for official use only records management: essential key to content management and ediscovery...

For Official Use Only


Records Management:Essential Key to Content Management

andeDiscovery

Elizabeth L. (Bette) Fugitt, Ed.D.Unit Chief, Records Management Applications UnitRecords Automation SectionRecords Management DivisionFederal Bureau of Investigation

For Official Use Only Unclassified

The Start of the Challenge

I have it all right here . . . .

Somewhere . . .


And now I have it electronically!

Personal Computers

N

E

T

W

O

R

K

S

Miscellaneous Storage Devices


The Technology Argument:

Key Word Search

Solves the

Search and Locate

Challenge


Not Necessarily . . .

Early Childhood Education Diet and Nutrition Animal Husbandry


My Context Might (or Might Not) Equal Your Context

My Label Might (or Might Not) Match Your Label

The Argument: I’m (We’re) Different!

My Content Might (or Might Not) Equal Your Content


Federal Information Technology is Not Using a Vital Resource

Authentic,

Valid, and

Accessible

Federal Records


Believe it or not - Federal Records Schedules

Link Information Categories Directly to Agency Business

Identify Intended Customers

Identify Intended Business Purpose of Information

Are Required to Use Terms from the Federal Register Thesaurus

Title 1 CFR Part § 18.20 Identification of subjects in agency regulations


Federal Electronic Records Management Requires Identification of:

Office of Origin

File Code

Key Words for Retrieval

Addressee (if any)

Signator

Author

Date

Authorized Disposition (coded or otherwise), and

Security Classification (if applicable)

See Chapter 36 of the Code of Federal Regulations


Records Management Metadata

Can Support Efficient Information Retrieval in a Structured, Reliable and Meaningful Way

Can Provide Logical Links Between Subject Matter and Context of Creation

Can Support Interoperability Strategies in Diverse Technical and Business Environments

Can Support Successful Migration of Business Information from One Environment to Another


Architecture: Preparing for Meta Data

1. Put existing file plan / disposition authorities into a data base

2. Correlate file categories to business functions

3. Identify organizational owners of business functions

4. Make business owners responsible for:

A. Crosswalk of file categories to common taxonomy

B. Identification of security and access restrictions


Architecture: Inserting Metadata - The Business Process

1. Author/Owner - Prepares, or Receives, and Saves Electronic Information

2. Records Management Software - Scans Information and Proposes Information Category and Record Status

3. Author/Owner - Confirms Information Properties

4. IT System - Appends Metadata, Organizes, Sorts, Controls Access, Retrieves, Retires Information Based Upon Business Rules


Architecture: Program the Search Tools

1. To Identify the Credentials of the Customer

2. To Categorize Response by Common Topic Areas by Using Appended Metadata First in Response to Query

3. To Give the Customer the Option of Using the Categorized Response to Query or to Receive the Full List in Reverse Chronological Order


Architecture: Use of a Thesaurus

A thesaurus provides sufficient entry points to allow users to navigate from terms that are not to be used to the preferred terminology adopted by the organization.

ISO/TR 15489-2:2001(E) §4.2.3.2


Architecture: Finding the Common Topic Areas

Agency A 6600-1-2 ADP Plans

N1-AA-88-2WO: P- 10 yearsR, ES, & A:

T -3 months

Agency A 6600-1-2 ADP Plans

N1-AA-88-2WO: P- 10 yearsR, ES, & A:

T -3 months

Agency C9. Budget Requests

NC1-CC-80-1, Item 9.T – 4 years

Agency C9. Budget Requests

NC1-CC-80-1, Item 9.T – 4 years

Agency B2009-A2 Budget Form. & Presentation

NC1-BB-75-1T – 3 years

Agency B2009-A2 Budget Form. & Presentation

NC1-BB-75-1T – 3 years

Business Topic: Information Technology Budget

Federal Register Codes: 17 Science & Technology, Computer Technology; 08

Government, Accounting


The Federal Government is Already Required

To Properly Tag Its Electronic Information (See 36 CFR 1234.22)

To Correlate its Business Topics to the Federal Register Thesaurus as Part of the Records Scheduling Process (See 1 CFR Part

§ 18.20)

Why not use our existing information infrastructure to help us manage and locate

our electronic information?


Use Existing Resources to Save Time and Money!

Crosswalk authorized agency file categories to common terms from the Federal Register Thesaurus

Use those common terms to organize response to query

This will provide the user both Context and Content in response to query!


What Does This Have to Do With eDiscovery?

A categorized response to query:

Facilitates review by putting electronic information into context

Identification of distributing and receiving organizations

Identification of authors by name and position

Identification of intended recipients

Facilitates prompt elimination of unrelated or duplicative response to query


Practical Information Management Requires a Team Approach

.

Program Staff Enter the metadata and are responsible for the accuracy, authenticity, and timeliness of the information. Crosswalk program files to the corporate taxonomy.

Records Managers Provide records schedules and file plans; assist Program Staff with the crosswalk to the corporate taxonomy.

Reference Librarians Update the corporate taxonomy and facilitate location of information

IT Staff Program the search tools and records management software. Set access controls in place.


CREDIT An Existing Approach – Not a New One

http://find-it.state.wa.us/gilstree.htm

Metadata Templates

Explanation of Metadata

Simple Subject Tree

Programming of Search Tool

Washington State Library’s Find It Web Site:If You Want Your Information to be Found



Questions?

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