GettinG it riGht from the startTop Tips on managing meTadaTa for

beTTer access To your records

records and informaTion managemenT

meTadaTa helps you find informaTion

Success in records and information

management (RIM) takes planning and

a strategy for taking control of your

physical and digital records. Your records

and information are born in paper or

electronic form; they can originate in

departments within your business, result

from a transaction with a customer or

arrive from another source like a tax

authority or an insurance company.

But one thing is certain, wherever your

information comes from and whatever

form it takes, every passing day sees

your business dealing with more and

more of it. In the paper world, the

term for metadata is indexed data.

It includes description, date, etc.

Metadata can help you find the

information you need quickly and

easily. It can also help you determine

how information should be managed

and when your records reach the

end of their retention period.

The first step in capturing metadata is

verifying how, where and why a record

was created.

WhaT is meTadaTa?

Metadata is the golden thread that

connects you to the information or

record you’re looking for amidst all the

records your business holds. Think of

it as data that describes the context,

content and origin of a record. It enables

you to retrieve the records you need

and verifies that you have found what

you’re looking for. Electronic metadata

also helps you share information, ensure

its authenticity, describe what you have

and enable accurate retention as well

as secure destruction (disposition).

Metadata is essential for

establishing a record’s:

> meaning

> management

> retention period

hoW iT Works

Metadata lets you create, classify,

access, protect, preserve, retain and

manage the disposition of information.

When your metadata is well managed,

you can accurately describe and then

find the records you’re looking for.

When a record is created, your

metadata elements should include:

> country or location

> record class code (i.e. function

like accounting, tax, HR, etc.)

> retention start day

> origination and purpose

> unique ID number or

alphanumeric string

> department/cost centre/

business unit or custodian.

More metadata can be added to

throughout the lifecycle of the record

to reflect such elements as security

code, value index and personally

identifiable information indicator.

ExpERT TIp: Work with the business

owner to ensure the metadata is durable

and useful. For example, applying

metadata about a person’s role as

opposed to their name could prevent

the ability to find content in the future.

why read this?Are you on the path to digital transformation? Does your business struggle with compliance? Or is sharing, let alone accessing, information among teams a problem? Well managed metadata is the foundation of records management. Our tips can help you get the basics right – and deliver measurable benefits to your business.

Why you need iT

Metadata is a tool that can help you

find and manage records across

their lifespan. It also connects

teams across departments and

functions and lets them share

information. Without it, it’s difficult

to ensure the information you’re

using is consistent and accurate.

Metadata can also help your

business protect confidential or

personal data from misuse.

hoW To succeed

If your organisation is struggling

to manage metadata, there

are steps you can take to

demonstrate its value and put

it on your leadership’s radar.

ExpERT TIp: Consider building a

glossary of business abbreviations

to help you manage the different

elements of your metadata.

begin WiTh a Well-defined projecT

Be specific and select a project

that solves a specific business

problem. Be aware of the tendency

for projects to snowball and

set clear limits from the start.

Small and achievable is better

than grand and idealistic.

1. Gain the support of leaders.

Executive sponsorship can set

the stage for better collaboration.

Make sure that records

management, IT and the relevant

business area are all represented

and actively participating.

Routine updates to leaders

should be short and very clear.

2. Decide what you plan to measure.

When metadata is well managed,

the results can be faster access

to information that supports

improved customer service.

Or, your aim could be

implementing a retention

schedule to automate records

disposition and achieve

compliance. Ensure you have a

baseline and a clear definition

of what you want to improve.

3. Be reasonable. Your aim is to

produce measurable results,

not re-engineer your entire

organisation. Don’t be distracted.

Communicate routinely

and build a climate where

feedback is encouraged and

problem solving is the goal.

4. Stick to the business. Your

information is a business asset

and your metadata is an essential

part of its value. Make sure

the owners of the information

are involved at every stage of

your project. They can help you

understand context and make

better decisions about the

terms you include. Metadata is

a common language that should

reinforce the link between

business goals and information.

By sharing accountability, you

can improve collaboration and,

ultimately, long-term success.

When metadata is managed

effectively, your business is able

to access, share, protect and store

information compliantly. But, the

key to success is to work with other

parts of your business and IT to

agree goals and projects. An external

information management supplier

can also supply the expertise you

need to achieve your business goals.

ABOUT IRON MOUNTAINIron Mountain Incorporated (NYSE: IRM) provides information management services that help organisations lower the costs, risks, and inefficiencies of managing their physical and digital data. Founded in 1951, Iron Mountain manages billions of information assets, including backup and archival data, electronic records, document imaging, business records, secure shredding, and more, for organisations around the world. Visit the company website at www.ironmountain.co.uk for more information.

© 2016 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated in the U.S. and other countries. All other trademarks are the property of their respective owners.

08445 60 70 80 | ironmountain.co.uk

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