Budgetary Feast or Famine? How to Innovate in
Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is Tameka M. Collier Chief, Litigation Support Center United States Air Force 240.612.6687 [email protected] Glenn Melcher eDiscovery and Information Governance Attorney Office of Enforcement Consumer Financial Protection Bureau 202.435.9762 [email protected] 0 Electronic Discovery Symposium for Government Agencies Innovation in Government Wendy King ECM, eDiscovery Project Lead Department of the Treasury 202.622.7177 [email protected] Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is Tameka M. Collier Chief, Litigation Support Center United States Air Force 240.612.6687 [email protected] AIR FORCE E-DISCOVERY Deloitte Electronic Discovery Symposium for Government Agencies May 15, 2014 Tameka M. Collier Chief, Litigation Support Center Integrity - Service - Excellence REQUIREMENT Requirement Streamlined, repeatable, auditable process to search, preserve and collect Air Force information, including electronically stored information (ESI) Electronic Discovery Reference Model Policy/Process Litigation Holds Litigation Support Center Lessons Learned Information Governance Types of Data Data Storage Policies Data Storage Practices Location of Data Access to Data DATA MAPPING AFNET SHORT TERM LITIGATION HOLD PROCESS Records AFRO Office Managing Attorney Record Custodian Individuals Functional Area Records Manager Base Records Manager Command/ Agency Records Manager Network Operations Elements Network Operations Element = Initial Distribution from Managing Attorney to AFRO or Individual Recipient = AFRIMS Distribution to, and Response from, Records Professionals/NOE = Return of Worksheet by Individuals in Individual-only Distributed Requests Lessons Learned Collaboration Technical Expertise Buy-In Accountability Shared Resources Lessons Learned Needs Assessment Scope of Searches/Preservation Volume of Information Frequency Other uses: FIOA, Congressional Inquiries TO BE CONTINUED… Glenn Melcher eDiscovery and Information Governance Attorney Office of Enforcement Consumer Financial Protection Bureau 202.435.9762 [email protected] FAMINE How to Do eDiscovery With No Budget Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Define the Problem • Preservation Obligations • Review • Production • FOIA 13 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Identify the Harm • Monetary Sanctions • Case Dismissal • Unfavorable Decision 14 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Determine the Stakeholders • Business Unit(s) • OGC • FOIA Office • IT • Others? 15 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. The Hardest Part? Getting Everyone in the Same Room (And on the Same Page) 16 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Policy/Process: Early Assessment of Custodians Breadth of Preservation End Game 17 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Leverage Existing Resources 18 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Leverage Existing Resources IT Hel Desk/Desk Side Support Collection/Preservation 19 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Leverage Existing Resources FOIA Review Process Production 20 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Measure Measure Measure 21 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Measure Measure Measure Metrics Are Your Friend 22 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Propose Technology Upgrades Justify Costs With ROI Include Normal Anticipated Litigation AND The “Big Case” Regularly Update Plan 23 Electronic Discovery Symposium for Government Agencies Innovation in Government FEAST Even Budget Needs to Be Managed Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. DEFINE THE TASK • Preservation Obligations • Review • Production • FOIA 25 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Identify Where to Spend the Money • Technology Infrastructure • eDiscovery Tools • People 26 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Issues • IT Priorities • eDiscovery Tool Support • Hiring/Managing Contractors • In-House Personnel 27 Electronic Discovery Symposium for Government Agencies Innovation in Government FAMINE How to Do eDiscovery With No Budget Wendy King ECM, eDiscovery Project Lead Department of the Treasury 202.622.7177 [email protected] Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Performed Lean Six Sigma (LSS) Project* Purpose of the LSS Project • Lean • Eliminate Waste • Every Action Should Create Value • Six Sigma • Improve Quality of Process • Decrease Defects • Minimize Variability Goal • Reduce Time To Return Search Results *Note this is not an endorsement of any process efficiency method. 29 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Tracked Metrics Measure Phase • Purpose • Understand Current Process • Value Stream Map • Collect Reliable Data Track • Internal Requestor’s Office • Number of Custodians Per Case • Number of Keywords Per Case • Date Range • Date Submitted/Date Returned to Internal Customer • IT Segments • Running Search • Deduplication • Creating pst etc. 30 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. End Result Outcome • Upper Management • Learned of challenges • Reprioritized assets • No funds were spent Effect • Reduced time for Track 1 search by 14% • Reduced time for Track 2 search by 53% • On Upper Management’s Radar • Asked what else could be done – Answer: eDiscovery tool 31 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. START TRACKING METRICS NOW 32 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Questions First Question: How Much Will It Save? • What is your current cost? • Salary • Hours • What would the cost be with a tool? • Second Question: How Much Will It Cost? • Most eDiscovery pricing is based off some combination of: • Number of end user licenses • Amount of GB processed 33 Electronic Discovery Symposium for Government Agencies Innovation in Government Budgetary Feast or Famine? How to Innovate in eDiscovery No Matter What Your Budget Is. Identify Potential Allies Think Broadly • Who has similar needs? • General Counsel? • FOIA? • Investigators – External? • Investigators – Internal? • Think Even Broader • Who else has similar needs? • Bureau? • Department? 34 Electronic Discovery Symposium for Government Agencies Innovation in Government 35 Electronic Discovery Symposium for Government Agencies Innovation in Government
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