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The Records Management Experiment Has Failed. How do we deal with the influx of information in a manner that actually works? There are a couple of options to move forward, let's evaluate...
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#AIIM14#AIIM14
#AIIM14
Governance In The Midst Of ChaosNick Inglis
Founding Partner, Optismo@nickinglis
#AIIM14
Start With Your Conclusion
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Start With Your Conclusion
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Start With The Middle
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Start With The Middle
The Records Management Experiment Has Failed
#AIIM14
Start With The Middle
The Records Management Experiment Has Failed
I’m Going To Convince You That
Part 1:
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Part 2:
Start With The Middle
The Records Management Experiment Has Failed
#AIIM14
Start With The Middle
The Records Management Experiment Has Failed
And Here’s How We’re Going To Solve It
Part 3:
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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.”
#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.”
#AIIM14
Learning From Our History
“Those who cannot remember the past are condemned to repeat it.”
-George Santayana
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A History Lesson…Simpler times…
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A History Lesson…Simpler times…
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A History Lesson…Simpler times?
As we were approaching capacity in this model, we were bailed out…
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Avoiding Capacity
By Technology
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Avoiding Capacity
By Technology
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Identifying Records
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Identifying Records
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Identifying Records
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Identifying Records
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Identifying Records
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Identifying Records
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Disposing Of Records
When you dispose of a Record is the information really gone
from the organization?
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Disposing Of Records
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Disposing Of Records
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Disposing Of Records
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Disposing Of Records
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Disposing Of Records
The Records Management Experiment Has Failed.
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Chicken Little
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Wipe The Slate Clean?
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Wipe The Slate Clean?
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Wipe The Slate Clean?
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Wipe The Slate Clean?
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Wipe The Slate Clean?
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Wipe The Slate Clean?
What Would We Do Differently?
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What Were We Trying To Achieve?
Reduce Risk Ensure Compliance Maintain Security Retain Properly Dispose Consistently
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The Methods
The File Room Method
Look at all information
Identify what needs to be
retained
Not feasible
The File Room Method
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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
#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
#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
#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
#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
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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
#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 LibraryMetadata Added: “Contract”
What Is It?It’s A Record (Contracts Retention Bucket)
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Potential Negatives Accuracy Of User Metadata Developing Rules Is A Project Supporting Technology
Records Categorization Method
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Information Categorization Method
Forget “Records” Focus On “Retention” Consistency Across All Information Identify Content Based On Categorization
#AIIM14
Information Categorization Method
Forget “Records” Focus On “Retention” Consistency Across All Information Identify Content Based On Categorization
Uploaded To Marketing LibraryMetadata Added: “Contract”
What Is It?A Marketing Contract.
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Potential Negatives Accuracy Of User Metadata Developing Rules Is A Project Supporting Technology
Information Categorization Method
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Advanced Computing Methods
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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
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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?
#AIIM14
Choose Your Own Adventure
