Team IG: Bringing order from chaos

Understanding the Problem

• Gather a list of locations/sizes

• Prepare to compare structured/unstructured locations

• Know that other locations will come up

Deciding on a Strategy

• Consider your short/long term goals

• Are there ways to break some of the sections apart?

• Be aware of work’s impact on resource teams

Option 1

• Move all data that has not been accessed in 10 years to a hidden share

• Reach out to all owners of remaining folders

• Monitor for new additions

Option 2

• Make unstructured share read only

• Move data as user outreach for change

• Hide all shares and leverage team to start ID work

Option 3

• Firmwide Message that all shares are being removed

• Ask staff to identify materials

• Import all data to DMS

Gaining Support and Approvals

• Include information around the scale of the problem

• Discuss Short/Long Term goals

• Prepare items on impact of inaction

• Be ready to discuss the impact on attorneys and staff

• Be ready for some discussion and more than one conversation to be had

• If a No does come through, use the discussion to understand and reformulate you approach

Getting the Work Done

• When moving data, track the movement

• Openly share your progress

• Consider focus on a single piece to start

• Have a manager level ready to discuss with staff that do not agree

Tools

• TreeSize Pro

• Sharepoint Lists

• Activity Logging Systems (ex: Splunk)

• Data Disocvery and Classification Tools (ex: DataInsight, Varonis, Purview)

• Bots

• Email filing tools (ex: Zero Software)