The Building Blocks of a Successful ERM Program Earl C. Rich, CRM Diana Burdick, PMP

Agenda Records Inventory Taxonomy Knowledge Audit Content Architecture

Structured Data Unstructured Data Records Inventory Taxonomy Knowledge Audit Metadata / Content Architecture ECM

Structured Data Unstructured Data Records Inventory Taxonomy Knowledge Audit Metadata / Content Architecture ECM

Records Inventory Audit to identify and document existing records –Typically performed by RIM staff –Conducted within each department –Should be media agnostic Should be focused on: –Document Type (Retention Schedule) –Document Age –Last Modified –Last Accessed File census tools – reasonably priced and abundant Start with a department you know well…

Why Do We Need a Records Inventory? Provides an opportunity to analyze the information we created or maintain; this enables us to streamline our internal processes “It is impossible to develop a solution to a problem if we first do not have a clear understanding of what the problem is.” author unknown

Structured Data Unstructured Data Records Inventory Taxonomy Knowledge Audit Metadata / Content Architecture ECM

Taxonomy

Why Do We Need a Taxonomy? Provides standardized metadata for similar information Assists in searching (Garbage In - Garbage Out) Provides different methods to locate and utilize information (document type, subject, geographical location, etc…) Catalogs the multitude of different terms used to describe the same item (referential thesauri)

Structured Data Unstructured Data Records Inventory Taxonomy Knowledge Audit Metadata / Content Architecture ECM

Knowledge Audit A knowledge audit is a thorough examination of the existing manner in which information is stored and managed within a given environment.

Why Do We Need a Knowledge Audit? By examining how information has been historically managed by the “owners” of the data, it aides in standardizing the manner in which information will subsequently be stored Leverages institutional knowledge, and applies knowledge management techniques to ensure continuity with existing business practices

Structured Data Unstructured Data Records Inventory Taxonomy Knowledge Audit Metadata / Content Architecture ECM

Content Architecture A content architecture is a standardized general filing scheme that can be easily applied to diverse, yet similar functional areas… think “electronic File Plan”.

Content Architecture DepartmentProjects Project # and Name Finance POs Invoices Budget Contracts and Agreements RFP/RFQ SOWs Contract Correspondence Memos Letters Project Documents Presentations Photographs Studies Meeting Agendas, Minutes and Notes Governing and Basin Board Documents Recaps Routine Reports Action Items Project Management Status Reports Schedule Issues

Content Architecture

Structured Data Unstructured Data Records Inventory Taxonomy Knowledge Audit Metadata / Content Architecture ECM

ECM Definitions Structured Data – Information residing within managed databases Unstructured Data – Information stored within unmanaged environments Records Inventory – Audit of current information maintained or received Taxonomy – Functional grouping of similar pieces of information into logical categories Knowledge Audit – Examination of current methods used to track or manage unstructured electronic data Content Architecture – Standardized, generic filing structure for mass distribution that can be customized to meet business needs ECM – A holistic approach to the management of ALL data (paper, micrographic, structured and unstructured electronic data)