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For Official Use Only
For Official Use Only
Records Management:Essential Key to Content Management
andeDiscovery
Elizabeth L. (Bette) Fugitt, Ed.D.Unit Chief, Records Management Applications UnitRecords Automation SectionRecords Management DivisionFederal Bureau of Investigation
Slide 2For Official Use Only Unclassified
The Start of the Challenge
I have it all right here . . . .
Somewhere . . .
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And now I have it electronically!
Personal Computers
N
E
T
W
O
R
K
S
Miscellaneous Storage Devices
Slide 4For Official Use Only Unclassified
The Technology Argument:
Key Word Search
Solves the
Search and Locate
Challenge
Slide 5For Official Use Only Unclassified
Not Necessarily . . .
Early Childhood Education Diet and Nutrition Animal Husbandry
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My Context Might (or Might Not) Equal Your Context
My Label Might (or Might Not) Match Your Label
The Argument: I’m (We’re) Different!
My Content Might (or Might Not) Equal Your Content
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Federal Information Technology is Not Using a Vital Resource
Authentic,
Valid, and
Accessible
Federal Records
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Believe it or not - Federal Records Schedules
Link Information Categories Directly to Agency Business
Identify Intended Customers
Identify Intended Business Purpose of Information
Are Required to Use Terms from the Federal Register Thesaurus
Title 1 CFR Part § 18.20 Identification of subjects in agency regulations
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Federal Electronic Records Management Requires Identification of:
Office of Origin
File Code
Key Words for Retrieval
Addressee (if any)
Signator
Author
Date
Authorized Disposition (coded or otherwise), and
Security Classification (if applicable)
See Chapter 36 of the Code of Federal Regulations
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Records Management Metadata
Can Support Efficient Information Retrieval in a Structured, Reliable and Meaningful Way
Can Provide Logical Links Between Subject Matter and Context of Creation
Can Support Interoperability Strategies in Diverse Technical and Business Environments
Can Support Successful Migration of Business Information from One Environment to Another
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Architecture: Preparing for Meta Data
1. Put existing file plan / disposition authorities into a data base
2. Correlate file categories to business functions
3. Identify organizational owners of business functions
4. Make business owners responsible for:
A. Crosswalk of file categories to common taxonomy
B. Identification of security and access restrictions
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Architecture: Inserting Metadata - The Business Process
1. Author/Owner - Prepares, or Receives, and Saves Electronic Information
2. Records Management Software - Scans Information and Proposes Information Category and Record Status
3. Author/Owner - Confirms Information Properties
4. IT System - Appends Metadata, Organizes, Sorts, Controls Access, Retrieves, Retires Information Based Upon Business Rules
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Architecture: Program the Search Tools
1. To Identify the Credentials of the Customer
2. To Categorize Response by Common Topic Areas by Using Appended Metadata First in Response to Query
3. To Give the Customer the Option of Using the Categorized Response to Query or to Receive the Full List in Reverse Chronological Order
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Architecture: Use of a Thesaurus
A thesaurus provides sufficient entry points to allow users to navigate from terms that are not to be used to the preferred terminology adopted by the organization.
ISO/TR 15489-2:2001(E) §4.2.3.2
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Architecture: Finding the Common Topic Areas
Agency A 6600-1-2 ADP Plans
N1-AA-88-2WO: P- 10 yearsR, ES, & A:
T -3 months
Agency A 6600-1-2 ADP Plans
N1-AA-88-2WO: P- 10 yearsR, ES, & A:
T -3 months
Agency C9. Budget Requests
NC1-CC-80-1, Item 9.T – 4 years
Agency C9. Budget Requests
NC1-CC-80-1, Item 9.T – 4 years
Agency B2009-A2 Budget Form. & Presentation
NC1-BB-75-1T – 3 years
Agency B2009-A2 Budget Form. & Presentation
NC1-BB-75-1T – 3 years
Business Topic: Information Technology Budget
Federal Register Codes: 17 Science & Technology, Computer Technology; 08
Government, Accounting
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The Federal Government is Already Required
To Properly Tag Its Electronic Information (See 36 CFR 1234.22)
To Correlate its Business Topics to the Federal Register Thesaurus as Part of the Records Scheduling Process (See 1 CFR Part
§ 18.20)
Why not use our existing information infrastructure to help us manage and locate
our electronic information?
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Use Existing Resources to Save Time and Money!
Crosswalk authorized agency file categories to common terms from the Federal Register Thesaurus
Use those common terms to organize response to query
This will provide the user both Context and Content in response to query!
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What Does This Have to Do With eDiscovery?
A categorized response to query:
Facilitates review by putting electronic information into context
Identification of distributing and receiving organizations
Identification of authors by name and position
Identification of intended recipients
Facilitates prompt elimination of unrelated or duplicative response to query
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Practical Information Management Requires a Team Approach
.
Program Staff Enter the metadata and are responsible for the accuracy, authenticity, and timeliness of the information. Crosswalk program files to the corporate taxonomy.
Records Managers Provide records schedules and file plans; assist Program Staff with the crosswalk to the corporate taxonomy.
Reference Librarians Update the corporate taxonomy and facilitate location of information
IT Staff Program the search tools and records management software. Set access controls in place.
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CREDIT An Existing Approach – Not a New One
http://find-it.state.wa.us/gilstree.htm
Metadata Templates
Explanation of Metadata
Simple Subject Tree
Programming of Search Tool
Washington State Library’s Find It Web Site:If You Want Your Information to be Found
For Official Use Only
For Official Use Only
Questions?