how to automate records management
DESCRIPTION
This presentation summarizes some of the research we have done for how to automate records management.TRANSCRIPT
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How to Automate Records Management - Let the machines do the work, not users
Let me do real work, not paperwork! Atle Skjekkeland
Chief Operating Officer, [email protected]@skjekkeland
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Are You Prepared?
The analyst company Gartner claims that we will have 50 times more information by 2020
Smart phones will in 2020 have the capability of IBM Watson
And the growth of internet connected devices will grow from 400 million to 50 billion
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What many users prefer:- Don’t make me read..- Don’t make me think…
Volume Kills Manual Processes
What we often tell users:- Evaluate everything to identify, capture and classify electronic records
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Velocity Kills Manual Processes
Which of the following apply to your organization’s overall philosophy regarding email?
We delete emails as and when we run out of space, change servers or staff leave
We delete all emails older than 3/6/12 months
We delete all emails older than 2/3/4 years
Employees are expected to manually declare or save important emails as records
We automatically classify important emails as records
User clients (eg. Outlook) archive to network PST files
We archive to a dedicated email archive and run rules-based deletion
We keep everything – just in case
It’s likely that multiple copies exist on desktops, mobiles and laptops
We use outsource/cloud for email archiving
We have no policy
0% 20% 40% 60% 80% 100%
Local GovernmentNational Government
What users prefer:- Let me do real work, not paperwork
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Variety Kills Manual Processes
How would you best describe your organization’s overall philosophy regarding social content?
We don’t do social
We don’t consider it necessary to save social activities as records
We realize that there are social interactions that could be important but we are not currently saving or archiving them as records
We don’t know how to get access to social records to store and manage them
We are saving internal social activities as records but not external
We are saving external social activities as records but not internal
We are saving both as records
Nobody is looking at this
0% 5% 10% 15% 20% 25% 30% 35%
Local GovernmentNational Government
Use whatever tool the customers prefer
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Let The Machines Do The Work
More scalable than humans
Often more accurate than humans
Can be significantly more consistent than humans
Demonstrates a programmatic and transparent approach to identification
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Era
Years
Typical thing managed
Best known company
Content mgmt focus
Mainframe
1960-1975
A batch transaction
IBM
Microfilm
Mini
1975-1992
A dept process
Digital Equipment
Image Mgmt
PC
1992-2001
A document
Microsoft
Document Mgmt
Internet
2001-2009
A web page
Content Mgmt
Social, Cloud, Mobile, & Big
Data
2010-2015
An interaction
Digital Business
Systems of Record
Systems of Engagement
Automate Electronic Records Management (ERM)
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Opportunities for Automating ERM - 1
Identifying and capturing records User-driven based on content templates User-driven based on document folder or site User-driven but with auto-classification, auto-
categorization, and/or entity extraction to assist Analytics-driven based on rules, algorithms, and
semantics to identify and capture records Securing records
Analytics-driven security classification, redaction and/or expungement
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Opportunities for Automating ERM - 2
Managing records Inherit retention based on file plan and metadata CMIS and connectors to manage-in-place
Accessing records Improve search and recommendations with auto-
classification, auto-categorization, summarization, and entity extraction to add more index information
Records disposition or transfer Workflow with approval by records staff Analytics-driven based on rules & algorithms
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