Joel Limerick from Document Systems Inc. (DSI) talked about tool that can be deployed to manage records before they are retired. His company integrates document management tools into deskptop applications. Their content management system communicates with various browsers and repositories using Content Management Interoperability System (CMIS) compliance. CMIS also allows them access to entry templates based on document types, libraries and metadata. DSI utilizes a content navigator that allows for users to search and browse enterprise information when on a mobile platform.
Anthony Lewandowski from Implicate Order Consulting Group, LLC discussed Cloud as a computing platform. The first part of his presentation was a brief history of Cloud computing. Cloud will not affect extensibility, user requirement or business need. Where cloud will have a high impact is scalability and cost effectiveness. Most common cloud services are software as a service (SaaS), platform as a service (PaaS) and infrastructure as a service (IaaS). Transitioning to the cloud involves one of the three options 1)private/internal, 2)public/external or 3)hybrid. When the presentation is on the ARMA Metro MD website I would definitely recommend checking out the slide on “How the Different Cloud Attributes Relate”.
Fred Diers is the head of GRM‘s new knowledge-based division and spoke on records retention, compliance and governance. Information is your organization’s most important resource. Mismanaging it can lead to the following:
- Bad publicity
- Discrimination claims
- Product liability from customer complaints not being addressed
- Ruined business plans or mergers from information leaks
- Lost trade secrets from unauthorized information disclosures
- Privacy claims from stolen or misplaced data
Management demands greater information management due to:
- Tougher federal and state regulations
- Steep fines and penalties for failing to be in compliance.
- Increased exposure to litigation.
- Increased incidence of investigations.
To avoid Risk of Indictment two decisions are made related to compliance
- Keep all data, documents and records forever
- Implement a compliant and sustainable retention program
Both of these impact every and calls for change management to be done.
Governance enterprise rules involve the following:
- Records management policy
- Retention schedule
- Electronic messaging policy (including text)
- Hold order policy
- Orphan file policy (files in which the creator is no longer with the organization).
Governance Function rules include organization specific rules such as
- Inactive media policy
- Digital preservation plan
- Acquired or dissolved business unit retention policy
- Legacy data retention policy
When defining records management policy you must define life cycle of all information and not just denote records vs non-record.
Retention schedules that overuses permanent is a cop-out.
Slides 17-18 has credible program benefits for your RIM program and when the presentation is posted on the ARMA Metro MD site you definitely need to check it out as this will increase profit for your organization.
Tim Shinkle, a senior director for Gimmal and spoke on leveraging SharePoint for Records Management. His presentation started out as a history of content management and records technology.
Traditional RM/ECM solution failed to deliver proactive governance. It was never enterprise based due to low adoption. RM became a separate application and not a lifecycle step. Governance must be proactive to succeed and intuitive with the end-user in mind.
When SharePoint came along it had high adoption rate because of flexible solution, high ease of use and autonomy. Gimmal aims to leverage viral adoption of SharePoint and ensure all content in SharePoint has lifecycle applied to it. Findability is enhanced by Gimmal to aid e-discovery. You can check out the presentation when it is posted to ARMA Metro MD to see others whys Gimmal leverages SharePoint for records management.