Reducing Cost & Time of E-Discovery Production
Companies today are unable to properly enforce retention policies across the enterprise because in many cases they may be unaware of what type of data is contained on backup tapes and therefore can't determine what they have and when they can delete it. In addition current compliance initiatives are resulting in the retention of more data for longer periods of time. In healthcare, for example, organizations are required to meet the massive storage compliance mandates of HIPAA. Sarbanes-Oxley and SEC legislation such as SEC 17a-4 is also requiring strict record keeping and auditable records that must be stored for specific time periods and under certain conditions. The demands of storing corporate e-mail alone is causing a huge expansion in storage needs. So how can you properly enforce retention policies as well as fully integrate IT functions within the requirements of regulatory compliance and thus reduce the costs and time associated with electronic discovery today?
An online data repository is one effective tool that will allow you to access your data.
There are two main issues in accessing your current data backups today.
- Restore times on current backup systems are extremely slow and tedious. NetBackup™ for example follows a process where the data is read from tape, then written to disk, then the data is checked. At the same time, the NetBackup catalog is pulled. The result is an extended restore time (in the case of a high number of individually small files as much as 600% over a simple read/write process) with a negligible increase in data consistency.
- Much of the data is on older tapes and you may no longer have the tape drives to access, or you may not have the software to recognize the backup format.
An online data repository offers you access to your data which in turn facilitates selective deletion of non-essential data resulting in storage cost savings and selective enforcement of your retention policies resulting in time management savings. So how does it work?
First the data is converted from relevant backup data. The documents are then loaded into a database offering online access and the text and meta-data of each document is indexed. Duplicate files are eliminated and both the original file and a text file for rapid searching are stored. You are then provided protected access to your database of documents. Online review can be performed on either imaged electronic documents, native electronic documents or on a mixed set of documents. Therefore you can store and review all of your documents in one place, regardless of whether they were originally paper and subsequently scanned, or electronic.
The benefits of an online repository are numerous:
- Speed - you can instantaneously search and sort through millions of sets of documents.
- You can create as many user access accounts to the system as needed.
- If you are working with good OCR or native electronic documents, you know that a computer will never miss an important document in a search.
- A web-hosted review model eliminates the need for an up-front investment in hardware, software, or personnel.
So essentially you reduce costs and save time by having unlimited access to previously unreadable historical info in an online database. Contact Us today to learn more about our Online Repository service.
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