How To Solve the Canadian Government Records Initiative Webinar
How To Solve the CanadianGovernment Records InitiativeDavid WuVice President of Canadadavidw@conceptsearching.comTwitter @conceptsearch
David Wu• Education (B.Comm. Management, BSc.)• AIIM Taxonomy and Metadata certificate• MCSD .Net, MCTS - SharePoint 2010• AIIM Senior Global SharePoint ECM Trainer• ARMA – Records e-certificate• VP at Concept Searching, Canada• Sales, Partnerships• Auto-classification• Taxonomy Management• SharePoint 2007/2010/2013/O365
Agenda• Information Management (IM) and Recordkeeping (RK) directive• IM Basics and Challenges• Intelligent Metadata• Recordkeeping• Discovery (all information repositories)• Solution Approach• Clean up > Metadata > Action• Intelligent Migration• File share to ‘Organized File Share / SharePoint / EDRMS’• RDIMS to SharePoint• RDIMS to EDRMS platform• Demonstration – First Steps• File share classification
The IM and RK Directive• To ensure effective recordkeeping practices that enabledepartments to create, acquire, capture, manage, and protect theintegrity of information resources of business value within theFederal Public Service of Canada• Goals• Information resources of business value identified and used asstrategic assets• Accurate decision making• Creation of records of evidence• Support accountability• Effective, consistent recordkeeping practices• Transparency of government programs and services
Information Management Basics• Value of managing information• Managing information – who is responsible?• All media• Managing information in practice• Plan, Create• Organize your information• Reuse and Share• Maintain and Protect• Transfer and Destroy the right information at the right time
Current Challenges• Too much information (IDC study)• Millions and millions – 1.8 zettabytes, 10x growth• Paper to electronic documents• Training and policy• Not possible to keep up with limited resources• Multiple repositories• EDRMS• Websites• File shares• Databases – structured data• Legacy data• How to tie policy to information resources?
Intelligent Metadata• Recordkeeping: Recordkeeping metadata supports recordkeepingas a management function through which information resources ofbusiness value are created, acquired, captured, and managed indepartmental repositories over time, and used as a strategic asset tosupport effective decision making and facilitate ongoing operationsand the delivery of programs and services.• Web Resource Discovery: Web resource discovery metadatasupports the navigation, searching, display and sharing of Webinformation resources.• Web Content Management System: Web content managementsystem (WCMS) metadata supports business and technicalprocesses for authoring, managing and publishing Web content inWeb Content Management Systems.
Solution Approach1. CLEAN• Search and index all content sources• Remove duplicates – clean up2. METADATA enrichment• Auto-classify – Get rid of the Users!!!• Tag, classify information with metadata3. ACTION• Apply policy to information resources• OPI, Retention Schedule etc.• Workflow or action content based upon metadataExample• Secret, classified information routed to secure network location• Organize file shares
Intelligent Migration• Government Standard from RDIMS to Content Server• Metadata drives this process to move from Hummingbird toContent Server• Migration required for file shares and other information repositories• Metadata required as well for recordkeeping• File share to ‘Organized File Share / SharePoint / EDRMS’• RDIMS to SharePoint• RDIMS to EDRMS platform
Next How To WebinarHow To Perform Auto-classification in Office 365Date: Wednesday, May 1stTime: 11:30 - 11:45 AM ESTThis webinar will show how the full feature set of conceptClassifier for SharePoint isavailable for Office 365, available as a cloud only solution, on-premise, or in acombined environment. Metadata driven policy actions on content, such as in migration,identification of sensitive information or in the identification of documents of record, canbe moved automatically.• Automatic semantic metadata generation• Automated and manual classification• Taxonomy management• The end user search experience with enhanced metadataSpeaker: John Challis, Founder and CTO at Concept SearchingTo Register: https://www3.gotomeeting.com/register/516980574