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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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
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
enhance its metadata
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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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.
The idea of this podcast is to explore whether or not records management principles are truly timeless.
For example the criteria for what makes a good record keeping system contained in the International records management standard (ISO 15489) were intended to be technologically neutral, and to apply equally well to paper or electronic recordkeeping systems.
But can they be applied even further than that – for example could they be applied to non-human recordkeeping systems?
In this podcast Tim Callister of the UK’s National Archives endeavours’ to answer the question of whether or not the earth can be regarded as a recordkeeping system, on the grounds that it keeps the geological record. He also
assesses the earth’s geological record to see whether it meets the criteria for what makes a good records management system.
Also in this podcast Heather Jack discusses the proposed revision to ISO 15489. The records management community will get their chance to comment on the latest draft revision when it is released for public consultation sometime between February and April this year.
For more information about the ISO15489 revision:
background article on the revision of ISO 15489 (this article was also printed in the IRMS November Bulletin)
There is also a short discussion thread on the Information and Records Management Society mailing list archive
Tim Callister on the geological record considered as a recordkeeping system (starts 2 minutes into the podcast, last for 46 minutes)
Heather Jack on the proposed revision to ISO 15489 (starts 49 minutes into the podcast, lasts for 21 minutes)
One of the interesting features of the records management landscape at this moment in time is the wide variety of different types of tools on the market. One of the things this podcast series hopes to do is to explore the different types of product on the market by talking to the vendors of the products themselves.
One source of the new types of tools is the eDiscovery market. Several eDiscovery vendors have added functionality to their products to enable them to serve wider information management uses.
One such tool is provided by Nuix, and in this episode Lee Meyrick Director of Information Management at Nuix discusses his company’s product.
Lee explains how the core of the Nuix product is a powerful indexing engine, that can index across a great many different repositories within an organisation. The indexing engine extracts both the content and the metadata from the various different formats held in those repositories.
Lee explains the features that Nuix have built around the indexing engine to help organisations better understand their information (through reporting functionality), and to act on that information, for example by migrating material from one repository to another, deduplication, identifying and removing risky content such as PII (personally identifiable information) etc.
He describes the tool’s metadata profiling capability, originally created so that organisations could control what metadata they sent with documents that they needed to submit to other parties (for example regulatory authorities or other parties in law suits). It can also be put to use in migrating content from one application or repository to another, because the profiling tool can be used to enhance the metadata coming from the original repository to meet the metadata requirements of the destination repository.
Lee describes the differences between the Nuix tool and an enterprise search engine. Whilst an enterprise search engine is intended for end-users to conduct simple, everyday searches, tools such as the Nuix engine are intended for power users such as legal teams or central information managers to carry out powerful, customised searches, using search strings that they may have spent some time to concoct.
Lee also describes the auto-classification capabilities of the Nuix tool, and discusses where he thinks the balance lies between human and machine classification.
Lee is interviewed by James Lappin
The podcast is introduced by Heather Jack
Lee Meyrick has a decade of experience in data discovery and compliance planning and implementation. He advises organisations on the use of eDiscovery techniques for information retrieval in unstructured data. Lee’s expertise lies with a particular focus on the fields of FCPA and UK Bribery Act and in the discovery of ‘risky data’ for remediation and he has trained organisations on the use of Nuix for Corporate Investigations and eDiscovery.
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the divide between structured data (in relational databases/Hadoop databases) and unstructured data (documents and e-mail)
the continuing need for classification of content – to apply retention, to identify content that needs extra protection (for example to meet privacy concerns), and to meet specific regulatory requirements
the impact of auto-classifications on the nature of classifications themselves
the challenges of training auto-classification engines
the possibility of having auto-classification tools that are trained to classify the content specific to a particular industry sector
the similarities and differences between using auto-classification in an e-Discovery context and in an information governance context
the US National Archives and Records Administration (NARA) initiatives on archiving e-mail (Capstone) and on encouraging automation
the challenges to existing records management and archives theory posed by automated approaches to records management
the extent to which courts and the legal process are increasing the transparency of auto-classification
the implications of the fact that auto-classification engines make decisions based on complex mathematical techniques that whilst being statistically sound, and academically verified, are not understood by non-mathematicians
The Public Records (Scotland) Act 2011 (PRSA) received Royal Assent on 20 April 2011 and came into force in January 2013. It is the first new public records legislation in Scotland for over 70 years.
Hugh Hagan is Senior Public Records Officer with the National Records of Scotland – the leaders and regulators of Scottish public records legislation. He and his team won the IRMS Records Management Team of the Year in 2013.
In this discussion Hugh discusses –
the compelling story that prompted the Act – The PRSA fulfils one of the main recommendations of the Shaw report which documented the findings of an independent review of the systems in place to protect children and keep them safe in residential care. The review was prompted by allegations of systemic child abuse, and covered the period between 1950 and 1995. The Shaw Report found that poor record keeping often created difficulties for former residents of residential schools and children’s homes, when they attempted to trace their records for identity, family or medical reasons. The Report recommended that “the government should commission a review of public records legislation which should lead to new legislation being drafted to meet records and information needs in Scotland”
records management plans – the Act requires public authorities to submit both a records management plan, and supporting evidence that shows how they are implementing the plan. They are encouraged to publish both the plan and, where possible, the supporting evidence. These plans look set to provide an ever-growing knowledge base of good practice to organisations both public and private in Scotland and beyond. Examples already published include NHS Fife and Falkirk Council .
the uniqueness of the legislation – the Act covers not just of the records directly managed by Scottish public authorities governed by the Act but of third party organisations delivering functions on behalf of those authorities
Paul Gibbons is a Freedom of Information practitioner, and author of the FOI Man blog. He is @FoimanUK on twitter.
In this discussion Paul discusses recent FOI case law around the use of private e-mail accounts by ministers and political staff in UK government.
the Mrs Blurt case – where the Information Commissioner Christopher Graham ruled that e-mails sent by Education Secretary Michael Gove from a private account should be subject to the Freedom of Information Act
the ‘subtle differences’ between the guidance issued by the Information Commissioner and that of the Cabinet Office on the use of private e-mail accounts
the records management implications of the use of private e-mail accounts
The conversation between James Lappin and Paul Gibbons took place on 23 September 2013.
The podcast is 20 minutes long.