evolving rm to information governance to protect your organizations
DESCRIPTION
There has to be a fundamental shift in the way Records Managers and Information Professionals look at capturing and classifying information. Gone are the days where we can expect en-users to save or drag and drop content to a stand-alone records Management system. It is time to start thinking about managing ALL of the infromation, and the impact that will have on how we interact with the information, the impact it will have on end users, and the impact it will have on the way put together solutions for the capture and classification of content. This presentation was given at ARMA 2012 in Chicago.TRANSCRIPT
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Rev 2.0 01102010 Copyright © Open Text Corporation. All rights reserved.
Evolving RM to Information Governance to Protect Your Organizations
Stephen LudlowTim Carroll
April 12, 2023
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MANAGEMENT
MANAGEMENTRECORDS
INFORMATION
COMPLIANCE
LITIGATION RISKPCI
SECURITY
STORAGEEDISCOVERY
IP FCPA
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Information Governance Paradigm Shift
3
Improved Compliance and Operational Efficiency & Reduced Litigation Risk, Storage Costs and eDiscovery Costs
Compliant Retention and Defensible Disposition - and Legal Hold
Classification as per Policy
Capture Content
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Fundamental Shift in Focus for RIM Professionals
1. Work with IT to implement methods for capture of content
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Signs You Have a Capture
ProblemFileservers PSTs
Tape
Desktops
Archives
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The OpenText Approach
6
Messaging Microsoft Exchange Lotus Notes
DM & CollaborationSharePointeDOCS DM3rd Party DMs
ERPSAPOracle
PhysicalFolders, Boxes & Shelves
DAM, Social and Web Content
Put the user at the centre and embed information governance in the applications they use
Desktop ToolsMicrosoft OfficeSecure Synching
FilesharesShared Drives
FSA
Integration Centre
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The OpenText Approach
7
Messaging Microsoft Exchange Lotus Notes
DM & CollaborationSharePointeDOCS DM3rd Party DMs
Desktop ToolsMicrosoft OfficeSecure Synching
PhysicalFolders, Boxes & Shelves
FilesharesShared Drives
FSA
Integration Centre
ERPSAPOracle
DAM, Social and Web Content
Capture content and manage using a single source of policy
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Manage In Placevs
Centralized
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Storage
Costs
Integration
Costs
Spoliation
Risk
ChangeMgmtCosts
MigrationCosts
HIGH
LOW
HIGH
LOW
Central Archive
Federated Records Management (MIP)
Manage in Place
Deployment Options
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Storage
Costs
Integration
Costs
Spoliation
Risk
HIGH
LOW
ChangeMgmtCosts
MigrationCosts
HIGH
LOW
Manage in Place
Central Archive
Federated Records Management (MIP)
Deployment Options
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Storage
Costs
Integration
Costs
Spoliation
Risk
HIGH
LOW
ChangeMgmtCosts
MigrationCosts
HIGH
LOW
Central Archive
Federated Records Management (MIP)
Manage in Place
Deployment Options
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Storage
Costs
Integration
Costs
Spoliation
Risk
HIGH
LOW
ChangeMgmtCosts
MigrationCosts
HIGH
LOW
Central Archive
Federated Records Management (MIP)
Manage in Place
Deployment Options
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Storage
Costs
Integration
Costs
Spoliation
Risk
HIGH
LOW
ChangeMgmtCosts
MigrationCosts
HIGH
LOW
Central Archive
Federated Records Management (MIP)
Manage in Place
Deployment Options
Managed Content• ECM Systems• Legacy Applications
Costly Content • Email• SharePoint• ERPContent at Risk• Desktop• File Server
Deepest Integration with lead applications
Standard and custom connectors
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File Sync’ing
Disruptive
ECMTechnology
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Secure File Synchronization
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IT’S ALLABOUT
ME
EnterpriseFile Sync’ing
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Fundamental Shift in Focus for RIM Professionals
2. Work with the Business, Legal and IT to understand the best way to classify large volumes of
content
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Copyright © Open Text Corporation. All rights reserved. Slide 18
Classification drive Retention, Disposition and Security
Disposition reduces Litigation risk Storage Costs eDiscovery costs
For regular disposition, information classified must include: Business Records Transitory Content
Creating and applying an enterprise taxonomy is difficult
End-users must classify information
Classification impacts productivity
Users opt out Records Managers become
marginalized
The Classification Paradox
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Auto-ClassificationNo easy buttonDifferent definitionsDifferent use-cases
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It’s really all about capture & classification!
20
Multiple classification strategies must be employed
1. User-Driven Classification
2. Role-Based Classification
3. OCR/ICR Auto-Profiling
5. Auto-Classification
4. Process Driven Classification
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User Driven - Inheritance and Automated Classify on File
PROS CONS Most trusted by records
managers Good for subjective
content, traditional records and traditional business processes
Well supported by existing technology
Capture - we are trying to manage ALL information
Downloads responsibility to end users
Not good for legacy and low touch content
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User Driven ClassificationEmail messages can be classified in-place from the Outlook interface
22
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User Driven SharePoint ClassificationDocuments can be classified from the Sharepoint interface
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Role-based Classification
No user involvement Relative ease of
implementation
Risk Assumption Not content-based Under/Over retention Alignment to roles Difficult for legacy and
journaled email
PROS CONS
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Role-based ClassificationDocuments can be classified according to the group to which the user belongs
25
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OCR/ICR Auto-Profiling
Reduces manual workload and error
Critical to automating process
Bridges the paper world to the electronic
Not typically effective for email and ad-hoc communication
PROS CONS
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OCR/ICR Auto-Profiling and IdentificationScan and index physical documents such as drawings, contracts and forms
27
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Process-driven Classification
100% accurate Granular classification
possible Content can profiled at
the same time
Requires process automation and mapped classification
Not effective for email and other ad-hoc communication
PROS CONS
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Process Driven ClassificationDocuments can be classified as part of a business process
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Microsoft SharePoint Site Archiving
30
Capture and archive SharePoint sites, for defensible disposition
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Content-based Automated Classification
No user involvement Content-based Good for legacy and low
touch content
Capture is required Tuning and quality Care and feeding Legal and organizational
buy-in
PROS CONS
Trust??
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A transparent process such that the basis for automated classification decisions can be readily understood, tuned and explained
How do we do it? How do we prove it?
Records Manager’s Requirements for Auto-Classification
Facilitate adequate sampling to demonstrate both classification accuracy (precision) and completeness (recall) that aligns with the risk profile of the information
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Set-Up Refine Sample & QA Apply
Transparent & Defensible Process for Auto-Classification
The first Auto-Classification application with Sampling and Review
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OpenText Auto-Classification
Classifies content based on understanding of
the content, rules, or a combination of both
Critical for low touch, high volume content
Remove end-users from the equation
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Good
40%
isGood Enough
How
?50% 60%70% 80% 90%
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Benchmark - Document - Risk Assess
Admityou have a problem
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Good Enough = Better than TodayDon’t let perfect be the enemy of good
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Courts do not demand perfection – just reasonable, good-faith efforts
Is Perfection the Standard?
Auto-Classification demonstrates a
programmatic, consistent and thorough approach
to retention and disposition
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Machine(challenger)
Human(reference)
Was Perfection Ever the Standard?
Accuracy Buy-In Relative Accuracy
90%
60% - 90%
50%
100%
45%
60% - 90%
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Getting the Attention of IT and Legal
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Uncomfortable Questions for IT and Legal
Are your storage and eDiscovery budgets increasing at the same rate as your overall budgets?
1.
5
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Are we moving applications to the cloud?2.
Uncomfortable Questions for IT and Legal5
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Are we asking end users to perform unnatural acts?3.
Uncomfortable Questions for IT and Legal5
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Do we plan on keeping everything for ever?4.
Uncomfortable Questions for IT and Legal5
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Is it going to get any easier?5.
Uncomfortable Questions for IT and Legal5
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Find out more:www.opentext.com/informationgovernnace
QUESTIONS
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BusinessThe
Copyright © Open Text Corporation. All rights reserved. Slide 47
LegalRisk Cost
Value
Risk
Cost Value
ITRisk
CostValue
RIMRisk
Cost
Value
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OpenText Information Governance
Striking a balance between competing priorities in the
creation, retention and disposition of content
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Find out more:www.opentext.com/informationgovernnace
THANKYOU