Managing Electronic Disposal, Sarah Heal
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Transcript of Managing Electronic Disposal, Sarah Heal
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© 2013 Information Leadership Limited
Managing Electronic Disposal
Sarah HealDirectorInformation Leadership
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© 2013 Information Leadership Limited
The survey:
• 27 organisations• 10 different systems• 26 had completed roll-out• All sizes including
Under 200over 1,000
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© 2013 Information Leadership Limited
Survey Findings – R & DIs R & D set up and working?
•Core function not being used•In the too hard basket!
48% not implemented;
35% tried but…
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© 2013 Information Leadership Limited
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© 2013 Information Leadership Limited
Most R&D rules reduce to...
Do X if record is “Housekeeping”
Do X, Y years after created/modified
Do X, if doc=MINUTESDo Y, if doc=POLICY
for all records Do X, if case=MAJORotherwise Do Y
HOUSEKEEPING
TIME ELAPSED
DOC TYPE BASED
CASE BASED
DEFINITIVE BASED
EVENT BASED
Do X, if record is authoritativeotherwise Do Y,
Do X, Z YEARS AFTER AN EVENT•Case closed•Asset no more•Master superseded
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© 2013 Information Leadership Limited
An Inconvenient Pop Quiz….
Personnel Staff files:
Destroy 7 years after last date of employment
Corporate second tier manager files:Retain as public archive 10 years after date of employment
Lease agreements:Destroy 15 years after termination of lease.
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© 2013 Information Leadership Limited
Do it manually or…
Use case files and metadata
Personnelfiles
Lease files
Metadata(when)
Case Files(where)
EmploymentStatus
Role Type
Status“terminated”
“T2 Mgr”
“terminated”
General Staff files:destroy 7 years afterlast date of employment.
Lease agreements:Destroy 15 years aftertermination of lease.
Corporate second tier manager files:Retain as public archive 10 yearsafter date of employment.
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© 2013 Information Leadership Limited
Challenging because…
HOUSEKEEPING
TIME ELAPSED
DOC TYPE BASED
CASE BASED
DEFINITIVE BASED
EVENT BASED
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© 2013 Information Leadership Limited
Lets take a typical organisation...
Usually•6-12 functions•20-50 activities
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© 2013 Information Leadership Limited
Legal... all
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© 2013 Information Leadership Limited
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© 2013 Information Leadership Limited
What can one person do?
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© 2013 Information Leadership Limited
Tools of the trade
• Classification• Metadata (what else do you need?)• Rules engine binds them together
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© 2013 Information Leadership Limited
Role of the classification…
Comparison
THE PAST NOW + FUTURE
User actionOwn systems, sends importantrecords to “Records”
Files & finds direct inclassification
Records filed by subject/retentionperiod combos – RK convenience
Records filed byUser file & find convenienceTaxonomy is for?
R&D happens by…Directly acting on the “box”(subject/retention period combos)
Having rules that determine R&Daction by:
• Classification• Metadata
Can have documents in one e-filehaving different actions taken
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© 2013 Information Leadership Limited
How it can work:Location & metadata/case driven
default
distributed
one off
IF BIZ VALUE=“CANCELLED” THEN…
Applies to alldocuments,
wherever they are
Applies to somedocuments,
wherever they areIF DOC TYPE=“CONTRACT”AND CASE=“MAJOR” THEN…
Applies to some/alldocuments,
in one file
R&D RULE TYPE
IF LAST MODIFIED>7 YEARS THEN…
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© 2013 Information Leadership Limited
What’s next
• Right classification and metadata• How you apply rules and the engine for
doing so• Process – wraps it all together
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© 2013 Information Leadership Limited
Conducting your analysis
For an activity or unitIdentify R&D rules from
disposal authority
Identify the documentscovered by the rule
Apply filters whereneeded
Write the action to take onthe identified documents
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© 2013 Information Leadership Limited
Analysis process
Identify R&D rules
Link rules to documents
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© 2013 Information Leadership Limited
Analysis Process
Identify documents rule applies to
Identify documents for a folder/container
Action to take
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© 2013 Information Leadership Limited
Let’s take it step by step…
1. Who is the classification for? What metadata might I need?2. What system functionality is available to me / or do I need?3. What process can I use (that works in the real world)?
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© 2013 Information Leadership Limited
Need to be systematic!
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© 2013 Information Leadership Limited
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© 2013 Information Leadership Limited
Resources
• Email me for slides [email protected]• Fortnightly newsletter
Case studies, tips and tricks, profiles etc.
• White papers, case studies, resources at:www.informationleadership.com
• Our SharePoint practice at:www.iworkplace.com