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Manage Email as Records in SharePoint to Reduce Risk and Cost Presented by: Warren Solow (Viacom) & Joel Klinger (Gimmal) INTERNATIONAL

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Page 1: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

Manage Email as Records in SharePoint to Reduce Risk and Cost Presented by: Warren Solow (Viacom) & Joel Klinger (Gimmal)

INTERNATIONAL

Page 2: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

A little context…

Page 3: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

The problem with email

There’s a lot of it

A lot of it isn’t critical…

…but some of it is

1

2

3

112.5 Billion business emails

sent per day

10-15% of work email

is personal 5-50% would qualify as

“Business Record”

3% growth rate

per year

Page 4: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

The problem with email

Users keep everything

A user’s mailbox is a silo

Potential financial consequences

Page 5: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Email management is the solution According to AIIM’s definition*:

*http://www.aiim.org/What-is-Email-Management-EMM#

In practice, it includes policies that dictate the classification, retention, and storage of email messages and/or email attachments.

“Email management involves the systematic control of the quality and quantity of electronic messages that are sent from within,

and received by, an organization”

Page 6: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

The benefits of email management

Less email storage required

Better user work habits

More effective sharing of information

Proper preservation and classification of key

company information

Improved findability and reduction in eDiscovery costs

Reduction of legal, compliance, financial and

business-related risk

Page 7: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Getting there So how do you achieve

email management? And where do you store

your email records?

Page 8: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Case Study

Page 9: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Case study A large international media and entertainment company is implementing an Information Governance and Records Management program to better manage its emails and other unstructured content.

The key goals of the program are:

Dispose of content at the end of its

useful life to reduce cost and risk

1

Properly preserve the company’s

Business Record

2

Improve findability

3

Reduce eDiscovery costs

4

Page 10: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Case study The high-level plan to achieve the program goals are:

Define and distribute

Information Governance

Policies

1

Implement a 3-tier

Information Lifecycle

2

Retention assigned to all information

3 Preservation / retention of

Business Records based on Corporate Records Retention

Schedule (RRS)

4

Page 11: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

The plan

Get executive sponsorship

Page 12: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Executive sponsorship

• The project is being driven by the Legal Department

• The key financial driver is reduction of eDiscovery Costs through:

• Improved findability

• Less content to review

• Preparation for migration to Office 365

• The General Counsel is the Executive Sponsor

• Backed by both the CEO and the COO

Page 13: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

The plan

Get executive sponsorship Develop an Information

Governance policy for email

Page 14: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

The Information Governance Policy - Summary

• All information will fall into one of three Lifecycle States:

• My Items Record (Tier 1) – 30 days retention

• Work Items Record (Tier 2) – 5 years retention

• Business Record (Tier 3) – retention based on RRS

• All emails in a User’s Mailbox will be defaulted to My Items

• Users can classify relevant emails as Work Items

• Identified Business Record emails and/or attachments will be moved to a shared Records Repository and classified

Page 15: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Get executive sponsorship Develop an Information

Governance policy for email Develop and test a Technical Solution

The plan

Page 16: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Technical Solution

• Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

• Disable PST’s

• Implement SharePoint with Gimmal Workplace Compliance as the Records Repository

• Use 3rd party Outlook add-ins to allow filing Business Records to SharePoint

• Give departments the option to classify Business Records using their Business Taxonomy

Page 17: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Technical Solution – Why SharePoint

Easy integration with Outlook via 3rd party tools

Intuitive process A robust collaborative repository to manage unstructured content

Support for flexible taxonomies that can

be mapped to the Retention Schedule

SharePoint already in use at the company

Proven 3rd party tools from Gimmal fill gaps in

SharePoint Records Management functionality

Page 18: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

The plan

Get executive sponsorship

Plan the transition

Develop an Information Governance policy for email

Develop and test a Technical Solution

Page 19: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Transition plan

• All users provided a “Work Items” email folder

• Disable PST files

• Mailbox size increased

• Mailbox policy activated as users moved to SharePoint

• 30 days notice to clean up your mailbox

• Move business record emails to SharePoint

Page 20: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

The plan

Get executive sponsorship

Plan the transition

Develop an Information Governance policy for email

Change Management to prepare users

Develop and test a Technical Solution

Page 21: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Change Management

A comprehensive Change Management and Communication plan was developed and executed including

• Executive communications from CEO, COO, and GC

• One-on-one meetings with department heads

• Explainer video

• Posters and handouts

• Notices and interactive Q&A on the Intranet

Page 22: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

The plan

Get executive sponsorship

Plan the transition

Develop an Information Governance policy for email

Change Management to prepare users

Develop and test a Technical Solution

Make it happen

Page 23: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

And then, this happened…

Page 24: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Change in plans

• The Sony Hack accelerated the program

• No longer waiting for SharePoint rollout

• Phased email management rollout over 6-9 months

• Users given a temporary location for Business Records

• SharePoint rollout accelerated

• Management had ammunition for denying exceptions

• Kudos to the IG team for being ready with a plan!

Page 25: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Results of the program

Users liked that the system “cleaned their

rooms for them”

1

There was a positive change in work habits

2

More efficient sharing of information

3

Less searching for the one version of the truth

4

Records Management is transparent to the user

5

Page 26: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Lessoned learned

Developing an Information

Governance policy and Information Lifecycle

provided the blueprint

1

Active Executive Sponsorship and

Change Management is essential

2

Selecting technology that makes the process familiar and transparent increases user adoption

3

A relevant real-life problem reduces

resistance

4

Use 3rd party tools to speed implementation

5

Page 27: Manage Email as Records in SharePoint to Reduce Risk and Cost€¦ · Technical Solution •Use Exchange Messaging Records Management (MRM) to manage Tier 1 and Tier 2 in the mailbox

INTERNATIONAL

METRO CHAPTER

Thank You


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