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Using AI to Modernize Records Management

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Learn how Artificial Intelligence (AI) can deliver simple yet highly effective records management tools to support government agencies.

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Using AI to Modernize Records Management

  1. 1. UsingAIto Modernize Records Management DaveJones, VP ProductEvangelism
  2. 2. Traditional Records Management
  3. 3. Recordsmanagementrefersto asetof activitiesrequiredforsystematically controllingthecreation,distribution,use, maintenance,anddispositionofrecorded informationmaintainedasevidenceof businessactivitiesandtransactions.... Thekeywordinthisdefinitionis “evidence.” AIIM“WhatisRecordsManagement”
  4. 4. RecordsManagement 4 Creation Retention Destruction Manualand Event Driven Alertingand control Securedestruction, certification or archiving File/RetentionPlan Compliance
  5. 5. TypicalRMFlow 5 Classify as per File Plan Add additional meta data Mark as Record Follow Retention Schedule Destruction or transfer Identify as potential record
  6. 6. Flow 6 Identify as potential record Classify as per File Plan Add additional meta data Mark as Record Follow Retention Schedule Destruction or transfer Visual File Plan Management Certified Record Destruction Retention Reporting
  7. 7. ChallengeswithRM •Volume •Accuracy •Keep AllCulture •DefensiveMove Challenges
  8. 8. UsingAIto ModernizeRM
  9. 9. SomeDefinitions • ArtificialIntelligence • Typically rules-based systems • MachineLearning (ML) • Mimics the brain • Neural Networks • RoboticProcessAutomation(RPA) • Not AI at all • Automated scripting of repetitive actions It’s AllAI! AI ML RPA
  10. 10. AIin RM • Automation • Classification • Prediction AIinRM Automation Classification Prediction
  11. 11. TypicalRMFlow 11 Classify as per File Plan Add additional meta data Mark as Record Follow Retention Schedule Destruction or transfer Identify as potential record
  12. 12. RecordIdentification 12 BruteForce EventBased Traditionalway of declaringrecords Modern, flexible, instantly compliant AIIdentification Dynamically classifyingcontent Identify as potential record
  13. 13. FilePlanAssociation 13 Automated Policy Application Connectrecord type topolicy Classify as per File Plan Identify as potential record
  14. 14. MetaData 14 Extensible MetaData Re-usable MetaData ExtendRM infoeven afterdeclaration Usetoenhance recordandmake predictions Classify as per File Plan Add additional meta data Identify as potential record
  15. 15. Reporting 15 Proactive Reporting Predictive RiskMgt ExposeAI Results Controlcontent accordingly Retention Reporting
  16. 16. Destruction 16 Automated Destruction RiskMgt Basedon AI confidence Identification of records thatneed specialtreatment Destruction or transfer
  17. 17. Flow 17 Identify as potential record Classify as per File Plan Add additional meta data Mark as Record Follow Retention Schedule Destruction or transfer Visual File Plan Management Certified Record Destruction Retention Reporting
  18. 18. TheFutureof Records Management
  19. 19. RM in2030…. • Entirely Transparent to theuser • AI-driven RM that occurs in the background • HumanTraining and Intervention • Setup and refinement • Intervention on special/unique cases • Re-training based on new cases 2030 AIwilldriveRM Humanswill oversee Whatdoyou think?
  20. 20. Thank you! DavidJones Djones@Nuxeo.com Twitter:@InstinctiveDave https://www.linkedin.com/in/instinctivedave

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