Using a Taxonomy to Improve Records Management
Since I seem to be on a compliance kick this week, I found the following quote quite insightful.
“More than 100,000 international laws and regulations are potentially relevant to Forbes Global 1000 companies—ranging from financial disclosure requirements to standards for data retention and privacy. Additionally, many of these regulations are evolving and often vary or even contradict one another across borders and jurisdictions.”
Lorrie Luellig is of counsel, Ryley Carlock & Applewhite, PC.
First of all, I am so thankful I have nothing to do with anything regarding compliance, records management, privacy content. These professionals have their hands full. Statistics still state that in the majority of organizations, tagging is done manually by the end user, or with some business rules to aid in the process. Based on that fact alone, I would suspect that most organizations are woefully unprepared for a privacy exposure or a noncompliance issue. We end users are human after all.
But until we get past the end user tagging, I don’t see how things will change. We are not a records management solution but we do automatically declare documents of record and apply contextual metadata. I guess it still surprises me that this issue hasn’t been solved by records management application vendors.
We do have a SharePoint client who was able to successfully do a proof of concept with 72K site collections and 5,300 retention codes, eliminated all end user tagging, and could classify 200K documents per hour, using minimum resources. (Accurately I may add). They created a taxonomy that mirrored the file plan and (not quite voila) it works absolutely fine. They currently use it to identify security exposures in real-time and, since implementation, haven’t had a security breach in over five years.