Records Management in Microsoft Office & Exchange 2007 Jason Cahill, Lead Program Manager Microsoft Corporation Tina Torres, Corporate Record Manager Microsoft Corporation

Why RM got our attention Its now every CEOs problem Not doing it is very expensive $2.8B spent on e-discovery in 2007 Adverse inference for improper production: $1.45B in damages Getting it right is challenging: 43% of respondents have NO e-records plan 53% have no system to hold e-records

Business Framework Some information must be retained, but we cant keep everything Critical and foremost: Prevent Insufficient Retention Additionally: Reduce unnecessary retention

Stakeholders Companies: No/disorganized picture of current status Fear additional costs Employees: No awareness/understanding of records management policies Its too much extra work IT: Non-standard/integrated storage methods Information Lifecycle ends with storage No one is aware of the need for change!

Microsofts corporate IT/RM requirements Document / records management: Central storage, decentralized access Works in the places they already use Company controls retention policies Records automatically sent to long-term repository Very easy for end-users: Users retain control over the places they use Simple concepts for identifying docs for retention Users dont need to see the whole file plan

Requirements (continued) Litigation Holds: Search to find relevant documents Documents can be collected remotely No disposition until holds are lifted Users, documents can be placed on hold PSTs (Non-server managed ): Ability to phase these out for good!

Microsofts pilot Why did we start with ? You are over quota… Would you like to auto-archive now? Goals: Validate policies are clear & can be followed Test feasibility/impact of user categorization Verify whether automated cleanup works

Microsofts pilot Users: 500 representative users initially Expanded to 1500 users in Nov 2005 Pilot program: Large (1-2GB) mailboxes Users file in folders based on content 6 month expiration period in inbox & default folders Existing PSTs are grand-fathered in as read- only: No new PSTs

management pilot Next steps: Records Repository folders exposed to users via Outlook 2007

Pilot: Lessons learned Types of users: Pilers: 25% Filers: 75% Pain points: Categorizing existing PSTs is painful (80%) Not pain points: Feeling of is not mine (5%) Needed more space (5%) Productivity impact (3%)

Records Management in 2007 User Interface Microsoft Office Web browsers 3 rd party apps Records Management Web Content Management Forms Management Unified Storage Architecture Unified Windows SharePoint Services Microsoft Office SharePoint Components WorkflowMetadataPolicies SearchSecurityIRMCollab Library Svcs. Document Management Policy Management Microsoft Exchange 2007 Mailbox Management Transport Services RulesPolicies SearchSecurity

Office SharePoint Server Sales Asia Pacific Region Employment Claims Contracts Content Types to classify content Policies to audit and expire information Server side IRM Managing collaborative spaces Declared records sent to Records Repository

Records Manager Records Repository Contracts Contracts Asia Pacific Region Financials Mortgage Configure repository as per file plan Physical Assets Doc Mgmt Systems / Services Interface Records Repository template Transfers document context Records Repository Configure policies as per retention schedule

Records Repository Sales Controls Asia Pacific Region Employment Claims Override Expiration Policy 11/8/08 HOLD Litware Inc. Sr. Attorney Attorney Search for records to Hold Hold Orders

References Microsoft Rec. Mgmt. Team Web Log: