Brandon Botes #SPSDBN Records Management – Friend or Foe ??? 29 October 2016 Durban, SA Brandon Botes #SPSDBN

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Principal SharePoint Consultant Britehouse Digital a Dimension Data Company Strengths : 2 Dogs, 2 Cats & 3 Children (includes my wife ) Weakness : SAP Brandon.botes@Britehouse.co.za

Agenda What is records management How does it help with POPI How to implement Records Management Recommended Products Questions – Forgot to mention I am also allergic to people who don’t ask questions!

Friend or Foe

It can be both

Records Management Retention Policies eDiscovery Physical Files Legal Holds Electronic Files Disposition of Records Scanning Audit Trail

Implementation of Records Management Key Elements to a Successful Records Management Solution Capture Store Manage What we need to do File Plan Compliance Legacy Data Analysis Stakeholders Legal Department Records Manager/Information Manager 3rd Party Vendors

Implementation of Records Management Scanning Scan records Extract Data Push Data to Cloud Push to Physical Storage

Implementation of Records Management Electronic Records Management

Implementation of Records Management Physical Records Management

What does this mean for POPI Among a few examples of personal information that fits under this bracket are:        ID or Passports Home, work or personal phone numbers Physical addresses Financial information Employment and salary history

What does this mean for POPI ? Secure data Governance Capturing of Accurate Data What does this mean for POPI ? Legal Compliance Risk Management Traceable account of document lifecycle Protection against dissolution of records

Recommended Products - Scanning They accelerate business processes by collecting documents and forms, transforming them into accurate, actionable information, and delivering it into your line of business applications, workflows, repositories and databases. Whether information is on paper or in electronic files, in a central office or scattered on desktops and remote offices throughout the world — Kofax captures it all quickly and accurately, ensuring complete chain of custody of the content and accelerating core business processes and solutions. More than 80% of corporate information is trapped in unstructured content—our goal is to make that data actionable. We initiate processes that add value to existing content and information management platforms. From automating mortgage applications, streamlining insurance claims, accelerating invoice payments and mailroom document processing, Ephesoft empowers our customers to put information to work and do business faster. We continue to expand our product lines, including desktop, mobile capture, big data and advanced analytics.

Recommended Products - Records Management Collabware CLM empowers organizations by protecting critical content and enabling rapid, improved decision making. Using Collabware CLM's integrated case management, workflow, search, and records management capabilities, organizations can easily automate business processes and have peace of mind knowing that regulatory and legal compliance requirements are being met. Content creation without ongoing management leads to information chaos. AvePoint RevIM brings order to the chaos and eliminates the burden of traditional records management tasks for end users. Administrators can easily apply automated business rules that manage the end-to-end content lifecycle to provide organisations with effective and efficient information management.

Questions

Thank You