Taxonomy Bootcamp 2013 - Journey to Records Town
13
User Experience Testing Content Types & Retention Rules for Records & E-content Kyle Stannert [email protected]
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As the City of Bellevue embarked on implementing new technologies and compliance requirements, it faced a challenge. With a retention schedule made up of more than 6,000 records series, the ability to support emerging business and technology requirements seemed next to impossible. The city’s records management program took on this challenge and refined the agency retention schedule into a format that would work for users and could be implemented in systems including email archiving, instant messaging, and SharePoint 2010/Gimmal Compliance Suite. This session covered lessons learned in developing retention rules and a content type framework that is as easy to navigate as a visit to Disneyland. Learn how to consider the value of a functional retention schedule in your organization; connect the value of a simplified schedule in implementing email archiving, unified communication and/or ECM technologies; and apply multiple ideas to simplify your retention schedule at your place of work.
Transcript of Taxonomy Bootcamp 2013 - Journey to Records Town
User Experience Testing Content Types & Retention Rules for Records & E-content Kyle Stannert [email protected]
2013 Taxonomy Boot Camp
Streamlining Retention Rules
State Schedule: 516 pages
45 functional categories
6,553 series
City Schedule: 96 pages
738 series – including duplicates
Goal:
5 – 8 functional categories
< 75 series
2013 Taxonomy Boot Camp
Relating Taxonomy to Others
Users
Business Context
Content
2013 Taxonomy Boot Camp
Project Goal Create a records retention schedule that is as
easy to navigate as a Disney theme park!
2013 Taxonomy Boot Camp
Theme Park Layout
Park
Land
Ride
Details
Let’s create a retention
schedule that can be navigated
like a theme park!
2013 Taxonomy Boot Camp
Applying the Structure
Function
Series
Object
Metadata
High-level look at what function the
information relates to
Narrower grouping of information
The actual record or information
What describes the object
2013 Taxonomy Boot Camp
• Participants randomly selected and placed in one of 5 groups:
1) Administrative
2) Fiscal
3) Field supervisors
4) Office supervisors
5) General staff
• 765 cards representing 55 terms
• No advance training provided
Records Town Exercise
2013 Taxonomy Boot Camp
Records Town Map
2013 Taxonomy Boot Camp
Records Town Exercise
2013 Taxonomy Boot Camp
“They got it!” - 31% examples: audits council agendas, temporary permits,
vouchers, statements, equipment maintenance
• “Requires targeted training at rollout” - 51%
examples: standard operating procedures, training approval forms, canceled checks, inspection diaries,
project task list
• “We need a focus group…” - 18% examples: traffic volume counts; public involvement
program files; as-bulit drawings
Records Town Results
2013 Taxonomy Boot Camp
Applied new structure and retention periods to the City Clerk’s Office Department Drive.
• Reduced Pilot Group department storage volume by 80%
• Reduced number of records series for pilot group by 67%
• Ready to deploy new structure when technology solution is in place
Pilot Project: Department Network Drive
2013 Taxonomy Boot Camp
Implementation Steps SharePoint as ECM
• Map retention
schedules to content
types
• Establish life-cycle
management for
records and non-
records using 3rd Party
Tool (Gimmal
Compliance Suite)
2013 Taxonomy Boot Camp
@KyleStannert
Kyle Stannert Assistant Director - City Clerk's Office City of Bellevue 425-452-6021 [email protected]
User Experience Testing Content Types & Retention Rules for Records & E-content
