Records Management – It’s All the Fault of the End Users
According to a statistic from Prism International, 67 percent 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 72, 000 site collections and 5,300 retention codes. Since it is government, it has very strict accountability and classification requirements for content, so it must be processed accurately. It currently processes approximately 200,000 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. This client implemented our technologies, and now automatically generates semantic metadata, and auto-classifies it against a taxonomy that mirrors the file plan. Documents are automatically declared records, and routed for disposition, with human intervention if required. That’s great for this organization, 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 reuse the metadata and apply it to not only records management but to 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.