So we have autoclassification tools that will analyze specified targets
(document repositories, file shares) and autoclassify existing files using
policies around metadata and advanced contextual classification. Then you
can declare, or migrate, or delete (defensible deletion).
But what about a tool that does something simpler, and autoclassified at
records creation, based on business function?
What about a Portal that opens on everyone's computer and they can perform
no tasks or operations except through the portal. (Except if you were
going to work in a major structured data application).
On everyone's dashboard is a selection of functions. These are each
individual staff member's specific functions based on their position
description. And each function is tied to a record series in the
organization's records retention schedule.
So you then select the function you plan to work in (ex: Update Records
Retention Schedule), and then create a task (or open an existing task). A
task can be a short, simple action like "answer a retention question," or
a big project like "Implementation project for X application." And that is
the only manual thing you do: is give the task a name. You do not
manually classify anything. The system gives the task its Start Date. You
can give the task an End Date, but if you don't, after six months of
inactivity within that task the system gives it an End Date of the last
date you were in it.
For each task the system creates a folder, and every document you create
or receive while in that task is filed in that folder. You use the regular
production programs you always do - Word, Excel, PowerPoint, Publisher,
whatever.
The system also creates a folder structure in your email based on your
functions and tasks and you can drag & drop or send & save. It looks like
a regular email folder but the email is actually filed in the system
folder for that task and not on your email server.
At the End Date, the system can be set to delete duplicates and previous
versions of versioned documents. And can be set to send the folder to a
different tiered storage after a specified period after the End Date.
The first of every year (or time period you designate), you receive a list
of tasks (folders) whose retention period have expired. Your only choice
is to exception folders from scheduled deletion, and any exception has to
be approved by your supervisor and the RIM dept.
An information architecture with retention based on a functional records
retention schedule.
Are there any autoclassification tools out there that work like that?
Gary Link
Pittsburgh, PA
[log in to unmask]
The contents of this email are the property of PNC. If it was not addressed to you, you have no legal right to read it. If you think you received it in error, please notify the sender. Do not forward or copy without permission of the sender. This message may be considered a commercial electronic message under Canadian law or this message may contain an advertisement of a product or service and thus may constitute a commercial electronic mail message under US law. You may unsubscribe at any time from receiving commercial electronic messages from PNC at http://pages.e.pnc.com/globalunsub/
PNC, 249 Fifth Avenue, Pittsburgh, PA 15222; pnc.com
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|