Similar to most of the responses, I don't have the definitive answer on how to manage this perfectly since success will depend on:
1) Project funding and support.
2) End-user resistance to change.
3) Motivation (is this a nice to have, or a must do)
At the two extreme ends of the spectrum, your solution can either a) attempt to classify all content from the network drive perfectly, or b) add ALL content from the shared drives to the EDMRS and have users reclassify content as needed.
Let's not get into a discussion of why either extreme is not feasible, other than pointing out the final solution will be somewhere in between.
I worked for the company that created the Records Crawler (and email) solution which was then swallowed up by two bigger fish, with the bigger one being IBM.
The Records Crawler branding, I believe, is no longer the name in the later version since it is now a sub component of IBM's ICC (Content Collector) product suite.
I believe there is third party component that can assess content and create a taxonomy for records classification, but I have not seen it in action myself.
"Records Crawler" was originally created as a bulk load solution where you have relatively standard index values for all documents.
Put another way, if you have 10s of thousands of documents, and 100s of them can be added with similar index values, then the tool is ideal (you can add a few zeros to this example).
If, however, you have 1000s of folders and the content is fragmented, then a less automated solution would ensure accuracy.
In summary, it is always a balance of automating the process, or relying on human intervention, with the tradeoffs being too much manual work, or too many software issues.
I'd also like to echo John's comment about involving end users. Somehow this often gets missed and the "Power Users" are key to acquiring buy-in.
I hope that helps.
Jason
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of John Annunziello
Sent: Tuesday, October 20, 2009 12:08 PM
To: [log in to unmask]
Subject: Re: Reducing Shared Drive Dependency
Colin......apart from managing e-mail on a consistent basis this is one of
the big issues that RIM professionals struggle with.
I don't confess to have all the answers as we are just starting to address
this issue. Here are some of the things which we are doing.
First, do not allow users to store any more material on the shared drives.
They will have to manage information on a day forward basis..... market
your EDRMS as the solution. Second, for the data that exists in the
shared drives, there is software that will "crawl" over the data,
determine de-duplication of files and auto classify that material into
your EDRMS. Not certain how well this works, but IBM suggests a 98%
success rate. To me, that seems awfully high.
I just came back from ARMA conference and saw this at work at the IBM
booth. Of course they want it to be used within Filenet. I'm sure there
is other software out there which performs equally well, but as a Lotus
Notes shop (IBM), this was of interest to me. It also works with e-mail
systems in the same manner...so it kills two birds with one stone..
If your shared drives contain considerable data, as most do, you will want
to do a purge of valueless records. This may require an electronic
records inventory, but if your data is like other organizations, over 80%
is well passed retention or no longer contains value. This would be a
good starting point.
Depending on the capacity of your EDRMS and the volume of the shared
drives, you may also want to store this data in a separate volume or silo
so your EDRMS does not become unwieldy. In any case, talk to your users
prior to doing this, and get feedback from them. If they are involved
from the start, and see the benefits of doing this, buy-in is more
assured.
John Annunziello, ermm
Manager, Records and Information
Toronto and Region Conservation Authority
[log in to unmask]
"Information is a corporate, strategic asset that needs to be managed"
"Kidd, Colin" <[log in to unmask]>
Sent by: Records Management Program <[log in to unmask]>
10/20/2009 12:23 PM
Please respond to
Records Management Program <[log in to unmask]>
To
[log in to unmask]
cc
Subject
Reducing Shared Drive Dependency
Dear All,
I'm looking for examples on how best to reduce reliance on shared drives
and encourage staff to use an EDRMS solution already in place. I'm
specifically looking for examples of practical actions used to reduce
dependency on shared drives. Any help you can provide would be greatly
appreciated!
Many thanks,
Colin Kidd
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