On Jan 30, 2014, at 12:00 AM, RECMGMT-L automatic digest system <[log in to unmask]> wrote:

> 
> From: "Martin, Deborah L" <[log in to unmask]>
> Subject: Re: Control of the records collection survey
> Date: January 29, 2014 at 3:37:03 PM EST
> 
> 
> Hugh,
> 
> My group has just assigned a task to help a legal department get control of their legal holds and discovery processes.  My experience with legal holds is pretty minimum, so I'm trying to learn as much as possible in order to succeed at this task.  I'm looking into getting the Certified Electronic Discovery Specialist (CEDS) certification to turn this into a new open door into a related field.  If you have any experience with the CEDS certification, please let me know.
> 
> Can you also tell me more about developing a data map?  We have 15 million records in our electronic records system and tens of thousands in hard copy storage, so I'd like to find out the best way to create a data map at this point.  What are the issues, how should I start, lessons learned, etc.  Where do I get more information, any suggestions? 
> 
> Deb Martin, CRM, CIP
> Lockheed Martin
> 825 Jadwin, Room 454
> Richland, WA 99352
> 509-376-3771
> [log in to unmask]


Ms. Martin,

I am emailing you a presentation on E-Discovery that might be of interest. I know from all the work we do with offsite tape storage vendors is that the first step is to place a hold on tapes in storage and stop the process of pulling them back to the Data Center to be over written with new information. Every current tape and every newly created tape is to be held until the Legal Hold is removed. Your tape volume will explode during this time period.  I heard a presentation by a company that specializes in this  ( Digital Trust out of the NYC market) and I believe the CEDS would be of value.

> Can you also tell me more about developing a data map? 

Larry is waiting with bated breath to see what I say next……………… 

Truly I am not the man to tell you how to develop a Data Map.  I can tell you that there are some great consultants in this area. Trustpoint International and Digital Trust both specialize in developing data maps. They are brought in when you are in high crisis but if you could work with one of them as an aid to developing your own map, I think that once you have it, maintaining would be more manageable.  And if you add the CEDS on top that would be a big benefit.

>  What are the issues, how should I start, lessons learned, etc.  

If there is a records manager here that just went through litigation prep, they might be able to provide some tips. 

> Where do I get more information, any suggestions? 

I would start by asking IT to provide a list of tapes that are offsite; then ask the offsite vendor to provide a list of what is offsite.  Prepare to be shocked. Reconcile this issue first, as it will be embarrassing to provide a listing of your library and find the library is in actuality far different. If they match, then go to accounting and ask to see the invoices they paid for tape storage over the last three years and then reconcile this with what the IT Department says they have and what the offsite vendor says they have.  I would then ask the software company that built the tape management tracking system to develop a log for you. This is a long way from a map but it is a beginning step. (I provided some background here in my email directly to you.)

I am betting that Larry, Bruce and Gary Link can fill in some gaps.

The key to the well organized Data Map is to be able to have certain parts of the map excluded from Discovery because you can prove they are not relevant.  The more and the faster you remove elements, the lower the cost of the review and the lower the cost to fight the suit.  And the faster you move to settlement.  The more you can enhance the speed of culling the 15 million down to a far lesser number the more your value to the company.

I look forward to hearing about your success in this field.

Hugh Smith
FIRELOCK Fireproof Modular Vaults
[log in to unmask]
(610)  756-4440    Fax (610)  756-4134
WWW.FIRELOCK.COM


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