Managing Electronic Disposal, Sarah Heal

© 2013 Information Leadership Limited

Managing Electronic Disposal

Sarah HealDirectorInformation Leadership


The survey:

• 27 organisations• 10 different systems• 26 had completed roll-out• All sizes including

Under 200over 1,000


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…



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Do X, Z YEARS AFTER AN EVENT•Case closed•Asset no more•Master superseded


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.


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.


Challenging because…

HOUSEKEEPING

TIME ELAPSED

DOC TYPE BASED

CASE BASED

DEFINITIVE BASED

EVENT BASED


Lets take a typical organisation...

Usually•6-12 functions•20-50 activities


Legal... all



What can one person do?


Tools of the trade

• Classification• Metadata (what else do you need?)• Rules engine binds them together


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


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…


What’s next

• Right classification and metadata• How you apply rules and the engine for

doing so• Process – wraps it all together


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


Analysis process

Identify R&D rules

Link rules to documents


Analysis Process

Identify documents rule applies to

Identify documents for a folder/container

Action to take


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)?


Need to be systematic!



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Managing Electronic Disposal, Sarah Heal