Records Management – Friend or Foe ???Brandon Botes

8 October 2016Johannesburg, SA

#SPSJHB

Sponsors

Principal SharePoint ConsultantBritehouse Digital a Dimension Data Company

Strengths : 2 Dogs, 2 Cats & 3 Children (includes my wife )

Weakness : SAP

Agenda• What is records management

• How does it help with POPI

• How to implement Records Management

• Recommended Products

• Questions – Forgot to mention I am also allergic to people who don’t ask questions!

Foeor

Friend

It can be both

Records Management

Scanning

Electronic Files

Physical Files

Retention Policies eDiscovery

Legal Holds

Disposition of Records

Audit Trail

Implementation of Records Management

Key Elements to a Successful Records

Management Solution

Capture Store Manage

What we need to do

File Plan Compliance Legacy Data Analysis

Stakeholders Legal DepartmentRecords

Manager/Information Manager

3rd Party Vendors

Scan records

Extract Data

Push Data to Cloud

Push to Physical Storage

Implementation of Records ManagementScanning

Implementation of Records ManagementElectronic Records Management

Implementation of Records ManagementPhysical Records Management

What does this mean for POPIAmong a few examples of personal information that fits under this

bracket are:      

ID or Passports

Home, work or personal phone

numbers

Physical addresses

Financial informatio

n

Employment and salary history

What does this mean for POPI ?

Secure data Governance

Legal Compliance

Traceable account of document lifecycle Protection against dissolution of records

Capturing of Accurate Data

Risk Management

Recommended Products - Scanning

They accelerate business processes by collecting documents and forms, transforming them into accurate, actionable information, and delivering it into your line of business

applications, workflows, repositories and databases. Whether information is on paper or in electronic files, in a central office or scattered on desktops and remote offices throughout the world — Kofax captures it all quickly and accurately, ensuring

complete chain of custody of the content and accelerating core business processes and solutions.

More than 80% of corporate information is trapped in unstructured content—our goal is to make that data

actionable. We initiate processes that add value to existing content and information management platforms. From

automating mortgage applications, streamlining insurance claims, accelerating invoice payments and mailroom

document processing, Ephesoft empowers our customers to put information to work and do business faster. We continue

to expand our product lines, including desktop, mobile capture, big data and advanced analytics.

Recommended Products - Records Management

Collabware CLM empowers organizations by protecting critical content and enabling rapid, improved decision making. Using

Collabware CLM's integrated case management, workflow, search, and records management capabilities, organizations can easily automate business processes and have peace of

mind knowing that regulatory and legal compliance requirements are being met.

Content creation without ongoing management leads to information chaos. AvePoint RevIM brings order to the chaos and eliminates the burden of traditional records management

tasks for end users.Administrators can easily apply automated business rules that

manage the end-to-end content lifecycle to provide organisations with effective and efficient information

management.

Questions

Thank You