The volume, velocity, and variety of information is overwhelming traditional methods of identifying and creating electronic records. Here's what you need to know to get started with addressing your ERM needs with automation.

1. #AIIM
The Global Community of Information Professionals
Records: Automated
For Government
Why do the work that
machines can?
#AIIM @AIIMcmty

2. #AIIM
The Global Community of Information Professionals
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.
#AIIM @AIIMcmty

3. 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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4. 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outdated approach involving paper and filing cabinets.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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5. #AIIM
The Global Community of Information Professionals
Plus, Deadlines!
#AIIM @AIIMcmty

6. Deadlines
 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
#AIIM @AIIMcmty

7. Records-Management-As-Usual
Won’t Get It Done
Who knows, IDC may be UNDER-estimating the 50X
increase in information.
The
Volume
Velocity
Variety
Of this information laughs at attempts to manually
manage records.
#AIIM @AIIMcmty

8. Velocity Kills Manual Processes
Which of the following apply to your organization’s overall
philosophy regarding email?
0%
10% 20% 30% 40% 50% 60% 70% 80% 90%
We delete emails as and when we run out of…
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…
We automatically classify important emails as…
User clients (eg. Outlook) archive to network PST…
We archive to a dedicated email archive and run…
We keep everything – just in case
It’s likely that multiple copies exist on…
We use outsource/cloud for email archiving
We have no policy
#AIIM @AIIMcmty
National Government
Local Government

9. Volume Kills Manual Processes
Don’t make me read..
Don’t make me think…
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10. Variety Kills Manual Processes
How would you best describe your organization’s overall
philosophy regarding social content?
0%
5%
10%
15%
20%
25%
30%
35%
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…
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
#AIIM @AIIMcmty
National Government
Local Government

11. Focal Points of the Memorandum
1.
2.
3.
4.
5.
6.
Create a Government-wide records management framework that
is more efficient and cost-effective
Promote records management policies and practices that enhance
the capability of agencies to fulfill their statutory missions
Maintain accountability through documentation of agency actions
Increase open government and appropriate public access to
Government records
Support agency compliance with applicable legal requirements
related to the preservation of information relevant to litigation
and
Transition from paper-based records management to electronic
records management where feasible.
#AIIM @AIIMcmty
Source: NARA

12. 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
Image from the movie WALL-E by Pixar/Disney
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13. 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, autocategorization, 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
#AIIM @AIIMcmty

14. 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 autoclassification, autocategorization, 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
#AIIM @AIIMcmty

15. 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
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