DATA RESTORATION SERVICESYour LegaL Department’s

guiDe to Choosing a suppLier

CONTENTS

03/ eXeCutiVe summarY

04/ Do i neeD Data restoration serViCes?

05/ Data restoration anD LegaL professionaLs

06/ restoration takes time—be prepareD

07/ how to work with Your it Department

08/ what to Look for in a restoration serViCes proViDer

09/ we’re here to heLp

10/ iron mountain Data restoration serViCes

11/ appenDiX: CheCkList for Data restoration serViCes proViDers

Legal discovery can be an exhausting process. Spending months

or weeks with your IT team searching for particular data can

incur huge costs, and litigation requests can require weeks or

months of effort on your part, as well. You need to work with your

IT department to keep the last seven to ten years of data for retention and

compliance purposes so that when an e-discovery event occurs, you’re ready.

It’s imperative that IT and Legal and Compliance teams work together as

joint stakeholders to build a holistic approach that enables the business to

manage risk appropriately, while also addressing each of their core challenges.

Though many organisations have retention policies, these policies are

not always enforced. This creates risk, as data is deemed discoverable.

In some cases, this risk is increased when organisations keep data well

past its retention date. In this case, organisations should adjust their

focus to the implementation of defensible deletion or remediation programmes.

As a legal professional, you need to know if you have the data you need,

low long you must retain it, where it is and how much money it will cost to

discover and disclose that data if it is ever requested as part of litigation.

Such e-discovery requests also require you to comply with specific court

ordered deadlines to avoid fines, penalties and/or loss of reputation.

Finally, under recent legislation, you’re required to provide a

budgetary cost for each potential event.

To complete all of these tasks, it’s necessary to partner with a data restoration

supplier that truly understands your needs and can deliver on time and in budget.

This guide walks you through what to look for in such a vendor.

EXECUTIVE SUMMARY

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DO I NEED DATA RESTORATION SERVICES?

How do you know if you need ongoing or on-the-spot data restoration services?

Ask yourself the following questions before you find yourself in e-discovery hot water.

Do you...

> often need on-demand access to stored data?

> face increased litigation requests and compliance regulations?

> need to provide an auditable, repeatable and defensible process for every data restoration request?

> want to avoid unmanageable and excessive legal discovery processes and costs?

> lack the available bandwidth or in-house expertise to restore large amounts of data or satisfy frequent requests?

> need to know how/where to get information needed for compliance/litigation?

> find that legal holds have damaged retention policies for your organisation?

over 1/3

oF LAw FIrmS Are ACTIveLY LookIng To mAke InveSTmenTS In new e-DISCoverY TooLS, TeCHnoLogY AnD mAnAgeD ServICeS SoLuTIonS over THe nexT Two YeArS

> Do you outsource your e-Discovery requests or rely on internal IT resources?

> How painful was your last e-Discovery request?

> Can the information be found and provided in a readable format?

> Can you get the information you need when you need it?

> Do you have confidence in your internal IT resources to provide the information you need in a timely manner?

> Are you certain you can get all the information you need to meet an e-Discovery request?

> Are IT data requests a defensible process you can repeat?

> Has your process been validated?

> Is there a single process or multiple processes to request the information e-Discovery?

> Is e-Discovery sometimes cost prohibitive?

FOR lEgAl pROFESSIONAlS, DATA RESTORATION IS kEY TO FINDINg ThE RIghT INFORMATIONhERE ARE SOME qUESTIONS TO ASk YOURSElF whEN ChOOSINg A SECURE, COMplIANT VENDOR:

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restoration isn’t immediate. Your internal IT team may take days, weeks or even months to find the information you need to respond to a litigation request. These issues can be caused by a number of factors, including:

> lack of headcount for specialised projects

> missing legacy software and equipment

> no available use of existing data protection equipment.

even when IT does find the data, it may take significant time and effort to extract clean information you can use in court. Investing in an ongoing data restoration services programme can help your IT team de-duplicate the clutter and get the information your team needs quickly.

25%

oF reSponDenTS AnTICIpATe LITIgATIon AgAInST THeIr CompAnIeS To InCreASe In THe nexT 12 monTHS

RESTORATION TAkES TIME– bE pREpARED

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Backup copies contain a lot of duplicate data. The same information is copied daily, weekly monthly and so on. That way, if your organisation’s systems fail, they can be rebuilt to the last copy. when the data is no longer needed for immediate backup purposes, it’s pushed to the long-term archive. That’s where most of the information you’ll need for litigation hides.

Here are some tips for speeding up the restoration process from archive and reducing potential costs:

> understand how IT have protected your organisation’s data. (what rotation periods have they used?)

> Discuss the risk of data being purposely deleted between two recovery points to reduce the number of tapes involved in the process. (Have a conversation about latency.)

> Decide on a minimum recovery point (e.g. quarterly or yearly backups).

hOw TO wORk wITh YOUR IT DEpARTMENT

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The supplier you choose should provide a repeatable, defensible process. Scoped up front, your personalised restore process must be created as a pre-established workflow for requesting and receiving restored data at a predictable cost. A pre-defined Service Level Agreement (SLA) and price schedule should enable you to restore based on your business needs while protecting you against inflated emergency-based costs.

Due to increased litigation, regulation and compliance, companies need to quickly and efficiently catalogue, restore and collect relevant data from various media types. Your provider should have the ability to coordinate all of these activities.

whAT TO lOOk FOR IN A RESTORATION SERVICES pROVIDER:

70%

oF An orgAnISATIon’S enTIre LegAL BuDgeT CAn Be SpenT on reguLATorY ACTIonS AnD LITIgATIon*

* on AverAge

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Iron mountain’s Data restoration Services provides you with the e-Discovery help you need, when you need it most.

Iron Mountain Data restoration Services provide:

> a managed solution that combines tape media vaulting and data restoration services that are provided on-demand

> guaranteed capabilities to recover information in a timely fashion.

with a simple phone call or email, we will begin the data restoration process so you can meet litigation and compliance requests on time. Iron mountain’s Data restoration Services deliver a fully defensible, auditable, repeatable process with predictable costs that reduces risk.

wE’RE hERE TO hElp

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> consolidate silos of tapes and tape catalogue data to find what you need fast and accelerate your response time to restore requests

> use a managed service that provides a repeatable, auditable and defensible process for data restoration

> trust in a pre-established workflow with guaranteed data restoration services

> eliminate hard IT costs by moving to a subscription- based managed service customised to meet your business requirements.

Iron Mountain delivers a repeatable, defensible and proven process to restore data on demand without the complexity or expense of maintaining the legacy infrastructure linked to legacy backup tapes.

with Iron mountain Data restoration Services, you can store your legacy backup tapes offsite in a secure, temperature controlled vault at Iron mountain for as long as is required. A cost-effective monthly fee covers the management of tape catalogues and on-demand restoration readiness, which includes understanding what data is on your tapes and the backup environment configuration information needed to restore your data. when a restore request occurs, simply contact Iron mountain and your data will be restored based on your pre-determined SLA and price schedule. This preparation saves you time and money. Iron mountain can also help with data de-duplication. That means you can later restore only the data you need.

wITh IRON MOUNTAIN’S DATA RESTORATION SERVICES, YOU CAN:

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AppENDIX: ChECklIST FOR DATA RESTORATION SERVICES pROVIDERSASk YOUR CURRENT VENDOR AND pOTENTIAl VENDOR(S) ThE FOllOwINg qUESTIONS:

queStIonCurrent SoLutIon

venDor 1 venDor 2Iron

MountAIn

1Do you provide guaranteed

SLAs for e-discovery requests?YeS

2

Do you offer a managed service

to provide on-demand access to

stored data?YeS

3

will you provide a defensible, reliable

and repeatable data recovery process

that will stand up to an audit or in court?YeS

4will you meet agreed upon turnaround

times in line with business requirements?YeS

5Can you validate compliance with

retention schedules and policies?YeS

6Do you guarantee there will be no

hidden costs or unplanned expenses?YeS

7 Do you utilise an opex cost model? YeS

8

will you manage my restoration process

from start to finish (i.e. transportation

of the tape catalogue and the stand-up

of environments?)

YeS

9Can you use data deduplication to reduce

the workload during e-discovery?YeS

10Do you guarantee timely and cost-

effective transportation costs?YeS

for more information about iron mountain Data restoration services, download the pDf

please save or print this chart for your reference

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ABout Iron MountAInIron mountain Incorporated (nYSe: Irm) provides information management services that help organisations lower the costs, risks, and inefficiencies of managing their physical and digital data. Founded in 1951, Iron mountain manages billions of information assets, including backup and archival data, electronic records, document imaging, business records, secure shredding, and more, for organisations around the world. visit the company website at ironmountain.co.uk for more information.

© 2016 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated in the U.S. and other countries. All other trademarks are the property of their respective owners.

08445 60 70 80 | IRONMOUNTAIN.CO.Uk