The Dilemma of Records Management in the Information Age – To Keep or Not To Keep?

re: The Dilemma of Records Management in the Information Age – To Keep or Not To Keep?

RMQN — Wed, 26 Apr 2006 06:18:40 GMT

Many documents have only a short-term value for immediate use.

Please expand on the "short-term value". We have documents that are project centric and support projects on an on going basis, but are not under "corporate control"

How does Microsoft manage rentention policies within the new products that are coming out?

re: The Dilemma of Records Management in the Information Age – To Keep or Not To Keep?

HRH — Thu, 27 Apr 2006 14:39:48 GMT

I am working on a "Records Management" inprovement project for a major international company and am glad to see that your description of the challenges we are facing indicates a very good understanding of your customers needs.

On the other hand, I read that you are focusing the development of your IT solution on Microsoft Office. I see inconsistency here. The challenges you have described are applicable to a lot more than Microsoft office documents. If we focus on electronic information, they are applicable to all types of flat files, to e-mails and also to information stored in databases. I do not see how these challenges can be answered by a solution that is only focused on a subset of the information (Microsoft Office files).

My vision of a records management solution for the enterprise would integrate capturing of metadate, retention management, destruction (incl. workflow for approval of destruction), and retreival based on metadata and/or full content into the following components:
- The operating system (for the management of flat files)
- The e-mail infrastructure
- Productivity tools (i.e. Microsoft Office)
- Database servers

Interested in your comments.

re: The Dilemma of Records Management in the Information Age – To Keep or Not To Keep?

recman — Fri, 28 Apr 2006 20:20:51 GMT

@RMQN:

When you look at the volume of all content that could potentially become records, such as every piece of e-mail that is received within a corporation, the actual percentage of e-mail that should be retained for legal, regulatory, or long-term "corporate memory" is very small.

One of the big challenges with software today is that across the board there aren't good tools to help users manage their e-mail to retain the most important things as company records without a bunch of "perceived extra work" that knowledge workers don't want to do.

Regarding your second question: How does Microsoft manage its records? We'll be getting to that fairly soon.

Thanks for the comments!

Jason Cahill

re: The Dilemma of Records Management in the Information Age – To Keep or Not To Keep?

recman — Fri, 28 Apr 2006 20:27:39 GMT

@HRH:

Sorry to have given you the impression that our records management capabilities are limited to Microsoft Office content and files. That is certainly not the case! We are completely agnostic of media type, whether its files, e-mail, instant messaging conversations or physical items, our system does not discriminate.

The Microsoft Office System does know how to add additional support and value to Office files, but the functionality is not limited to Office content. All of the functionality that we offer that seems "unique" to Microsoft content in our out-of-the-box install is available and documented for 3rd-party solution developers. So, it is possible for partners to build the exact same kinds of functionality into their files and client applications using our platform.

Getting back to the main point, basically anything that you can place into the Microsoft Office SharePoint Server 2007, can be managed as a record, whether it's a file or just the metadata representing a box in a warehouse.

Hope that answers your question!

Jason Cahill

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