Automated Records Management for the Federal Government

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#AIIMThe Global Community of Information Professionals

Records: Automated For Government

Let me do real

work, not paperwork!

Why do the work that machines can?

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AIIM’s Automating Records Management Training Shows You How! But first, a few things that illustrate how the

volume of information is making traditional records management methods fall short.

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The Data (and Records) Deluge Is Here

IDC claims that by 2020, we will have 50X more information than today.

Source: 2011 Digital Universe Study

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Why Should You Care? In Case You’ve Forgotten . . .

As President Obama said when he signed the Managing Government Records Memorandum on 11/28/11:“The current federal records management system is based on an outdated approach involving paper and filing cabinets. Today’s action will move the process into the digital age so the American public can have access to clear and accurate information about the decisions and actions of the Federal Government.” Source

NARA

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Plus, Deadlines!

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December 15, 2012 – Senior Agency Officials identified

December 31, 2013 – Transition plans in place December 31, 2014 – All employees trained December 31, 2016 – All email records

managed electronically December 31, 2019 – All electronic records

managed electronically

Deadlines

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Records-Management-As-Usual Won’t Get It Done

Who knows, IDC may be UNDER-estimating the 50X increase in information.

TheVolume Velocity VarietyOf this information laughs at attempts to manually manage records.

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Velocity Kills Manual ProcessesWhich of the following apply to your organization’s overall philosophy regarding email?

We delete emails as and when we run out of space, change servers or staff leave

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 save important emails as records

We automatically classify important emails as records

User clients (eg. Outlook) archive to network PST files

We archive to a dedicated email archive and run rules-based deletion

We keep everything – just in case

It’s likely that multiple copies exist on desktops, mobiles and laptops

We use outsource/cloud for email archiving

We have no policy

0% 20% 40% 60% 80% 100%

Local GovernmentNational Government

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Don’t make me read..Don’t make me think…

Volume Kills Manual Processes

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Variety Kills Manual ProcessesHow would you best describe your organization’s overall philosophy regarding social content?

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 saving or archiving them as records

We don’t know how to get access to social records to store and manage them

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

0% 5% 10% 15% 20% 25% 30% 35%

Local GovernmentNational Government

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Focal Points of the Memorandum

1. Create a Government-wide records management framework that is more efficient and cost-effective

2. Promote records management policies and practices that enhance the capability of agencies to fulfill their statutory missions

3. Maintain accountability through documentation of agency actions4. Increase open government and appropriate public access to

Government records5. Support agency compliance with applicable legal requirements

related to the preservation of information relevant to litigation and6. Transition from paper-based records management to electronic

records management where feasible.

Source: NARA

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Image from the movie WALL-E by Pixar/Disney

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

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Automate Records Management- 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, auto-

categorization, 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

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Automating Records Management - 2

Managing records Inherit retention based on file plan and metadata CMIS and connectors to enable manage-in-place

Accessing records Improve search and recommendations with auto-

classification, auto-categorization, 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

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Transform YOUR Organization’s Approach to Records

Automating Records Management in Federal Government

Automating Records Management in State and Local Government

Automating Records Management in Financial Operations

Self-paced online courses Only $195 per course

Complete course listing at: www.aiim.org/training