Taming the Wild Unstructured Data: The Shared Drive Jungle Caroline J. Walters, CRM University Records Officer University of Virginia Welcome and thanks for being here today. I am Caroline Walters, University Records Officer and today we are going to cover the basics of electronic records management.

Agenda UVa Jungle Unstructured Data Hunting Solutions UVA Game Plan Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

University of Virginia Jungle

University of Virginia Founded in 1817 22,000 students 16,000 faculty and staff 16 schools; 300+ departments Records Management at UVa 2008 Process Simplification Moved reporting from Library to Information Security 1 FTE 2017 Realignment Reporting to AVP for Compliance/Internal Audit 3.5 FTE Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Information Jungle at UVa Physical records: lacking labeling, inventories, security

The Wilderness: Unstructured Data Organizing your electronic records is just as important as deleting them. If you don’t have them organized, how will you fine them?

Information Jungle at UVa Servers, servers & more servers !!!! School, departments. Duplication – copies, copies everywhere Unstructured data/unorganized information Decentralized administration Cloud virtualization/social networking SILOS across 16 schools and up to 300 departments

Information Jungle Content Management Systems Shared Drives Hard Drives Removable Drives and Storage Devices Cloud Storage Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Unstructured Data 85% of stored data is either: Dark Redundant Obsolete Trivial Veritas Global Databerg Report – March 2016. https://www.veritas.com/en/aa/news-releases/2016-03-15-veritas-global-databerg-report-finds-85-percent-of-stored-data Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Unstructured Data Risks Litigation Privacy GDPR Freedom of Information Data Loss Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Costs of Unstructured Data Organization with 1000 TB of data, cost for the ROT is about $900,000 annually. Employee time waste 25% of working time spend searching for information. Incorrect versions & wrong documents shared. Veritas Global Databerg Report – March 2016. https://www.veritas.com/en/aa/news-releases/2016-03-15-veritas-global-databerg-report-finds-85-percent-of-stored-data Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Solution Hunting Organizing your electronic records is just as important as deleting them. If you don’t have them organized, how will you fine them?

Are we fooling ourselves? Is the shared drive like email? Will we spend years or decades figuring it out? Will technology move beyond? Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Solution: Ban the Share Remove share access and mandate all users place documents in ECM or other document management system (Structured Data). Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Solution: Ban the Share What does this really mean? What will people really do? Will it create unknown stores of data? Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Solution: Organize the Share Redefine the share Work with the users to identify functions where information should be stored Use tools to inventory, remove duplicates, and reorganize Create guidance for use. Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Tools for Organization Software: Scan – what do you have? De-Duplicate – removing all the duplicates? Assist with reorganization File Plan – standard organization for the new share Documentation – provided to all users about how to use the shared drive. Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Solution: Organize the Share Is there commitment? Will people create their own solutions? Not an easy fix. Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Other Solutions? Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

UVa Game Plan Organizing your electronic records is just as important as deleting them. If you don’t have them organized, how will you fine them?

Tools for Share Records Management currently reviewing software to assist with inventory and de-duplication of shared drives. Creating guidance for departments on the process of shared drive clean-up. Creating standard file plans for different functions at the University for departments to use. Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Shared Drive Road Map 7 miles to re-organization Mile 1: Starting Point – Get Support Mile 2: Plan, Divide & Conquer Mile 3: Explore & Approval Mile 4: Delete Mile 5: Finalize File Plan Mile 6: Reorganize Mile 7: Review Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Miles 1 & 2 Mile 1: Mile 2 Get help. Form Committee Department head support Prepare to lead Mile 2 Committee meets Divide & Conquer Plan of attack

Miles 3 & 4 Mile 4: Delete Mile 3: Inventory What do you have? Do Inventory Committee communicates to entire office. Mile 4: Delete Check retentions Can I get these forms online? Is this a duplicate that is somewhere else?

Miles 5 & 6 Mile 5: Finalize Plan Mile 6: Reorganize Get buy in from department Create file plan based upon inventory. Decide on standards: File names Metadata Mile 6: Reorganize Make the moves either manually or with help of software. Continue to delete as needed. Document the process

Mile 7: Review Keep the committee in place Review it every 5 years: √ business functions are the same (what) √ process is the same (how) √ does it still meet needs? Train new staff on organization. Move files to proper storage (ECM/DMS) as needed. Delete files meeting retentions Well, you have finally finished your re-organization of your records – you have destroyed or transferred all records you can, you have labeled all your files and re-organized all your electronic records. Things are going well and your are more productive. But with any filing system you need to review it every once in a while. You may find that the system you put in place doesn’t work quite as well as it should. I would recommend reviewing a brand new system within a year – just to make sure you don’t need to adjust it. But with any filing system – Case/Subject, Organizational or Subject/Function – you should review it every 5 years at least READ SLIDE. You also should perform your records management every year!!!

Challenges People Changes in functions Time Commitment Here’s the agenda for today - we will spend a lot of the time cover the aspects of the UVA Imaging Checklist. If you have questions please raise your hand – but depending on time I may ask you hold on to them until the end of the class.

Questions? Caroline J. Walters, CRM University Records Officer University of Virginia Email: cjwalters@virginia.edu http://recordsmanagement.virginia.edu