The Modern World of Information Architecture
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SharePoint, Office 365, Google Drive, Box, Dropbox. There are so many content services that organizations are leveraging in today’s modern workplace. With more choice and flexibility than ever before, organizations are transforming the way they create and work with information. How does a Records Manager keep up? In this session, we- will explore the impact of content services, and how to evolve information architecture in an ever-changing landscape to ensure you stay compliant and maintain control of your content.
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The Modern World of Information Architecture
- 2. About Me Perth, WA • Moved to Seattle in January 2017 • 15 Years in Records & Information Management Industry • Background in ECM Solutions and SharePoint/Office 365 • Married to a legal professional (FOIA discussions at dinner are the norm) • I miss the sun!
- 20. Why? 2D Design 3D Design More data in more repositories More methods to create and use data More ways to find data THE EXPECTATIONS HAVE CHANGED!
- 22. Managing Taxonomies… Operational Taxonomy Where Content is stored or is located Business Taxonomy The controlled description of content Navigation Taxonomy The pathway to information or how information is presented Operational Taxonomy Business Taxonomy Navigational Taxonomy
- 23. …in a Content Services World File Shares
- 24. …in a Content Services World File Shares
- 25. Breaking down the Taxonomies (Office 365) Business Taxonomy Enterprise Metadata Content Types Business Classification Navigational TaxonomyOperational Taxonomy Global Navigation Quick Launch Search Site Collections Sites, Groups, Lists and Libraries Office 365 Teams OneDrive for Business Office Graph Delve Information Architecture
- 26. Operational Taxonomy Operational Taxonomy Site Collections Sites Office 365 Teams OneDrive for Business Lists & Libraries Microsoft Groups
- 27. Operational Taxonomy Operational Taxonomy Site Collections Sites Office 365 Teams OneDrive for Business Lists & Libraries Microsoft Groups Office 365 Groups Outlook Yammer OneNote Skype for Business Dynamics CRM Calendar OneDrive for business Delve
- 28. Operational Taxonomy Operational Taxonomy Site Collections Sites Office 365 Teams OneDrive for Business Lists & Libraries Microsoft Groups Corporate Legal Human Resources Information Technology Sales Marketing Finance Plan Build Run Commercial Operations Office 365 Group
- 29. Operational Taxonomy Operational Taxonomy Site Collections Sites Office 365 Teams OneDrive for Business Lists & Libraries Microsoft Groups
- 30. Operational Taxonomy Operational Taxonomy Site Collections Sites Office 365 Teams OneDrive for Business Lists & Libraries Microsoft Groups 1. Corporate Structure (Services vs Organization) 2. Governance/Ownership of IA 3. Potential Site Collection and Site Structure 4. Folders vs Document Sets 5. Use of OneDrive for Business 6. Use of Office 365 Groups 7. What other Content Sources do we need to consider? 8. What legacy content do we need to consider?
- 31. Business Taxonomy Business Taxonomy Enterprise Metadata Content Types Business Classification Office Graph Retention Schedules Federated Data Data about Data – Metadata is data that serves to provide context or additional information about other data Metadata Field Value Class Manufacturer Type Year Built Drive-Type Engine Colour Economy Car Volkswagen Two Door Coupe 2012 Front Wheel Drive 1.6 Litre 4 Cylinder Grey
- 32. Business Taxonomy Business Taxonomy Enterprise Metadata Content Types Business Classification Office Graph Retention Schedules Federated Data Function (Level 1) Activity (level 2) Community Relations Equipment & Stores Customer Service Exhibitions Marketing Allocation Installation Insurance Property Management Construction Leasing Maintenance Strategic Management Audit Performance Risk Management
- 33. Business Taxonomy Business Taxonomy Enterprise Metadata Content Types Business Classification Office Graph Retention Schedules Federated Data Document Meeting Report Correspondence Plan Agenda Minutes Fax Email Letter Memo
- 34. Business Taxonomy Business Taxonomy Enterprise Metadata Content Types Business Classification Office Graph Retention Schedules Federated Data
- 35. Business Taxonomy Business Taxonomy Enterprise Metadata Content Types Business Classification Office Graph Retention Schedules Federated Data
- 36. Business Taxonomy Business Taxonomy Enterprise Metadata Content Types Business Classification Office Graph Retention Schedules Federated Data
- 37. Business Taxonomy Business Taxonomy Enterprise Metadata Content Types Business Classification Office Graph Retention Schedules Federated Data 1. Usage of a Content Type Hub 2. Is there a Business Classification in use? 3. Is there any form of folksonomy in use? 4. Existing metadata structure? 5. What level of metadata input is expected of the users? 6. Is additional metadata required to support RecordPoint classification? 7. What value can we derive from a federated data model?
- 38. Navigational Taxonomy Global Navigation Search Quick Launch Delve Navigational Taxonomy E-Discovery Federated Navigation Direct Present DiscoverUncover
- 40. Identify the value of your information First Class Content Business Class Content Coach Class Content
- 41. Map your content Corporate Development Engineering GovernanceCommunity Community Culture and Engagement Contracts and Agreements Building Surveying Asset Management Corporate Governance Libraries and Learning Recreation Centre Customer Support Environmental Health Civil and Engineering Operations Elected Members Finance Law Enforcement Engineering Compliance Human Resources Information Services Town Planning Environmental Management Organisational Management OneDrive Home Groups Teams
- 42. Structure your data Document Document Set Document Document Set Applications Grant Application Event Application Personnel Grant Application Event Application Out of the Box Content Types Site Collection Site Content Types (Parent) Document Library Content Types (Child) Meeting Agenda
- 43. Map your data
- 46. Centralised Dashboard Gives visibility to the management health of your records and their processes Increases efficiency by managing your records or processes in context with quick links
- 47. Centralised File Plan Supports multi-step retention schedules so, records can be holistically managed through their lifecycle Allows for standard terminology to be used to classify similar content from different sources
- 48. Visual Rules Builder Increases efficiency by applying consistent policies regardless of where your content lives No need for manual classification, each record version is automatically sentenced Greater visibility on how content is classified and rules are prioritized
- 49. Disposal Workflow Automatically applies disposal actions to the relevant content sources at the end of the approval process Simplified workflow to dispose content across multiple content sources
- 50. Legal Holds Quickly find relevant evidence across all your content sources Ensures that legal evidence is preserved
- 51. Advanced Search Search using metadata fields from your content sources directly in Records365 Powerful search engine that scans records across all your content sources All the content is automatically indexed and available for search straight after submission
- 52. Connectors Gallery Ability to connect to additional sources by creating custom connectors Catalogue of pre-integrated content sources
- 53. Connectors Framework Abstracts complex Records Management processes by providing easy-to-use tools, samples and extensive documentation Modern REST APIs, WebHooks and SDKs to assist developers in quickly building additional connectors
- 55. Upcoming Events Visit: www.recordpoint.com/events to register
Editor's Notes
- ADD IN USER FOCUS/USER-CENTRIC
- Tell anecdotal story about finding information that wasn’t captured in a well designed IA (Looking for OD4B content across O365 while in a café).
- Shares all enterprise metadata of the Document, but at the Document Library level, has specific metadata needs (i.e. Meeting Name, Meeting Number etc.) that are not shared by any other Content Types Applications’ as a Parent is created as it has common metadata elements that are required by ‘Grant’ and ‘Event’ applications. At the library level, these content types can be further refined to include Library Specific Metadata.
- The modern world is different services with different structures and complexity. Cost of compliance is huge if you try to replicate in each tool = Hard / Impossible to apply structured to unstructured How do we centralize and federate the policy to apply across all content Compliance in its own right becomes a content service that federates across content services and not only provides identification and preservation, but insight etc. Finally…CLICK
- Compliance standards: RecordPoint meets all standards. Products continuously certified across globe in any point in time. “Two views no compromises” with correct compliance outcomes. ISO 16175 - provides internationally agreed principles and functional requirements for software used to create and manage digital information in office environments. ISO 15489 - Information and documentation — provides a high-level framework for records management workflow. The standard supersedes the Australian Standard for Records Management (AS4390:1996) from which it is derived. ANSI - The American National Standards Institute is a private non-profit organization that oversees the development of voluntary consensus standards for products, services, processes, systems, and personnel in the United States. IS40 - Public authorities are required to make 'full and accurate records' of their activities in accordance with the Public Records Act 2002 (the Act). This Information Standard, managed and administered by Queensland State Archives, helps public authorities meet their recordkeeping obligations under the Act. SarbOx -The Sarbanes-Oxley Act of 2002 (often shortened to SarbOx or SOX) is legislation passed by the U.S. Congress to protect shareholders and the general public from accounting errors and fraudulent practices in the enterprise, as well as improve the accuracy of corporate disclosures. VERS - The Victorian Electronic Records Strategy (VERS) is a standard that addresses the problem of capturing, managing and preserving electronic records. 21 CFR 11 - Requires that closed computer systems must have a collection of technological and procedural controls to protect data within the system. Open computer systems must also include controls to ensure that all records are authentic, incorruptible, and (where applicable) confidential HIPAA – Health and Human Services published what are commonly known as the HIPAA Privacy Rule and the HIPAA Security Rule. The Privacy Rule, or Standards for Privacy of Individually Identifiable Health Information, establishes national standards for the protection of certain health information. The Security Standards for the Protection of Electronic Protected Health Information (the Security Rule) establish a national set of security standards for protecting certain health information that is held or transferred in electronic form. NARA - meets all of the standards in 36 CFR 1234.10 – 1234.14 (formerly numbered 1228.228 – 1228.232) or has a NARA-approved waiver from one or more specific standards in those sections AND The agency has met the reporting requirements of 36 CFR 1234.30 (formerly 1228.240). MoReq2010®- aims to provide a comprehensive, but simple and easily understood set of requirements for a records system that is intended to be adaptable and applicable to divergent information and business activities, industry sectors and types of organization. It avoids a “one size fits all” approach to implementing a records management solution by establishing instead a definition of a common set of core services that are shared by many different types of records system, but which are also modular and flexible, allowing them to be incorporated into highly specialized and dedicated applications that might not previously have been acknowledged as records systems. FIPS - The Federal Information Processing Standard (FIPS) Publication 140-2, (FIPS PUB140-2), is a U.S. government computer security standard used to accredit cryptographic modules. The title is Security Requirements for Cryptographic Modules.