Government Challenges and
Lessons from eDiscovery
Panelists
Susan Taylor
ALS IT Director, PAE Labat
• Susan Taylor brings critical analytical skills honed over 20 years of staffing, implementing applications, and developing
processes for electronic discovery and information
management services; currently for PAE Labat supporting the DOJ, SEC, and other government agencies.
• She has consulted and managed all aspects of the eDiscovery lifecycle, overseen the selection and implementation of numerous eDiscovery applications, developed training
programs for legal hold, data collection, loading, review and production, and prepared and maintained budgets for
eDiscovery departments.
• In 2011-2012, she was key in the implementation of an Oracle Electronic Content Management (ECM) system for a Fortune 250 company.
Panelists
Michael Miguelez
Founder, President & CEO of OPTiMO
Michael Miguelez is an energetic entrepreneur focused on applying modern technologies to business and legal matters.
• OPTiMO Information Technology provides modern IT solutions and services to Government Commercial and Legal markets.
• OPTiMO performs complex system integrations that enable our clients to realize the potential of their organizations data and related systems through modern web and mobile applications.
• In 2010 Michael launched the legal technology division of OPTiMO to provide modern, integrated solutions for legal matters.
• OPTiMO has integrated a complete suite of solutions to address growing challenges related to Electronically Stored Information including a cloud based, end-to-end hosted eDiscovery solution complemented with other software to handle the full
eDiscovery lifecycle.
• OPTiMO’s legal technology division offers a state of the art digital forensics lab capable of performing detailed digital investigations on any type of ESI.
Panelists
Babs Deacon
Vice President of Training and Education at Venio Systems
eDiscovery and litigation support industry pioneer with more than 25 years of discovery and information governance
experience.
• She specializes in providing consulting, project management and data reduction services to law firms, corporations and government clients, including management of the 9/11 WTC project for the Law Department of the City of New York.
• As a consultant and practice support manager for several prominent law firms, Deacon has dedicated her efforts to educating, mentoring and evangelizing about discovery best practices and tactics.
• She is a frequent contributor to numerous legal publications, has developed accredited courses approved by the Continuing Legal Education (CLE) boards, is a current faculty member of The Organization of Legal Professionals, and was a contributor to the original EDRM content.
Agenda
•
Why are we here – Why now?
•
Government Challenges
Why Now?
•
NARA Digital Mandates / Considerations
–
Manage Email Digitally
–
Convert/Manage Permanent Records Digitally
–
Codify Retention Schedule - Capstone
Approach
–
Collaborate on methods and infrastructure
–
Cloud Computing FedRamp (internal or
outsource)
–
Maintain appropriate metadata
http://www.whitehouse.gov/sites/default/files/omb/memoranda/2014/m-14-16.pdf http://blogs.archives.gov/records-express/2014/08/11/review-and-comment-on-draft-metadata-guidance/
Mandate Timeline
Presidential
Memorandum –
Managing
Government
Records
28 NOV 2011
Managed
Digitally
31 DEC
2016
All
Permanent
Records
Digital 31
DEC 2019
Cloud Acceptance:
September 08, 2010 NARA Bulletin 2010-05: Guidance on
Managing Records in Cloud Computing Environments
Information Governance and
eDiscovery
Government Challenges
•
Huge Volumes of Data
–
Tempting to store everything
•
Time/energy to designate or cull
data for dissolution
•
Risks
–
Legacy Data
“Store Everything” Drawbacks
•
Harder for personnel to locate important
information to do their jobs
•
Harder to find / cull / review data to produce
•
Non-positive data retained past it’s retention
date still has to be produced
•
Places burden on analytics/search/processing
systems
Curb Data Volumes
•
Take Project Management approach
–
Engage Stakeholders
–
Procedures and Training
•
Gather metrics on data volumes,
averages, types, timelines, sources
•
Deploy Analytics
–
Gather/understand metrics
–
Cull data
–
Power Retention
Data Metrics
Data Metrics
Data Metrics
Data Metrics
Procurement Challenges
•
Staying Technology Fresh
–
Is it obsolete between selection and
deployment?
•
System Maintenance / Personnel
•
Budgeting
–
Anticipating needs
•
Funding
Elastic Procurement
•
Eliminate legacy hardware and OS with
cloud infrastructure that is continually
“upgrading itself”
•
Opportunity to “Technology Refresh” with
cloud-ready applications that make the
most of the elastic infrastructure
•
Flexible IT staff deployment as Cloud
deployments become common
Government Cloud Budgeting
•
Q. How do Government agencies, contractors and
customers access the AWS GovCloud (US) Region?
–
Customers cannot sign up for AWS GovCloud (US) through the
traditional, online AWS sign up process. AWS must engage with
the customer directly to sign an agreement specific to the AWS
GovCloud (US) Region. Customers must be US Persons, not
subject to export restrictions, and must comply with US export
control laws and regulations, including the International Traffic
in Arms Regulations.
•
Q. Do all government agencies need to use AWS
GovCloud (US)?
–
No. AWS GovCloud (US) is provided for entities that
choose, or are required, to utilize a US Persons only cloud
environment. Agencies that do not want to use a US
Persons only environment can use our other cloud
services, which provide FISMA-Moderate controls.
http://aws.amazon.com/govcloud-us/
http://aws.amazon.com/about-aws/whats-new/2014/12/30/amazon-glacier-is-now-available-in-the-aws-govcloud-us-region/
Budgeting
•
Estimate storage and processing needs
–
Use metrics to inform estimates
–
Aggressive storage and processing resource
management to avoid blowing past peak estimates
–
Shorter procurement timeline
•
Elastic environments such as Cloud and SaaS
–
Less hardware to select
–
Pay as you go
–
Provide metrics
–
Expense vs Capital outlay
Procurement Scenario
In-House and AWS
Volume Estimate: 10% increase per month
00 $ 20,000.00 $ 40,000.00 $ 60,000.00 $ 80,000.00
Months 1-6 Months 7-12 Months 13-18 Months 19-24 Months 25-30 Months 30-36
In-House Hardware AWS Usage
Procurement Comparison
In-House Hardware
Processing Investmen
t Year 1 Year 2 Year 3
Processing Server
Processing Server $18k one time + 20% annual
maintenance $18,000 $9,600 $9,600 $9,600
Document Review
Processing Server $30k one time + 20% annual
maintenance $30,000 $16,000 $16,000 $16,000
SQL Server $15k one time + 20% annual maintenance $15,000 $8,000 $8,000 $8,000
Storage Servers
20TB SAN Array - $200k one time + 20% annual
maintenance $200,000 $106,667 $106,667 $106,667
60TB SATA Beast - $30k one time + 20% annual
maintenance $30,000 $16,000 $16,000 $16,000
Yearly Hardware Totals $293,000 $156,267 $156,267 $156,267
Monthly Averages
Procurement Comparison
AWS
Year 1 Month 1-6 Year 1 Month 7-12 Year 2 Month 1-6 Year 2 Month 7-12 Year 3 Month 1-6 Year 3 Month 7-12 SSD TB 1.29 2.28 4.04 7.15 12.67 22.44 S3 TB 3.86 6.83 12.11 21.45 38.00 67.32 SSD Gov Cost $208.96 $370.19 $655.82 $1,161.82 $2,058.24 $3,646.30 S3 Gov Cost $135.41 $239.89 $424.97 $752.86 $1,333.74 $2,362.81 Average Storage Monthly Cost $344.37 $610 $1,081 $1,915 $3,392 $6,009 Processing $4,676.67 $4,677 $4,677 $4,677 $4,677 $4,677
Average Monthly Total $5,021.05 $5,286.75 $5,757.46 $6,591.36 $8,068.66 $10,685.78 Totals $30,126.27 $31,720.50 $34,544.78 $39,548.16 $48,411.95 $64,114.69
