A working knowledge of your corporate IT infrastructure is a key component to a repeatable and defensible e-discovery process. Knowing what storage devices exist, and what type of information is stored and where it is stored will increase the effectiveness and efficiency of your e-discovery process. It also is a requirement under Rule 26 of the Federal Rules of Civil Procedure, which states that litigating parties are to disclose either a copy or a “description by category and location” of responsive ESI.

A data map is a record that assists with this information and is an integral part of any litigation-readiness plan. It serves to identify all the locations within the corporation where potentially relevant data may be stored. Further information, such as details about what information is stored where, also should be incorporated into the data map. For example, if data related to your company’s accounting practices is located on a specific server, that should be noted within the data map. In-house counsel can reference this map when a matter arises to target collection.

With this critical information in hand, organizations are in a position to better evaluate and understand their risk profile. They are empowered to anticipate potential issues and take proactive steps to set or refine policies and procedures to ensure their ESI is being managed in keeping with their risk. They also are well-positioned to prepare for litigation in advance, evaluate costs and anticipate a strategy for responding to litigation events.

A data map also can help an organization understand its risk profile, which will allow it to:

• Validate or revise the current understanding of its data universe

• Identify sensitive data in previously unknown areas of the network and take necessary action

• Prevent data loss and gain visibility into risky data usage patterns—all allowing your private information to stay secure

via Technology: Proactive ESI data mapping for e-discovery.