Introduction to Oracle Universal Records Management Raghu Kodali Product Management & Strategy Oracle URM & UOA
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Agenda <Insert Picture Here> • Information explosion • Oracle Universal Records Management • Demo • Case study – Great River Energy • Summary • Q & A
Enterprise Information ManagementStructured and Unstructured Information Managed Information Unmanaged Information Business Intelligence Data Mining Data Warehousing Database Database Database
Most Information is UnmanagedIncreases Risks and Costs Managed Information Unmanaged Information 20% 80% Business Intelligence Data Mining • RESULTING IN… • Inability to find and access content • High printing and shipping costs • Lack of security & version control • Duplication of content • Redundant and manual processes • Out of date and inaccurate content • Content that lasts forever (risk) Data Warehousing Database Database Database Source Gartner: 2005
The Information ExplosionDocuments, Images, Voice, Video, IM, Email … Unstructured Information • Usage and demand for content are growing rapidly • Various forms: documents, email, voice mail, digital media, … • Various repositories: file servers, DBMSs, PCs, mail servers, .. • Difficult to find, share, secure, and distribute this information • The “Web 2.0” mindset • Everyone is a contributor, commentator, or author • Everything should be shared • Content collaboration taken to new levels
The Information ExplosionSituation Today • Content growth • Content volume issues • Content discovery • Litigation preparedness
The Information Explosion Content Growth • Companies are generating tremendous amounts of content … • And those growth rates are themselves growing • Email • Instant Messaging • Microsoft Office (Word, Excel, PowerPoint, etc.) • Web Content • Reports • Collaborative content • Most of the content is (at best) redundant, and (more likely) outdated or counterproductive
The Information Explosion Content Volume Issues • Issues for Users • Workers spend large amounts of time searching for content • Outdated or uncontrolled content can lead to poor decisions • Issues for IT • Large amounts of money are spent finding and implementing technologies to cope • Search • Storage • Enterprise Content Management • Archiving / Backup • Labor is spent managing and implementing these technologies, and handling requests for content • IT is often designing content retention policies, and shouldn’t be
The Information ExplosionContent Volume Issues (cont.) • Issues for Legal • Discovery is extremely costly • The cost of discovery is (roughly) proportional to the volume of content • From a discovery perspective, it is risky to keep information that should be eliminated
Typical Content Growth Example company - storage, archiving, services costs • Email • 10,000 user mailboxes, 100 MB per mailbox = 1 TB • 10 sent msgs/day, 25 rec’d @ 15 K per = 5.25 GB • Growth rate of 137% • Documents • 10,000 users storing 2.5 GB documents = 25 TB • Create 1 MB/day = 100 GB • Growth rate of 100% • Calculated at $50/GB annual storage/archiving/service cost
The Information ExplosionDiscovery • Almost everything electronic is discoverable • “Today it is black letter law that computerized data is discoverable if relevant." Anti-Monopoly, Inc. v. Hasbro, Inc., No. 94CIV2120, 1995 U.S. Dist. LEXIS 16355 (S.D.N.Y. 1995)
The Information ExplosionDiscovery • Almost everything electronic is discoverable • Discovery difficulty is not a valid excuse • “Deficiencies in the retrieval system… cannot be sufficient to defeat a good faith request to examine relevant information.” “If a party chooses an electronic storage method, the necessity for a retrieval program or method is an ordinary and foreseeable risk.”Kaufman v. Kinko’s Inc., 2002 WL 32123851 (Del. Ch. 2002)
The Information ExplosionDiscovery • Almost everything electronic is discoverable • Discovery difficulty is not a valid excuse • Discovery cost is generally not a valid excuse • Plaintiff sought 800 backup tapes from Toshiba claimed cost of processing tape (analyzing data, identifying and restoring files, searching, producing specified data) would have been $1.5 to $1.9 million. Toshiba asked plaintiff to split or cover the cost. Trial court ordered Toshiba to produce at their own expense.Toshiba v. Superior Court of Santa Clara County, 124 Cal. App. 4th 72 (Cal App. 2004).
The Information ExplosionDiscovery • Almost everything electronic is discoverable • Discovery difficulty is not a valid excuse • Discovery cost is generally not a valid excuse • Spoliation can be extremely—even fatally—costly • Adverse inference instruction contributed to $1.45 billion judgment against Morgan Stanley. Finding Morgan Stanley grossly negligent in failing to produce Emails, overwriting Emails after twelve months in violation of an SEC order, failing to conduct proper searches for back-up tapes that may have contained Emails, and failing to notify plaintiff or the Court when it discovered new Emails. Coleman Holdings v. Morgan Stanley & Co., No. CA 003-5045AI, 2005 WL 674885, at *9-10 (Fla. Cir. Ct. March 23, 2005).
Restoration CostsThe Cost to IT • What would it cost to find everywhere content exists in your organization – file system, email, applications, repositories, desktop, archives, backup tapes. • What would it cost you to restore this content for review?
The Information ExplosionLitigation Preparedness • In case of litigation, it is important to have strong control over your content • Know what evidence you have • Quickly search it for relevant information • Present organized data at discovery meetings • Catalog of content, per new Civil Rules of Federal Procedure
Knowing Hand • Organizations can instantly review their information to assess their position in litigation, enabling decisions such as whether or not to settle a case: • Average number of lawsuits for U.S. companies with over $1 billion in revenue: 147 lawsuits • Average cost of lawsuits for companies with over $1 billion in revenue: $1.5 million • 25% of lawsuits settled earlier based on “knowing hand” and immediate access to evidence (140 lawsuits x 25% = 35). • Estimated savings approximated at 20% per early settled lawsuit ($1.5 million average lawsuit cost x 20% = $300,000). • Year 1 Savings: 35 lawsuits settled early at a savings of $10.5 million. • Year 2 Savings: 35 lawsuits settled early at a savings of $10.5 million. • Year 3 Savings: 35 lawsuits settled early at a savings of $10.5 million. • Total Savings 3 Years: 105 lawsuits settled early at a settlement savings of $31.5 million. • Now add savings of discovery costs, attorneys fees, etc.
UniversalRetentionManagement RetentionManagement ElectronicRecords PhysicalRecords • Preserve paper records • Schedule destruction • Line of business application • Archivist • Preserve electronic records • Schedule destruction • Integrated with CMS or separate application • Schedule destruction of non-records • Within single repository • Apply across multiple repositories • Schedule destruction of non-records Records and Retention Management Evolution
<Insert Picture Here> Oracle Universal Records Management
Oracle Universal Records Management Oracle Universal Records Management provides a single console to create and administer information lifecycle management functions such as retention, disposition, holds and discovery on both physical and electronic information, with a framework for extending to any repository
Oracle Universal Records Management • Single console to create and administer • Retention and disposition rules • Holds and discovery • Electronic and Physical records • Retention management of information across enterprise • A framework that extends records management practices to any repository • In-place management of content • Hot-pluggable support for Oracle and third-party repositories, security solutions and enterprise applications • Proven, defensible system provides full audit trail and certificates of destruction
Universal Records ManagementArchitecture Adapter Adapter Adapter Adapter FileServers EmailArchives UCM I / PM Discovery Services OracleUniversal RecordsManagement Central Policy Management PhysicalRecordsManager AdapterServices AdapterServices NotificationServices RecordsManager Adapter Generic Adapter ContentManagementSystems
SharePoint File Server Database Data Warehouse SharePoint SharePoint File Server File Server File Server EMC File Server IBM//Filenet Iron Mountain Mainframes File Server File Server SharePoint File Server Symantec Database Documentum Oracle Universal Records Management Discovery Services OracleUniversal RecordsManagement Central Policy Management PhysicalRecordsManager AdapterServices NotificationServices RecordsManager Retention Schedules In-place Records Management Dispositions Retention Management Federated Search Legal Holds
AdapterServices Adapter Adapter Adapter Adapter Adapter Adapter Adapter OracleUCM OracleCDB OracleI / PM FileServers MicrosoftSharePoint SymantecVault Generic URM Adapters Developed using URM Generic adapter • Generic adapter performs RM, admin & communication functions • Adapter defines and interacts with repository Extend URM policies into target repositories • Process dispositions • Enforce legal holds • Protect Records Enable centralized search and discovery • Maintain central URM catalog • Expose repository index in URM • Gather and export relevant content for discovery AdapterServices
Customer ScenarioEmail Archiving • Customer wants to control retention of email archiving system such as Universal Online Archive • Connects URM to Email Archive, sets rules to classify emails as records: • CEO emails are kept 7 years • In case of discovery, URM can search and find any applicable records for litigation • Records can be instantly placed on hold along with content found in other repositories • Content that is deleted has a full audit trail and certificate of destruction to show it is according to policy
Customer ScenarioSharePoint • Customer wants to control retention of SharePoint content and libraries/sites • Connects URM to SharePoint instances, identifies content based upon metadata, and matches the content to retention policies • Libraries can be monitored for regular review of activity – libraries or sites that have become inactive can be archived or deleted • In case of discovery, URM can search and find any applicable content for litigation across all SharePoint sites • Relevant content across all SharePoint sites can be instantly placed on hold along with content found in other repositories • Content that is deleted has a full audit trail and certificate of destruction to show it is according to policy
<Insert Picture Here> Summary
The “Ideal” SolutionDon’t just cope, fix it • Universal: Address the root cause by cataloging, applying retention policies, and applying holds to all content • Regardless of location • Regardless of whether it is a record or not • Regardless of whether it is electronic or physical • In-place: Apply holds and retention management actions in-place • Minimize impact on users • Reduce issues associated with moving electronic content • Leverage existing applications • Flexible: Provide features needed to address all content, not just records • Retention triggers based on calendar, event, usage, revision • Retention actions: Delete, move, alert, create
The “Ideal” SolutionBenefits • Reduce the risk of keeping too much or too little information • Reduce costs of storage, restoration, discovery and litigation • Support regulatory requirements • Reduce clutter so that users can do their jobs more effectively • …All while applying legal holds
<Insert Picture Here> Q & A
Next Steps • See a Universal Records Management demo viewlet - www.oracle.com/goto/urm • Read the white paper “Lowering e-Discovery Costs Through Enterprise Records and Retention Management” www.oracle.com/goto/urm • Get more information on Oracle Universal Content Management - http://www.oracle.com/products/middleware/content-management/index.html • Subscribe to the Content Management Newsletterwww.oracle.com/newsletters