Data Profiling the Key to Cost Control and Risk Management

The “save everything” data strategy has become costly, inefficient and risky for legal teams across the globe.

Understanding what user data exists, where it’s located, who owns it, and why it’s being kept is a necessity every company strives for, yet data is horded and stockpiled causing data discovery and management costs to increase annually along with risk of additional lawsuits.

Legal departments must work with IT to understand what exists and develop a policy that will protect the organization from harm and long-term risk. This discovery process is developed through data profiling, or the mapping of user data, which sheds light on content and helps refine and define policies, effectively discovering and managing potential liabilities before they strike.

A thorough data profile will uncover metadata and provide the legal team with a comprehensive view into what data exists. This in turn allows companies to manage data more effectively and control long term risk.

For example, many organizations do not know the location of or how to manage user created pst files, which represent mini-archives of sensitive email.

A data map not only uncovers all pst’s, but shows who owns them and when they were last accessed or modified. Using this information, an organization can determine if pst’s are a liability and create a plan on how to best manage them.

Companies can determine the disposition of user content, move what is required by compliance onto legal hold, eliminate potential PCI compliance violations, secure sensitive content in the corporate archive and purge data that no longer has business value.

Data profiling is the first step to mitigating unseen compliance risks and additional litigation discovery costs. Start protecting yourself with a profile of your most sensitive sources of data whether it’s specific departmental servers from finance or senior executives, or legacy backup tapes.

Once you discover what data exists, you can effectively manage it and create an enforceable governance policy and archiving strategy going forward.

Discover more about using data profiling to your advantage in this free white paper, “How to use Data Mapping to Manage Liability

Litigation Support Today – Streamline your eDiscovery Lab

Today’s requirement for ESI (electronically stored information) collection and preservation has exploded. Projects can easily grow into terabytes of data, sources of collection have become complex, and the simple requirements of collecting ESI have morphed into full-fledged legal preservation and hosting capabilities. As the environment has changed, organizations might wish to consider new platforms that can streamline the eDiscovery process to better control costs and provide value-added capabilities.

A recent article in Litigation Support Today discusses how eDiscovery service providers can increase productivity and client satisfaction.

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New release of Octane ver. 4.5 – enhancing ediscovery workflow

New release adds support for Relativity®, OCR and high speed forensic image processing broadening EDRM support through a unified platform

“Index Engines is committed to providing a single, unified platform that provides powerful processing of electronic data in support of eDiscovery and compliance. With deployment of the Octane platform our clients have streamlined costs and resources, improved overall responsiveness, and take advantage of best of breed technologies such as Relativity.” states Jim McGann, VP of Marketing at Index Engines.

Read full release: http://bit.ly/Sq3ZVi

Bigger isn’t always better when it comes to Big Data

Analyzing data: Why a “bigger is better” mentality may be at odds with intelligent information governance 5V’s of big data – Volume, Velocity, Variety, Value and Veracity. The Five Vs keep in-house counsel from turning “big data” into “bad data” http://bit.ly/Q4l56V @dean_gonsowski @InsideCounsel

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Legacy Backup Tape Remediation Chalk Talk

Watch Ed Moke, VP of Operations at Index Engines explains the process of legacy backup tape remediation. Purging legacy disaster recovery tapes saves offsite storage costs (Iron Mountain, Recall and others) and eliminates risk and liability of the unmanaged user files and email. Index Engines supports direct indexing, search and extraction of files and email from tapes created using Symantec NetBackup and Backup Exec, IBM TSM, EMC Legato Networker, CA ArcServe, HP DataProtector, and others. Simply load DLT, LTO, AIT and other tapes in library and automate the process of indexing and extraction of the content based on legal and compliance policy. No need for expensive tape restoration or the original backup software.

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Learn more about Tape Remediation

How to proactively Control E-Discovery Costs

On average, each gigabyte of data represents approximately $18,000.00 in e-discovery costs.

On a per-gigabyte basis, costs ranged from $125 to $6,700 for the collection of data, from $600 to $6,000 for processing electronic data, and from $1,800 to $210,000 for the legal review.

It is unrealistic to expect much room for improvement in the rates of human review. While it only costs about $.20 a day to buy one gigabyte of storage, it costs much more to have the stored data reviewed in the event of litigation. Thus, taking steps to establish a process and procedure for retaining only necessary data and deleting unnecessary data will reduce costs by reducing each gigabyte of data that needs to be reviewed. Full Article>

Learn more about reducing e-Discovery costs>

E-discovery: Tips for identifying and preserving ESI

Efficiency starts with good communication between outside counsel, in-house counsel and the IT department

Identification: it is helpful if an organization has a data map or server topology (a visual representation of a company’s network systems).

Preservation: The first step in preserving ESI is to implement a litigation hold. Outside counsel and in-house counsel should determine at the outset whether any issues might prevent the proper preservation of relevant ESI. Counsel should be mindful of recently implemented policies, network upgrades and system changes that affect older data. Retired computer systems (also called legacy systems) may cause problems because data upgrades or migrations can affect data integrity. Moreover, preservation issues often arise with network backup systems because they are not designed for retrieval in connection with litigation. Learn more on how to get to legacy data>

Data may only need to be preserved for certain key custodians. Counsel may want to limit preservation to a specific date range, target only specific types of data, or focus on specific locations or subject matters. Ideally, the goal is to preserve only the ESI that a company may need for a particular matter. Full Article>