Email Management Using Oracle WebCenter Content Records

Dealing with ROT - Email Management using Oracle WebCenter Content Records

Management

Session ID# 724

Raoul Miller

Agenda•Typical Email Strategies – do they

work?

•What do we mean “Efficient Email Strategy?”

•How would such a strategy look and work?

Typical Email Strategies

Keep

Everything

Typical Email Strategies

Quotas

Typical Email Strategies

Do Nothing

Typical Email Strategies

Delete

Everything

An “Efficient Email Strategy”What do we mean?

1.Proper retention

2.Keep storage footprintto a minimum

An “Efficient Email Strategy”What do we mean?

3.Easy User Experience to ensure high adoption

An “Efficient Email Strategy”What do we mean?

Not all email should be treated equally!

An “Efficient Email Strategy”Principles

Not having a defined policy is a ticking time bomb

An “Efficient Email Strategy”Principles

$$$$

Have you had an eDiscovery bill…

Over $500,000?

Over $1 Million?

Over $5 Million?

Have you had an eDiscovery bill…

Fabrice Tourre,

Goldman Sachs – source: Getty

Projected information growth, 2009-2020

Source: IDC Digital Universe Study, May 2010

2009 2020

Source: Litigation Cost Survey of Major Companies, 2010 (from Conference on Civil Ligitation, Duke Law School, May 2010).

$3,000,000

Avg. cost to collect, cull and review information per legal

case

44X

Be sure you address both:

Back end infrastructure

User experience

An “Efficient Email Strategy”Principles

The Classification Riddle

Percent of business communication done

via email

Percent of Email that qualifies as

a record

80% 5%

Transient – Should Delete! – Auto Dispose – short retention

Working Content – Can be kept – make it easy – Long retention

Records – Must be kept – Proper Retention & Governance – Disposed byOracle WebCenter Content Records

Reduce Transient Email“The Zone Approach”

Automatic Disposition

• ROT: Redundant, Outdated or Trivial

• 95% of all email is not accessed after 60 days

• Operational risk and litigation exposure if retained

• IT storage and management costs, being outpaced by explosive growth in data volumes

With Email Manager for Oracle:

• Requires NO user action!

• Automatically, defensibly disposed based on your policies

Proper Retention and Governance of Email Record Content

• Important for legal, regulatory or corporate policy reasons

• Must be kept; retention and disposition varies

• Centrally managed by the organization as Records

With Email Manager for Oracle:

• SmartAssistTM auto classifies emails with human oversight

• Users apply classification with a mouse click

• SmartAssist™ makes it simpler and more accurate

• It’s easy – really!

Improve the User Experience

• Active content important to users

• Comprised of business and personal content

• Arranged in the manner they work: filers and pilers, sweepers and keepers

• May evolve to ROT or records

With Email Manager for Oracle:

• Self-managed the way each user works, with…

• Configurable size and space policies for improved IT management

Can You Do This?

Now you know what a good email policy should look like, can this be done with ??

YES!

Solution Demo

Solution Process Flow

MS Exchange

Archive/Stub

Records File Plan

Data

Category Sync

Set Categor

yMetadat

a

UserExperien

ce

Case Study

• Global manufacturer - 80,000 employees• Phased rollout - ~12,000 mailboxes using IEM

Solution Summary

The only email solution for Oracle WebCenter (URM)

Addresses both user experience and infrastructure

Thank you!

Questions??

Raoul Millerraoul.miller@teaminformatics.com

@TEAMInformatics

Questions? Comments?