Do you have too much old information, but not enough guidance to begin the task of cleaning out your data stores? Join Perficient to learn 10 tips for creating a strategic roadmap to take control of your information and uncover the technology that can support your efforts, including how to: Stop keeping everything forever Create an information governance and disposal policy before implementing technology Automate information management to improve employee productivity Prepare a discovery response plan

1. 10 Steps for Taking Control of Your Organization’s
Digital Debris
October 8, 2013

2. 2
Perficient is a leading information technology consulting firm serving clients
throughout North America.
We help clients implement business-driven technology solutions that integrate
business processes, improve worker productivity, increase customer loyalty and
create a more agile enterprise to better respond to new business opportunities.
About Perficient

3. • Founded in 1997
• Public, NASDAQ: PRFT
• 2012 revenue $327 million
• Major market locations throughout North America
• Atlanta, Boston, Charlotte, Chicago, Cincinnati, Cleveland, Columbus, Dallas, Denver, Detr
oit, Fairfax, Houston, Indianapolis, Los Angeles, Minneapolis, New York City, Northern
California, Philadelphia, Southern California, St. Louis, Toronto and Washington, D.C.
• Global delivery centers in China, Europe and India
• ~2,000 colleagues
• Dedicated solution practices
• ~85% repeat business rate
• Alliance partnerships with major technology vendors
• Multiple vendor/industry technology and growth awards
Perficient Profile
3

4. Business Solutions
• Business Intelligence
• Business Process Management
• Customer Experience and CRM
• Enterprise Performance Management
• Enterprise Resource Planning
• Experience Design (XD)
• Management Consulting
Technology Solutions
• Business Integration/SOA
• Cloud Services
• Commerce
• Content Management
• Custom Application Development
• Education
• Information Management
• Mobile Platforms
• Platform Integration
• Portal & Social
Our Solutions Expertise
4

5. Kahn Consulting, Inc.
Kahn Consulting, Inc. (KCI) is a consulting firm specializing in the legal, compliance,
and policy issues of information technology and information lifecycle management.
Through a range of services including information and records management program
development; electronic records and email policy development; Information
Management Compliance audits; product assessments; legal and compliance
research; and education and training, KCI helps its clients address today’s critical
issues in an ever-changing regulatory and technological environment. Based in
Chicago, KCI provides its services to Fortune 500 companies and government
agencies in North America and around the world. More information about KCI, its
services and its clients can be found online at: www.KahnConsultingInc.com.

6. Presenters
6
Co-Presenter Randolph A. Kahn, Esq., is an internationally recognized authority on
the legal, compliance and policy issues of business information, electronic records,
e-business processes, and information technology. As founder and principal of Kahn
Consulting Inc., Mr. Kahn advises corporate counsels, information management and
information technology professionals in both government and corporate institutions
on policy issues related to the management of digital information and electronic
records.
Co-Presenter Ed Rawson is Principal in Perficient's ECM practice. He is a
strategic, results-oriented thought leader with more than 30 years of experience in
ECM, helping organizations across industries align content management and
governance solutions with business direction to maximize the return on investment
and maintain compliance. Ed leverages his extensive experience to implement
content lifecycle, content analytics, information governance and content
intelligence programs using the latest technologies and best practices.

7. Anatomy of the File Share
6%
18%
24%
48%
4%
Active,
Known,
Relevant
Stale
Duplicates
Unknown
Non-business
related
Results from customer assessments
Stale is defined as files not accessed or modified for 6
months
In most cases 60% to 70% of the content
in a file share is unnecessary
Typical Structure
“The best way to reduce the amount of content – delete it”
- Sheila Childs, Research VP, Gartner
~24% of unstructured data is actively
used
~48% is stale: not touched in 6 months
~18% are duplicates
~6% is unknown or orphaned
~4% is not business related – pictures,
mp3, etc.
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8. Defensible Deletion
6%
18%
24%
48%
4%
Active, Kno
wn, Releva
nt
Stale
Duplicates
Unknown
Non-business
related
Results from customer assessments
Stale is defined as files not accessed or modified for 6
months
Our topic today is how to “defensibly
delete” the 60% to 70% of unnecessary
content that you are keeping in file
shares and storage.
“The best way to reduce the amount of content – delete it”
Sheila Childs, Research VP, Gartner
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9. Information Management Compliance
Randolph Kahn, ESQ.
Commvault Innovate 8
Managing Information with Reasonableness-
The Case for Defensible Disposition
Randolph Kahn, Esq.
Executive Webinar Series
Oct 8, 2013

10. What a Difference a Decade Makes
“More than 3 years after the Sept. 11 attacks, more than
120,000 hours of potentially valuable terrorist-related
recordings have not yet been translated …and computer
problems may have led the bureau to systematically
erase some Qaeda recordings…[t]he investigation found
that limited storage capacities in the system meant that
older tapes had sometimes been deleted automatically to
make room for newer materials, even if the recordings
had not yet been translated”
- NY Times on 911 Commission
Knowledge
is knowing a
tomato is a
fruit;
Wisdom is
not putting it
in a fruit
salad.

11. Why Can‟t Most Climb Everest?
“I dream of a
better
tomorrow, w
here
chickens can
cross the
road and not
be
questioned
about their
motives.”
“But databases frequently turn into information
dumps, teeming with poorly classified or outdated
information.” - Growth at McKinsey Hindered Use of Data,” WSJ

12. Info Volumes Are Everest-esque
• IDC -2800+ exabytes of new info in 2012
– 1 exabyte = 50,000 years of DVD movies
• What about old stuff?A closed
mouth
gathers no
foot. IDC predicts storage will increase 44 x in next 10 yrs.

13. Is Information Governance Working?
• “In an Aug. 15, 2005, voicemail messages addressed
to company salespeople…”
• “…the document written by Dr. Geller doesn‟t
accurately reflect the company‟s position in 2000. In
fact, it was not Dr. Geller‟s ultimate view either. It was
an initial draft for discussion purposes.”
• “In response to a plaintiffs‟ attorney‟s question, Dr.
Geller responded that the statement was “an artifact
of an earlier discussion document.”
- The Wall Street Journal

14. Changing Mindset About the Lifecycle
• Information has a lifecycle
• Dead information smells
• Who makes end of life decisions

15. Is Information Still an Asset?
• 88% have large volumes of legacy info
• 71% have no idea of the content in stored data
• 58% are keeping information indefinitely
• 79% indicated too much time & effort is spent manually
searching & disposing info
• 58% still rely on employees to decide how to apply
corporate policies (i.e. retention, privacy, security) to
their information
* Source:CIAC Data Explosion Survey
http://www.infoautoclassification.org/survey.php
If a wolf can
take down a
deer from either
flank, does that
make him
bambidextrous?

16. Big is Only Part of Problem
More than a “big mountain problem”
• Control on content creation
• Management of storage
• Application of retention rules
• Bad policy decisions
• More systems
• Newer technologies and formats
• Outside centralized control
• Manage content in place
• Employees doing heavy lifting
He has no
enemies, but
is intensely
disliked by
his friends.

17. IT Impact
“Handling double-digit data growth rates with single-digit
budget increases is the lot of most CIOs, according to our
third annual InformationWeek Analytics State of Enterprise
Storage Survey. The amount of 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”
To steal ideas
from one
person is
plagiarism.
To steal from
many is
research.

18. Legal & Governance Impact
• According to IDC, the size of the eDiscovery industry is
expected to reach $21.8 billion in 2011
• “It costs around 20 cents to BUY 1GB of
storage, however, it costs around $3,500 to REVIEW
1GB of storage” (AIIM)
• Not uncommon for a custodian to have 10 – 50 GB of
data
• “…organizations paid a low of $750,000, and a high of
$31 Million in connection with the breach response.
(Privacy Compliance & Data Security)
A bartender is
just a
pharmacist
with limited
inventory

19. Reasonable Way to Deal with Dead Data?
• Keep the dead daisies forever
• Chuck all daisies tomorrow
• Have people decide
• Have technology decide
• Have technology and people decide
“There are
three kinds of
people –
Those who
can count and
those who
can‟t.”

20. 21%
19%
15%
9%
0%
5%
10%
15%
20%
25%
What information needs to
be retained
How information should be
retained and disposed of
Legal Hold and E-Discovery
responsibilities
The impact of GRC on them
Employee Understanding of Responsibilities
"GRC, RIM and E-Discovery: State of the Industry,"
©2008, Kahn Consulting, Inc., www.KahnConsultingInc.com
Should We Let Employees Manage?
49.7 % of all
statistics are
made up on
the spot.

21. Building a Defensible Disposition Plan
Business Case- Does addressing chunks make sense
Road Map- How to attack the chunks
Test- How will the process work in real life
Document- Memorialize the process
Approval- Get signoff from key constituents

22. Building a Business Case
What should CBA include?
• Conservative
o Storage only
• Risks?
• Liability?
• Employee efficiency?
• Litigation costs?
• Etc.?

23. Technology v. Manual Review
This work presents evidence supporting the contrary
position: that 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.
“I don‟t want
to achieve
immortality
through my
work, I want to
achieve it
through not
dying.”
Woody Allen

24. What Do Regulators & Courts Think?
“Computer-assisted review appears to be better than the
available alternatives, and thus should be used in
appropriate cases. While this court recognizes that
computer-assisted review is not perfect, the Federal
Rules of Civil Procedure do not require
perfection…counsel no longer have to worry about being
the “first” or “guinea pig” for judicial acceptance of
computer assisted review.
- Judge Andrew Peck , Moore v. Publicis
Groupe, February 22, 2012
I used to be
indecisive.
Now I‟m not
sure.

25. “If 2012 was the year of predictive coding or technology-
assisted review, 2013 and ‟14 seems to be the year of
information governance.… it really would be helpful if
systems were in place to get rid of the junk. Get rid of the
„what time are we going to lunch‟ emails that nobody
bothers to delete, because that would help reduce the
effort and cost of discovery whenever it‟s needed.”
- Judge Andrew Peck , Legal Tech NY, January 2013
What Do Regulators & Courts Think?

26. Places & Time to Start
• Places
o Back-up, Legacy systems, email, shared drive
• Time
o Data migration, system retirement, new
implementation
War does not
determine who
is right – only
who is left.
According to Gartner, Cloud Services will be
$102 billion in 2012

27. Rules to live by:
1. Stop keeping everything forever.
2. Clean up the past to gain business efficiency.
3. Keep only what you can access, and be sure you can access what you keep.
4. Create an enterprise – wide information governance team.
5. Strive for reasonableness, not perfection.
6. Policy must come before technology.
7. Don’t expect to totally control your cloud provider.
8. Manage information from creation to disposal using big bucket rules.
9. Automate information management and take the responsibility away from
employees.
10. Don’t live in fear of discovery – be prepared with a discovery response plan.
The last thing
I want to do is
hurt you. But
it's still on the
list.

28. Conclusions
Randolph Kahn
rkahn@KahnConsultingInc.com
1. Be serious about the lifecycle
2. Chucking is freeing and valuable
3. Clean up the past
4. Apply rules to all stuff going forward
5. Make simpler rules
6. Leaner is more efficient

29. • Detail Requirements
• Taxonomies
• Records Retention Policies
• Classification Policies
• Content Inventory
• Defensible Disposition
• Auto Classification
Next Steps
29
So let’s start breaking free of debris and
chuck those daisies!

30. Questions?
30

31. Daily unique content about
content management, user
experience, portals and
other enterprise information
technology solutions across
a variety of industries Perficient.com/SocialMedia
Facebook.com/Perficient
Twitter.com/Perficient
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32. Contact Us
Ed Rawson
Tel: 412-203-3314
Email: Ed.Rawson@Perficient.com
Randy Kahn
P.O. Box 1045
Highland Park, IL 60035
Tel: (847)266-0722 FAX: (847)266-0734
Email: info@kahnconsultinginc.com
Perficient Kahn Consulting

33. Thank you for your time
and attention today.
Please visit us at Perficient.com
33