Description: Learn how to preserve and manage native Lotus Notes documents through the entire eDiscovery process. This webinar will provide you with methodology, tips, processes and important legal considerations such as: -What are the best practices for conducting eDiscovery involving Lotus Notes data? -How the legal and IT teams collaborate to help streamline eDiscovery. -How to effectively capture and preserve native Lotus Notes email and application data for eDiscovery. -How data fidelity is impacted when converting native Lotus Notes to PST or EML and minimizing risks related to same. -How native processing of Lotus Notes allows improved TIFF rendering and maintains data fidelity. -How to identify potentially relevant data, stored in non-email Lotus Notes files – unlocking and accessing content stored in non-email data. -Discussion of how email handling differs from non-email handling.

1. Lotus Notes eDiscovery: Common Defensibility Pitfalls of Processing

2. Processing: eDiscovery Challenges Description: Many eDiscovery applications do not handle Lotus Notes email natively. Unfortunately, conversion tools often times leave behind critical metadata that can strike at the heart of a matter. Real world examples of Notes conversions gone wrong Methods to guard your data during the conversion process Best practices when using technologies that handle Lotus Notes natively Alternative solution when conversion is not an option Panelists Info: Matt Markham – Director of Solutions Engineering, Daegis Kevin Savage – National Director of Operations, Daegis 2

3. Agenda Domino / Lotus Notes platform How to deal with the data Application classification Best practices Q&A 3

4. Data Proliferation & Info Management The Domino Platform keeps growing! Originally built as a generic internal messaging and application platform Now includes things like calendaring and thousands of purpose built and custom applications Useful data from a litigation standpoint now exists in places beyond email Application data Calendar data Document libraries Legacy data is everywhere as Notes/Domino has been around since the early 1990’s 4

5. Information Management & Lotus Notes Lotus Notes Email Email is an application built on the Lotus Domino Platform Lotus Notes databases are being used as de facto filing cabinets because they can hold almost anything Unlike other platforms, enormous Lotus Notes databases are not uncommon – much larger than other platforms 5

6. How do you deal with data? Spread data to other Notes databases Users often have “personal” archives on local or network drives This was often done to deal with poor performance on server mailbox Employ quotas on server side mail files Keeps storage costs lower on Domino servers Keeps performance better on Domino servers Forces users to have “personal” archives on their own machines or network drives 6

7. How do you deal with data? Data policies and Retention Recent versions of Domino/Notes allow: Data can be moved to archive databases automatically based on things like age and size Data can be moved to external repositories automatically based on things like age and size Data can also be deleted from databases (archive or otherwise) automatically based on things like age This still means lots of Domino databases everywhere Centralized archives are increasingly being employed Easier enforcement of retention and legal holds Centralized search 7

9. Connections to other systems

10. Trigger events, workflow

11. Notes as a front-end

12. Value is the Data

13. Notes is just a container

15. Known Data fields and function

16. Variables, code, and, UI is known

17. Created for a particular need

18. Unknown Data fields and function

19. Variables, code, and, UI is unknownCustom Design (Unknown)

21. Microsoft Office™ Library

22. Smart Suite Library

23. Team Room

24. Quick Place

25. Lotus Mail Template

26. Domino Discussion

27. Names

29. Front-end to SAP

30. Contact Management

31. Project Management

32. Expense Report approval

33. Purchase request

35. HR policies

36. Customer information

37. Calendar of events

38. Budgets and Bids

39. ISO 9000 documents

40. Surveys4 3 Custom Applications

41. Processing: eDiscovery Challenges Why can Lotus Notes data be a challenge to process? Many different intended uses exist in Lotus - Email may be present. Team discussion applications, document libraries, document management databases and many other application types can also be present. Lotus Notes is a very flexible application. Understanding the applications in your data collection is essential to processing the data properly. 11

42. Best Practices for Processing Lotus Notes Common Question – How does this differ from any other data type such as Outlook/Exchange? Consider how eDiscovery tools basically extract & index data Fields / Components successfully mapped ! 12

43. Best Practices for Processing Lotus Notes How would that same tool deal with processing a customized Lotus Notes database if fed through a similar process? Missed fields ! 13

44. Best Practices: Technology Avoid technology that relies on Lotus e-mail conversion to other formats such as Outlook Risks associated of this process: Loss of metadata / text Loss of attachments / embedded objects Loss of duplicate identification Loss of records The exception to this rule is when a fully validated, error trapping conversion can be performed Make sure that your results are inclusive of all of your source data components. This will assure that the context is maintained in your eDiscovery database 14

47. Thank You! Please visit www.daegis.com for more eDiscovery resources.