Digital White Papers

LPS19

publication of the International Legal Technology Association

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I L T A W H I T E P A P E R | L I T I G A T I O N A N D P R A C T I C E S U P P O R T 50 regulations that require data lifecycle controls and the rise of harmful and costly data breaches only reinforce this imperative. Many organizations structure their governance committee with representatives from IT, Legal, Privacy, Information Security, Compliance and the affected business units. These representatives need to have the authority to implement the data governance strate, including defining the data governance priorities, implementation roadmap, and related solution requirements. Leading practice dictates these requirements need to cover both record retention requirements and non-record auto-delete policies. At a broad level, this includes requirements to: • Retain specific records for a length of time based on business, legal, and/or regulatory requirements. • Preserve data for litigation and investigation purposes, as dictated by Legal and other authorized roles. • Establish a non-record 'auto-delete' policy to control data growth. Depth to the data governance requirements is achieved when operational considerations are incorporated to mitigate the impact to daily productivity from the data governance program to the end user. This includes: • Clearly defining scope and applicability of the policy, • Articulating roles and responsibilities, including establishing governance mechanisms for data retention and clearly defining the role of the end-user in the data retention process, • Defining a record, establish the record retention schedule as the authoritative list of record types, and provide a mechanism for outreach on records related questions, • Defining non-record auto-delete policies that are simple and minimize conditional or qualifying requirements to be implemented, and • Accommodating regional / local requirements for retention obligations. The file plan is ultimately the foundation for driving meaningful change through implementing supporting processes and technologies. Having the policy written to support clear outcomes that align with data governance objectives is critical to eliminating hurdles and achieving program success. File Plan Manager Microsoft is making it easier for you to configure complex retention schedules for your departments, locations and categories with the Office 365 Advanced Data Governance file plan capability. This new capability also provides a way for you to import and The file plan is ultimately the foundation for driving meaningful change through implementing supporting processes and technologies. D A T A G O V E R N A N C E

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