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Session 2C is Tales of Successful Retention and Disposition using Content Server at #IMdays
Get to know our speakers! Breadth of experience between them.
Colleen works at the City of Calgary. There are 12 employees providing consulting and RIM services across Canada's third largest municipality
Vast breadth of information at the City of Calgary!
Geneviève works for the Canada Economic Development for Quebec Region.
They have been running disposition since 2006! DEC/CED has received their new DA from LAC
Tracy from OpenText assures us that disposition is not a magical unicorn - it is real and has been done! (Elsewhere).
Terminology building blocks:
How it works behind the scenes:
What is the disposition process?
What are the key blocks of the City of Calgary's IM program?
Direction may come down from executives, but we are all responsible!
What is the retention process? All folders are classified when added. IM works in collaboration with the business
City of Calgary tracks year end statistics
Calgary has varying levels of access in Content Server
P.s. BURC stands for Business Unit Record Coordinator
Retention Calculations and status updates in Calgary’s Content Server
What do we need to do for disposition preparation?
City of Calgary is also having a discussion about the ownership/stewardship of the information as well! Who is making the decisions for disposition?
There are a number of stakeholders involved in the disposition process!
What is DEC/CED process for disposition?
CED has pre-approval from the VPs based on retention schedule. Business units checks for specific issues - ATIP, etc.
CED tried to keep it easy with two types of RSIs - calculated dates and event based. CED tries to limit the event based RSIs.
Personas are creeping their way into IM. Seeing more and more (very slowly) lately. Welcome Tessa 
Best practice is to focus on awareness and let users know their responsibilities during mandatory training. Automating the process to the greatest extent you can facilitates success. It should be less in their face and just another seamless part of their job.
Welcome Jerome! “I need to ensure our assets are protected while meeting external regulatory requirements for privacy and data protection laws and regulations globally.”
Content server has a number of features that support compliance, such as legal holds!
There is an ‘ediscovery’ mode in order to discover everything.
The deletion log also supports compliance
Welcome Adam! ‘We are running out of space and cannot buy new servers. Can I just delete everything?’
Regular disposition takes care of some activities IT used to do. Now we can clean up our information and help out IT.
Welcome Sharon!
Aha moments! Calgary adds additional reports for ease of approval for business units
Another AHA moment involves reporting. Customized web reports helps business units process information.
A new product ‘Core for Federated Compliance’ will be launched soon. Managing content out of Content Server! There is some content out there that cannot be centralized.
Q: I saw you built custom reports, why don’t you use the embedded reports? A: we wanted to show the full path and it’s not available on RM module reports. Reports are automated and linked to RM module.
... open text has been working hard on making sure the slicing and dicing of reports within the tool is efficient so users don’t have to export to Excel for manipulation.
What are our RM one liners from our speakers?
