Information analytics know what is in your e files to save millions and manage risk

Paragon Solutions, Inc. Proprietary
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Do you know what is stored in
your organization’s e-files?
 Is the information
appropriate?
 Is it searchable?
 Does it comply with
internal policies?
 What types of records
are managed?
 What information
needs to be retained
and for how long?
Welcome to Information Analytics
and Remediation Webinar

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Agenda
• Business Drivers
• About Paragon Solutions
• The Solution
• Use Cases and Demo
• Business Outcomes
• Questions

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Information Chaos
Of respondents have more than
50 discovery cases a year for
regulatory or legal issues. 13%
deal with more than 120 cases
per year.
Of organizations have become
more conscious of the business
risks of poor information
management and records
keeping.
Of respondents are not confident
that their electronic records have
not been modified, deleted or
inappropriately accessed.
In of organizations have
undeleted records beyond their
retention period have affected
a court case, twice as often
weakening it rather than
strengthening it.
Have a hold policy for
“electronic records”, only 35%
include all active electronic
documents.
Do not have any legal hold
procedures, and a further 9%
have a hold policy for paper
records but not for electronic
records.
AIIM 2011 – ECM State of the Industry 2011
57%
37%
26%
20%
55%
36%

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Records Management Drivers
What would you say were the two main reasons that triggered your
organization's decision to plan a Records Management system? (N=176 planning
or implementing)
AIIM Industry Watch: E-Discovery and ERM, 2010
0% 10% 20% 30% 40% 50% 60% 70%
Part of our planning for information
management in general
Risk assessment against our compliance
procedures
Desire to reduce/rationalize our paper
records storage
Advice from an auditor or regulator
Experience of a court case or investigation
Because SharePoint provides some RM
features as standard
Other

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Content Chaos is the Number One Driver
AIIM Industry Watch: E-Discovery and ERM, 2010
0% 10% 20% 30% 40%
Managing emails as records
Dealing with the content chaos in our file-share
Implementing a dedicated ERM system
Agreeing on a corp. classification scheme/fileplan
E-Discovery
Setting agreed corporate retention policies
Long term archive
Enterprise search
Back-conversion of existing paper records
Implementing records management in SharePoint
Managing high-volume application-created records
Integration of multiple repositories
Implementing Manage-in-Place
Managing social media content
Moving to a SaaS or Cloud model
Outsourcing email management
Outsourcing electronic records management
What would you say are the TWO most important ERM issues or current projects for you
right now? (N=550)

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Investigative Matter Management via EMC
Source One Kazeon
Unified solution that provides governance for electronically-stored
information (ESI) throughout its lifecycle as a record and enables
search, extraction, and production of relevant information for
regulatory, litigation, or other investigative purpose.
Feature
•Proactive retention and
disposition
•Version controls and
document immutability
•Evidence/content hold and
retention
•Evidence/ content tied to
workflows and business
processes
Benefit
•Reduced information volume
•Accelerated time to decisions
•Unified information
management
•Enables compliance, audit, and
investigation security
•Reduced process cost and
complexity

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Making Information Governance Actionable
with EMC
- SourceOne File Intelligence
- SourceOne eDiscovery – Kazeon
- SourceOne Discovery Manager
- Documentum Retention Policy Services
- Documentum Records Manager
- SourceOne for File Systems
- SourceOne Email Management
- SourceOne for Microsoft SharePoint

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Paragon Solutions’ Introduction
Corporate Facts
• National Coverage
• Global Clients
• NJ Headquarters
• Dual-shore Development
• CAGR 20+%
• Privately owned, 29-year history
Paragon is an enterprise information management
solutions company that helps firms leverage information
assets to achieve better business results.

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A Preferred Partner of EMC
INSURANCE &
HEALTHCARE LIFE SCIENCES FINANCIAL
Best IIG Solutions 2010
Digital Mailroom for Claims
HC Legal Contracts Management

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Paragon commits to investing in core competencies to create an integrated and client-
focused organization that anticipates the evolving needs of our clients’ business
priorities
Paragon’s Information Governance Competencies

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Questions on Your Mind
What unknown content resides on my storage systems
(File shares, collaboration applications, laptops)?
• Is the content appropriate?
• Is the content searchable and secured?
• Is there sensitive or confidential content?
Can the organization comply with internal policies?
What is the cost and risk of unmanaged content?
Do we have an archive strategy for information?
Can content without business value be safely deleted?
What information needs to be retained and for how long?

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What is the Solution? IARs
Information Analytics and Remediation (IARs)
• The systematic analysis and categorization of unstructured information
• Based upon inputs from corporate polices, records management, legal and Paragon
best practice
• Understand information value, evaluate risk, and ensure compliance.
Compliance
Litigation
Costs
Auditing
IT StorageIncrease compliance – identify unmanaged content
not in alliance with your corporate records, legal or
IT policies.
Decrease legal costs – data maps and ESI discovery,
destroy legacy information past its value. Reduce
length of time involved with discovery of responsive
material.
Manage Storage --Understand how storage is being
utilized

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IARs Use Cases
IT Storage utilization
Email Management and
Interrogations
Decommissioning of
Legacy systems
Consolidate Repositories
Identify high risk
information across your
enterprise
Litigation Analysis
Early Case Assessment
Enforce Corporate
Compliance
Disposition of legacy
information/non records
Accelerate Records
Management Program
Information Technology Legal Corporate Compliance
Seeks cost saving
benefits
Seeks to have
quick/accurate
responses for inquiries
Seeks consistent policy
enforcement for
acceptable use

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IARs Methodology
1. Assessment & Awareness
Assess current state business processes and information policies
Index content and gain intelligence as it is created, Build indexes (metadata &
full text)
2. Analyze
Business Rules Driven Analytics - Classify files based on meta-data, keyword
content and pattern matching (Age, owner, location, file type, etc.)
Business value, Legal, RM, security risk, intellectual property, PII, PCI
3. Reports
For example… Data Mapping; Custodianship; Ownership; Risk; Corporate Policy,
Social Security Number, PII
4. Action
Policy based actions … Consolidate, Archive, Dispose, Manage, Tag, Litigation
Hold

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IARs Process Flow
File Shares
Email Servers
Laptops and
Desktops
Documentum
MS SharePoint
Enables educated decision-making and policy creation….supports the
Records Management & Information Governance program development
3rd Party Archives
Information
Areas
Analytics
Business Rule
Development:
• Legal
• Taxonomies
• Operational
Rules
• Records
Management
• Corporate
Policies
• Methodology
Records
Management
Archiving
De-dup
Current Info
Stores
Content
Management
Centralized archiving
Consolidate Systems
Tag information/Collection/
Hold Management
Disposition
Clean up/Remediate
Assessment

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Records Management Program Acceleration
Use Cases
1. Records Management Remediation
– Identification, Classification & Tagging
2. Official vs Non Records
- Remediation of Copies
3. Litigation Response and
Preservation Support

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Use Case 1 – Records Remediation
Business Challenge
While many organizations may feel their
Records Management Program is robust
when applied to paper records, those same
organizations struggle with applying
policies to electronic records and
documents over file shares, document and
collaboration management systems, or
remote and office computers.
The challenge is to quickly identify records,
apply the right retention periods, and move
those records into the system of record and
under governance.

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Use Case 1 - Outcomes
Records Remediation Outcomes:
• Programmatically implement and enforce your Records Program
• Defined Business Process for Ongoing Information Analytics and
Remediation
• Graphical Charts of Non Compliance Risk Areas
Key Benefits
 Current State Understanding
 Gain insight into unmanaged
content
 Reduce overall risk
 Remediating action
 Programmatic Enforcement
• Strategy Plan for Information
Governance (People, Process, Tech)

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Poll Question
Does your organization effectively manage unstructured data and disposition
in according to stated policies?
1 – High Confidence
2 – Medium Confidence
3 – Low Confidence
4 – No Confidence

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Use Case 2 – Official vs Non Records
Business Challenge
Documents are created in organizations
everyday. Documents are often emailed
to multiple recipients, reviewers, and
users of the information and stored
locally on personal computers or onto
shared drives where the official record is
never filed or declared.
Duplicate files lead to “information bloat”,
resulting in an increased risk for non-
compliance with records policies,
inefficient searching and increases in
expenditures in IT storage.

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Official vs Non-Records Outcomes:
• Programmatically implement and enforce Compliance Initiatives
• Current State Analysis of Policy Compliance
• Graphical Charts of Non Compliance Risk Areas
• Defined Business Process for Ongoing Compliance Auditing
Key Benefits
 Current State Understanding
 Remediate duplicates
 Reduce overall risk
 Programmatic Enforcement
• Strategy Plan for Information Governance
(People, Process, Tech)

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Poll Question
Where is your organization most at risk with unmanaged information?
1 – File Shares
2 – Remote Laptops
3 – Document Management Systems
4 – 3rd Party or Cloud Storage
5 – All of the above

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Use Case 3 - Litigation Hold Response and
Support
Business Challenge
A pharmaceutical company faced possible non-
compliance with regulations for drug labeling. It was
critical for the Records Manager to effectively support
this discovery requests. To that end, a repeatable and
defensible process needs to be deployed by the
organization to minimize the risk of:
• Spoliation
• Over-collection and costly review of documents
• Inadvertent release of privileged materials
• Adverse judgments for failure to produce
Litigation response plans enable the organization to
communicate:
• Scope of a Litigation Hold and manage responses
• Identify and manage custodians
• Identify a data map of Electronically Stored
Information (ESI) and repositories

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Litigation Hold Response and Support Outcomes:
• Ensures that both the collection and acquisition of data are
done in a defensible manner
• Discovery Response Plan
• Reduces expenses and mitigates risk throughout the litigation
support processes
• Aids the legal team in determining relevant custodians
Key Benefits
 Repeatable, Defensible,
Documented Process
 Early Case Assessment
 ESI Data Maps
• Supports early case assessment
through heightened knowledge of data
volume and its location

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Poll Question
Do you consider your organization’s Litigation Hold and Litigation Readiness
Processes effective at protecting the organization?
1 – High confidence
2 – Medium confidence
3 – Low Confidence
4 – No confidence

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Building Consensus – Winning Strategies
with Multiple Stakeholders
Budget Building – Many stakeholders for ROI for projects
Legal
Privacy
/Compliance
IT
Records
Management
• Lowered cost for
eDiscovery, less risk
of over-producing,
faster Early Case
Assessment
• Understand
where your PII
lives, take steps
to reduce risk
• Lowered cost for
file share storage
by remediating
unneeded
documents
• Apply retention
schedule to
electronic
records, comply
with published
policies

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Questions?

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