edocs DM Email Lifecycle Management

edocs DM Email Lifecycle Management Managing your emails for compliance and daily use Iain Jones Director, edocs - EMEA

Where it all began Slide 2

Why is it so important? Email is now accepted as evidence in litigation and most organisations are asked to retrieve historic emails on an almost daily basis for litigation or regulatory purposes There is a general failure to appreciate that the buck ultimately stops at the top of the organisation and it may be the CEO, CIO or CTO, who will be held responsible for non-compliant or illegal emails. Butler Group Slide 3

What can happen? The punishment for misdemeanours is at best a fine, or at worst a prison sentence (in the case of Sarbanes-Oxley), alongside the firms name being tarnished and possibly a loss of job. CSFB Banker Quattrone Resigns Star During Tech Boom Now Facing Investigations of Document Handling Brooke A. Masters--Washington Post Staff Writer March 5, 2003; Page E1 Frank P. Quattrone, the Credit Suisse First Boston Corp. banker who became a star during the Internet boom, quit today in the face allegations that he destroyed documents to obstruct an investigation. New York state Attorney General Eliot L. Spitzer and U.S. Attorney James B. Comey of the Southern District of New York are expected to complete their investigations of Quattrone within weeks, sources familiar with the probes said. Both are looking at E-Mail Evidence Allowed in J.P. Morgan Case Official's Messages May Bolster Claim That Company Helped Enron Hide Debt Peter Behr--Washington Post Staff Writer December 24, 2002; Page E2 A federal judge ruled yesterday that e-mails from a J.P. Morgan Chase & Co. official referring to "disguised loans" may be entered as evidence in a civil trial, supporting allegations that the company helped Enron Corp. conceal its growing debt before its collapse. U.S. District Judge Jed S. Rakoff had initially kept the memos by Chase Vice Chairman Donald Layton to others within the financial giant away from the jury, saying their impact could be 5 Firms To Pay for E-Mail Lapses $1.65 Million Fines, Promises to Improve Ben White--Washington Post Staff Writer December 4, 2002; Page E1 Five Wall Street firms agreed today to pay $1.65 million each to settle allegations that they failed to properly save e-mail. The fines, levied by the Securities and Exchange Commission and the securities industry's two self-regulatory bodies, the New York Stock Exchange and NASD, are separate from the much larger amounts a dozen Wall Street firms are expected to pay as part of a proposed "global settlement" to end several conflict-ofinterest investigations Goldman Sachs, Salomon Smith Barney, Morgan Stanley, Deutsche Bank Securities and US Bancorp Piper Jaffray were all fined $1.65 million for destroying e- mails which should have been considered critical records Source: The Times Slide 4

Email Lifecycle Management, edocs Edition Email Filing Document Management Email Archiving Email Marker Auto Bulk Filing Filing Assistant Records Management Slide 5

Many Stakeholders Different Challenges? Email volume and storage growth Restoring backup tapes to retrieve requested content Backup and Recovery windows Reduced/flat storage hardware budgets Multiple archive solutions from various software and hardware vendors ediscovery and Litigation Support costs are skyrocketing Rules regarding discoverable content are very liberal Often have to bear the costs of a plaintiff s ediscovery request Must ensure timely and accurate response to all discovery requests Must ensure records are retained and quickly accessible for legal matters Implement corporate policies and procedures for (e-mail) records retention and disposition Struggling with the explosion of uncontrolled and unclassified business content Slide 6

Email Solution Encompasses Many Parts Archive Profile Search Hold Discovery Dispose Slide 7

Email Lifecycle Management, edocs Edition Email Filing Document Management Email Archiving Email Marker Auto Bulk Filing Filing Assistant Records Management Slide 8

Improving Email Filing with edocs DM The following solutions will ensure users easily and effectively store emails in the document library and increase your organisations ROI and compliance status for email management! Email Marker - Ensures users can easily identify which emails have been saved in the document library Email Filing Assistant - Intelligent way of saving emails by learning from who the user has been either receiving and sending emails and previously saving them to the document library Email Auto Bulk Filing - Allows users to select multiple email or folders and save them into DM in a single operation which occurs on the server and allows the user to continue working without interruption, Tagging folders with DM profile defaults so that any future documents dropped into these folders will be imported into DM without further user intervention Slide 9

Standard e-post håndtering Dra-og-slipp funksjon til mapper i edocs DM Egen knapp File and send ved utsendelse av e-post Kan lagre full e-post adresse visningsnavn og e-post adresse 10

Enklere lagring av e-post File & Send Inngående e-post kan dra-ogslippes inn i Dynamic Views; profilkort og sikkerhet arves. Utgående e-post kan enkelt lagres ved å velge File & Send. Slide 11

Email Filing - edocs DM 3 moduler: Email Marker markerer om en e-post er lagret i edocs DM eller ikke. Kan i tillegg slette e-post i Outlook etter gitte kriterier. Email Bulk Filing Kan lagre flere e-poster samtidig inn i edocs DM i en operasjon, som skjer på server. Kan i tillegg overvåke personlige mapper i MS Outlook og automatisk lagre inn i edocs DM basert på gitte tidskriterier. Email Filing Assistant smart måte å lagre e-poster på basert på tidligere korrespondanse og fra mottaker/avsender sin e- postadresse

Hvordan brukes modulene? Email Marker brukes til periodisk å oppdatere MS Outlook for e-poster som allerede er lagret i edocs DM Email Filing Assistant brukes når man har e-poster som ikke passer til de kriterier du har valgt for Email Bulk Filing, og vil lagre e-poster ad-hoc

Email Bulk Filing Bruker velger ut personlige mapper i MS Outlook og definerer profilkort for disse Mappene kan enten Automatisk monitoreres til gitte tidspunkt Gjøres manuelt av bruker selv Må velge om undermapper skal synkroniseres Hver gang Auto Bulk Filing vinduet er i fokus sjekkes de mappene Hver gang Auto Bulk Filing vinduet er i fokus sjekkes de mappene bruker har valgt i Ms Outlook

Email Bulk Filing forts. Eget ikon for utvalgte mapper (f.eks @, * osv.) Egen logg for denne modulen Kan ha egen flaggfarge Kan ha egen katergori tekst Kan starte ved oppstart av Windows

Auto Bulk Filing 3.0 - Folder Monitoring 2. Velg mappe som skal monitoreres 1. Legg til Outlook mappe 3. Fyll ut profil 4. Kryss av for mapper du ønsker moniterert Slide 16 Copyright 2009 Open Text Corporation. All rights reserved.

Auto Bulk Filing 3.0 - tidssettinger Man kan velge flaggfarge Kan starte ved oppstart av Windows Kan kjøres hver X time eller til spesifiserte tider Slide 17 Copyright 2009 Open Text Corporation. All rights reserved.

Email Marker Identifiserer e-poster etter at de er lagret i edocs DM ved bruk av farge på flagg og kategorifeltet (kan hente metadata fra edocs DM).

Email Marker forts. Kan enten kjøres: Manuelt Automatisk spesifiseres når Velger man det skal gjelde for undermapper Velger for langt bak i tid man skal skanne mappene Kan ha eget flagg for e-post som er lagret, og de som ikke er lagret Egen logg Kan markere kun de e-poster du har tilgang til

Email Marker 3.0 Regler for sletting Når Email Marker skanner en Outlook mappe kan man automatisk slette e-poster som har spesifikke tids- og størrelsekriterier. Disse kan settes for hele firmaet, basert på gruppe eller person.

Email Filing Assistant En mer effektiv måte å lagre e-post for brukere hvor man indetifiserer mottaker/avsenders e-post adresse. Metadata som arves fra tidligere lagrede e-post på denne saken Tidligere lagrede e-post fra mottaker/avsender

Email Filing Assistant 3.0 Integrert i edocs DM sitt lagregrensesnitt Previously saved emails in that mail thread Forwards, Replies, etc. Supports arving av metadata Lister opp tidligere e- poster lagret av bruker eller andre brukere Previously saved emails/attachments to/from same sender/receiver

Auto Bulk Filing & Folder Monitoring Ease of Use... User selects folder they with to monitor and completes profile data Can be scheduled to run at set times or set up as a service Slide 23

Email Filing Assistant 3.0 Quality Assurance Integrated with the tree view in the DM Save User interface Supports DM folder inheritance for the profile metadata Previously saved emails in that mail thread Forwards, Replies, etc. List of previously filed emails by the user as well as emails filed by other users Previously saved emails/attachments to/from same sender/receiver Slide 24

Email Marker 3.0 Understand Your Emails All emails and attachments that are saved to the edocs DM library are identified in Outlook by using the flags and/or the category field. Users can quickly realize which emails have been already saved into which matters/cases/projects. Slide 25

Email Marker 3.0 Cleanup Rules Automatically delete items from Outlook that have been saved to DM. Rules can be set to consider age and size of email, and time since save to DM. Rules can be set firm wide, by group or individual Slide 26

Auto Bulk Filing 3.0 New User Interface Step by Step Interface Makes it easy for users to add a new Outlook folder to their monitored list. Links Outlook folder to DM folder including replicating Outlook sub-folders Inherits Profile defaults from folder or user can fill out Profile defaults Slide 27

Email Lifecycle Management, edocs Edition Email Filing Document Management Email Archiving Email Marker Auto Bulk Filing Filing Assistant Records Management Slide 28

Open Text Email Lifecycle Management, edocs Edition - Archiving Archive Search Produce Age Size Contents Etc. Slide 29

Email Archiving for Exchange User Inboxes A stub remains in the user s mailbox Users keep offline access to archived emails Emails deleted by user are not archived Email Archiving Archived Content Exchange Email Server Rules examples: After 60 days in the user s mailbox, archive email If email size>3mb, then archive it Email Archive Server Slide 30

with DM / Email Archiving Integration User Action: Save Email stub into DM Or Save Email into DM Result: Email profiled in DM Make it Read-Only Stub already Read-Only DM database points to Email stored on Email Archive Server DM Document Server Email Archive Server Slide 31

Open Text Wireless DMS for edocs Wireless access to edocs DM libraries Access from any mobile device Search for documents View documents RIM Blackberry Devices Apple iphone Windows Mobile devices Pagers Download Documents* Create Documents ** Palms PocketPCs Send documents in native format or as DRF s Access via email Secure access via non corporate PC s * iphone and MobileSync ** Email Service and MobileSync Other devices Slide 32 Copyright Open Text Corporation 2010. All rights reserved.

Email Service Module Features Works with any Email capable device DM Easy Search to find the desired document Access your Recently Edited Documents Resolve DRF document references from an email Share documents as email attachments Request document copies View attached doc s and ref s from incoming Email as text Create new documents from attachments or emails Slide 33

Email Lifecycle Management, edocs Edition Email Filing Document Management Email Archiving Email Marker Auto Bulk Filing Filing Assistant Records Management Slide 34

Records Management Now that Emails are profiled they can be tracked for proper disposition based on their profile metadata Emails can be classified as Records and managed as part of the overall File Plan Legal Holds can be placed on Emails to ensure they are not prematurely removed. Slide 35

edocs Integration for Enterprise Library RM Slide 36

Thank You Slide 37