How To Manage Records

Transcription

1 Case Study Taming The Gorilla In The Room - From Concept To Reality Susan Sullivan, NARA Jason Baron, NARA Kon Leong, ZL Technologies MER 2013 Conference, Chicago

2 NARA National Archives & Records Administration NARA endorses the most stringent records-keeping standard in the world: DoD-STD NARA recommends that agencies use the DoD standard as a baseline when selecting an RMA to manage the agency's electronic records Other non-federal governmental agencies, foreign governments, and private corporations are influenced by DoD Case Study Background: NARA recently selected ZL as its archive and is currently implementing and fine-tuning its records strategy with ZL.

3 Case Study The National Archives and Records Administration (NARA) Capstone concept of management. Implementing "Capstone" in the cloud, Lessons Learned

4 Capstone Approach Permanent - top decision-maker s Temporary 7 year retention Non-record 1 year retention

5 Bulletin - Capstone Approach Benefits, but risks to consider Considerations before implementation Impact on recordkeeping responsibilities Identifying permanent accounts Implementing technologies Pre-accessioning policies

6 Capstone Implementation 90 day safe harbor before capture Gmail Sent and received Copy Records Archiving / Declaration Policies ZL Unified Archive (one copy only managed) Records Manager Retention Rules Permanent Temporary Non-Record Messages moved to ZL Archive 90 day safe harbor for re-classification Google Mail Journal messages as sent and received Journaled E-Discovery

7 Lessons Learned Establish common understanding Early work to migrate existing repositories User communications Manage legacy Capstone records schedule More.

8 Automatic Classification: Labels Labels are used to work with specific records archiving / declaration policies The user can manually add labels and set their own automated filtering / labeling policies in Gmail ZL synchronizes with Gmail labels for archiving and record declaration policies

9 Automatic Classification: Labels

10 Viewing Records in ZL UA Robust search capabilities and 4 different views of the end user s mailbox, including Records view and Gmail label view End users can file, update, or re-file their archived messages as records from their search results or any mailbox view

11 Changes Ahead: The Future of Records Management Beyond Beyond End-User Classification / ECM Beyond Records Beyond Records Management Silos The Unified Approach

12 Beyond E mail Exchange, Lotus XML File System Share Point, Quickr Blackberry Bloomberg IM PST/NSF MIME MSG OCS ECM Fax Social Media

13 Gartner Research On Records Management source: Gartner Research Note G , 14 March 2009 This note documents the systemic failure... to understand the nature of electronic record keeping. Key Findings User-driven classification of records, especially of , has failed and will fail in virtually all cases. The technology missing when implementing records management is automated policy management. Business and IT must work together to create policy and automate it. Recommendations Give up user-based classification.... Treat as a separate issue. Enforce all RM policies with automation and continuous auditing processes, not moral exhortations.

14 Just How Much Scalability Does Archiving Require? Assume: 25,000 Employees 7 Years Retention 4.47 Billion Docs For Archive System To Process versus 4.28 Billion Web-Pages Indexed by source: Google Press Release, at IPO Many Archives Run Into Scalability Problems

15 Unstructured Big Data The Crushing Volume 10+ B docs A Large Bank s Unified Archive Google (@IPO) 4.3 B docs 0.2 B docs ECM Number of Unstructured Data Files (Billions)

16 RIM s Growing Challenges in Managing ESI Records Non-Records etrash or etreasure?

17 Converting Big Data to Strategic Advantage using Big Data Analytics Sample Use Cases BoD IP Prior Art KM Governance SCM HR Investigations R&D Sentiment Rev Rec Expert Network Trending Topics Preventative Retiree Productivity

18 The Unstructured Data Challenges circa User Need Solution 2000 Reduce Storage Overload Storage Management* - Offload Large /Files - Avoid Storage Quota / Admin O H - End-User Access, Productivity 10X 2002 Stay In Control, Minimize R.O.I. Corporate / Gov t Compliance - 100% Capture, Index, Store, Search - Tamper-Proofing - Monitor & Control Content 2005 Support Litigation, Slash Costs Litigation Support, ediscovery* - Search, Hold, Attorney-Client - Save Discovery Costs - Case Management 2008 Retain Electronic Corporate Records Records Retention Management - Enable Electronic Records Retention - Enforce Doc Level Granular Policy 2012 Big Data Analytics for Competitive Advantage Corporate ememory TM Mgmt - Enable Enterprise Data Mining - Classified Access, Audits Silos Solution: = duplicates Unified Archive ; inconsistent with One search; Data Copy, disjointed Oneretention Policy Control loss Point, of data Onecontrol Search

19 Data In-Place Unified Management of Unstructured Big Data E mail Exchange, Lotus All Data Sources XML File System Share Point, Quickr Blackberry Bloomberg IM PST/NSF MIME MSG OCS ECM Fax Social Media retention policy Consolidated Storage Unified Archive Repository must scale to BILLIONS of documents index of content left in place Cloud Options Unified Apps Unified Applications Compliance Records Mgmt Human Analytics Storage Mgmt E Discovery One Data Copy, One Coordinated Policy, One Consistent Search integ.

20 Unified Big Data... Déjà Vu 40 years ago Today A/R A/P Mfg Floor Sched. Bill, Post Inventory MRP ERP P.O. Mgmt Bill of Materials. for Structured Data Business Intelligence G/L Storage Mgmt Content Mgmt ediscovery Unified Archive is ERP Cloud Archiving Records Mgmt for Unstructured Compliance Data Big Data Analytics best of breed silos unified MRP best of breed silos Unified Archiving We ve been this way before. Unified is the only way forward.

21 Case Study Taming The Gorilla In The Room - From Concept To Reality Jason Baron, NARA Susan Sullivan, NARA Kon Leong, ZL Technologies MER 2013 Conference, Chicago