"Hey Alexa, what kind of records are these?"

1. A Hypothetical View into Existing Tools of Digital Transformation & Information Governance "Hey Alexa, what kind of records are these?"

2. Information Governance (IG) Black Belt with over 20 years of experience in leading and driving forward Information and Data Governance, Records Management and Archiving projects and programs in the Life Sciences industry. Brett identifies the people, processes and technology to facilitate information management with limited input from content creators and owners. His experience includes leadership roles in IT, R&D, Supply Chain/ GxP manufacturing and Legal. He uses metrics and benefits driven approaches and methodologies to maximize improvements and outcomes to his clients’ processes. He is a published author and an experienced public speaker, adjunct professor, manager and mentor. Brett Claffee, Director Consulting Services, CGI

5. Can ‘Alexa’ Survive in Business? CONTRACTS DOCUMENTS REPORTS FORMS PROPOSALS INVOICES SPREADSHEETS REPOSITORIES IMAGES CLAIMS ORDERS POLICIES COUNTLESS ‘INFORMATION EVENTS’ THAT CAN REINFORCE OR UNDERMINE COMPLIANCE STATUS

6. How it works Alexa for Business utilizes information about the devices, user accounts, and skills in your organization. When someone in your organization asks Alexa a question, Alexa uses this information to respond or perform the requested action. For example, when a user says “Alexa, start the meeting” in a conference room, Alexa uses the location of the device, the calendar information for the room, and the type of video conferencing equipment available, all stored in your Alexa for Business account, to start the meeting.

7. Alexa…What Kind of Records Are These?

8. It’s Not Magic and the Technology is Available Today There are 3 million documents in that location – is this the location you mean? What kind of records are in the email selected? Natural Language Processing OK. I’ll let you know when I am finished. Yes, that is the correct location Robotic Process Automation Data Classification Artificial Intelligence Voice Recognition Profile/ AD Privacy OCR Email Processing Employee Experience Advanced Analytics Data Access AD There are Email pst files, project documentation and budget spreadsheets … RRS …. No. None of the files are subject to a hold. Are any of them subject to a legal hold? Process o365 …Only some of these records have met their retention requirements based on RRS v10.2.1 Have these records met their retention obligations? Business Rules Policies …Deleted. An email indicating the records were deleted will be sent to you Delete any of these records that have met their retention. Taxonomies Ontologies Legal Hold List …Yes there are 2345 records older than 10 years past their last modified date. Do the remaining records have long retention periods?

9. Digital Assistants Have a Long Way to Go Correctness & Answered Final Summary Test results Credit: STONE TEMPLE, 2018 Forbes, Kevin Murnane, “Dumb And Dumber: Comparing Alexa, Siri, Cortana And The Google Assistant”, May 3, 2018, reviewed Sept 9, 2018

10. Voice/Speech and Natural Language Processing Designed to handle real-time human-like discussions • Avatar’s may be agnostic of the underlying cognitive and bot technologies, all the major platforms are supported: • Microsoft • Amazon • Google • OpenSource • CGI Sofia Voice Recognition Avatar’s appearance can be adjusted to your need: gender, skin, hair, eyes, clothing, …

11. Data Extraction is the process of locating data within the content of documents and transforming it for use in vital processes and applications. Optical Character Recognition (OCR) technology enables Data Extraction in documents that are paper-based or electronic by converting text so it is machine readable. Various methods of extraction exist including zonal, freeform, floating, handwriting, barcode, checkbox, signature detection. Optical Character Recognition Data Extraction OCR Email Processing

12. Auto (Data) Classification • Auto-Classification is the process of identifying a document based on key features. • Eliminates/reduces manual document preparation, sorting and classification. • Optical Character Recognition (OCR) or native text extraction can be used to classify both structured and unstructured documents. • The layout of a document can be used to classify a structured document. • Enables further automation activities such as data extraction and workflow routing. Data Classification

13. Artificial Intelligence and Machine Learning Machine Learning automatically trains the document classification and data extraction engines by consuming output from the automated components and the supervised modules. As the system learns new documents, less human intervention is required and ongoing maintenance is streamlined. Below is OpenText Captiva’s Machine Learning model. Artificial Intelligence

14. Assistants’ Capabilities Demonstrate a Few Components of End to End Digital Transformation Robotic Process Automation

15. Analytics and AI Combine to Provide Business Insights and Intelligence Make better decisions by moving from “what happened” to “what’s best” with machine help Advanced Analytics • Banks and financial institutions uses various statistical methods to model credit risk for capital requirements and stress-testing • Usage of machine learning techniques can improve financial risk assessment and predictions.

16. Information Governance Can Play a Role in Intelligent Automation Improving customer& staff engagement APPLICATION APPLICATION APPLICATION ELECTRONIC DOCUMENTS COMMUNICATION DATA DATA OUTPUTS INPUTS Reducingoperating costswhilst positivelyimpacting customer acquisition & retention For high volume repetitive tasks – balancing speed, accuracy and consistency PAPER DECISIONS BUSINESS RULES POLICY PROCESS IT Support Data Management BackOffice Process Integration Middle Office Focusing people on supporting the customer journey & improvingoperationalperformance Front Office

17. A Digital Transformation Culture is the Endgame Business Case for Information Governance

18. Thank You

19. Hey Alexa, What Kind of Records Are These? There are 3 million documents in that location – is this the location you mean? What kind of records are in the email selected? OK. I’ll let you know when I am finished. Yes, that is the correct location There are Email pst files, project documentation and budget spreadsheets … …. No. None of the files are subject to a hold. Are any of them subject to a legal hold? …Only some of these records have met their retention requirements based on RRS v10.2.1 Have these records met their retention obligations? …Deleted. An email indicating the records were deleted will be sent to you Delete any of these records that have met their retention. …Yes there are 2345 records older than 10 years past their last modified date. Do the remaining records have long retention periods?

20. The Technology is Available Today Voice or speaker recognition is the ability of a machine or program to receive and interpret dictation or to understand and carry out spoken commands. -TT An emerging form of business process automation technology based on the notion of software robots or artificial intelligence (AI) workers. -Wikipedia Natural Language Processing OCR Email Processing Robotic Process Automation Data Classification Artificial Intelligence Voice Recognition Profile/ AD Privacy Advanced Analytics Process of sorting and categorizing data into various types, forms or any other distinct class. Data classification enables the separation and classification of data according to data set requirements for various business or personal objectives. -Techopedia branch of artificial intelligence that helps computers understand, interpret and manipulate human language. -SAS Autonomous or semi-autonomous examination of data or content using sophisticated techniques and tools, typically beyond those of traditional business intelligence (BI), to discover deeper insights, make predictions, or generate recommendations. -Gartner Active Directory is a Microsoft product that consists of several services that run on Windows Server to manage permissions and access to networked resources. -TT the recognition of printed or written text characters by a computer. This involves photoscanning of the text character-by-character, analysis of the scanned-in image, and then translation of the character image into character codes, such as ASCII, commonly used in data processing. -TT Branch of computer science that aims to create intelligent machines. Learning without any kind of supervision requires an ability to identify patterns in streams of inputs, whereas learning with adequate supervision involves classification and numerical regressions. -Techopedia