become an information governance superhero in 2015 - lunch keynote arma houston spring conference
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Boston | Hartford | New York | Providence | Stamford | Albany | Los Angeles | Miami | New London | rc.com © 2015 Robinson & Cole LLP
J I M M E R R I F I E L D , I G P, C I P
R E C O R D S & I N F O R M AT I O N G O V E R N AN C E M AN A G E R
J M E R R I F I E L D @ R C . C O M
@ J I M E R R I F I E L D
Become an IG Superhero in
2015
2
Jim Merrifield, IGP, CIP
Records & IG Manager at Robinson+Cole,
LLP – Am Law 200 firm
Member of Data Privacy & Security Team
Co-founder InfoGovCon – IGI event
Over 10 years experience in IG space both
as a practitioner and solution provider
Published author and speaker on many IG
topics – RIM, eDiscovery, Privacy, Cyber-
security
33
Whose Your Favorite Superhero?
55
Agenda
Develop skills to sell IG to C-Level
Gain insight from organizations who are applying IG
Receive practical tips to get started
8
ENGAGE C-LEVEL
LEARN A NEW LANGUAGE
TRANSLATE INTO RESULTS
Sell to C-Suite
9
Engage C-Level
Know How You Create
Value
Possess Discernment
To See Through Their
Eyes
Prove You Will Own
The Outcome
Own The Next Steps
10
Phrases C’s like
Increase market share
Improve customer satisfaction
Decrease operating expenses
Increase Revenue
Beat the competition or at least keep pace
Shorten time to market
Reduce turn-over
1111
Translation to C-speak
As IG professionals, we
like to say…
What C’s would rather
hear
Primary business
driver
“We’ve been allowing employees
store information w/o proper
restrictions, We know we can
save $$ by implementing IG”
“We’ve allowed employees store
information in 10 different
repositories. By implementing
IG, we will reduce repositories to
5, decreasing storage expenses.
We’ll get more for IT $$ spent.
Decrease Operating Expenses
1212
Translation to C-speak
As IG professionals,
we like to say…
What C’s would rather
hear
Primary business
driver
“IG will help us deliver the
right information to our
clients faster”
“Using modest projections
& looking at case studies
from other companies IG
success, we feel IG will
result in closing $____ in
additional sales next
quarter.”
Increase Revenue
1313
Translation to C-speak
As IG professionals, we
like to say…
What C’s would rather
hear
Primary business
driver
“IG will reduce risk” “IG will ensure compliance
with these current
legislations____” (then list
relevant ones)
Reduce Risk and Safeguard
Reputation
1414
ABA Resolution 109 Amendment
“Encourages ALL private and public sector organizations to develop, implement and maintain an appropriate cybersecurity program that complies with applicable ethical and legal obligations and is tailored to the nature and scope of the organization and the data and systems to be protected.” – ABA Res. 109 Amend 8/2014
“Cybersecurity has moved beyond the realm of technical personnel; the maintenance of a security program, including the components stressed in this resolution, is a responsibility that all senior executives, business owners, attorneys, general counsels, compliance officers, and government officials should embrace.” – ABA task force
1717
Verizon – 2015 Data Breach Invest Report
Top 3 Causes of Data Security Incidents
Crimeware
Insider Misuse
Physical Theft/Loss
90% - People
1818
Verizon – 2015 Data Breach Invest Report
“Oh No” – Sensitive information sent to incorrect
recipients (usually via email)
“My bad” – Publishing non-public data to public we
servers
“Oops” – Insecure disposal of personal and medical
data
19
M I D - S I Z E L AW F I R M
G L O B AL L AW F I R M
G L O B AL O I L & G AS C O M PAN Y
L AR G E I N T E R N AT I O N A L M I N I N G C O M PAN Y
U . S . B AS E D F I N AN C I A L S E R V I C E S C O M PAN Y
IG Case Study’s
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Problem Solution
Risk & Compliance
Manager needed C-Level
Sponsorship
Wanted to form IG
committee for to launch
new IG initiative
Partnered with existing
committee that was already
successful and working
Mid-Size Law Firm
2121
What were the results?
IG initiative off the ground
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Problem Solution
Volume of Legacy data
was significant
Limited Staff & Tech
resources
Cultural challenges
Identified low-hanging
fruit
Leveraged existing
resources and used
small victories to build
business case
Global Law Firm
2323
What were the results?
Elevated presence of Records team
Demonstrated ability to creatively accomplish tasks
Shut down local file shares and moved content to
C/M
Reduced amount of storage and IT support
Obtained management support for IG initiative
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Problem Solution
Acquired a number of established North Sea Oil platforms
Needed to integrate numerous information systems into central repository
Managing them individually would have been great cost
Company used
software tool to remove
ROT, d-duplicated
docs., and migrate
metadata
Global Oil & Gas Company
2525
What was the result?
Company became more profitable
Confident that the repository is free of sensitive but
unaccounted for data
26
Problem Solution
Needed to consolidate content from 17 separate locations and in five different languages into SharePoint
Only migrate clean, high-value data into new site
Volume = 15 terabytes or 150 million files
Pilot group cleansed headquarters data and then rolled out to others
Create workable taxonomy and metadata schemes
Large International Mining Company
2727
What was the result?
Process is automated
One repository for entire company
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Problem Solution
Running out of space
in its Storage Area
Network (SAN)
Reduce content to
avoid buying new SAN
Planned migration to new
SharePoint platform
Identified and cleansed
initial content across 20
terabytes in four weeks
using software tool
U.S. Based Financial Services Company
2929
What was the result?
Avoided purchase of new SAN
Gained understanding of own capacity needs
For example, the company was planning on
investing in a SAN to house more than 100 terabytes
of data, when it only needed 30 - terabytes
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Shatter Silos
Records
Privacy
IT
Legal
Business
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7 Tips for Success
Sketch Out Your Plan
Understand Business
Needs & Goals
Commit to the Program
Create a Reasonable
Work Environment
Establish Quick Wins
Select CIGO/IG Steering
Committee
Shatter Information Silos
©2014 InfoGovCon
IGLE
CERTIFICATES AVAILABLE
©2014 InfoGovCon
IGLE
•IIG - Introductory Information Governance
•IGL - Information Governance Leadership
•IGLE – Information Governance Legal Expert
IGLegal (Legal Information Governance) Certificate
•IIG - Introductory Information Governance
•IGL – Information Governance Leadership
•IGE - Information Governance Expert
IG Certificate
©2014 InfoGovCon
IGLE
COURSE STRUCTURE
©2014 InfoGovCon
IGLE
1. Introduction2. Certificates
Available3. Course Structure 4. Legal Ethics
5. Transition from
Unstructured to
Structured
Environments
6. Transfers/Matter
Mobility
7.
Mergers/Acquisitions
8. Litigation
Holds/Preservation
9. Mandated
Destructions
10. Administrative
Department
Information
11. Third Party
Relationships
12. Information
Security
13. Communications14. Messaging of the
Program15. Metrics 16. Value of Metrics 17. Emerging Trends
18. Predictive
Coding/Analytics
19. Big Data20. The 24/7 Law
Firm21. Review
22. Discussion of
Final Exam23. Communications
IIG
•Introductory
Information
Governance
IGL
•Information
Governance Leadership
IGLE
•Information Governance
Legal Expert
56
Thank You
(860) 541-2733
@jimerrifield
www.linkedin.com/in/jmerrifield
www.jimerrifield.com
www.rc.com
www.infogovcon.com
www.dataprivacyandsecurityinsi
der.com/Jim Merrifield, IGP, CIP
[email protected] ; (646) 584-7687
@jimerrifield