The Building Blocks of a Successful ERM Program

1. The Building Blocks of a Successful ERM Program Earl C. Rich, CRM Diana Burdick, PMP

2. Agenda • Records Inventory • Taxonomy • Knowledge Audit • Content Architecture

3. ECM A Model for Enterprise Content Management Metadata / Content Architecture Knowledge Audit Taxonomy Records Inventory StructuredData Unstructured Data

4. ECM A Model for Enterprise Content Management Metadata / Content Architecture Knowledge Audit Taxonomy Records Inventory StructuredData Unstructured Data

5. Records Inventory • Audit to identify and document existing records • Typically performed by RIM staff • Conducted within each department • Should be media agnostic • Should be focused on: • Document Type (Retention Schedule) • Document Age • Last Modified • Last Accessed • File census tools – reasonably priced and abundant • Start with a department you know well…

6. Why Do We Need a Records Inventory? • Provides an opportunity to analyze the information we created or maintain; this enables us to streamline our internal processes “It is impossible to develop a solution to a problem if we first do not have a clear understanding of what the problem is.” author unknown

7. ECM A Model for Enterprise Content Management Metadata / Content Architecture Knowledge Audit Taxonomy Records Inventory StructuredData Unstructured Data

8. Taxonomy

9. Taxonomy

10. Taxonomy

11. Why Do We Need a Taxonomy? • Provides standardized metadata for similar information • Assists in searching (Garbage In - Garbage Out) • Provides different methods to locate and utilize information (document type, subject, geographical location, etc…) • Catalogs the multitude of different terms used to describe the same item (referential thesauri)

12. ECM A Model for Enterprise Content Management Metadata / Content Architecture Knowledge Audit Taxonomy Records Inventory StructuredData Unstructured Data

13. Knowledge Audit A knowledge audit is a thorough examination of the existing manner in which information is stored and managed within a given environment.

14. Why Do We Need a Knowledge Audit? • By examining how information has been historically managed by the “owners” of the data, it aides in standardizing the manner in which information will subsequently be stored • Leverages institutional knowledge, and applies knowledge management techniques to ensure continuity with existing business practices

15. ECM A Model for Enterprise Content Management Metadata / Content Architecture Knowledge Audit Taxonomy Records Inventory StructuredData Unstructured Data

16. Content Architecture A content architecture is a standardized general filing scheme that can be easily applied to diverse, yet similar functional areas… think “electronic File Plan”.

17. Content Architecture

18. Content Architecture

19. ECM A Model for Enterprise Content Management Metadata / Content Architecture Knowledge Audit Taxonomy Records Inventory StructuredData Unstructured Data

20. ECM Definitions • Structured Data – Information residing within managed databases • Unstructured Data – Information stored within unmanaged environments • Records Inventory – Audit of current information maintained or received • Taxonomy – Functional grouping of similar pieces of information into logical categories • Knowledge Audit – Examination of current methods used to track or manage unstructured electronic data • Content Architecture – Standardized, generic filing structure for mass distribution that can be customized to meet business needs • ECM – A holistic approach to the management of ALL data (paper, micrographic, structured and unstructured electronic data)

21. Questions?