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Not All Documents Are RecordsCategoryApproachEndRecordEach End Recordis stored in a waythat a Case Dateand/or ActivityDate is associatedSupportingDocumentSupportingDocuments areavailable in aDropdown listSupporting DocumentReportReport TypeDropdown listReportAny internal or external document that summarizes, analyzes , or providesevidence of one or multiple end records, without impact to any specific case.CorrespondenceCorrespondenceDocument TypeCorrespondenceAny internal or external document that communicates information regarding acase file, but does not impact or support the outcome, and does not summarizeor prove the action or decision.Non-RecordcontentNo DropdownGenerally notkept beyondAdministrativeValueExample DefinitionA document that records an action or decision; this document may serve as afinancial or legal instrument, or evidence of a completed process.A document that does not record an action or a decision, but is an endEnd Productproduct or deliverable, such as brochures or public meeting agendas.Action/DecisionAny internal or external document that impacts, justifies, or supports an endrecord, usually these would not be sufficient to provide alone as end records.A document that starts a new process, such as an application, request,Initiating Documentor notice.AdministrativeReferenceA document created solely for the purpose of internally managing a case file,such as a coversheet, routing slip, internal checklist, or summary page. It doesnot have unique information that impacts a business decision.A document that guides the process of a case file but does not change betweencases instances, such as Federal guidelines or technical standards.

The Value of TaxonomySubjectCaseActivityOwnerFormatTime

Enterprise Records Metadata ModelWho or what is this record about?Subject & Entity IDs3 Steps to standardize metadata across Subject, Case, and Activity RecordsAccount / Party / ResourceCustomer IDVendor IDContractor IDAsset IDPark IDFacility IDEquipment IDSerial #VIN #System IDEmployee IDAccount IDFund IDEntity IDProvider IDAgency IDSubject lifyIndividualizeMember IDRepresentativeOwner IDHead–of–Dependent ID Household IDContact IDMany accounts have severalindividuals involved, such asseveral members of a family, orseveral directors of an entity.Specifying an identifier for theindividuals associated with anaccount allows for bettermanagement of certain caseevents like splits and merges.Why - for what process or project?CaseCase & Function IDsAppropriation CodeIncident ID*Docket ID*Reference IDProcess ID* Some case records inherit theiridentifier name from an initiatingactivity, despite other activitiesbeing associated with that case.1. IdentifyIndex and Connect using Unique IdentifiersDistinguish: At each level, unique identifiers exist to distinguish betweeninstances of a record type – usually with just one primary identifier per level.Identifiers usually correspond to a name value, but names are often not distinctalone and should not be used in place of identifiers where an identifier exists.Relate: A single subject or account may have multiple cases or projects, andeach case or project may have multiple activities. Additionally, many cases canhave multiple subjects, and an activity be a task for multiple cases (such as onemeeting where multiple contracts are approved). Relationships between theidentifiers in source data provides context for a record.Structure: Many identifiers indicate a place within a hierarchy, a commonexample being the organizational units in an org chart. Identifiers connect toparent and child levels within their source data systems.Date: An instance at any level should correspond to a start date and/or end date.Type: Records of a similar kind (vendor records,meeting records) usually require a type, or even asubtype, to determine retention.Status and Outcome: The status or outcome of anentire case file can impact how long the recordshould be kept. This means certain records cannotbe classified for retention until a case is complete.Descriptive attributescan be used toclassify a record.OperateCoordinateLifecycleProgram / Project / ProductProject IDApplication ID*Case IDProduct IDPolicy IDLicense IDTracking #Service IDEncounter ID*UpdateTrackNotifyReceiveRequestReferLocation IDTax Parcel IDAction & Decision IDsActivityTask / EventEvent IDTrip IDIssue IDAuthorization IDBy CycleTime IntervalFiscal IntervalPay PeriodReporting Period*For cyclical iterations, collections ofdocuments like copies of checks maylabeled by a time period or interval.LifecycleRecordPolygonCoordinatesProperty IDAddress IDLocations are generally an attribute of asubject – or for subjects operating in multipleplaces, an attribute of a case or activity.Classifying a recordcan determine relevantdescriptive attributes.3. DescribeQualify, Quantify, and ReferenceTo assist in retrieving and managing records, certainattributes may be helpful to include as metadata.These should be intentionally limited to only whatdata is needed to retrieve or filter records, or facilitateautomation that has business value, particularly wheninitially implementing a solution.Qualify: A qualifying attribute is a characteristic orproperty of a process instance or document. They aregenerally text fields, but may be numbers, i.e. codes.Eligibility StatusNAICS CodeWhat was done or decided?By InstanceRequest IDInvoice IDPurchase Order IDAppearance IDAction Item IDApproval IDMeeting IDTicket IDAddress/Region/GeotagGroup and Sort using Classifying AttributesOrg Unit IDApplicant IDOwner/ContactLocate2. ClassifyTopicFile nameDocument FormatMethod ReceivedSystemOwnerQuantify: Quantifiable attributes are data elementsthat can be calculated or measured across records.Date RecievedWeight# of DiscrepanciesTotal Cost Amount% CompleteFiscal YearDays LateScoreItemizeInventory/Tasks/TermsLine Item ID DeliverableLog EntryAgenda ItemSegmentIngredientTermSKUFinding IDBecause multiple items often appear on the samedocument, distinguishing records at this level isoften more complex (usually with less return oninvestment) but may be necessary for compliance.Ryan Ellis & Anwar Benamara, 2019

Transforming Records ManagementTechniques1Start with TermsEstablish a living terms and definitions governance document that defines what ismeant by terms like grant, license, and agreement. This should be done from botha business use perspective (what terms should everyone use to speak a commonlanguage) and a technical perspective (for data governance and integration).Standardize with Taxonomy234Data records in enterprise systems are already designed in terms of processdomains, case structures, access groups, permission levels, and other retentionand recovery requirements. Defining how the data in key systems connects withdocuments and records provides a framework of what requirements exist. Aligningcontent records to these requirements avoids conflicts in terms of how theinformation is described, and who can access or modify it. It also provides a wayto standardize processes and consolidate records.Sort with TypesWhen possible, use data values reflecting what type of subject, case, activity orsupporting document type that a document is, rather than creating multipledocument types. This narrows the options where a document should go, andwhere it can be found, while still allowing ways to sort out records based onretention and access requirements.Scale with TransfersWhen documents are packaged and routed for referrals or approvals, that transferof content information presents a good opportunity to capture several documentsin a process at one time, with consistent metadata. Information on routing formsusually contain the data to label a set of attachments. It also enables capturingkey data from different sides of a process for cross-agency case management.OutcomesIncrease ValueProcess Improvement & Digital TransformationBecause all processes begin with documents and end withrecords, Records and Information Management is a vitalparticipant in efforts to transform processes and gainefficiencies.Knowledge Management & AnalyticsRecords management has always been about preserving andorganizing information. Metadata that is captured through orgoverned by records programs has more potential foraccurate data analytics and performance metrics thanspreadsheets, siloed data stores, and voluntary reporting.Reduce EffortTyping is the New PaperGoing forward, relying on manual data entry should be a lastresort to labeling records. The more you are typing informationthat is already stored somewhere, the more unnecessaryerrors (and lost documents) can occur. The potential for errorweakens the options for automating records retention. Instead,look for ways to connect or reuse data from source systems.Double Copies Mean Double WorkOne of the unforeseen problems of storing multiple copies ofthe same documents in different places, is multiple points ofintegrations that are then expected. There are some situationswhere this can’t be avoided, but consolidating where possibleavoids multiplying the effort to capture or configuration sprawl.Ryan Ellis & Anwar Benamara, 2019

AIIM (2019) Accessible and secure – Best practices for automatinginformation governance. AIIM Industry Watch. ss, David (2018). Where Does ECM Go From Here? /03/27/where-does-ecm-go-from-here/Kamal, Rashida (2017) Analysis related to FOIA[Raw metadata of 33,000 records requests]. Columbia Journalism Review.ARMA International (2016) Glossary of Records ineand Information Governance terms (5th ed.).Brooks, Charmaine (2016) Classification: Foundational ElementsKogan, Uri (2019). Artificial Intelligence and the Future of Content. AIAuthority. ments-ofContent-Lifecycle-Management.htmlLarrivee, Bob (2016) Using Analytics – Automating Processes andChegini, M., et al. (2019). Interactive labelling of a multivariate geof Content Lifecycle Management. Document Strategy.Extracting Knowledge. AIIM Industry Watch. https://info.aiim.org/using-analytics-for supervised machine learning using linked visualizations, clustering, and activelearning. Visual Informatics, 3(1), 9–17. , Michael (2019) Gartner crystal ball: Looking beyond 2020at the top IT-changing technologies. Network World.National Conference of State Legislatures (2019) Consumer Data PrivacyLegislation. Pandey S., Muthuraman S., Shrivastava A. (2018). Data top-it-changing-technologies.htmlGartner (2019) Hype Cycle Shows Cloud Office Has Hit MainstreamAdoption in Government Agencies. ice-has-hit-maGiannopoulos, G., & Meimaris, M. (2019). Learning Domain Driven andSemantically Enriched Embeddings for POI Classification. (SSTD 19,16) . 214–217.Association for Computing Machinery. https://doi.org/10.1145/3340964.3340992Using Machine Learning Approach. Advances in Intelligent Systems and Computing.Vol. 683, pp. 112–122. https://doi.org/10.1007/978-3-319-68385-0 10/Scott, Paul (2019) History of Texas Records Laws. Harris County RecordsManagement. s/History%20of%20Texas%20Records%20Laws.pdfSmith, Mark (2017) Industry, Government & Academia – A RelationshipParadigm Fit for the Future of Transport, Infrastructure Assets. Procedia Engineering,180(iHBE 2016), 1705–1715. tation developed byRyan Ellis &Anwar Benamara

Records Alchemy Transforming Records to Meet Impossible Expectations. 1794. 1966. 2018. 21:30. . Management. Childhood Development. Organization. Case Type Department Subject. . Document “Names” beco