How many different places can content be stored? Most people point to email, shared drives, or cloud storage apps like Box, Google Drive, and Sharepoint. Then, there are applications specific locations like Salesforce, SAP, and Peoplesoft. On top of that, many companies have three to ten different enterprise content management repositories. Join Zia Consulting’s Steve Studer for an interactive, rapid fire discussion on how to reduce operational risk by managing content in-place and migrating as needed for records and disposition. In this session, he will discuss: *Storing content in multiple repositories *Securing content in-place *Reducing risk by identifying PII and ROT content *Leveraging tools to identify documents of record *Using a primary records management system to migrate documents to a content repository as needed

1. Manage Content In-Place
and Migrate as Needed for
Records and Retention

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Today’s Presenter
Steve Studer
Enterprise Sales Director – Pacific NW
Zia Consulting
sstuder@ziaconsulting.com
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Who is
Zia Consulting?
95% retention rate
with our proven track
record of delivering
solutions on time and
within budget
Founded in 2003 in
Boulder, Colorado
Our mission is to
provide ECM planning,
design,
implementation, and
support services
Award-winning,
platinum system
integrator of multiple
technologies
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52% of organizations have three or
more ECM/DM/RM systems
John Mancini
2017 AIIM Blog on
Information Logistics

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Think About All The Content
Stores You Have Today
• How much content is living in these source
systems?
• How heavily integrated is this content to the
source systems and other applications?
• How much automation is desired for records
retention and eDiscovery?
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Steps to Automate:
#1 Federate Search and Access
Look at content federation to provide:
• Unified searches across repositories
• Identify ROT (redundant, obsolete, and trivial
content)
• Start content services for ETL (Exchange Transfer
and Load) processes
Intelligent Federation
Input/Output Connectors
Content Services
Federated Search Embedded Connectors
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Why Federated
Searching?
Benefits of federation:
• Enable end users to continue to work their
familiar applications, but also automate
governance
• From a single interface, records managers can
apply standard policies to files housed in
multiple systems
• Enables the ability to locate and eliminate
ROT (redundant, obsolete, and trivial) content
• Make all storage locations e-discovery ready
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Steps to Automate:
#2 Understand Process Flows
Define your content
process flows:
Create
Connector
Instances
Discovery
• Repository
• Output
Scaffold
• Create
types/aspects,
users/groups
from
repository to
output
Create Job Run Job
• User interface
• Command line
• REST API
Mapping
• Types/aspects
• Properties
• Calculated fields
Tasks
• Filters, rules,
transforms
• Call web services
• Call Databases
• Modify/add
properties
• Etc.
Configure Job
Tabs
• Repository
• Output
What automation to content and/or meta can be
applied?
Where does the content and/or meta need to go
for business decisions and records retention?
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Benefits of Unified
Process Flows
What unified process flows provide:
• The ability to separate work-in-process
content from finished product that
ultimately becomes a record
• The opportunity to introduce AI and other
techniques to leverage metadata with
other applications
• Improves information quality
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Steps to Automate:
#3 Set Retention
Define, then apply retention
and disposition rules
Automate records declaration based
on content and/or meta
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Advantages of Unified Retention
Management
What unified retention provides:
• Consistent classification of records
• Centralized location to manage all
content disposition—including paper
• Simplified information lifecycle
process for all content and related
metadata
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Use Case
Example
Solution:
• Wanted to integrate legacy paper record process
• Retire a legacy Electronic File Management application
• Address content sprawl with documents found on shared drives
and SharePoint
• Address electronic transfer of permanent records
• Solution started with federated search for content identification
• Once ROT was removed, system identified content tagged for
retention
• Set up new logic for automating any new documents so they
would be managed as needed for records and retention
Federal Branch working with
National Archives:
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13. Questions?
Steve Studer
Enterprise Sales Director – Pacific NW
Zia Consulting
sstuder@Ziaconsulting.com

14. Thank You.