Decommissioning Services
September 2012
The Oliver Group
Agenda
• About The Oliver Group and Your Presenter
• Client Issues and Challenges
• What / Why Decommission
• Impacts of Decommissioning
• The Oliver Group’s Approach to Decommissioning
• Summary and Benefits of Decommissioning
• Why The Oliver Group
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Please email any questions, requests or information to info@the-olivergroup.com before, during or after the
presentation.
Company Overview and Highlights
The Oliver Group provides focused expertise in helping clients navigate through
the early stages of the electronic discovery process.
For more than a decade, we have provided expert services in support
of many high profile litigation and compliance related matters. Our clients
include leading litigation support providers, law firms
and corporations. With facilities in Connecticut (US) and London (UK) we offer
the following services on a global basis:
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Please email any questions, requests or information to info@the-olivergroup.com before, during or after the
presentation.
Common Client Challenges
• Issues
• Requirement to maintain legacy systems and tape backups without
adequate internal resources to support. Triggered by:
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Litigation hold requiring data preservation
Merger or acquisition and inherited infrastructure
Force reduction impacting resources with core knowledge
Compliance requirements to store date for extended periods
• Challenges
• Cannot respond in a timely manner to Legal requests
– Highly reactive with immediate turnaround required
• Required to retain personnel with skill in legacy systems that may
not have understanding of newer technologies.
• Unable to free up adequate datacenter space for newer technology
– Datacenter footprint
– Power, AC, etc.
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Please email any questions, requests or information to info@the-olivergroup.com before, during or after the
presentation.
Why Decommissioning?
• Mitigates challenges of legacy system tape restoration
management
– Defensible approach to managing tape restore requests
– Expert management and consultative support for Legal team
• Reduces costs associated with legacy environments
– Reducing operational costs such as power, a/c, infrastructure
and security required to run the systems
– Eliminate the costs associated with legacy software and
hardware break/fix maintenance
– Eliminate labor and time spend by IT staff to administer and
monitor the systems
• Better support new technologies and datacenter evolution
– Relieves IT staff of the burden of maintaining legacy systems
and tapes.
– Frees up datacenter floor, rack and infrastructure space
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Please email any questions, requests or information to info@the-olivergroup.com before, during or after the
presentation.
Impacts of Decommissioning
Logical & Physical
Human Resources
Overhead
Hardware
Power
Air Conditioning
Floor Space
Software
Filer
Storage Disk
Networking/Cabling
Administrative Staff
Software
(NetApp, OS, etc.)
IT Staff
Ongoing Support
IT Staff
(repair, upgrades)
Vendor Liaison
Daily oversight
Hardware
Day to day support
General upgrades
Software
DR Management
Major Upgrades/
Moves
Virus Protection
Maintenance
Restoration
Services
UPS (Battery)
Security
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Disaster Recovery
Maintenance
Upgrades
Licensing
This document contains descriptions of proprietary processes and proprietary information prepared by The Oliver Group.
Duplication or disclosure of the information contained herein is prohibited without the express written permission of The Oliver Group.
TOG’s Approach to Decommissioning
• Phase 1 - Requirements Capture
– A – Client Provided
Technical environment specifications and management procedures.
Workflow overview, chain of custody review and other detailed
requirements.
– B – TOG Supported
TOG experts work collaboratively with client to document technical
specifications, management procedures, documentation available,
chain of custody and workflow.
• Phase 2 – Build out and Validation
– TOG replicates environment at TOG datacenter and uses the defined
procedures from Phase 1 to run a mutually agreeable validation test.
• Phase 3 – Transition and Ongoing Management
– Client decommissions onsite systems and TOG takes on ongoing
request management. Level of outsourced management is defined
based on client requirements and information gathered in earlier
phases.
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Please email any questions, requests or information to info@the-olivergroup.com before, during or after the
presentation.
Phase1A – Requirements Capture (Client Provided)
• TOG Experts work with client team to understand the source
technology environments and processes to be decommissioned
• TOG will utilize phone interviews as well as questionnaires to help
facilitate the build out of environment for phases 2 and 3
• Some of the information provided to TOG by the client as part of
the analysis phase
– Date range of data to be managed by TOG
– Number of custodians
– Email formats – Exchange, Notes, GroupWise
– Backup software version information
– Tape formats
– Anticipated volume of tape restoration and discovery services
required
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Please email any questions, requests or information to info@the-olivergroup.com before, during or after the
presentation.
Phase1b – Requirements Capture (TOG)
• TOG will deploy experts on-site to formally assess and define the
current/required process for media restoration, email extractions
and electronic discovery
• The key objectives include but are not limited to:
– Define and document, utilizing proven defensible chain of
custody processes for restoration protocol
– Develop a set of project reports for tracking of the key
information required for the engagement
– Define any/all contact points internally for project
management, reporting and escalation as required
– Assess and build out requirements with client team and
feasibility for remote access to the system
– Complete and validate a process walk through with the client
team to validate methodology
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Please email any questions, requests or information to info@the-olivergroup.com before, during or after the
presentation.
Phase 2 – Build Out & Validation
• Upon completion of Phase 1, TOG will implement the destination
hosted environment at our US or UK datacenter
• TOG will work with the client to validate that the environment and
workflow are validated. This includes:
– Establish a list of certification and testing requirements of the
clients prior to decommissioning
– Work with the client to follow best practice to ensure a
successful and complete backup of the source environment
– Run a validation test that spans from request initiation through
project delivery
– Determine decommissioning schedule and timeline with “go
live” date and contractual framework for managed services
– Upon successful implementation and testing of destination
environment – the legacy system can be officially
decommissioned and Phase 3 begins
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Please email any questions, requests or information to info@the-olivergroup.com before, during or after the
presentation.
Phase 3 – Transition & Ongoing Management
• TOG will manage the replicated decommissioned environment
restorations as well as other duties and agreed upon. These
activities include:
– Intake source media from the client while maintaining strict
chain of custody documentation
– Restoration of designated custodian data from media (or
cataloging, etc. if required)
– Provide additional services including de-duplication, keyword
searching as requested
– Deliver restored data on appropriate encrypted destination
media
– Restore and store data offline for future litigation requests as
required
– Provide appropriate reports and documentation to client
including project status reports, chain of custody
documentation, project closure report, etc.
– Return client side source media
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Please email any questions, requests or information to info@the-olivergroup.com before, during or after the
presentation.
Decommissioning Benefits Summary
• Drastically reduce costs to support and manage legacy
or inherited environments
• Focus on day to day operational IT duties without the
burden of managing legacy, vendor expired hardware
and software support
• A cost effective manner of providing legal, disaster
recovery and operational requirements against
antiquated environments while offering a trusted,
defensible and efficient solution
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Please email any questions, requests or information to info@the-olivergroup.com before, during or after the
presentation.
Why TOG?
• Focused expertise in media restoration and electronic
discovery
• Proven, defensible processes with pristine chain of
custody management and detailed reporting
• Highly consultative approach to matter and client
management
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Please email any questions, requests or information to info@the-olivergroup.com before, during or after the
presentation.
Dean M. Felicetti
Partner – Licensed/Insured Private Investigator
M: 401.212.6617
O: 860.599.9760
T: @Thebreachway
Corporate Headquarters
T:
595 Greenhaven Road
Pawcatuck, CT 06379 US
European Office
London, United Kingdom
P: 860.599.9760 I F: 860.599.9768
info@the-olivergroup.com I www.the-olivergroup.com