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Automated Records Management for the Federal Government

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The volume, velocity, and variety of information is overwhelming traditional methods of identifying and creating electronic records. Here's what you need to know to get started with addressing your …

The volume, velocity, and variety of information is overwhelming traditional methods of identifying and creating electronic records. Here's what you need to know to get started with addressing your ERM needs with automation.

Published in: Technology, Business

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  • 1. #AIIM The Global Community of Information Professionals Records: Automated For Government Why do the work that machines can? #AIIM @AIIMcmty
  • 2. #AIIM The Global Community of Information Professionals AIIM’s Automating Records Management Training Shows You How!  But first, a few things that illustrate how the volume of information is making traditional records management methods fall short. #AIIM @AIIMcmty
  • 3. The Data (and Records) Deluge Is Here IDC claims that by 2020, we will have 50X more information than today. Source: 2011 Digital Universe Study #AIIM @AIIMcmty
  • 4. Why Should You Care? In Case You’ve Forgotten . . . As President Obama said when he signed the Managing Government Records Memorandum on 11/28/11: “The current federal records management system is based on an outdated approach involving paper and filing cabinets. Today’s action will move the process into the digital age so the American public can have access to clear and accurate information about the decisions and actions of the Federal Government.” Source NARA #AIIM @AIIMcmty
  • 5. #AIIM The Global Community of Information Professionals Plus, Deadlines! #AIIM @AIIMcmty
  • 6. Deadlines  December 15, 2012 – Senior Agency Officials identified  December 31, 2013 – Transition plans in place  December 31, 2014 – All employees trained  December 31, 2016 – All email records managed electronically  December 31, 2019 – All electronic records managed electronically #AIIM @AIIMcmty
  • 7. Records-Management-As-Usual Won’t Get It Done Who knows, IDC may be UNDER-estimating the 50X increase in information. The Volume Velocity Variety Of this information laughs at attempts to manually manage records. #AIIM @AIIMcmty
  • 8. Velocity Kills Manual Processes Which of the following apply to your organization’s overall philosophy regarding email? 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% We delete emails as and when we run out of… 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… We automatically classify important emails as… User clients (eg. Outlook) archive to network PST… We archive to a dedicated email archive and run… We keep everything – just in case It’s likely that multiple copies exist on… We use outsource/cloud for email archiving We have no policy #AIIM @AIIMcmty National Government Local Government
  • 9. Volume Kills Manual Processes Don’t make me read.. Don’t make me think… #AIIM @AIIMcmty
  • 10. Variety Kills Manual Processes How would you best describe your organization’s overall philosophy regarding social content? 0% 5% 10% 15% 20% 25% 30% 35% 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… 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 #AIIM @AIIMcmty National Government Local Government
  • 11. Focal Points of the Memorandum 1. 2. 3. 4. 5. 6. Create a Government-wide records management framework that is more efficient and cost-effective Promote records management policies and practices that enhance the capability of agencies to fulfill their statutory missions Maintain accountability through documentation of agency actions Increase open government and appropriate public access to Government records Support agency compliance with applicable legal requirements related to the preservation of information relevant to litigation and Transition from paper-based records management to electronic records management where feasible. #AIIM @AIIMcmty Source: NARA
  • 12. 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 Image from the movie WALL-E by Pixar/Disney #AIIM @AIIMcmty
  • 13. Automate Records Management- 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, autocategorization, and/or entity extraction to assist  User-driven based on analytics  Analytics-driven based on rules, algorithms, and semantics to identify and capture records  Securing records  Analytics-driven security classification, redaction and/or expungement #AIIM @AIIMcmty
  • 14. Automating Records Management - 2  Managing records  Inherit retention based on file plan and metadata  CMIS and connectors to enable manage-in-place  Accessing records  Improve search and recommendations with autoclassification, autocategorization, 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 #AIIM @AIIMcmty
  • 15. Transform YOUR Organization’s Approach to Records  Automating Records Management in Federal Government  Automating Records Management in State and Local Government  Automating Records Management in Financial Operations  Self-paced online courses  Only $195 per course Complete course listing at: www.aiim.org/training #AIIM @AIIMcmty