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Records Management – Friend or Foe ???
Brandon Botes
8 October 2016
Johannesburg, SA
#SPSJHB
Sponsors
Principal SharePoint Consultant
Britehouse Digital a Dimension Data Company
Strengths : 2 Dogs, 2 Cats & 3 Children
(includes my wife )
Weakness : SAP
Agenda
• What is records management
• How does it help with POPI
• How to implement Records Management
• Recommended Products
• Questions – Forgot to mention I am also allergic to people who don’t ask
questions!
Foe
or
Friend
It can be both
Records Management
Scanning
Electronic Files
Physical Files
Retention Policies eDiscovery
Legal Holds
Disposition of Records
Audit Trail
Implementation of Records Management
Key Elements to a
Successful Records
Management
Solution
Capture Store Manage
What we need to
do
File Plan Compliance Legacy Data Analysis
Stakeholders Legal Department
Records
Manager/Information
Manager
3rd Party Vendors
Scan records
Extract Data
Push Data to Cloud
Push to Physical Storage
Implementation of Records Management
Scanning
Implementation of Records Management
Electronic Records Management
Implementation of Records Management
Physical Records Management
What does this mean for POPI
Among a few examples of personal information that fits under this bracket are:
ID or
Passports
Home, work
or personal
phone
numbers
Physical
addresses
Financial
information
Employment
and salary
history
What does this
mean for POPI ?
Secure data Governance
Legal Compliance
Traceable account of document lifecycle Protection against dissolution of records
Capturing of Accurate Data
Risk Management
Recommended Products - Scanning
They accelerate business processes by collecting documents
and forms, transforming them into accurate, actionable
information, and delivering it into your line of business
applications, workflows, repositories and databases. Whether
information is on paper or in electronic files, in a central office
or scattered on desktops and remote offices throughout the
world — Kofax captures it all quickly and accurately, ensuring
complete chain of custody of the content and accelerating
core business processes and solutions.
More than 80% of corporate information is trapped in
unstructured content—our goal is to make that data
actionable. We initiate processes that add value to existing
content and information management platforms. From
automating mortgage applications, streamlining insurance
claims, accelerating invoice payments and mailroom document
processing, Ephesoft empowers our customers to put
information to work and do business faster. We continue to
expand our product lines, including desktop, mobile capture,
big data and advanced analytics.
Recommended Products - Records Management
Collabware CLM empowers organizations by protecting critical
content and enabling rapid, improved decision making. Using
Collabware CLM's integrated case management, workflow,
search, and records management capabilities, organizations
can easily automate business processes and have peace of
mind knowing that regulatory and legal compliance
requirements are being met.
Content creation without ongoing management leads to
information chaos. AvePoint RevIM brings order to the chaos
and eliminates the burden of traditional records management
tasks for end users.
Administrators can easily apply automated business rules that
manage the end-to-end content lifecycle to provide
organisations with effective and efficient information
management.
Questions
Thank You

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SharePoint Saturday - South Africa 2016

  • 1. Records Management – Friend or Foe ??? Brandon Botes 8 October 2016 Johannesburg, SA #SPSJHB
  • 3. Principal SharePoint Consultant Britehouse Digital a Dimension Data Company Strengths : 2 Dogs, 2 Cats & 3 Children (includes my wife ) Weakness : SAP
  • 4. Agenda • What is records management • How does it help with POPI • How to implement Records Management • Recommended Products • Questions – Forgot to mention I am also allergic to people who don’t ask questions!
  • 6. It can be both
  • 7. Records Management Scanning Electronic Files Physical Files Retention Policies eDiscovery Legal Holds Disposition of Records Audit Trail
  • 8. Implementation of Records Management Key Elements to a Successful Records Management Solution Capture Store Manage What we need to do File Plan Compliance Legacy Data Analysis Stakeholders Legal Department Records Manager/Information Manager 3rd Party Vendors
  • 9. Scan records Extract Data Push Data to Cloud Push to Physical Storage Implementation of Records Management Scanning
  • 10. Implementation of Records Management Electronic Records Management
  • 11. Implementation of Records Management Physical Records Management
  • 12. What does this mean for POPI Among a few examples of personal information that fits under this bracket are: ID or Passports Home, work or personal phone numbers Physical addresses Financial information Employment and salary history
  • 13. What does this mean for POPI ? Secure data Governance Legal Compliance Traceable account of document lifecycle Protection against dissolution of records Capturing of Accurate Data Risk Management
  • 14. Recommended Products - Scanning They accelerate business processes by collecting documents and forms, transforming them into accurate, actionable information, and delivering it into your line of business applications, workflows, repositories and databases. Whether information is on paper or in electronic files, in a central office or scattered on desktops and remote offices throughout the world — Kofax captures it all quickly and accurately, ensuring complete chain of custody of the content and accelerating core business processes and solutions. More than 80% of corporate information is trapped in unstructured content—our goal is to make that data actionable. We initiate processes that add value to existing content and information management platforms. From automating mortgage applications, streamlining insurance claims, accelerating invoice payments and mailroom document processing, Ephesoft empowers our customers to put information to work and do business faster. We continue to expand our product lines, including desktop, mobile capture, big data and advanced analytics.
  • 15. Recommended Products - Records Management Collabware CLM empowers organizations by protecting critical content and enabling rapid, improved decision making. Using Collabware CLM's integrated case management, workflow, search, and records management capabilities, organizations can easily automate business processes and have peace of mind knowing that regulatory and legal compliance requirements are being met. Content creation without ongoing management leads to information chaos. AvePoint RevIM brings order to the chaos and eliminates the burden of traditional records management tasks for end users. Administrators can easily apply automated business rules that manage the end-to-end content lifecycle to provide organisations with effective and efficient information management.