implications of voice recognition for records management
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PRISCILLA EMERYECM SCOPE
FOUNDER AND PRESIDENT
Voice Recognition for Records Management and
Other Capture
Why We Should Care About Voice Capture?
Discovery and Compliance are not just about paper, images, e-mails and Microsoft Word™ documents.
E-Learning Activities are based on both images and voice – they have to be retained.
Investigative RepositoriesPodcasts – Sales Presentations,
Announcements
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It’s Always Been About Documents
Paper was initial form of evidence.Shift to introducing Electronic Images as
EvidenceNow all forms of documents are considered
discoverable evidence
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Ongoing Issues
PDF as an archival “Standard”Retaining documents that are hard to
replicate later.Records Management software is barely
keeping up with media changes.Bottom Line
Lawyers and regulators are becoming more media agnostic so all information must be
retained and destroyed consistently.
© ECM Scope 2007
© ECM Scope 2007
Example: Discovery Process
CaptureScanning, OCR
Filter, De-dupe
Compile and Consolidate for Review
Training Materials Are Records
Linked to Human Resource ActivitiesTypically classified with all other training
materials based on Subject and DateIncreasingly using e-Learning Technologies to
deliver training Voice Video Text Illustrations
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Investigative Repositories
Information for Investigative Research Becoming More Complex
Artifacts include Paper, E-mails, wiretapped phone calls
All need to be captured in a consistent way and indexed consistently
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Podcasts Can Become Records
Podcasts and Webcasts Sales Presentations Training Regulated Meetings
Whether or not these are records depends on the industry that they are linked to and the state or provincial regulations at play.
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Documents & Records Not Just Paper and Images
Text, Graphics, Spreadsheets Electronic and Paper Forms and Documents Electronic Reports and Data Records Video, sound and voice clips Web Pages and E-mails (and dare we say Instant
Messages , Wikis, Blogs) TIFF and JPEG images Cell phone text messages
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Records Management Systems
• Records Management Systems Need:
o Some method of declaration - a mechanism to define whether or not a document is a
recordo The ability to perform formal retention and disposition (destruction) based on their classificationo The ability to track and control documents that
are outside the system (such as on paper)o The ability to faultlessly track the location of all
records, so that they may be located and destroyed according to the required
retention schedule. © ECM Scope 2007
Classification is Key
Classification is important for both retention and retrieval
Typical categories include: Legal and organizational Administrative Financial Operational Human Resources
Not by Media Type or Format
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Where is a Consistent Capture Strategy in This Mix?
IBM
Tarian
FileNET
CA
iLUMEN
MDY
EMC
Documentum
Legato
TrueARCFKA Provenance
OTG
Oracle Stellent Optika
Select Technologies
Open Text
PS Software Solutions
Hummingbird
Educom
Microsoft
Why We Should Care About Voice Capture?
Discovery and Compliance are not just about paper, images, e-mails and Microsoft Word™ documents.
E-Learning Activities are based on both images and voice – they have to be retained.
Investigative RepositoriesPodcasts – Sales Presentations, Announcements
Bottom LineUsers want consistent capture mechanisms so that records are indexed by record series not by record
or media type.
© ECM Scope 2007
ECM Scope
© ECM Scope 2007
Longwood, FL 32779 USALongwood, FL 32779 USATel: +1-407-774-2449Tel: +1-407-774-2449Fax: +1-407-699-0616Fax: +1-407-699-0616
Mobile: +1-703-220-3955Mobile: +1-703-220-3955E-Mail: [email protected]: [email protected]
www.ecmscope.comwww.ecmscope.com
© ECM Scope 2007