According to a statistic from Prism International, 67% of data loss in records management is due to end user error. All I have is the statistic and no additional information. But if we can agree that the percentage is high and don’t doubt the validity we can put a stake in the ground for discussion purposes.
Many organizations still struggle with records management issues. And it’s no wonder why. One of our SharePoint clients has 72K site collections and 5,300 retention codes. Since they are government, they have very strict accountability and classification requirements for content that must be processed accurately. They currently process approximately 200K documents per day. As a Forrester/ARMA International research study concluded, “It is simply not realistic to expect broad sets of employees to navigate extensive classification options while referring to a records schedule that may weigh in at more than 100 pages” .
Based on the above scenario it’s no wonder why organizations face challenges with records management. The above client implemented our technologies and now automatically generates semantic metadata, auto-classifies it against a taxonomy that mirrors the file plan. Documents are automatically declared records and routed for disposition and human intervention if required. That’s great for them, but not everyone uses our software. (Thank goodness, I’d be out of a job)
This brings me to the importance of an enterprise metadata repository and taxonomies. An organization can’t solve the problem of manual end user tagging unless some type of technology is used, or auto-classification of content for that matter. But there are steps that can be taken to develop an enterprise metadata repository for information governance and compliance accountability. This also provides the ability to re-use the metadata and apply it to not only records management but data security and confidential information, search, and compliance. There is often a disconnect between functional groups and to implement an enterprise metadata repository gets everyone working with the same rules and objectives become shared.