Download - 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


Relating Taxonomy to Others

Users

Business Context

Content


Project Goal Create a records retention schedule that is as

easy to navigate as a Disney theme park!


Theme Park Layout

Park

Land

Ride

Details

Let’s create a retention

schedule that can be navigated

like a theme park!


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


• 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


Records Town Map


Records Town Exercise


“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


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


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)


@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

https://twitter.com/kylestannert

