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A demonstration of innovation at National Archives of Australia Industry Innovation Showcase.
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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
For more information