Best Practices for Records Retention and E-Mailing. French Caldwell. What Should Your E-Mail Retention Policy Be?. Save Everything. Save Nothing. Get it wrong and it could cost you. $$$$$$. Key Issues. What are the trends influencing e-mail and content retention policies?
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Get it wrong and it could cost you
Tiering and Archiving
Power and Real Estate
Static data offers special opportunities for savings.
Compliance and Legal Discovery
Typical E-Mail Situation
30+% annual growth (in traffic, not necessarily storage)
Average 75 e-mails per day
7MB data per day
Provides for reasonable access to potential evidence
Defines "electronically stored information"
Deals with inadvertent waivers of privilege
Specified potential production formats
Sets up possible "safe harbor" for lost dataPlanning Needed for Changes in Federal Rules of Civil Procedure
IT needs to be prepared to accurately disclose what information is available, in what format, and what it would take to review and produce it.
Strategic Planning Assumption:
By 2010, 40% of all Global 2000 companies will implement an enterprisewide records management system, up from 25% in 2005.Managing the Retention of Business Content
OpticalSelecting the Right Storage for Content Starts With Data Requirements
Full Backup 1
Full Backup 2
Unique Data Redundant Data De-duplicated Data
Assumes a 20-to-1 deduplication ratio.
May be more cost-effective than tape if there is lots of duplicate data.
Information Life Cycle Management:
Optimizes the cost of storing, protecting and recoveringinformation by migrating data to the appropriate storage technology based onavailability, performance and retention requirements.
Content Management, Retention Management, Archiving, Data Access
Cost per GB
Report (Print Stream)Archives
Active ContentConsolidate Your Content and Platforms as Archiving Gains Importance
Early SolutionsOutsourced Options Increase as More E-Mail Archiving Service Providers Emerge
ability to execute
completeness of visionMagic Quadrant for E-Mail Active Archiving, 2007 — Discovery is Now Key
As of May 2007
(From "Magic Quadrant for E-Mail Active Archiving, 2007," 16 May 2007)
Establish continuous audit and review processes.
Communicate and train staff. Publish policies, retention schedule and procedures.
Select and deploy a records management solution.
Determine functional and technical requirements.
Build a file plan and retention schedule with access rights and document types.
Draft policies to detail enterprise needs for record keeping to satisfy business, regulatory, legal and fiscal requirements.
Build a program oversight team consisting of legal, finance, IT and business managers.Seven-Step Implementation Plan for Records Management
Distributed or centralized data within an organization
Business practices and procedures that have evolved
The nature of the business
The culture of the organization
History of legal, regulatory and administrative proceedingsDeveloping a Document Retention Policy
Delete E-Mails After XX Days
Save All E-Mails
Save Only Select Messages
PSTE-Mail Retention: The Reality
The biggest challenge for companies today is how
to deal with runaway PSTs
PSTE-Mail Retention: The Future
Users will need to be trained on what messages warrant
longer-term preservation, and how to do it
Companies must distinguish between what is mandated by
the government, versus what is mandated by corporate policy,
versus what is required for business efficiency