IRMS015 – Mark Godfrey on Automated Intelligence

In this podcast Mark Godfrey, CEO of Automated-Intellegence (AI) describes the reasons why he and Simon Cole left an established Enterprise Content Management (ECM) vendor in 2010 to found the company

The company’s strategy has been to build their solutions as far as possible within the SharePoint and Microsoft Office environments that organisations already have, rather than offering a  separate stand alone records system that a customer then has to integrate with those environments.

Mark argues that this has the advantage that an organisation does not have to make separate infrastructure provision for Automated-Intelligence’s products – they can use the hardware and databases already deployed by the organisation.  His company prides itself on its products being quick and easy to deploy in comparison to traditional ECM (Entrerprise Content Management) products.

Mark also discusses various aspect of the Automated Intelligence (AI) product range,including:

  • their analytics, data migration and file management tools that help organisations understand and rationalise legacy data such as shared drives
  • their SharePoint extenders that aim to bridge the gap between SharePoint and a fully functioning ECM system

He discusses:

  • the use of AI’s tools  to regaining control of SharePoint implementations that have sprawled, compared with using them to build good information governance into a SharePoint implementation from the start
  • the ways in which AI are adapting their solution so that it works with the cloud (Office 365) version of SharePoint as well as the on-premise version

Mark was interviewed by James Lappin in London in  March 2014

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IRMS014 – Andrew Warland gives a SharePoint case study

Andrew Warland is information architect at UnitingCare NSW.ACT,  which is the largest provider of aged care services in the State of New South Wales, Australia.

Andrew has helped UnitingCare to implement SharePoint 2010 for document management and collaboration.   They set up different SharePoint web applications for different purposes including web applications for:

  • their intranet
  • team sites (the main area for day to day document management and collaboration)
  • project sites (similar to team sites but for projects that involve cross team collaboration)
  • apps (where specific lists and libraries have been designed for specific processes, including instances where they have used infopath to design specific forms)

In this podcast Andrew talks us through the information architecture choices that UnitingCare have made for the governance of their team sites and project sites, including their decisions:

  • to have a shallow site structure, with each site collection only allowed one-level of sub-site
  • to use the out-of-the box ‘document’ content type for most libraries, rather than set up multiple content types
  • to disable the use of folders within document libraries
  • to set document libraries to be relatively limited in scope
  • to set libraries so that they can be closed at a certain point (many of their libraries are set up to be closed at the end of a calendar year and a new library opened to cover the following year)
  • to use libraries rather than content types as the basis for retention
  • not to use the SharePoint records centre

Andrew talks about the rationale behind these decisions;  how he has gone about incorporating a business classification scheme into the SharePoint envirionment, and his thoughts on how UnitingCare will go about applying retention rules in phase 2 of the project

Andrew was interviewed by James Lappin on 22 April 2014

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IRMS013 – Laurence Hart on trends in collaboration and records management software

Laurence Hart is a thought leader in the enterprise content management space. He writes the Word of Pie.  blog, and has been a leading proponent of the Content Management Interoperability Services (CMIS) standard.

Laurence has been in the ECM industry for nearly twenty years and has worked with Alfresco, Documentum, SharePoint, Box, Nuxeo, and many other solutions. He recently had a six month spell as content management strategist for Alfresco.  James Lappin interviewed him at the start of that spell.

Laurence gives his perspective on the current state of enterprise content management, including:

  • a comparison of the product strategy of SharePoint with that of Alfresco
  • an assessment of the current state of adoption of the CIMIS standard
  • why he believes that believes that records management software needs a revolution to avoid having to rely on end-users declaring records
  • the use of business rules engines and/or autoclassification to reduce the records management burden on end-users

The podcast is 50 minutes long

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IRMS012 – Barbara Reed on records management theory

In this podcast Barbara Reed and James Lappin discuss the Australian contribution to records management theory, and in particular the development by Frank Upward and others of the records continuum theory.

Barbara describes what it was like working alongside Frank at Monash University in the 1990s as he began to formulate and articulate the theory.

Barbara’s career has spanned both consultancy and academia – she is principal consultant at Recordkeeping Innovation, and is widely published in academic and professional journals.

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IRMS011 – Cassie Findlay on the redrafting of ISO 15489

It is over a decade since the international records management standard ISO 15489 was published, and in that time there has been massive changes in technology and in the way organisations operate. An  ISO working group is currently  redrafting the standard, and they will be meeting next in Washington in May 2014.    Cassie Findlay is project lead for the working group, and in this podcast she gives her perspective on the standard, and on the redrafting process.  She discusses:

  • why the redraft of ISO15489 is likely to be a major change rather than an incremental change
  • the implications of taking a risk based approach to records management
  • the differences between a functional analysis approach and a process approach to records management
  • issues around the management of e-mail

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IRMS010 – David Gould on HP Control Point

In this podcast James Lappin interviews David Gould, Global product manager for HP ControlPoint.

David describes four primary uses to which HP ContolPoint is being put:

  • Clean up of legacy data
  • Auto-classification of content
  • In-place records management
  • Content migration

He discusses the product’s ability to analyse content held in different repositories/applications, and to take action on that content.    That action might be to:

  •  protect the content
  • move it
  • delete it
  • enhance its metadata
  • classify it
  • apply a retention rule to it.

David discusses the relationship between HP ControlPoint and the company’s electronic document and records management system – HP Records Manager. He describes how the two products can be used separately or in tandem.

Along the way David discusses questions such as the extent to which auto-classification is being adopted as a technique by clients, and the issues around archiving objects such as SharePoint sites.

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IRMS009 – Jean Mourain on RSD Glass and the manage-in-place approach to records management

In this podcast Jean Mourain, Vice President of Global Strategy for RSD, is interviewed by James Lappin.

Jean discusses RSD Glass – an information governance platform that uses a manage-in-place approach and enables an organisation to hold its retention policies and classifications and apply them across many different repositories and applications.

Jean explains why RSD took the decision to enter the information governance market, and how RSD Glass works. He describes how RSD Glass approaches the challenge of managing content in shared drives, e-mail and SharePoint.

Jean reports a strong desire from clients to minimise the impact of records management/information governance on end-users. He discusses the question of whether or not it would ever be possible to have good information governance and records management with no impact on the end user.

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