Most data maps or content maps or “who-knows-where-the-data-is” diagrams are anywhere from 9 to 18 months out of date. Any IT network manager will tell you that creating a diagram of everything on the company network is not a fun or easy activity. Add to that the litigator’s need to know who has/had access to potentially discoverable information and the size of the task more than doubles. Today, we fortunately have tools that help automate parts or all of this but how effective those tools are depends on a lot of variables. Our interest now is to provide a few resources and definitions to help you begin conversations with your e-discovery team about data mapping.
E-Discovery attorneys, project managers and paralegals will want to become familiar with their client’s data map as early as possible in a litigation matter. If you’re the e-discovery liaison for a corporation, you will be want to be very familiar with your organization’s network data map. According to the Electronic Discovery Reference Model, here’s what you need to know about data maps:
You can’t secure it if you can’t find it. An essential component to a successful electronic discovery project is an accurate picture of the target company’s data sources. It is important to keep in mind that all company information technology infrastructures are not created equal. The hardware and software deployed to accomplish commonplace tasks such as managing company e-mail or creating data backups, varies widely from organization to organization. Indeed, it likely varies within the target company if the timeframe in question is broad enough, or if the company is widely distributed in various geographic locations.
This identification process implicates many types of servers with active and dynamic data (e.g. file servers, collaboration servers, e-mail servers) and many interrelated data management systems (e.g. document management systems, financial systems, disaster recovery and backup systems). This includes servers responsible for general company data, as well as user specific data, such as user home directories or departmental shared directories. It also includes the myriad of devices that users employ to utilize that data, including desktop computers, photocopiers, calendars, Instant Messaging (IM), text, PDA’s and cell phones, smart phones, and memory cards. Lastly, it implicates inactive data archives on various media such as hard drives, servers, recycle bins, tape backups, flash drives, CD-ROMs and DVDs. All of this is further complicated by the fact that legacy data, potentially across all these categories, may exist from previous company systems within the relevant time period. The necessary hardware, software or technical expertise to access such legacy data may no longer exist within the target company.
Additionally, I would add the following resources for learning about e-discovery data maps to your reading:
ESI Data Mapping Resources
And if you are an information governance or records management professional, then you may find this resource helpful, too:
Five Free Apps for Diagramming Your Network