Session 2C is Tales of Successful Retention and Disposition using Content Server at #IMdays
Colleen works at the City of Calgary. There are 12 employees providing consulting and RIM services across Canada& #39;s third largest municipality
Tracy from OpenText assures us that disposition is not a magical unicorn - it is real and has been done! (Elsewhere).
What are the key blocks of the City of Calgary& #39;s IM program?
What is the retention process? All folders are classified when added. IM works in collaboration with the business
P.s. BURC stands for Business Unit Record Coordinator
City of Calgary is also having a discussion about the ownership/stewardship of the information as well! Who is making the decisions 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
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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.”
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.
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.