the organization to control. 

Bringing the relevant stakeholders to the table is a tough thing, and the
only way to do it is through a strong executive sponsor. Who are the
relevant stakeholders? That will be different in each organization, but you
can look at the 5 key areas of the Information Governance Reference Model
for guidance: RIM, Legal, IT, Privacy & Security, and Business. Business can
be relevant business units or business/profit considerations, such as using
a data governance program and business intelligence analytics to harvest new
insights.

Urgency will only be demonstrated when key executives see the cost trends of
storage and eDiscovery - or a major breach occurs. 

Citing examples of egregious data breaches or adverse legal findings for
failure to have proper IG policies in place will help to make the case for
an IG program. And perhaps it is best to start small, by developing and
implementing an updated email policy, and implementing a comprehensive legal
hold notification (LHN) program. 

Building the business case must focus on hard dollar savings from reducing
the approximately 69% of an organization's information which is  "data
debris" (according to CGOC) that, on average, exists and is being managed
the same as high value information. Or, another way, in a highly litigious
environment, is using predictive coding technology to slash eDiscovery costs
- where, in large cases, the savings can be into the millions.

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