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How to Automate Records Management
 

How to Automate Records Management

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This presentation summarizes some of the research we have done for how to automate records management.

This presentation summarizes some of the research we have done for how to automate records management.

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    How to Automate Records Management How to Automate Records Management Presentation Transcript

    • #AIIM The Global Community of Information Professionals How to Automate Records Management - Let the machines do the work, not users Atle Skjekkeland Chief Operating Officer, AIIM askjekkeland@aiim.org @skjekkeland Copyright © AIIM | All rights reserved. aiim.org
    • 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 2 Copyright © AIIM | All rights reserved.
    • Volume Kills Manual Processes What we often tell users: - Evaluate everything to identify, capture and classify electronic records What many users prefer: - Don’t make me read.. - Don’t make me think… rights reserved. 3 Copyright © AIIM | All
    • 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… National Government Local Government 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 What users prefer: - Let me do real work,Copyright © AIIM | All rights reserved. not paperwork
    • 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 currently… We don’t know how to get access to social records to store and manage them National Government Local Government 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 Use whatever tool the customersrights reserved. prefer Copyright © AIIM | All
    • 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 6 Image from the movie WALL-E by Pixar/Disney Copyright © AIIM | All rights reserved.
    • Automate Electronic Records Management (ERM) Systems of Engagement Era Mainframe Mini PC Internet Social, Cloud, Mobile, & Big Data Systems of Record Years 1960-1975 1975-1992 1992-2001 2001-2009 2010-2015 Typical thing managed A batch transaction A dept process A document A web page An interaction Best known company IBM Digital Equipment Microsoft Google Facebook Content mgmt focus Microfilm Image Mgmt Document Mgmt Content Mgmt Information Copyright © AIIM | All rights reserved.
    • 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, 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 8 Copyright © AIIM | All rights reserved.
    • 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 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 9 Copyright © AIIM | All rights reserved.
    • Learn How to Do It New AIIM training courses  Automating Records Management in Federal Government  Automating Records Management in State and Local Government  Automating Records Management in Financial Operations Sign up now to transform how your organization identify, capture, classify, and dispose/transfer electronic records  Self-paced online courses  Only $195 per course  Register at www.aiim.org/training 10 Copyright © AIIM | All rights reserved.