Caroline J. Walters, CRM University Records Officer University of - - PowerPoint PPT Presentation

Caroline J. Walters, CRM University Records Officer University of Virginia

Agenda

 Big Data – What is it? Why should we care?  Records vs. Data: ESI

 Central Records Systems  Email  Shared Drives  The Cloud  Social Media

 Action Plan  Questions?

Let’s just go to Prague

Big Data

 What is big data?

 an accumulation of data that is too large and complex

for processing by traditional database management tools

(http://www.merriam‐webster.com/dictionary/big%20data)

 Big data is an evolving term that describes any

voluminous amount of structured, semistructured and unstructured data that has the potential to be mined for

• information. (http://searchcloudcomputing.techtarget.com/definition/big‐

data‐Big‐Data)

Big Data

 Why do we care?

 People talk about Big Data, our leaders talk about it.  It has power, or does it?  What can Big Data do for Governments and Schools?

Big Data

 If you don’t know what your organization thinks is Big

Data, you should learn.

 Be discriminating on what data is Big Data and what

the use of it is.

 Uses of Big Data in government: Let’s discuss.

Records vs. Data (ESI)

"Public record" or "record" means recorded information that documents a transaction or activity by or with any public officer, agency or employee of an agency. Regardless of physical form or characteristic, the recorded information is a public record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a public record. For purposes of this chapter, "public record" shall not include nonrecord materials, meaning materials made or acquired and preserved solely for reference use or exhibition purposes, extra copies of documents preserved only for convenience or reference, and stocks of publications. VPRA§ 42.1‐77

Records vs. Data (ESI)

 Many records

management programs deal only with the

• fficial record.

Convenience copies are not managed.

Records vs. Data (ESI)

 But what about those convenience copies in electronic

format?

FOIA and Discovery

 2006 – Changes to the Rules of Civil Procedure

 Changed what could be searched for litigation to include

electronically stored information (ESI)

 Freedom of Information Act

 Does not discriminate between the official public record

and the copies.

 If it exists you have to turn it over.

We Must Manage It All

Central Records Systems

Central Records Systems

 UVA Challenges:

 No central document management system for Finance  Access to document management system restricted for

SIS/SFS and Human Resources

 UVA Culture

 Results:

 Not everyone who needs access has access to HR and

SIS/SFS

 Departments keep copies of records whether they have

central access or not

Central Records Systems

 Records Management Challenges:

 Oracle – existing system  Work Day – new HR system  Image Now – resources

 Strategy:

 Oracle – Wait  Work Day – at implementation  Image Now – plan developed, delayed due to resources

Email

Email

 UVA Email Challenges:

 Four exchange systems  One recently retired CMS system  Seven other email systems in small offices/departments  Students on gmail  Faculty and Staff use both Medical Center and Academic

email systems

 Moving some to Office365 in 2017‐2018

Email

 UVA Game Plan

 Proposed retention at the server level in O365, using

retention policies on folders, including inbox

 Change the management by the user for deletion to

saving.

 Email needs some help  Can’t keep it all  FOIA/eDiscovery risk HIGH!

Shared Drives

 Unstructured and

uncontrolled information

 Organization left to the

department or even individual

 IT controls access,

sometimes locks down access to a few people

Shared Drives

 UVA Solution – this is a hard one

 Work with departments to clean up and organize their

shared drive.

 Remove the named folder (Mary, Joe, Bob, Steve, Carol)

and replace with functions

 With Office 365 implementation move shared drives to

One Drive and SharePoint sites

Sharepoint

and other pseudo records systems

 Sharepoint/Blackboard

 Do not have fully functional RM processes as a

document management system

 Central management can help with RM process, as well

as multiple software (add on) for SharePoint RM.

The Cloud

The Cloud

 Does your organization have contracts with a cloud

service for collaboration and storage?

 Is there a policy on the use of these cloud services?  What about cloud services that provide a contracted

service?

Social Media

Social Media

 UVA Strategy – not collecting except if requested in

discovery.

 What are other people doing???

Personal Devices

Personal Devices

 UVA Strategy:

 Policy driven requirements about access to email and

• ther resources via a mobile device.

 How many have BYOD?  How many provide devices?  How are you managing?

Tackling Central Systems

 Existing Systems:

 Talk to IT!  Can retention or some management be implemented?  Keep talking about the importance and risk of

uncontrolled data and retention issues

 FOIA, Litigation

 New Systems:

 Ask to be part of the implementation and keep asking.  Or ask to be part of the selection.

Tackling Email

 What is possible now?  What changes are coming?  Is there opportunity in change?  Do your research and go in with a plan?  Be ready to take on the work – training,

communication, etc.

Shared Drives/Share Point

 Provide guidance:

 File plan/organizational scheme  Best practices  Be willing to help

 Talk to IT – get them on your side.

The Cloud

 Work with leadership on

policies on the use of free cloud storage/services

 Be in on the acquisition of

contracted cloud storage

 Hint: work with

Information Security personnel.

Social Media

 Plan to collect if needed  Check on online resources for collection:

 Google  Internet Archive

 Policies, Policies, Policies

Mobile Devices

 Policy and requirements  Agreements with users on BYOD

Let’s go back to Prague

Let’s go back to Prague

Questions?

Caroline J. Walters, CRM University Records Officer Information Security, Policy & Records Office University of Virginia Email: cjwalters@Virginia.edu www.recordsmanagement.virginia.edu