Do you know what is stored in your organizations e-files?

Is the information appropriate? Is it searchable? Does it comply with internal policies? What types of records are managed? What information needs to be retained and for how long?

Welcome to Information Analytics and Remediation Webinar

Paragon Solutions, Inc. Proprietary -1-

Agenda

Business Drivers About Paragon Solutions The Solution

Use Cases and Demo

Business Outcomes

Questions

Paragon Solutions, Inc. Proprietary -2-

Information Chaos 57%

Of organizations have become more conscious of the business risks of poor information management and records keeping.
Of respondents are not confident that their electronic records have not been modified, deleted or inappropriately accessed.

20%

Of respondents have more than 50 discovery cases a year for regulatory or legal issues. 13% deal with more than 120 cases per year. Do not have any legal hold procedures, and a further 9% have a hold policy for paper records but not for electronic records.

37%

36%

26%

In of organizations have undeleted records beyond their retention period have affected a court case, twice as often weakening it rather than strengthening it.

55%

Have a hold policy for electronic records, only 35% include all active electronic documents.

Paragon Solutions, Inc. Proprietary -3-

AIIM 2011 ECM State of the Industry 2011

Records Management Drivers

What would you say were the two main reasons that triggered your organization's decision to plan a Records Management system? (N=176 planning or implementing)
0% 10% 20% 30% 40% 50% 60% 70%

Part of our planning for information management in general Risk assessment against our compliance procedures Desire to reduce/rationalize our paper records storage Advice from an auditor or regulator Experience of a court case or investigation Because SharePoint provides some RM features as standard Other

Paragon Solutions, Inc. Proprietary -4-

AIIM Industry Watch: E-Discovery and ERM, 2010

Content Chaos is the Number One Driver

What would you say are the TWO most important ERM issues or current projects for you 0% 10% 20% 30% 40% right now? (N=550)
Managing emails as records Dealing with the content chaos in our file-share Implementing a dedicated ERM system
Agreeing on a corp. classification scheme/fileplan

E-Discovery Setting agreed corporate retention policies Long term archive

Enterprise search

Back-conversion of existing paper records Implementing records management in SharePoint Managing high-volume application-created records
Integration of multiple repositories

Implementing Manage-in-Place Managing social media content Moving to a SaaS or Cloud model Outsourcing email management
Outsourcing electronic records management

Paragon Solutions, Inc. Proprietary -5-

AIIM Industry Watch: E-Discovery and ERM, 2010

Investigative Matter Management via EMC Source One Kazeon

Unified solution that provides governance for electronically-stored information (ESI) throughout its lifecycle as a record and enables search, extraction, and production of relevant information for regulatory, litigation, or other investigative purpose.

Feature
Proactive retention and disposition Version controls and document immutability Evidence/content hold and retention Evidence/ content tied to workflows and business processes

Benefit
Reduced information volume Accelerated time to decisions Unified information management Enables compliance, audit, and investigation security Reduced process cost and complexity

Paragon Solutions, Inc. Proprietary -6-

Making Information Governance Actionable with EMC

- SourceOne File Intelligence - SourceOne eDiscovery Kazeon - SourceOne Discovery Manager

- Documentum Retention Policy Services - Documentum Records Manager

- SourceOne for File Systems - SourceOne Email Management - SourceOne for Microsoft SharePoint

Paragon Solutions, Inc. Proprietary -7-

Paragon Solutions Introduction

Paragon is an enterprise information management solutions company that helps firms leverage information assets to achieve better business results.

Corporate Facts
National Coverage Global Clients NJ Headquarters Dual-shore Development CAGR 20+% Privately owned, 29-year history

Paragon Solutions, Inc. Proprietary -8-

A Preferred Partner of EMC

Best IIG Solutions 2010

Digital Mailroom for Claims HC Legal Contracts Management

INSURANCE & HEALTHCARE

LIFE SCIENCES
Paragon Solutions, Inc. Proprietary -9-

FINANCIAL

Paragons Information Governance Competencies

Paragon commits to investing in core competencies to create an integrated and clientfocused organization that anticipates the evolving needs of our clients business priorities

Paragon Solutions, Inc. Proprietary - 10 -

Questions on Your Mind

What unknown content resides on my storage systems (File shares, collaboration applications, laptops)? Is the content appropriate?

Is the content searchable and secured?

Is there sensitive or confidential content?

Can the organization comply with internal policies? What is the cost and risk of unmanaged content? Do we have an archive strategy for information? Can content without business value be safely deleted? What information needs to be retained and for how long?
Paragon Solutions, Inc. Proprietary - 11 -

What is the Solution? IARs

Information Analytics and Remediation (IARs)
The systematic analysis and categorization of unstructured information Based upon inputs from corporate polices, records management, legal and Paragon best practice Understand information value, evaluate risk, and ensure compliance.

Increase compliance identify unmanaged content not in alliance with your corporate records, legal or IT policies. Decrease legal costs data maps and ESI discovery, destroy legacy information past its value. Reduce length of time involved with discovery of responsive material. Manage Storage --Understand how storage is being utilized
Paragon Solutions, Inc. Proprietary - 12 -

IT Storage Compliance

Auditing

Litigation Costs

IARs Use Cases

Information Technology
IT Storage utilization Email Management and Interrogations Decommissioning of Legacy systems Consolidate Repositories

Legal
Identify high risk information across your enterprise Litigation Analysis Early Case Assessment

Corporate Compliance
Enforce Corporate Compliance

Disposition of legacy information/non records

Accelerate Records Management Program

Seeks cost saving benefits

Seeks to have quick/accurate responses for inquiries

Paragon Solutions, Inc. Proprietary - 13 -

Seeks consistent policy enforcement for acceptable use

IARs Methodology
1. Assessment & Awareness Assess current state business processes and information policies

Index content and gain intelligence as it is created, Build indexes (metadata & full text)
2. Analyze Business Rules Driven Analytics - Classify files based on meta-data, keyword content and pattern matching (Age, owner, location, file type, etc.) Business value, Legal, RM, security risk, intellectual property, PII, PCI 3. Reports

For example Data Mapping; Custodianship; Ownership; Risk; Corporate Policy, Social Security Number, PII
4. Action Policy based actions Consolidate, Archive, Dispose, Manage, Tag, Litigation Hold
Paragon Solutions, Inc. Proprietary - 14 -

IARs Process Flow

Enables educated decision-making and policy creation.supports the Records Management & Information Governance program development
Information Areas
Centralized archiving Business Rule Development: Legal Taxonomies Operational Rules Records Management Corporate Policies Methodology
Laptops and Desktops File Shares Email Servers Documentum MS SharePoint 3rd Party Archives Content Management
Records Management

Assessment

Consolidate Systems

Archiving

Paragon Solutions, Inc. Proprietary - 15 -

Analytics

Clean up/Remediate Tag information/Collection/ Hold Management Disposition

De-dup Current Info Stores

Records Management Program Acceleration Use Cases 1. Records Management Remediation

Identification, Classification & Tagging

2. Official vs Non Records

- Remediation of Copies

3. Litigation Response and Preservation Support

Paragon Solutions, Inc. Proprietary - 16 -

Use Case 1 Records Remediation

Business Challenge

While many organizations may feel their Records Management Program is robust when applied to paper records, those same organizations struggle with applying policies to electronic records and documents over file shares, document and collaboration management systems, or remote and office computers. The challenge is to quickly identify records, apply the right retention periods, and move those records into the system of record and under governance.

Paragon Solutions, Inc. Proprietary - 17 -

Use Case 1 - Outcomes

Records Remediation Outcomes: Programmatically implement and enforce your Records Program

Defined Business Process for Ongoing Information Analytics and

Remediation

Graphical Charts of Non Compliance Risk Areas Strategy Plan for Information Governance (People, Process, Tech)
Key Benefits
Current State Understanding Gain insight into unmanaged content

Reduce overall risk

Remediating action Programmatic Enforcement
Paragon Solutions, Inc. Proprietary - 18 -

Poll Question

Does your organization effectively manage unstructured data and disposition in according to stated policies?

1 High Confidence
2 Medium Confidence

3 Low Confidence
4 No Confidence

Paragon Solutions, Inc. Proprietary - 19 -

Use Case 2 Official vs Non Records

Business Challenge Documents are created in organizations everyday. Documents are often emailed to multiple recipients, reviewers, and users of the information and stored locally on personal computers or onto shared drives where the official record is never filed or declared. Duplicate files lead to information bloat, resulting in an increased risk for noncompliance with records policies, inefficient searching and increases in expenditures in IT storage.

Paragon Solutions, Inc. Proprietary - 20 -

Use Case 2 - Outcomes

Official vs Non-Records Outcomes: Programmatically implement and enforce Compliance Initiatives

Current State Analysis of Policy Compliance

Graphical Charts of Non Compliance Risk Areas Defined Business Process for Ongoing Compliance Auditing Strategy Plan for Information Governance
Key Benefits
Current State Understanding Remediate duplicates Reduce overall risk

(People, Process, Tech)

Programmatic Enforcement

Paragon Solutions, Inc. Proprietary - 21 -

Poll Question

Where is your organization most at risk with unmanaged information? 1 File Shares 2 Remote Laptops 3 Document Management Systems 4 3rd Party or Cloud Storage 5 All of the above

Paragon Solutions, Inc. Proprietary - 22 -

Use Case 3 - Litigation Hold Response and Support

Business Challenge A pharmaceutical company faced possible noncompliance with regulations for drug labeling. It was critical for the Records Manager to effectively support this discovery requests. To that end, a repeatable and defensible process needs to be deployed by the organization to minimize the risk of: Spoliation Over-collection and costly review of documents Inadvertent release of privileged materials Adverse judgments for failure to produce

Litigation response plans enable the organization to communicate: Scope of a Litigation Hold and manage responses Identify and manage custodians Identify a data map of Electronically Stored Information (ESI) and repositories
Paragon Solutions, Inc. Proprietary - 23 -

Use Case 3 - Outcomes

Litigation Hold Response and Support Outcomes:

Ensures that both the collection and acquisition of data are done in a defensible manner Discovery Response Plan Reduces expenses and mitigates risk throughout the litigation support processes Aids the legal team in determining relevant custodians
Supports early case assessment through heightened knowledge of data volume and its location
Key Benefits
Repeatable, Defensible, Documented Process Early Case Assessment

ESI Data Maps

Paragon Solutions, Inc. Proprietary - 24 -

Poll Question

Do you consider your organizations Litigation Hold and Litigation Readiness Processes effective at protecting the organization?

1 High confidence
2 Medium confidence

3 Low Confidence
4 No confidence

Paragon Solutions, Inc. Proprietary - 25 -

Building Consensus Winning Strategies with Multiple Stakeholders

Budget Building Many stakeholders for ROI for projects Lowered cost for eDiscovery, less risk of over-producing, faster Early Case Assessment Understand where your PII lives, take steps to reduce risk

Legal

Privacy /Compliance

Lowered cost for file share storage by remediating unneeded documents

IT

Records Management

Apply retention schedule to electronic records, comply with published policies

Paragon Solutions, Inc. Proprietary - 26 -

Questions?

Paragon Solutions, Inc. Proprietary - 27 -

Paragon Solutions, Inc. Proprietary - 28 -