1. 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.

2. 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.

3. University of Virginia Jungle

4. 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.

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

6. 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?

7. 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

8. 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.

9. Unstructured Data 85% of stored data is either: Dark Redundant
Obsolete
Trivial
Veritas Global Databerg Report – March
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.

10. 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.

11. 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
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.

12. 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?

13. Are we fooling ourselves?
Is the shared drive like ?
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.

14. 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.

15. 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.

16. 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.

17. 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.

18. 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.

19. 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.

20. 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?

21. 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.

22. 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.

23. 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

24. 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?

25. 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

26. 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!!!

27. 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.

28. Questions?
Caroline J. Walters, CRM University Records Officer University of Virginia