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
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