Automation of records classification has been a dream of many IT and records management professionals but progress has been slow due to automation technologies lacking the depth of functionality for nuanced situations. In this session, we’ll review the new tools related to ECM and records management that are making automation a reality and how you can begin to utilize them. Learn about the current state of Information Management in AIIM’s latest report: http://info.aiim.org/2017-state-of-information-management

1. Analytics and AI will Lead to True
Records Management Automation
Joe Mariano
Gartner Senior Research Analyst

2. Goals for today
• Automation technologies and their
effect on records management
• Evaluation strategies when considering
new records management solutions
• Strategies to prepare employees for
the use of automation

3. What is records management in the
modern world?
According to AIIM, records management refers to a
set of activities required for systematically controlling
the creation, distribution, use, maintenance, and
disposition of recorded information maintained as
evidence of business activities and transactions.
Records management, also known as records and
information management or RIM, is an organizational
function devoted to the management of information in an
organization throughout its life cycle, from the time of
creation or inscription to its eventual disposition. This
includes identifying, classifying, storing, securing, retrieving,
tracking and destroying or permanently preserving records.

4. What is records management in the
modern world?
According to AIIM, records management refers to a
set of activities required for systematically controlling
the creation, distribution, use, maintenance, and
disposition of recorded information maintained as
evidence of business activities and transactions.
Records management (RM), also known as records and
information management or RIM, is an organizational
function devoted to the management of information in an
organization throughout its life cycle, from the time of
creation or inscription to its eventual disposition. This
includes identifying, classifying, storing, securing, retrieving,
tracking and destroying or permanently preserving records.

5. Digital Assistance
• Half of modern enterprises will be on Windows 10 by 2018
• Google and Microsoft cloud office services continue to
grow in popularity
• Google and Microsoft provide toolsets for developers to
intergrade their applications

6. The Future is Not Now, BUT IT IS COMING!
By YE20, 80% of content declared as records will
be done so automatically via graphing technology
and analytics.
Gartner Research:
Predicts 2017: Automating and Improving
Workers' Content Interactions and Experiences

7. Federation
Insight
Engines
and AI
Analytics
Engines
Digital
Assistance
Evolution of Technologies for Records
Management
Disposition Retention
Schedule Mgmt
Auditing Records
Declaration
Holds
Reporting

8. The New Technologies
Yes
79%
No
21%
Yes No
Yes
86%
No
14%
Yes No
Insight and Artificial Intelligence Content Analytics Engine

9. The Underlying Technology
Fingerprint Technology
• Identify as related or similar content
• Determine the right record series based on document layout
Machine Learning
• Based employee’s persona and previous interactions
• Extracting from pre-existing content
Training
• Use example or sample document and rules/policies
• Train through extracting data from content.

10. Scenario 1: Insight (Learning)
Recommend
Approve and
Deny
Learn
Index
Persona, Previous
Responses, Usage
Employee approves
or denies content
Based on employee
feedback
Content is crawled

11. Scenario 2: Auto Classification (Teaching)
Application
is trainedTeach
Assess
content in
repositories
or as
ingested
Index Retention is
applied
Auto-
classify

12. Federation

13. Federation
Does your platform provide integrations that allows retention, disposal, and records
management control to be applied to data in other repositories from your platform?
Yes
71%
No
29%
Yes No
28%
10%
9%
9%
6%
22%
16%
Office 365 G Suite Box Dropbox
Slack SAP SalesForce

14. Assessing Records Management Tools
Core records management functions have
reached their maturity plateau

15. Assessing Records Management Tools
Who is being innovative?

16. Assessing Records Management Tools
Finger Printing
Technology
Machine Learning
Intelligently
Assigning
Vision
Available Functions
and Technology
Future Release
Timing
Partnerships
Out of Box
Integrations
API
CMIS
Experience level
Current Client
References
Ground Up
Development or
Through Acquisition

17. Preparing Business Employees
Automation Perspective
“Most users won't accept a “magic” system
where they do not understand why a document
is classified into a certain category”
SER Group
Gartner Records Management Automation Survey
January, 2017

19. Preparing Business Employees
The Automation Perspective
Automation maturity must happen holistically and not through the lens of records
management
Key considerations Description
Assess Organization and Skills Business and IT employees understanding
Assess Workflow IQ Effectiveness of creating workflows
Standardization Standardizing IT software, hardware and policy
Objective and expectations Be realistic with automation projects
Value and Benefit Reliability, response time, human labor required

20. Preparing Business Employees
Records Management Perspective
Training Training Training

21. Action Plan
Evaluate current automation usage
Evaluate current records management maturity
Evaluate current RM applications automation tech
Create awareness program where needed
Establish a short and long term roadmap

22. • Twitter: @ig_joe
• LinkedIn:
https://www.linkedin.com/in/josephmariano
• Gartner Inquiry: inquiry@gartner.com