Governance In The Midst Of Chaos (#AIIM14)
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The document discusses different methods for managing records and information retention that have been tried or proposed. It notes that traditional methods like having all records in a file room or delegating categorization to individuals have failed or are not feasible. It evaluates alternative methods like keeping all information indefinitely, using categorization to identify records, using categorization to identify retention periods, or using advanced computing methods. It concludes that organizations must choose a viable, sustainable method that aligns with their goals and will still work in the future.
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Governance In The Midst Of Chaos (#AIIM14)
- 1. #AIIM14#AIIM14 #AIIM14 Governance In The Midst Of Chaos Nick Inglis Founding Partner, Optismo @nickinglis
- 2. #AIIM14 Start With Your Conclusion
- 3. #AIIM14 Start With Your Conclusion
- 4. #AIIM14 Start With The Middle
- 5. #AIIM14 Start With The Middle The Records Management Experiment Has Failed
- 6. #AIIM14 Start With The Middle The Records Management Experiment Has Failed I’m Going To Convince You That Part 1:
- 7. #AIIM14 Part 2: Start With The Middle The Records Management Experiment Has Failed
- 8. #AIIM14 Start With The Middle The Records Management Experiment Has Failed And Here’s How We’re Going To Solve It Part 3:
- 9. #AIIM14 Learning From Our History #AIIM12: “In the face of Social CRM, Collaboration, Big Data, Ubiquitous Mobile, Voice Recognition, etc., you have two options: adopt, extend, & embrace failure, OR accept that you will fail.”
- 10. #AIIM14 Learning From Our History #AIIM12: #AIIM13: Niche to avoid commoditization. “When ECM is ubiquitous, ECM is commoditized.” “When you do EVERYTHING, you are the BEST at NOTHING” “In the face of Social CRM, Collaboration, Big Data, Ubiquitous Mobile, Voice Recognition, etc., you have two options: adopt, extend, & embrace failure, OR accept that you will fail.”
- 11. #AIIM14 Learning From Our History “Those who cannot remember the past are condemned to repeat it.” -George Santayana
- 12. #AIIM14 A History Lesson… Simpler times…
- 13. #AIIM14 A History Lesson… Simpler times…
- 14. #AIIM14 A History Lesson… Simpler times? As we were approaching capacity in this model, we were bailed out…
- 23. #AIIM14 Disposing Of Records When you dispose of a Record is the information really gone from the organization?
- 28. #AIIM14 Disposing Of Records The Records Management Experiment Has Failed.
- 30. #AIIM14 Wipe The Slate Clean?
- 31. #AIIM14 Wipe The Slate Clean?
- 32. #AIIM14 Wipe The Slate Clean?
- 33. #AIIM14 Wipe The Slate Clean?
- 34. #AIIM14 Wipe The Slate Clean?
- 35. #AIIM14 Wipe The Slate Clean? What Would We Do Differently?
- 36. #AIIM14 What Were We Trying To Achieve? Reduce Risk Ensure Compliance Maintain Security Retain Properly Dispose Consistently
- 37. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained Not feasible The File Room Method
- 38. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained Not feasible Not working The File Room Method The Delegate Method
- 39. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained The Keep It All Method Don’t identify what needs to be retained Keep everything, indefinitely Not feasible Not working Too much risk The File Room Method The Delegate Method The Keep It All Method
- 40. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained The Keep It All Method Don’t identify what needs to be retained Keep everything, indefinitely Records Categorization Method Leverage classification for records identification Automatically identify what is a Record Not feasible Not working Too much risk Maybe The File Room Method The Delegate Method The Keep It All Method
- 41. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained The Keep It All Method Don’t identify what needs to be retained Keep everything, indefinitely Records Categorization Method Leverage classification for records identification Automatically identify what is a Record Not feasible Not working Too much risk Maybe Information Categorization Method Leverage classification for retention identification Automatically identify what needs to be retained Maybe The File Room Method The Delegate Method The Keep It All Method
- 42. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained The Keep It All Method Don’t identify what needs to be retained Keep everything, indefinitely Records Categorization Method Leverage classification for records identification Automatically identify what is a Record Advanced Computing Methods Software looks at all information Software identifies what is a record or what needs to be retained Not feasible Not working Too much risk Maybe Maybe Information Categorization Method Leverage classification for retention identification Automatically identify what needs to be retained Maybe The File Room Method The Delegate Method The Keep It All Method
- 43. #AIIM14 Records Categorization Method Develop Classification Scheme To Support Records Identification Identify Records By Upload Location, Folder, Content Type, Metadata, etc. Focus On Declaration Through Categorization
- 44. #AIIM14 Records Categorization Method Develop Classification Scheme To Support Records Identification Identify Records By Upload Location, Folder, Content Type, Metadata, etc. Focus On Declaration Through Categorization Uploaded To Marketing Library Metadata Added: “Contract” What Is It? It’s A Record (Contracts Retention Bucket)
- 45. #AIIM14 Potential Negatives Accuracy Of User Metadata Developing Rules Is A Project Supporting Technology Records Categorization Method
- 46. #AIIM14 Information Categorization Method Forget “Records” Focus On “Retention” Consistency Across All Information Identify Content Based On Categorization
- 47. #AIIM14 Information Categorization Method Forget “Records” Focus On “Retention” Consistency Across All Information Identify Content Based On Categorization Uploaded To Marketing Library Metadata Added: “Contract” What Is It? A Marketing Contract.
- 48. #AIIM14 Potential Negatives Accuracy Of User Metadata Developing Rules Is A Project Supporting Technology Information Categorization Method
- 49. #AIIM14 Advanced Computing Methods Analytics Based Records Identification: Develop Records Identification Rules Identification Through Analytics Develop Categorized Disposition Rules Disposition Through Analytics Analytics Based Retention Identification: Develop Information Retention Identification Rules Identification Through Analytics Develop Disposition Rules Disposition Through Analytics
- 50. #AIIM14 Potential Negatives Analytics Accuracy (Computer) Vs. Delegated Declaration Accuracy (Humans) Cost Start Of Every Apocalyptic Movie Ever Created Integration With Existing Enterprise Systems Advanced Computing Methods
- 51. #AIIM14 Paving The Way Forward You have to choose a viable model “File Room”, “Delegate”, & “Keep It All” are unlikely to be viable for your organization Which model will serve your organization’s goals? Which model will remain a viable option into the future?
- 52. #AIIM14 Choose Your Own Adventure Which Method Will You Choose? Advanced Computing Records Categorization Information Categorization