Records Management in Microsoft Exchange & Office 2007 Tina Torres, Corporate Records Director Ethan Gur-esh, Program Manager Microsoft Corporation

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

The Business Challenge …where do we store... …I need it to do my job? Can’t find what we need …. … no time to learn new software. We need one integrated system… Is our data protected? Supporting The Business Needs While Meeting Compliance Goals

The Business Challenge Leaders are now paying attention: “We need a solution…!” Solutions need to: Be Implemented Yesterday Be Inexpensive/Show ROI Meet Legal/Compliance Requirements Be Easy-to-use – Not “bureaucratic” Apply to all Information

The Business Challenge Companies: – Disorganized picture of current status – – Concern over costs and productivity impactEmployees: “Who has time…?” “My method for keeping things works – why change it?”IT: Non-standard/integrated storage methods Non-standard/integrated storage methods Information Lifecycle ends with storage Information Lifecycle ends with storage

Problem Overview Retaining information needed to meet legal obligations and business needs Defining and separating what is needed and required from that which is not Developing policies and business rules that can be applied to electronic and paper documents

Problem Overview Managing information retention in systems with mixed content (e.g. ) and across existing or legacy applications Designing the business solution with end-user adoption in mind Dealing with the full information life cycle

Records Management Framework Some information must be retained, but we can’t keep everything Critical and foremost: Prevent Insufficient Retention Additionally: Reduce unnecessary retention

Common Requirements Document / records management: Central storage, decentralized access Works in the places Users 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 don’t need to see the whole file plan

Litigation Holds: Not an end-user driven process 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! Common Requirements

Traditional View of Lifecycle Create Store (centrally) Legal HOLD Discard Optional? Retrieve IT Storage and Backups – Varied Processes

Lifecycle

Microsoft’s Pilot Why did we start with ? Highest volume of content… Most-used document space? Goals: Validate policies are clear & can be followed Test feasibility/impact of categorization Verify whether automated agents work

Users: 500 representative users initially 500 representative users initially Expanded to 5,500 users Expanded to 5,500 users Pilot program: Large mailboxes Large mailboxes Users file in folders based on content Users file in folders based on content Default expiration period in basic folders Default expiration period in basic folders No new PSTs/cannot add to existing ones No new PSTs/cannot add to existing ones Microsoft’s Pilot

Basic Folders for General Retention Basic Concept

Folders for Specific, Role- Based Needs (downloaded or pushed)

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

Demo Management Pilot