URM

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Introduction to Oracle Universal Records
Management

• Raghu Kodali
• Product Management Strategy Oracle URM UOA

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The following is intended to outline our general
product direction. It is intended for information
purposes only, and may not be incorporated into
any contract. It is not a commitment to deliver
any material, code, or functionality, and should
not be relied upon in making purchasing
decisions.The development, release, and timing
of any features or functionality described for
Oracles products remains at the sole discretion
of Oracle.
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Agenda
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• Information explosion
• Oracle Universal Records Management
• Demo
• Case study Great River Energy
• Summary
• Q A

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Enterprise Information ManagementStructured and
Unstructured Information
Managed Information
Unmanaged Information
Business Intelligence
Data Mining
Data Warehousing
Database
Database
Database
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Most Information is UnmanagedIncreases Risks and
Costs
Managed Information
Unmanaged Information
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Business Intelligence
Data Mining

• RESULTING IN
• Inability to find and access content
• High printing and shipping costs
• Lack of security version control
• Duplication of content
• Redundant and manual processes
• Out of date and inaccurate content
• Content that lasts forever (risk)

Data Warehousing
Database
Database
Database
Source Gartner 2005
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The Information ExplosionDocuments, Images,
Voice, Video, IM, Email
Unstructured Information

• Usage and demand for content are growing rapidly
• Various forms documents, email, voice mail,
  digital media,
• Various repositories file servers, DBMSs, PCs,
  mail servers, ..
• Difficult to find, share, secure, and distribute
  this information
• The Web 2.0 mindset
• Everyone is a contributor, commentator, or author
• Everything should be shared
• Content collaboration taken to new levels

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The Information Explosion Situation Today

• Content growth
• Content volume issues
• Content discovery
• Litigation preparedness

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The Information Explosion Content Growth

• Companies are generating tremendous amounts of
  content
• And those growth rates are themselves growing
• Email
• Instant Messaging
• Microsoft Office (Word, Excel, PowerPoint, etc.)
• Web Content
• Reports
• Collaborative content
• Most of the content is (at best) redundant, and
  (more likely) outdated or counterproductive

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The Information Explosion Content Volume Issues

• Issues for Users
• Workers spend large amounts of time searching for
  content
• Outdated or uncontrolled content can lead to poor
  decisions
• Issues for IT
• Large amounts of money are spent finding and
  implementing technologies to cope
• Search
• Storage
• Enterprise Content Management
• Archiving / Backup
• Labor is spent managing and implementing these
  technologies, and handling requests for content
• IT is often designing content retention policies,
  and shouldnt be

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The Information ExplosionContent Volume Issues
(cont.)

• Issues for Legal
• Discovery is extremely costly
• The cost of discovery is (roughly) proportional
  to the volume of content
• From a discovery perspective, it is risky to keep
  information that should be eliminated

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Typical Content Growth Example company -
storage, archiving, services costs

• Email
• 10,000 user mailboxes, 100 MB per mailbox 1 TB
• 10 sent msgs/day, 25 recd _at_ 15 K per 5.25 GB
• Growth rate of 137
• Documents
• 10,000 users storing 2.5 GB documents 25 TB
• Create 1 MB/day 100 GB
• Growth rate of 100
• Calculated at 50/GB annual storage/archiving/ser
  vice cost

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The Information ExplosionDiscovery

• Almost everything electronic is discoverable
• Today it is black letter law that computerized
  data is discoverable if relevant."
  Anti-Monopoly, Inc. v. Hasbro, Inc., No.
  94CIV2120, 1995 U.S. Dist. LEXIS 16355 (S.D.N.Y.
  1995)

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The Information ExplosionDiscovery

• Almost everything electronic is discoverable
• Discovery difficulty is not a valid excuse
• Deficiencies in the retrieval system cannot be
  sufficient to defeat a good faith request to
  examine relevant information. If a party
  chooses an electronic storage method, the
  necessity for a retrieval program or method is an
  ordinary and foreseeable risk.Kaufman v.
  Kinkos Inc., 2002 WL 32123851 (Del. Ch. 2002)

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The Information ExplosionDiscovery

• Almost everything electronic is discoverable
• Discovery difficulty is not a valid excuse
• Discovery cost is generally not a valid excuse
• Plaintiff sought 800 backup tapes from Toshiba
  claimed cost of processing tape (analyzing data,
  identifying and restoring files, searching,
  producing specified data) would have been 1.5 to
  1.9 million. Toshiba asked plaintiff to split or
  cover the cost. Trial court ordered Toshiba to
  produce at their own expense.Toshiba v. Superior
  Court of Santa Clara County, 124 Cal. App. 4th 72
  (Cal App. 2004).

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The Information ExplosionDiscovery

• Almost everything electronic is discoverable
• Discovery difficulty is not a valid excuse
• Discovery cost is generally not a valid excuse
• Spoliation can be extremelyeven fatallycostly
• Adverse inference instruction contributed to
  1.45 billion judgment against Morgan Stanley.
  Finding Morgan Stanley grossly negligent in
  failing to produce Emails, overwriting Emails
  after twelve months in violation of an SEC order,
  failing to conduct proper searches for back-up
  tapes that may have contained Emails, and failing
  to notify plaintiff or the Court when it
  discovered new Emails. Coleman Holdings v.
  Morgan Stanley Co., No. CA 003-5045AI, 2005 WL
  674885, at 9-10 (Fla. Cir. Ct. March 23, 2005).

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Restoration CostsThe Cost to IT

• What would it cost to find everywhere content
  exists in your organization file system,
  email, applications, repositories, desktop,
  archives, backup tapes.
• What would it cost you to restore this content
  for review?

  Projected Content Restoration Costs Managed Storage Savings
2007 26,000 15,843,750 26,000 0
2008 53,365 32,519,297 40,365 7,921,875
2009 80,730 49,194,844 47,548 20,220,586
Total 97,557,891 28,142,461
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The Information ExplosionLitigation Preparedness

• In case of litigation, it is important to have
  strong control over your content
• Know what evidence you have
• Quickly search it for relevant information
• Present organized data at discovery meetings
• Catalog of content, per new Civil Rules of
  Federal Procedure

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Knowing Hand

• Organizations can instantly review their
  information to assess their position in
  litigation, enabling decisions such as whether or
  not to settle a case
• Average number of lawsuits for U.S. companies
  with over 1 billion in revenue 147 lawsuits
• Average cost of lawsuits for companies with over
  1 billion in revenue 1.5 million
• 25 of lawsuits settled earlier based on knowing
  hand and immediate access to evidence (140
  lawsuits x 25 35).
• Estimated savings approximated at 20 per early
  settled lawsuit (1.5 million average lawsuit
  cost x 20 300,000).
• Year 1 Savings 35 lawsuits settled early at a
  savings of 10.5 million.
• Year 2 Savings 35 lawsuits settled early at a
  savings of 10.5 million.
• Year 3 Savings 35 lawsuits settled early at a
  savings of 10.5 million.
• Total Savings 3 Years 105 lawsuits settled early
  at a settlement savings of 31.5 million.
• Now add savings of discovery costs, attorneys
  fees, etc.

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Records and Retention Management Evolution
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Oracle Universal Records Management
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Oracle Universal Records Management
Oracle Universal Records Management provides a
single console to create and administer
information lifecycle management functions such
as retention, disposition, holds and discovery on
both physical and electronic information, with a
framework for extending to any repository
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Oracle Universal Records Management

• Single console to create and administer
• Retention and disposition rules
• Holds and discovery
• Electronic and Physical records
• Retention management of information across
  enterprise
• A framework that extends records management
  practices to any repository
• In-place management of content
• Hot-pluggable support for Oracle and third-party
  repositories, security solutions and enterprise
  applications
• Proven, defensible system provides full audit
  trail and certificates of destruction

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Universal Records ManagementArchitecture
Discovery Services
OracleUniversal RecordsManagement
Central Policy Management
PhysicalRecordsManager
AdapterServices
AdapterServices
RecordsManager
NotificationServices
Adapter
Generic
Adapter
ContentManagementSystems
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Oracle Universal Records Management
Discovery Services
OracleUniversal RecordsManagement
Central Policy Management
PhysicalRecordsManager
AdapterServices
RecordsManager
NotificationServices
Retention Schedules
In-place Records Management
Retention Management
Dispositions
Federated Search
Legal Holds
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URM Adapters

• Developed using URM Generic adapter
• Generic adapter performs RM, admin
  communication functions
• Adapter defines and interacts with repository
• Extend URM policies into target repositories
• Process dispositions
• Enforce legal holds
• Protect Records
• Enable centralized search and discovery
• Maintain central URM catalog
• Expose repository index in URM
• Gather and export relevant content for discovery

AdapterServices
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Customer ScenarioEmail Archiving

• Customer wants to control retention of email
  archiving system such as Universal Online Archive
• Connects URM to Email Archive, sets rules to
  classify emails as records
• CEO emails are kept 7 years
• In case of discovery, URM can search and find any
  applicable records for litigation
• Records can be instantly placed on hold along
  with content found in other repositories
• Content that is deleted has a full audit trail
  and certificate of destruction to show it is
  according to policy

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Customer ScenarioSharePoint

• Customer wants to control retention of SharePoint
  content and libraries/sites
• Connects URM to SharePoint instances, identifies
  content based upon metadata, and matches the
  content to retention policies
• Libraries can be monitored for regular review of
  activity libraries or sites that have become
  inactive can be archived or deleted
• In case of discovery, URM can search and find any
  applicable content for litigation across all
  SharePoint sites
• Relevant content across all SharePoint sites can
  be instantly placed on hold along with content
  found in other repositories
• Content that is deleted has a full audit trail
  and certificate of destruction to show it is
  according to policy

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Demo
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Summary
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The Ideal SolutionDont just cope, fix it

• Universal Address the root cause by cataloging,
  applying retention policies, and applying holds
  to all content
• Regardless of location
• Regardless of whether it is a record or not
• Regardless of whether it is electronic or
  physical
• In-place Apply holds and retention management
  actions in-place
• Minimize impact on users
• Reduce issues associated with moving electronic
  content
• Leverage existing applications
• Flexible Provide features needed to address all
  content, not just records
• Retention triggers based on calendar, event,
  usage, revision
• Retention actions Delete, move, alert, create

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The Ideal SolutionBenefits

• Reduce the risk of keeping too much or too little
  information
• Reduce costs of storage, restoration, discovery
  and litigation
• Support regulatory requirements
• Reduce clutter so that users can do their jobs
  more effectively
• All while applying legal holds

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Q A
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Next Steps

• See a Universal Records Management demo viewlet -
  www.oracle.com/goto/urm
• Read the white paper Lowering e-Discovery Costs
  Through Enterprise Records and Retention
  Management www.oracle.com/goto/urm
• Get more information on Oracle Universal Content
  Management - http//www.oracle.com/products/middle
  ware/content-management/index.html
• Subscribe to the Content Management
  Newsletterwww.oracle.com/newsletters

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