Compliance in multiple repositories

Sara Somerville

 

Sara Somerville
Information Solutions Manager
University of Glasgow

 

Feedback on a content management session at the AIIM conference

Content Whack-a-Mole: Keeping Up Compliance across Multiple Repositoriespresentation by Michyle LaPedis and Jordan Jones from Cisco Systems

There are multiple tools popping up that enable users to create, share and manage documents, and these were challenging the traditional repository set-up such that users didn’t know what tools to use when. The team realised they needed an overarching strategy to address this issue.

One of the other problems Cisco had was around the search tools which were returning a lot of ROT (Redundant, Obsolete and Trivial data), and if the users couldn’t find what they needed then they tended to create the document again.

Content Management IT at Cisco focuses on an open architecture with open source and open standards. They have three major on premise systems and are currently implementing a project to migrate documents in to one system/repository as a focus for records management, and to enable the application of lifecycle management to that content. (Cisco also use box as their organisational cloud based document management and collaboration tool.)

Some of the steps the team took to improve the situation included:

  • Rationalising their on and off premise services and adding a compliance layer
  • Creating a content management program management office to ensure that proposals for any new IT tools came through this office for approval
  • They defined an ILM (Information Lifecycle Management) strategy for their documents and identified their repositories
  • Cloud offerings often mean less control and make it harder to manage and delete content, but the team created a dashboard for users to move documents from the cloud (or any other location) in to the repository they had created
  • They sent out monthly emails with information about what records need to be deleted and then reminder emails were sent every month after that to remind users to take action (if the users don’t take action after six months then the data is deleted).

Some of the issues they have encountered:

  • New platforms do mean new issues
  • Changing personnel means sometimes starting over – but hopefully there is some hand-over
  • There is a code of conduct which states that it is an employee’s responsibility to manage their information responsibly
  • They have started to phase out the network file shares by making them read-only and then they will start to move the documents over to the other approved repositories.

Key takeaways:

How do you win the game (Whack-a-Mole)?

  • Remember the game will never end
  • It’s important to have a strategy and for records and information professionals to work with IT to implement it
  • There is always going to be a new technology, so it’s important to get the process and the people part working together.

 

 

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