GETTING TO DEFENSIBLE DELETION - h5.com › wp-content › uploads › 2016 › 10 › Getting... · Jordan Lawrence 636.821.2281 rfowler@jordanlawrence.com Julia Brickell, Esq. James

GETTING TO DEFENSIBLE DELETION

“A Roadmap for Legal & IT”

Julia Brickell, Esq.H5

Executive Managing Director

and General Counsel

Robert FowlerJordan Lawrence

CIPP/USDirector of Professional Services

2

James WolfH5

Senior Technical Director

Conor Crowley, Esq.Crowley Law Office

Today’s Panelists

Principal, Crowley Law Office CIPP/US/E

So, what’s so hard about

defensible deletion?

• What’s the payoff?

• Who’s picking up the tab?

• Who’s got the time and know-how

to do this?

• Who owns the problem? ???

• Who will champion the effort?

Common barriers:

Identify the risks/costs that will

motivate the business (or your client):

• eDiscovery

• Data privacy/data breach

• IT costs and complexity

Recognize…

Defensible deletion is about the

retention of what you need and

the secure disposal of what you don’t.

How do you determine

what to retain?

THE KEY TO DEFENSIBILITY

PROCESSES

WHAT

WHERE RETENTION

SENSITIVITYRecords

Inventory

Accounts Payable Records

Advertising Records

Audit Records & Reports

Brand Strategy

Benefit Records

Budget Records

Contracts & Agreements

Coupon Records

Credit Card Reconciliations

Customer Complaints

Design Sketches

Import Documentation

Inventory Records

Personnel Files

Sales Records

1010100011

1001010011

0 1 1 0 1 0 0

1 0 0 1 0 1 1

0 1 0 0 1 1 0

1 0 0 1 1 0 1

1 0 0

0 1 0 0 1

BUSINESS NEEDS

DOL

CFPB

FSMA

HIPAA

OSHA

SEC

State Privacy Laws

Corporate Sensitive

Personal Financial

Government IDs

Intellectual Property

PII

Bio Metric

Patient Health Info.

REGULATIONS SENSITIVITY

Most InformationHAS LITTLE RETENTION VALUE

Litigation

Holds

Valid Business RecordsLEGITIMATE RETENTION REQUIREMENTS

Reference ValueRETENTION VARIES

RETENTION FOR ALL INFORMATION

Indeterminate DISPOSERETAIN

CONTENT ANALYSIS DRIVES DECISIONS

Develop content-based categories using

search technologies.

LOGICAL DECISIONS (no need to open data source)

METADATA-BASED DECISIONS(e.g., file types, dates)

CONTENT DECISIONS

DATA DECISION FUNNEL

Find what you need (measured as “high recall”)…

without the stuff you don’t need (measured as “high precision”).

EASY?

The Search Challenge

1515

0.2 1.00.80.60.40.0

0.0

1.0

0.8

0.6

0.4

0.2

Recall

Pre

cis

ion

High

Recall

High

Precision

2009

2008

2010 (Sponsored by National Institute of

Standards and Technology TREC Legal Track http://trec-legal.umiacs.umd.edu)

Pre

cis

ion

Recall

TREC Legal TrackInteractive Task Results 2008 – 2010

100%

100%0%

Requires expertise.

Search results vary widely.

Indeterminate DISPOSERETAIN

CONTENT ANALYSIS DRIVES DECISIONS

Develop content-based categories using

search technologies.

LOGICAL DECISIONS (no need to open data source)

METADATA-BASED DECISIONS(e.g., file types, dates)

CONTENT DECISIONS

DATA DECISION FUNNEL

H5 EDGE® FOR RECORDS MANAGEMENT

• No indexing required

NON RECORDS

POTENTIAL

RECORDS

DISABILITY

DRUG SCREENING

MEDICAL

PAYROLL

BENEFITS

PERSONNEL

AFFIRMATIVE ACTION

EEOC

UNIVERSE OF DATA

Category Specifications

How do you know

you found what you

need to retain?

How do you securely

dispose of the rest?

Show Your Work

21

Executive Managing Director and General Counsel H5917.488.3765

jbrickell@h5.com

Robert Fowler CIPP/USDirector of Professional ServicesJordan Lawrence

636.821.2281

rfowler@jordanlawrence.com

Julia Brickell, Esq.

James Wolf415.218.0838

jwolf@h5.com

Conor Crowley, Esq.703.659.5030

ccrowley@crowleylawoffice.com

Senior Technical Director

H5

Principal, CIPP/US/E

Crowley Law Office