Using Metadata and Classification in Records Management
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Robert Piddocke's presentation from SharePoint Fest Seattle.
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Using Metadata and Classification in Records Management
- 1. © Concept Searching 2018 Using Metadata and Classification in Records Management www.conceptsearching.com marketing@conceptsearching.com Twitter @conceptsearch Robert Piddocke Vice President of Channel and Business Development Concept Searching robertp@conceptsearching.com
- 2. © Concept Searching 2018 Agenda • Challenges in Records Management • Building your File Plan • Identifying Records • Classifying Records • Takeaways
- 3. © Concept Searching 2018 Who Am I? Robert Piddocke Vice President of Channel and Business Development Concept Searching • 12+ years in SharePoint space with technical background • 18+ years in Software development and sales • Board member, Vancouver Office 365 User Group (VanO365) • Organizer, Office 365 Saturday Vancouver • Information Management Enthusiast • Certified Information Professional (AIIM) Author: Pro SharePoint 2010 Search, Apress Working with Fast Search Server 2010 MS Press
- 4. © Concept Searching 2018 • Company founded in 2002 • Product launched in 2003 • Focus on management of structured and unstructured information • Profitable, debt free • Technology Platform • Delivered as a web service • Automatic concept identification, content tagging, auto-classification, taxonomy management • Only statistical vendor that can extract conceptual metadata • 9 years KMWorld ‘100 Companies that Matter in Knowledge Management’ 9 years KMWorld ‘Trend Setting Product’ • Authority to Operate enterprise wide US Air Force, NETCON US Army, and Canadian SLSA • Client base: Fortune 500/1000 organizations in Healthcare, Financial Services, Manufacturing, Energy, Professional Services, Pharmaceutical, Public sector and DoD • Microsoft Gold Certification in Application Development • Member of SharePoint PAC and TAP programs • Suitable for all versions of SharePoint on-premises and SharePoint Online, including the vNext dedicated platform and the government cloud Who Are We?
- 5. © Concept Searching 2018 Why Are We Different? It’s all about metadata • Unique IP compound term processing • Identifies multi-word terms that form a complex entity • Ambiguity inherent in single words is eliminated • Works in any language, regardless of grammar or linguistic style • Generates objective metadata based on an understanding of conceptual meaning Triple • three • baseball Heart • center • love Bypass • avoid • highway Triple Heart Bypass
- 6. © Concept Searching 2018 • 67% of lost records are due to end user error • 4 weeks a year are spent searching for misfiled records • All federal agencies must manage all permanent electronic records in electronic format by December 31, 2019 • 55% of federal agencies scored as moderate to high risk for compliance Source: National Archives – Federal Agency Records Management 2016 Annual Report Some Records Management Facts
- 7. © Concept Searching 2018 Challenges in Records Management • Knowing where records are • Identifying records • Developing a file plan • Defining retention schedules • Complying with retention schedules
- 8. © Concept Searching 2018 What is a Record? “Some information that provides evidence of a past event, occurrence, utterance or agreement.” “Something we have to keep.” “Something we have to destroy” Create Declare Retain Dispose
- 9. © Concept Searching 2018 • Records could be anywhere • Almost anything and potentially everything could be a record • Storing everything indefinitely can expose your business or organization to legal liability Where Can I Find Records? SharePoint Exchange File Shares Local Drives SaaS Dropbox
- 10. © Concept Searching 2018 Build Your File Plan
- 11. © Concept Searching 2018 Records Classification File Plan • You can build your file plan in SharePoint using the Managed Metadata Service • There are services that can help define retention schedules – legal • Auto-detect records using your own language • Build a file plan with record type phrases
- 12. © Concept Searching 2018 File Plan Steps 1. Identify type of file plan 2. Develop a business classification scheme (BCS) 3. Conduct a records and information inventory 4. Develop the file plan classification structure 5. Develop retention requirements 6. Validate 7. Implement Source: AIIM Toolkit 2016 – How To Create a File Plan in SharePoint 2013
- 13. © Concept Searching 2018 File Plans in SharePoint
- 14. © Concept Searching 2018 Identify Records
- 15. © Concept Searching 2018 Content Types and the Content Type Hub • Very complicated • Content types must be set up beforehand • You must understand all records metadata needs in advance • Users can be allowed to declare records or a records manager can do it Managing Records in SharePoint
- 16. © Concept Searching 2018 Don’t Rely on Your Users …
- 17. © Concept Searching 2018 Labels in Office 365 • Easy to set up and use • Available across Office 365 assets including OneDrive • Drawbacks: User driven • NEW: Auto apply on keywords • *applied on all matches everywhere • *doesn’t always work Managing Records in SharePoint
- 18. © Concept Searching 2018 So Why Do You Need It? • What about all the other items? • All the uncontrolled content • Are you going to do in-place records management or centralized (Records Center) • Content Organizer can route documents to Records Center but where do they go? • “Keep only what you need and get rid of the rest” – but how? • Automating record identification and eventually declaration gives you POWER over: Completeness Trustworthiness Compliance
- 19. © Concept Searching 2018 Setting Up Content Types for Records
- 20. © Concept Searching 2018 Automate Record Assignment
- 21. © Concept Searching 2018 How To Classify Records • Record routing with the Content Type Organizer • In-place records with big buckets • Information workers are not records managers – KISS • Office 365 to the rescue What If?
- 22. © Concept Searching 2018 Labels in O365
- 23. © Concept Searching 2018 Takeaways • SharePoint can handle records management • It requires a lot of set up • Even if set up properly, it still is very manual • Classification is a pain and almost unachievable manually • Most records management vendors focus on disposition, not classification • The “what” is more important than the “when”
- 24. © Concept Searching 2018
- 25. © Concept Searching 2018 Thank You www.conceptsearching.com marketing@conceptsearching.com Twitter @conceptsearch Robert Piddocke Vice President of Channel and Business Development Concept Searching robertp@conceptsearching.com