5 Things we learned about Information Governance in 2013

5 Things we learned about Information Governance in 2013

This year has taught us a lot, mostly around the theme that nothing’s really private or secure and the NSA is much more powerful than we thought. But breaches, defensibility lapses and data regulations also played pivotal roles during the year.

Power Over Information looked back and below are the top five articles of 2013

Metadata is a cornerstone of content management

Metadata accuracy is critical to ensuring accurate and reliable unstructured data classification. Many data migration and copy tools that exist in the market will corrupt metadata making the management of this content nearly impossible.

Organizations are learning that once metadata becomes unreliable it is difficult to make decisions about the data and it becomes lost and abandoned. As these tools scan the network they can change thousands of documents ownership to the useless “administrator”, last accessed time to today and the owner and the document loses context and importance.

Metadata is key to managing content and determining the disposition. As long as organizations continue to use tools that corrupt and cause spoliation of metadata content that has value or is sensitive will become lost among the complex infrastructure.

Alex Rodriguez reminds us what not to put in an email

Before allegations of his steroid use surfaced, Alex Rodriguez had become one of baseball’s most storied – and lucrative – franchises and one of the wealthiest players in the game’s history. His annual earnings were $30.3 million according to FORBES’ latest estimates, making him #18 in the magazine’s list of the world’s highest paid athletes. Penalties and fines could mar his future earnings and what should be a hall-of-fame career.

These are some of the Arod lessons that emerge for corporate America.

  • E-mail doesn’t die easily.
  • Data can be a liability.
  • Public perception can hurt.

Dirty laundry sure can fly in the spring

The hottest story of April was the exposure of secret files from offshore bank accounts held by some of the richest and most controversial people on the planet… and some ordinary Joe’s with a little extra cash, too.

Basically, 2.5 million files were leaked from more than 120,000 offshore companies and trusts, exposing a lot of dirty laundry. The International Consortium of Investigative Journalists along with 38 other media partners collaborated to sort through this mess of cash transfers, incorporation dates and links between companies and individuals.

Not all eDiscovery/information management tools are created equally

The Enron PST data set has been a point of controversy for the legal community and the latest self-touting of this data set being cleansed by information management company, Nuix, has rekindled the discussion – why facilitate and publish a data breach?

The Nuix-cleansed and republished document is still littered with many social security numbers, legal documents and other information that should not be made public as found after a simple review by Index Engines.

Data Profiling may be the legal/compliance communities’ saving grace

Data profiling technology can help an organization identify what electronic information it has and where it is located, which is the first step to ensuring that information governance policies are applied to it, reducing the organization’s eDiscovery costs and mitigating its greatest compliance risks.

 

 

 

Overcoming eDiscovery Bottlenecks with eDJ, TransPerfect and Index Engines

Streamlining the eDiscovery data collection process, ensuring defensibility when it comes to managing ESI, and auditing ESI management tools will help control costs and ensure quality during your next litigation event.

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Live webinar: Overcoming eDiscovery Bottlenecks with eDJ, TransPerfect and Index Engines

Streamlining the eDiscovery data collection process, ensuring defensibility when it comes to managing ESI, and auditing ESI management tools will help control costs and ensure quality during your next litigation event.

Babs Deacon of eDJ Group, Michael Wudke of TransPerfect Legal Solutions and Jim McGann of Index Engines show you what to look for, what to stay away from and how a streamlined process can elevate your business Wednesday, Nov. 13 at 2 pm ET, 11 am PT.

Register now.

 

Ways to Achieve Data Compliance in 2014: #3 Audit and secure PII data

Personally Identifiable Information (PII) such as social security and credit card numbers are hidden throughout your network. This content is a liability and can result in high-profile data breeches if not properly managed. Search and find user files and email containing PII and migrate this content to an archive, encrypt it, or purge it from the network. Organizations can then ensure they are safe from hidden PII and determine the best disposition strategy for this content.

Ways to Achieve Data Compliance in 2014: #2 Remediate aged data on legacy backup tapes

Every organization has legacy backup tapes generated for disaster recovery purposes. These tapes contain copies of all user generated files and email for decades. Compliance, legal and regulatory requirements are mandating that content on these tapes be managed as it can be requested when required. Profiling legacy tapes, extracting what is relevant, and archiving it for future access not only streamlines legal and eDiscovery requests but reduces offsite storage expenses.

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10 Ways to Achieve Data Compliance in 2014: 1 – Support development of data policy

Classifying user data based on insightful metadata properties allows for more meaningful strategies to be deployed.

Classify data into departments or groups within the organization, then by age and access times, and finally owner allows for disposition strategies to be developed and executed. Additionally policies can be refined and updated based on actually data classifications of what exists within the data center.

Watch the webinar below to see how data profiling supports development of data policy.

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And don’t forget to follow this blog to uncover the 10 data compliance projects that need to be on your schedule in 2014.

Critical Data Services Partners with Index Engines to Offer Tape Indexing Technology and Web-Based eDiscovery throughout Europe

Dublin-based Critical Data Services looks to better support its eDiscovery and risk management partners in Europe by offering Index Engines’ patented tape remediation technology and remote eDiscovery hosting.

HOLMDEL, NJ – Dublin-based data recovery specialists Critical Data Services look to make electronically stored information (ESI) more accessible, defensible and timely for eDiscovery and risk management partners by leveraging patented tape remediation technology from information management company Index Engines.

The addition of Index Engines’ software enables Critical Data Services’ clients to avoid the slow and error-prone restoration process and achieve immediate access to a “search ready” index of the clients’ tape data over a secure web interface.

“Full tape restoration doesn’t make sense anymore: it’s slow, it’s expensive and it’s a largely manual process,’’ said Ciaran Kennedy, Technical Director at Critical Data Services. “Index Engines’ tape indexing technology helps to automate the process, is highly defensible, and can actually get our clients reviewing tape data within days instead of weeks or months.

“There’s no longer a reason to restore bulk data from tape and then have to spend time processing through it conventionally. Index Engines’ approach is far more efficient and defensible.”

To make the process more user-friendly for eDiscovery service providers and law firms within Europe, Critical Data Services combines the convenience and simplicity of the web with the efficiency of their secure lab.

Backup tapes are securely transported to Critical Data Services’ processing facility where a comprehensive, searchable index of all the files and emails contained on the tape is created. Customers can access that index over a secure internet connection to search their contents and identify relevant ESI.

Finally, any identified relevant data is extracted from tape for delivery to the customer and/or collected into a forensically sound archive for continued long term preservation and access.

Allowing customers to identify ESI prior to extraction is what makes this process so much more efficient and cost effective that traditional tape processing.

“Critical Data Services has a well-established reputation of providing outstanding service throughout Ireland and the rest of Europe,” Index Engines Vice President David Ballard said. “They’ve seen first-hand how slow and ineffective full tape restoration can be and are dedicated to bringing their clients the quickest, most defensible solutions in the eDiscovery market today.”

Index Engines sets eDiscovery standard for performance and collaboration

Leveraging state-of-the-art hardware and VMware configurations, Index Engines enables management of multiple large-scale client projects simultaneously through the cloud

Holmdel NJ – Information management company Index Engines announced new hardware and multi-node configurations to increase performance and access to data for eDiscovery projects.

Among the increase in collaboration abilities, the new platform allows for management of multiple large-scale client projects through secure, web-based cloud hosting allowing for increased communication during culling, management and review of electronically stored information.

“We’ve seen a consistent trend of service providers tackling larger cases with stricter budgets and tighter time frames,” said Jim McGann, vice president of Index Engines. “For our customers, we needed to make it faster and easier to process overlapping large tape and LAN projects.”

The multi-node environments are established through VMware. After ESI is collected and culled though Octane’s high-performance engine, responsive ESI is stored on a network server and managed via a VMware node. VMware nodes can be deployed for each client, providing browser based, secure access to specific content.

While the multi-node environment works with Index Engines’ existing hardware, the company also released a new system. Partnering with Dell to leverage Dell Support and a state-of-the-art Intel chip, the new hardware enables eDiscovery collection speeds that can reach 1 terabyte of data per hour.

This 2U rack mounted software has three-and-a-half time the memory (256 GB) and two-and-a-half times the hard drive space (15 GB) of the previous model, enabling it to keep pace with data growth.

The Dell hardware also enables Index Engines’ software to index 1.5 petabytes of data while creating just a 1 percent footprint for metadata processing.

“We’re thrilled that Dell’s software is improving customer experience of our products,” McGann said. “We’ve been thoroughly impressed with the efficiency and capabilities we’ve received from Dell’s hardware.”

Along with the new releases, Index Engines also announced new pricing packages. Annual subscriptions start at $35,000. Unlimited packages and special incentives for current hardware owners are also available.

Streamline data center migrations and consolidations

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Moving unstructured data was time consuming and expensive.

But now when faced with a migration to a new storage platform or consolidation of multiple environments, movement of outdated, abandoned and aged data can be avoided.

Index Engines’ patented data profiling technology enables data center managers to eliminate data with no business value before a consolidation or migration occurs.

Through data profiling, you can:
•Understand the environment with a meta-data level analysis that shows data owners, duplicate files, last accessed data, potential PII and more,
•Classify data as abandoned, aged, risk, active or personal to develop an accurate view of your data, and
•Decide disposition so only content with business value is tiered to a new platform.

TransPerfect Legal Solutions (TLS) and Index Engines tackle legacy data discovery with Preferred Partnership

Index Engines names TLS its first Preferred Partner, forming a union between expert eDiscovery resources and best-in-class indexing technology

HOLMDEL, NJ – Information management company Index Engines named eDiscovery service provider TransPerfect Legal Solutions (TLS) as the first partner to join their new Preferred Partner Program.

This unique partnership enables Index Engines and TLS to collaborate on large-scale eDiscovery projects, providing a full-service collaboration for law firms and inside counsel in need of ESI collection and management.

“We’ve worked with TLS for the past three years and their company-wide work ethic and commitment to excellence is second to none,” Index Engines Vice President David Ballard said. “We’re thrilled to be working with them on a closer level and announce them as the first member of our elite Preferred Partner Program.”

To become a Preferred Partner, TLS professionals underwent rigorous training on Index Engines’ technology and had to show a proven track record of using the technology in eDiscovery projects.

TLS easily met the requirements having frequently used Index Engines’ Octane platform to remediate legacy tapes, as opposed to sending them out for restoration, a method that increases accuracy and decreases processing time.

“We pride ourselves on delivering the most accurate, complete results and surpassing our clients’ expectations on every project,” added Michael Wudke, President of Forensic Technology and Consulting, TLS. “Our partnership with Index Engines allows us to add more value to our clients and service more of their projects. We’re excited to continue working with Index Engines.”

In this partnership, Index Engines provides legacy tape processing or licensing services, remote hosting of the search interface, extraction of identified files, delivery of extracted data and CoC tracking if data is processed in its Cloud Services Lab.

TLS in return takes over the project management portion, delivers the interface to the end user, and can provide a number of value-added services including query preparation, bates stamping and hosting case management tools.