Case Study: Using the Principles to Assess Current & Future State Presented by John Isaza, Esq., FAI ARMA Houston Chapter April 23, 2013

Transcription

1 Case Study: Using the Principles to Assess Current & Future State Presented by John Isaza, Esq., FAI ARMA Houston Chapter April 23, 2013

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3 Case Study Basic Facts Needs Assessment Based on the Principles Assessment Results Prioritizing Tasks RFP Development Vendor Selection for Cloud-based solution Lessons Learned

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5 Case Study Basic Facts Done prior to creation of ARMA tool Organizational basics Non-Profit Nationwide Client was Legal Department only Core team members Drivers = FUD Fear of ediscovery Uncertainty of location and status of records Doubts about overall readiness

6 Assessment Process Select interviewees Schedule 1.5 hour sessions for C-level reps Poll others on-line with tool access? Tabulate results Determine recommendations (more persuasive if comes from third party)

7 Assessment Results

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14 Assessment prioritized the following recommendations: Hire a Records Manager Tied to all GARP Principles Implement a single department Document Management - All Revise and adhere to retention policy Retention & Disposition Procedures to Implement Legal Holds - Ditto Consider ediscovery review platforms - Ditto Assess Outsourcing EDiscovery Services - Ditto Develop taxonomy Retention & Disposition Protocols around Gmail System All GARP Principles

15 Assessment Results (cont d.) Migrate Paper and Electronic Files into Single Repository Retention & Disposition Principles Install Desktop and Server Search Tools - Availability Replace Flash Drives with Remote Access - Protection Consider Cloud Alternatives for Document Management System All GARP Principles Avoid use of C:Drive Availability, Retention & Disposition Develop Policy and Procedures for Hosted Data with Third Parties Integrity, Retention & Disposition

16 Summary of Biggest Challenges Outdated RRS of entire organization forced on client department Non-networked volunteers Thumb drives given away like candy No remote access from anywhere Several shared drives Home grown systems used for integral parts of the business No legal holds protocols Bare-bones budget

17 Early Wins Support of CIO and IT Buy-in of GARP -based needs assessment results No immediate heavy litigation to stall program or resources Number 1 recommendation implemented Hired Records Manager Challenge of no formal training, but willing to learn

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19 RFP Development - General Cloud-based architecture Easy to use interface for non-technical users and advanced functionality for sophisticated users Scalable as additional departments and employees become users, as well as the quantity of stored files increase Files are stored in their native formats High availability with maximum uptime and reliability 30 to 50 users 24/7 support

20 Connectivity Users can access the EDMS via the Internet through a standard web browser, such as Internet Explorer and Firefox, from within the Organization's internal private network and public Internet Documents can be directly accessed from within Microsoft Office Documents can be directly attached to messages using Gmail and Microsoft Outlook

21 Loading of Documents Documents can be loaded individually or en masse messages and associated attachments can be loaded Hard copy documents can be loaded via multifunction copier systems

22 Search All file types that possess text are searchable, including documents within zip files Metadata information is also searchable in addition to the content of a document, including for documents that do not possess any searchable text Documents can be searched used Boolean and wildcard search capabilities Searches can be restricted and filtered based on criteria, such as specific folders Searches can be saved and used repeatedly Search results should depict highlighted terms within documents User defined tags, notes, and other such fields associated with documents can be used as search criteria Searches will not reveal documents that users are not authorized to access.

23 Review Bookmarks and/or shortcuts can be used to aid the ability to review folders and files frequently accessed Documents can be classified, such as via tags, to aid the ability to access them during searches or the sorting of documents Users can annotate, provide notes, and track changes without permanently changing original documents Documents can be grouped together dynamically based on user preferences Documents can be renamed Multiple users can access the same documents simultaneously Documents can be redacted without permanently removing original content Users can view documents without requiring the installation of native applications Documents can be printed to hard copy through standard printers Documents can be exported natively or as PDF files Previous versions of documents are maintained and can be accessed

24 User Accounts Users can be assigned distinct roles so that access to certain locations, folders, and/or documents can be restricted Users can be assigned distinct roles so that features are enabled or disabled Users can create virtual folders consolidating documents into one location without moving such documents from their original locations Users can personalize their dashboard to display information relevant to them

25 Collaboration Users can establish designated areas for collaboration Documents can be accessed by multiple users so that comments and feedback can be shared Users can view changes made to documents by other users Documents can be subjected to a designated review and approval process prior to being finalized Versions of documents can be restricted from general access until being approved and finalized

26 Notifications Users can elect to be notified when documents are loaded into designated locations Users can elect to be notified of changes made to designated documents Users can elect to be notified via reminders of documents that require attention Legal Holds A system administrator can easily issue legal holds applicable to a given document(s) or end user(s) A system administrator can easily lift legal holds once legal holds have expired 3rd Party Access Documents can be accessed by 3rd party users who do not possess a normal user account on a limited and restrictive basis, such as via an access link

27 Administration & Security Administrative functionality is accessible via the Internet through a standard web browser, such as Internet Explorer and Firefox, from within the Organization's internal private network and public Internet Administrators can organize documents and define the structure of how and where documents reside Administrators can easily establish permissions for individual users that govern their ability to access, review, create, manipulate, and or delete documents, as well as utilize certain functionality Security audit trails are generated and reports can be assembled surrounding document usage and user activity Documents and associated records can only be deleted by authorized users in accordance with designated rules and/or policies Documents deleted by users can be recovered for a period of time

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29 Vendor Selection Issued to 10 cloud vendors based on subjective analysis docassist CSC Knowledge Tree M-Files DynaFile FileNet KnowledgeTree MaxxVault SharePoint Online SpringCM 5 Responses 3 Finalists - CSC, Knowledge Tree, M-Files Vendor Selected Knowledge Tree

30 Implementation Tied to Needs Assessment Organize Project Configure Initial System Currently Developing File Plan Matter Type Document Types Fields Access Control (GARP) Retention (GARP) Disposition (GARP) Pilot Test System Develop training plan Roll Out System

31 Product Weaknesses For cloud-based products in general RM is an add-on Lack way to tag each record with a record series # from the RRS, creation date and other key words to use for searches No ability to have folders with retention periods that would apply to all documents assigned to that folder They have "alerts" to set time to review, but it has to be at a document level Cumbersome to apply and to manage by the end users - especially if it was event-driven. For this client retention is tied to the resolution of a matter, so using the series ID doesn't really work. Make sure there is some metadata in the records to manage the life cycle before it is moved to the cloud Case number would work When the matter is resolved all documents/records coded by the case number could be retrieved and reviewed.

32 Lessons Learned GARP-based needs assessment is key Hard to vet for every single RM need; forced to prioritize Vendor currently lacking in some basic RM needs (e.g., not DoD certified; no formal legal holds tools; no OCR out of the box, but included in final) Legal holds not yet implemented RRS enforcement not yet implemented Insist on reviewing vendor contract many traps for a novice

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34 John J. Isaza, Esq., FAI Information Management Partner, Rimon,