a.k.a.® softwaresupporting innovation in information governance

The Synercon GroupFebruary 12, 2014

a.k.a.® softwaresupporting innovation in information governance

National Archives of AustraliaIndustry Innovation Showcase

The principal standard for records management was ISO 15489

Records authorities were developed following the DIRKS methodology

Organisations aspired to Enterprise eCM (using TRIM, Objective, eDocs)

Classification primarily by means of File Plans comprising:

Functional classification at top levelsSubject classification at lower levels or free text

Our world when we developed a.k.a.® 2

Globalization of business rules Information governance – a bigger picture than

recordkeeping The upsurge of SharePoint, bringing major

variations to information architectures The demand by business for metadata and

controlled terminology Information management in place - the rise

of business systems, and the demise of enterprise Digital transition policies / mandates New technologies for automation

The drivers that influenced a.k.a.® 3

How a.k.a.® information governance software works

a.k.a.® was designed as …

A development environment for subject matter specialists to design and build metadata and schemes

A utility to transform

schemes into machine readable formats

and

a.k.a.® supports database design standards

How a.k.a.® supports innovation

Systems are changing

Enterprise ECM systems

Local Busines

s Systems

"One of the most powerful and intriguing abilities of SharePoint are the many ways SharePoint provides for you to display, retrieve and consume information. I believe this is the single biggest reason SharePoint has become the de facto enterprise content management system today. Until another product comes along that challenges Microsoft’s innovation in this arena, SharePoint will continue to be the most popular tool for ECM."

SharePoint Blogger

Information models are changing

Files

Documents

Metadata view (facetted classification)

Functional view (documents in context)

Document type view

Demand for metadata is increasing

Free text

Controlled lists

a.k.a.® metadata library

Enterprise DNA

Enterprise Standards for MetadataI.e. master data, data dictionary, or authoritative

data source.

Information architecture

- the structural design of shared information

environments

Controlled Lists

Taxonomies

Thesauri

Complex Reference models

Digital transition

Human

Machine

Information governance requirements are changing

Information governance

Data protectio

n

Knowledge

management

Records keeping

Functional metadata

Descriptive

Adminis-trative

Structural

Building rules into metadata models

Metadata registry:- a central location in an organization where metadata definitions are stored and maintained in a controlled method.

Online Publishing

http://www.naa.gov.au/records-management/publications/AGIFT.aspx

Digital Transition

User applied

classification

Auto-classificati

on

Capturing metadata

Metadata capture

Auto-classificati

on

Type ahead (controlled lists) Auto fill (connected data

models) Inheritance/integration

Passing data between systems

Mapping Cross walks Folksonomies

Retrospective capture OCR/ICR Pre-classified Templates &

forms

Text analytics Rules

based Statistical

Machine based appraisal

Identify business metadata used across the organisation

Flag significant metadata in a.k.a.® and link to retention rules

Output rules into a text analysis tool

Flag significant documents for digital preservation

www.synercon.co

Information Governance Resources

www.a-k-a.co

a.k.a.® solutions/ case studies

aka@synercon.co

For more information