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Records Management: Essential Key to Content Management and eDiscovery

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For Official Use Only. Unclassified. Federal Information Technology is Not Using a Vital Resource ... Are Required to Use Terms from the Federal Register Thesaurus ... – PowerPoint PPT presentation

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Title: Records Management: Essential Key to Content Management and eDiscovery


1
Records ManagementEssential Key to Content
Management andeDiscovery
  • Elizabeth L. (Bette) Fugitt, Ed.D.
  • Unit Chief, Records Management Applications Unit
  • Records Automation Section
  • Records Management Division
  • Federal Bureau of Investigation

2
The Start of the Challenge
I have it all right here . . . .
  • Somewhere . . .

3
And now I have it electronically!
N E T W O R K S
Personal Computers
Miscellaneous Storage Devices
4
The Technology Argument
  • Key Word Search
  • Solves the
  • Search and Locate
  • Challenge

5
Not Necessarily . . .
M a r y h a d a l i t t l e l a m b
Early Childhood Education
Diet and Nutrition
Animal Husbandry
6
The Argument Im (Were) Different!
My Content Might (or Might Not) Equal Your Content
My Context Might (or Might Not) Equal Your Context
My Label Might (or Might Not) Match Your Label
7
Federal Information Technology is Not Using a
Vital Resource
  • Authentic,
  • Valid, and
  • Accessible
  • Federal Records

8
Believe it or not - Federal Records Schedules
  • Link Information Categories Directly to Agency
    Business
  • Identify Intended Customers
  • Identify Intended Business Purpose of Information
  • Are Required to Use Terms from the Federal
    Register Thesaurus

Title 1 CFR Part  18.20   Identification of
subjects in agency regulations
9
Federal Electronic Records Management Requires
Identification of
  • Office of Origin
  • File Code
  • Key Words for Retrieval
  • Addressee (if any)
  • Signator
  • Author
  • Date
  • Authorized Disposition (coded or otherwise), and
  • Security Classification (if applicable)

See Chapter 36 of the Code of Federal Regulations
10
Records Management Metadata
  • Can Support Efficient Information Retrieval in a
    Structured, Reliable and Meaningful Way
  • Can Provide Logical Links Between Subject Matter
    and Context of Creation
  • Can Support Interoperability Strategies in
    Diverse Technical and Business Environments
  • Can Support Successful Migration of Business
    Information from One Environment to Another

11
Architecture Preparing for Meta Data
  • Put existing file plan / disposition authorities
    into a data base
  • Correlate file categories to business functions
  • Identify organizational owners of business
    functions
  • Make business owners responsible for
  • Crosswalk of file categories to common taxonomy
  • Identification of security and access restrictions

12
Architecture Inserting Metadata - The Business
Process
  • Author/Owner - Prepares, or Receives, and Saves
    Electronic Information
  • Records Management Software - Scans Information
    and Proposes Information Category and Record
    Status
  • Author/Owner - Confirms Information Properties
  • IT System - Appends Metadata, Organizes, Sorts,
    Controls Access, Retrieves, Retires Information
    Based Upon Business Rules

13
Architecture Program the Search Tools
  • To Identify the Credentials of the Customer
  • To Categorize Response by Common Topic Areas by
    Using Appended Metadata First in Response to
    Query
  • To Give the Customer the Option of Using the
    Categorized Response to Query or to Receive the
    Full List in Reverse Chronological Order

14
Architecture Use of a Thesaurus
  • A thesaurus provides sufficient entry points to
    allow users to navigate from terms that are not
    to be used to the preferred terminology adopted
    by the organization.
  • ISO/TR 15489-22001(E) 4.2.3.2

15
Architecture Finding the Common Topic Areas
Business Topic Information Technology Budget
Agency A 6600-1-2 ADP Plans N1-AA-88-2 WO
P- 10 years R, ES, A T -3 months
Agency C 9. Budget Requests NC1-CC-80-1, Item
9. T 4 years
Agency B 2009-A2 Budget Form.
Presentation NC1-BB-75-1 T 3 years
Federal Register Codes 17 Science
Technology, Computer Technology 08 Government,
Accounting
16
The Federal Government is Already Required
  • To Properly Tag Its Electronic Information (See
    36 CFR 1234.22)
  • To Correlate its Business Topics to the Federal
    Register Thesaurus as Part of the Records
    Scheduling Process (See 1 CFR Part  18.20)
  • Why not use our existing information
    infrastructure to help us manage and locate our
    electronic information?

17
Use Existing Resources to Save Time and Money!
  • Crosswalk authorized agency file categories to
    common terms from the Federal Register Thesaurus
  • Use those common terms to organize response to
    query
  • This will provide the user both Context and
    Content in response to query!

18
What Does This Have to Do With eDiscovery?
  • A categorized response to query
  • Facilitates review by putting electronic
    information into context
  • Identification of distributing and receiving
    organizations
  • Identification of authors by name and position
  • Identification of intended recipients
  • Facilitates prompt elimination of unrelated or
    duplicative response to query

19
Practical Information Management Requires a Team
Approach
.
20
CREDIT An Existing Approach Not a New One
Washington State Librarys Find It Web Site If
You Want Your Information to be Found
http//find-it.state.wa.us/gilstree.htm Metadata
Templates Explanation of Metadata Simple
Subject Tree Programming of Search Tool
21
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