Global Resources Organization

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Eliminating End User Tagging in Records Management

“A successful records management system must suit an organization’s workflow, by being easily adaptable by users and integrated into their daily activities. Ideally, this should be transparent, as most users will not remember, nor care about, what constitutes a document of record or the correct tags to apply.”

Concept Searching
Customer Location:
United States
Industry:
Energy and Utilities
Issue:

Tagging of records and processing to the SharePoint Records Center became a growing problem for noncompliance and the enforcement of information governance processes.

Products:

“The biggest stumbling block has always been end user tagging. With complex file plans, and the fact that human tagging is haphazard at best, organizations can unwittingly fall into the trap of noncompliance. Concept Searching’s solution solves the problem.”

The ability to remove the burden of tagging from end users, and to generate semantic metadata for document retention codes and route to the SharePoint Records Center, enabled the organization to achieve its objective of improving information governance and reducing noncompliance.

Benefits

  • Automates document workflow for storage, preservation, access, and usage controls
  • Assists in the management of content by identifying records as well as content that should be archived or contains sensitive information
  • Facilitates the retrieval of records and highly correlated content that typically would not be found
  • Ensures compliance with industry and government mandates, enabling rapid implementation to address regulatory changes
  • Maintains globally unique identifiers (GUIDs)

The organization is a well-known global resources company, focusing on the discovery, acquisition, development, and marketing of natural resources.

The typical approach to records management continues to highlight that most companies do not accomplish records management successfully, nor is it integrated with an overall information governance plan. The growth of unstructured data and new requirements to track all formats of content, including social and texting, have left many organizations unprepared. Without proactive preparation for compliance mandates or unexpected litigation, organizations are often at a loss when records management policies or processes fail. In some instances, the results can be costly.

The organization, like many, had the following requirements

  • Minimize or eliminate end user tagging
  • Improve accuracy of enterprise metadata for reuse and repurposing
  • Prevent noncompliance and data privacy or confidential exposures
  • Ability to manually change classification when necessary

 

Regardless of whether the SharePoint Records Center or a third-party application is used, records management and the lifecycle of documents of record are typically challenging in any industry, but particularly in energy and utilities. The biggest stumbling block has always been end user tagging. With complex file plans, and the fact that human tagging is haphazard at best, organizations can unwittingly fall into the trap of noncompliance. Intelligently automating the records identification process is the precursor to effective records management deployment. Not doing so often results in failure.

Concept Searching was able to achieve this organization’s objectives through the deployment of the conceptClassifier platform, conceptClassifier for SharePoint, and the workflow product conceptTaxonomyWorkflow, all running natively in SharePoint.

A taxonomy is created that mirrors the file plan. As content is uploaded, semantic metadata is generated. When there is a match with the taxonomy file plan, the semantic metadata and descriptors are added and the content is auto-classified to the taxonomy. Using workflow capabilities, documents can be automatically moved to the SharePoint Records Center, or to any records management application. Alternatively, the workflow process can automatically notify a records manager that a record has been uploaded and processed.

In the SharePoint environment, online and on-premises, when a document is processed, the workflow process can change the content type and provide the list of metadata that was found within the document. During any of the processing steps, an authorized user can change the metadata or the classification. Workflow rules can be easily created in minutes by business professionals or by IT teams. Globally unique identifiers (GUIDs) are maintained, for synchronization with content inside the SharePoint Records Center library. Each document is automatically tagged with a retention code when it is uploaded. The synchronization of native GUIDs with other applications within the enterprise infrastructure provides additional value. An added benefit of this approach is it can also be used to identify data privacy or confidential exposures in real time.

 

A successful records management system must suit an organization’s workflow, by being easily adaptable by users and integrated into their daily activities. Ideally, this should be transparent, as most users will not remember, nor care, about what constitutes a document of record or the correct tags to apply. From a management perspective, the system must enable an organization to achieve its records management goals, effectively integrating governance, risk, and compliance objectives.

  • Automates document workflow for storage, preservation, access, and usage controls
  • Assists in the management of content by identifying records as well as content that should be archived or contains sensitive information
  • Facilitates the retrieval of records and highly correlated content that typically would not be found
  • Ensures compliance with industry and government mandates, enabling rapid implementation to address regulatory changes
  • Addresses low value content that no longer has purpose
  • Reduces the time and cost of retrieving correct business records
  • Removes the burden of tagging from the end user
  • Improves the quality of metadata
  • Creates an enterprise metadata repository that provides a consistent standard to improve and enforce policies and processes
  • Maintains globally unique identifiers (GUIDs)

 

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