email management using oracle webcenter content records
DESCRIPTION
TRANSCRIPT
Dealing with ROT - Email Management using Oracle WebCenter Content Records
Management
Session ID# 724
Raoul Miller
Agenda•Typical Email Strategies – do they
work?
•What do we mean “Efficient Email Strategy?”
•How would such a strategy look and work?
Typical Email Strategies
Keep
Everything
Typical Email Strategies
Quotas
Typical Email Strategies
Do Nothing
Typical Email Strategies
Delete
Everything
An “Efficient Email Strategy”What do we mean?
1.Proper retention
2.Keep storage footprintto a minimum
An “Efficient Email Strategy”What do we mean?
3.Easy User Experience to ensure high adoption
An “Efficient Email Strategy”What do we mean?
Not all email should be treated equally!
An “Efficient Email Strategy”Principles
Not having a defined policy is a ticking time bomb
An “Efficient Email Strategy”Principles
$$$$
Have you had an eDiscovery bill…
Over $500,000?
Over $1 Million?
Over $5 Million?
Have you had an eDiscovery bill…
Fabrice Tourre,
Goldman Sachs – source: Getty
Projected information growth, 2009-2020
Source: IDC Digital Universe Study, May 2010
2009 2020
Source: Litigation Cost Survey of Major Companies, 2010 (from Conference on Civil Ligitation, Duke Law School, May 2010).
$3,000,000
Avg. cost to collect, cull and review information per legal
case
44X
Be sure you address both:
Back end infrastructure
User experience
An “Efficient Email Strategy”Principles
The Classification Riddle
Percent of business communication done
via email
Percent of Email that qualifies as
a record
80% 5%
Transient – Should Delete! – Auto Dispose – short retention
Working Content – Can be kept – make it easy – Long retention
Records – Must be kept – Proper Retention & Governance – Disposed byOracle WebCenter Content Records
Reduce Transient Email“The Zone Approach”
Automatic Disposition
• ROT: Redundant, Outdated or Trivial
• 95% of all email is not accessed after 60 days
• Operational risk and litigation exposure if retained
• IT storage and management costs, being outpaced by explosive growth in data volumes
With Email Manager for Oracle:
• Requires NO user action!
• Automatically, defensibly disposed based on your policies
Proper Retention and Governance of Email Record Content
• Important for legal, regulatory or corporate policy reasons
• Must be kept; retention and disposition varies
• Centrally managed by the organization as Records
With Email Manager for Oracle:
• SmartAssistTM auto classifies emails with human oversight
• Users apply classification with a mouse click
• SmartAssist™ makes it simpler and more accurate
• It’s easy – really!
Improve the User Experience
• Active content important to users
• Comprised of business and personal content
• Arranged in the manner they work: filers and pilers, sweepers and keepers
• May evolve to ROT or records
With Email Manager for Oracle:
• Self-managed the way each user works, with…
• Configurable size and space policies for improved IT management
Can You Do This?
Now you know what a good email policy should look like, can this be done with ??
YES!
Solution Demo
Solution Process Flow
MS Exchange
Archive/Stub
Records File Plan
Data
Category Sync
Set Categor
yMetadat
a
UserExperien
ce
Case Study
• Global manufacturer - 80,000 employees• Phased rollout - ~12,000 mailboxes using IEM
Solution Summary
The only email solution for Oracle WebCenter (URM)
Addresses both user experience and infrastructure
Questions? Comments?