Speakers: Laurie Fischer, Kevin S. Joerling, & Michael S. McKenna Today, the majority of an organization's business processes and functions are facilitated or supported by the use of electronic systems. In turn, many of these systems create, manage, and/or store electronic data that is "structured". "Structured data" typically is created and stored according to a pre-defined data model and fits into relational tables, or can be stored in rows and columns. Information stored in structured data systems often serves as the official evidence of the business process that the system facilitates. As such, this information needs to meet the retention and disposition requirements defined in the organization's retention schedule. The additional requirements for authentic, reliable and unchangeable records are especially challenging since most structured data systems were designed to store and process dynamic and non-redundant data. Information Technology departments historically have taken the position that since "storage is cheap" the application of an organization's records retention schedule to structured data was not an efficient use of scarce IT resources. Today, the volume of information and its legal discoverability present a compelling argument for change. Read more: http://www.rimeducation.com/videos/rimondemand.php

1. Cohasset Associates, Inc.
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Success with Structured Data Systems
Managing Electronic Records Conference
May 8, 2012
Moderator: Laurie Fischer, CRM
Huron Legal provides advisory and business services to assist law departments and law firms enhance organizational effectiveness and reduce legal
spend. Huron Legal advises on and implements strategy, organizational design and development, outside counsel management, operational
efficiency, discovery solutions, and provides services relating to the management of matters, contracts, documents, records, digital evidence and e-discovery.
Agenda
 Overview
 Introductions
 Challenges and Issues
 T l and T h i
Tools d Techniques
 Successes and Lessons Learned
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Structured Data Systems
 Description and Definition
– Discrete data elements, strings or fields
– Systems designed and implemented to support specific business processes
/ transactions
 Business System Ownership / IT Support
 System Lifecycle Development
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2. Cohasset Associates, Inc.
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Structured Data Systems
 Examples
• General Ledger / Accounting
• Budgeting / Forecasting
• Financial Reporting
• Timekeeping and Payroll Processing
• HRIS
• Purchasing / Contract Management Systems
• Accounts Payable
• Legal Matter / Litigation Tracking System
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Structured Data
Database
Table Table Table
Field Field Field Field Field Field
Data Data Data Data Data Data
Data Data Data Data Data Data
Data Data Data Data Data Data
Data Data Data Data Data Data
Data Data Data Data Data Data
What is the record??
© 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
Example: HRIS
Pay Code Level Year Rate
M17 MD4 Year 1 $54,000
M18 MD4 Year 2 $55,000
M19 MD4 Year 3 $56,000
Employee # Last Name First Name Address City
0098354 Smith Mary 103 Main Evanston
0056728 Jones Bill 204 Elm Niles
0032984 Lee John 522 Oak Chicago
Employee # Cost Ctr
Employee # Pay Code
0012987 CO2450
0056728 M18
0056728 AP1940
0085643 M24
0047309 MI3567
© 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
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3. Cohasset Associates, Inc.
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Structured Data Systems
 Challenges
• Relational tables versus “distinct digital objects”
• Functional requirements for electronic recordkeeping systems
• Remediation resource requirements
– Time
– Cost
– People
• System criticality versus records risk
• Subject Matter Expertise
– Legal
– Information Technology
– RIM
– Business Owner
© 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential. 7
Structured Data Profile
• Link to Business Process / Criticality
• Business Owner, IT System Owner, User
• Data life cycle questions
– Data entry, creation, feeds, outputs, backups, etc.
• Relation to existing retention schedules
g
• What is the “record”?
– Data inputs, transaction history,
data outputs, etc.
© 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential.
Panel Discussion Topics
 RIM / IT / Legal Infrastructure
 RIM Program Maturity and Key Components
 Overall Approach to Electronic Records and Information
Management
 Application Profile
 IT Environment and Structure
 Risk Evaluation
 Remediation Process
 Successes / Challenges
© 2012 Huron Consulting Group. All rights reserved. Proprietary & Confidential. 9
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4. Cohasset Associates, Inc.
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For more information:
Laurie A. Fischer, CRM
Managing Director
Huron Consulting Group
H C lti G
lfischer@huronconsultinggroup.com
www.huronconsultinggroup.com
Tel: (312) 880-3476
Cell: (312) 965-1641
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