Records Management in Microsoft Office & Exchange 2007

1. Records Management in Microsoft Office & Exchange 2007 Jason Cahill, Lead Program Manager Microsoft Corporation Tina Torres, Corporate Record Manager Microsoft Corporation

2. Why RM got our attention • It’s now every CEO’s problem • Not doing it is very expensive • $2.8B spent on e-discovery in 2007 • Adverse inference for improper production:$1.45B in damages • Getting it right is challenging: • 43% of respondents have NO e-records plan • 53% have no system to hold e-records

3. Business Framework Some information must be retained, but we can’t keep everything • Critical and foremost: • Prevent “Insufficient Retention” • Additionally: • Reduce “unnecessary retention”

4. Stakeholders Companies: • No/disorganized picture of current status • Fear additional costs Employees: • No awareness/understanding of records management policies • “It’s too much extra work” IT: • Non-standard/integrated storage methods • “Information Lifecycle ends with storage” No one is aware of the need for change!

5. Microsoft’s corporate IT/RM requirements Document / records management: • Central storage, decentralized access • Works in the “places” they already use • Company controls retention policies • Records automatically sent to “long-term” repository • Very easy for end-users: • Users retain control over the places they use • Simple concepts for identifying docs for retention • Users don’t need to “see” the whole file plan

6. Requirements (continued) • Litigation Holds: • Search to find relevant documents • Documents can be collected remotely • No disposition until holds are lifted • Users, documents can be placed on hold • PSTs (Non-server managed e-mail): • Ability to phase these out for good!

7. Microsoft’s e-mail pilot • Why did we start with e-mail? • “You are over quota…” • “Would you like to auto-archive now”? • Goals: • Validate policies are clear & can be followed • Test feasibility/impact of user categorization • Verify whether automated cleanup works

8. Microsoft’s e-mail pilot • Users: • 500 representative users initially • Expanded to 1500 users in Nov 2005 • Pilot program: • Large (1-2GB) mailboxes • Users file e-mail in folders based on content • 6 month expiration period in inbox & default folders • Existing PSTs are grand-fathered in as read-only: • No new PSTs

9. E-mail management pilot • Next steps: • Records Repository folders exposed to users via Outlook 2007

10. Pilot: Lessons learned • Types of e-mail users: • “Pilers”: 25% • “Filers”: 75% • Pain points: • Categorizing existing PSTs is painful (80%) • Not pain points: • Feeling of e-mail is “not mine” (5%) • Needed more space (5%) • Productivity impact (3%)

11. Document Management MailboxManagement Records Management in 2007 User Interface Microsoft Office Web browsers 3rd party apps Microsoft Exchange 2007 Microsoft Office SharePoint Components PolicyManagement Records Management Web Content Management Forms Management Unified Windows SharePoint Services Transport Services Library Svcs. Rules Workflow Policies Policies Metadata Search Security Search Security IRM Collab Unified Storage Architecture

12. Policies toaudit and expire information Declared records sent to Records Repository Serverside IRM Managing collaborative spaces Content Types to classify content Office SharePoint Server Claims Sales Employment Contracts Asia Pacific Region

13. Records Repository template Transfers document context E-mail/ Services Interface Records Repository Configure policies as per retention schedule Mortgage Contracts Financials Asia Pacific Region Configure repository as per file plan Records Manager Records Repository Doc Mgmt Systems Physical Assets

14. Records Repository Claims Sales Controls Employment 11/8/08 Asia Pacific Region Override Expiration Policy Search for records to Hold Hold Orders Litware Inc. HOLD Sr. Attorney Attorney

15. References • Microsoft Rec. Mgmt. Team Web Log: http://blogs.msdn.com/recman/