Title: Records Management: Essential Key to Content Management and eDiscovery
1Records 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
2The Start of the Challenge
I have it all right here . . . .
3And now I have it electronically!
N E T W O R K S
Personal Computers
Miscellaneous Storage Devices
4The Technology Argument
- Key Word Search
- Solves the
- Search and Locate
- Challenge
5Not 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
6The 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
7Federal Information Technology is Not Using a
Vital Resource
- Authentic,
- Valid, and
- Accessible
- Federal Records
8Believe 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
9Federal 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
10Records 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
11Architecture 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
12Architecture 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
13Architecture 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
14Architecture 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
15Architecture 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
16The 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?
17Use 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!
18What 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
19Practical Information Management Requires a Team
Approach
.
20CREDIT 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
21Questions?