Speakers: Randolph A. Kahn, Esq. & Jonathan Redgrave, Esq. Today, most organizations have too much digital content that has outlived its usefulness. Every year, the quantity of this unusable content multiplies. So, there's no time like the present to get busy, get cleaner and get meaner. Having a defensible methodology and using the right tool for the task allows organizations to right-size their "Information Footprint" without worrying about regulatory or legal consequences. If your organization right-sizes its' "Information Footprint", it would be much better off. Keeping old, unnecessary content will result in higher costs and risks. If the costs and risks are big enough, the case for proactively cleaning up the "Information Footprint" is very compelling. Read more: http://www.rimeducation.com/videos/rimondemand.php

1. Cohasset Associates, Inc.
NOTES
RIGHT-SIZING
RIGHT SIZING YOUR
INFORMATION FOOTPRINT BY
CHUCKING YOUR DEAD DATA
RANDOLPH KAHN
JONATHAN REDGRAVE
“CHUCK” - WHAT DOES IT MEAN?
Canadian (British -Slang) the neck and water.
informal.(abeef upchuck. Charles.
a male ofwoodchuck. orpublic usually a short
the cut given name,quick motion,to stop it; shut
“chuck throw with water meaning place (often up.
slang - to vomit;betweena ofclamping work shoulder
todevice for centering andany body of the in a lathe
eject it” Slang a form
toss; person) from
or other
blade.
followedmachine tool.
distance.by “out”) ~ They chucked him from the bar.
“CHUCK” - WHAT DO WE MEAN?
to right-size your information footprint by getting rid of
your dead data.
2012 Managing Electronic Records Conference 23.1

2. Cohasset Associates, Inc.
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OUR MISSION TODAY
• Explain how to take chucking (v) to your enterprise
• Specific environments where chucking applies
• E-Mail
• Backup Media
• Share Drives
• Specific opportunities to chuck
• Mergers and Acquisitions
• Divestitures
• New Technology On Boarding
• Technology Retirement
• Office Moves
WHY “CHUCK”
• One of the most important (business and
legal) concepts to implement
• To be able to discern and separate what you
need from what you no longer need (i.e., it is
“dead” to you) and to execute a legally
defensive strategy to destroy information you
do not need to retain (i.e., “chuck it!”)
• Save money
• Mitigate risks
MAKING THE CASE FOR CHUCKING
IT Stick “Data we're actively managing continues to
expand at around 20% per year, and we see a long
tail of besieged IT staffs dealing with growth rates
exceeding 50%. At these levels, most data centers will
double storage capacity every two to three years”
Business Stick “Through 2015 more than 85 percent of
Fortune 500 organizations will fail to effectively exploit
big data for competitive advantage” | “Employees
spend 25% of their time looking for information”
Legal Stick “It costs around 20 cents to BUY 1GB of
storage, however, it costs around $3,500 to REVIEW
1GB of storage”
InformationWeek; Gartner; IBM; AIIM
2012 Managing Electronic Records Conference 23.2

3. Cohasset Associates, Inc.
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HOW TO CHUCK
Options include:
Keep the dead data forever
Chuck all data tomorrow
Have people decide
Have technology decide
Have technology decide and people review
HOW TECHNOLOGY IS KEY TO
EFFICINT AND EFFECTIVE CHUCKING
“…[A]technology-assisted
process, in which only a small
fraction of the document
collection is ever examined by
humans, can yield higher
recall and/or precision than
an exhaustive manual review
process, in which the entire
document collection is
examined and coded by
humans.”
“Technology-Assisted Review in E-Discovery Can Be More
Effective and More Efficient Than Exhaustive Manual Review”
Maura R. Grossman, JD., Ph.D. and Gordon V. Cormack,
Ph.D.
CHUCKING EMAIL
Opportunity Risk
• Revisit Auto-delete • Delete Data Subject to Legal
• Implement or Update Retention Hold
Schedules • Delete Data Subject to Record
• Find Ways to Isolate Dead Data Retention Laws.
for Deletion
f D l ti • Lost Business Information/
L tB i I f ti /
• Use of Technology to Accomplish Opportunities as a Result of Lost
Goals Information
Your To Do List
• Review your e-mail retention policy in the next 60 days:
• What is your deletion approach? Any auto-delete? If not, why not?
• What is your archiving approach, when was adopted and Is that working for you?
• Develop metrics on storage volume, management cost, enterprise value of
information, discovery risk and review costs in the next 180 days
• Identify low-hanging fruit (users or departments not subject to legal action or
retention requirements) where you start chucking data within 60 days
2012 Managing Electronic Records Conference 23.3

4. Cohasset Associates, Inc.
NOTES
CHUCKING BACKUP MEDIA
Opportunity Risk
• Implement or Update • Destruction of Tapes Potentially
Rotation/Retention Schedule Seen as Effort to Destroy
• Reduce Retention Periods and Evidence
Costs of Operation • Potential High Cost of Retrieving
• Identify Retained Media that Can Data for Analysis if Necessary
be Deleted
• Opportunity to Apply Sampling and
Technology to Identify Dead Data
Your To Do List
• Review your backup media retention policy within the next 60 days
• Consult with business continuity and disaster recovery groups to align retention
requirements
• Establish metrics regarding management costs and risks associated with backup
media deletion
• Find backup media out of retention that can be deleted with next 60 days and
take action to have destruction approved within 180 days
CHUCKING SHARE DRIVE DATA
Opportunity Risk
• Implement or Update • Potential Loss of Valuable
Retention Schedules
Business Data
• Identify Orphaned Data
through Interviews and Use of • Deletion of Data Subject to
Technology Legal Hold
• Assess Use of Technology to
Reduce Accumulation of
Dead Data
Your To Do List
• Review retention policies regarding share drive data within the next 60 days
• Retention requirements will likely vary by file type and business users
• Identify low hanging fruit by analyzing decommissioned servers with files no longer
subject to retention requirements or files stored elsewhere
• For data no longer subject to retention requirement, review potential business need
for data
• Develop metrics regarding management costs, enterprise value of data, and
eDiscovery risks for share drive data potentially ready for deletion
CHUCKING OPPORTUNITIES
• Look for events that can provide catalysts, budgets or both
• Inflection points foster defensibility of new policies, practices and
processes
• Include costs of Chucking into existing budgets for transactions or
technology deployments – i.e., don’t try to fund this out of the same
ol’ pot of money for legal or RIM
• Incorporate eDiscovery and Information Governance considerations
I t Di dI f ti G id ti
into new technologies/processes
• Examples:
• Mergers or Acquisitions
• Divestitures
• New Technology Implementations/Migrations
• Technology Retirements
• Office Relocations
• Carpe Data!!!
2012 Managing Electronic Records Conference 23.4

5. Cohasset Associates, Inc.
NOTES
TO CHUCK OR NOT TO CHUCK…
• Is a mission critical question of governance,
efficiency and defensibility that you cannot avoid
• The failure to act today compounds the pain and
problems of tomorrow
• Acting today is a prudent business move to avoid
needless expenses, loss of valuable business
information and exposure to legal costs and risks
that can be avoided
• Do not wait for perfection – technology and
process are bound to improve but tools, technology
and people exist today that can help move you to
a better state now
THANK YOU FOR
ATTENDING MER 2012
SEE YOU NEXT YEAR!!!
2012 Managing Electronic Records Conference 23.5