Documents are at the heart of many business processes. Organizations in highly regulated industries are realizing that traditional records management practices are insufficient and ineffective in today’s digital world. Join Sean Baird as he highlights best practices for effective records management and retention. He will explore how digital transformation can counteract the costs, inefficiencies, and end-user considerations that make it difficult to maintain compliance. He will highlight real-world successes and analyze the key strategies and technologies that help organizations find balance.

1. Best Practices for
Modern Records Management and Retention
Sean Baird Rebecca Komathy
With: Moderated by:
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2. At Nuxeo, we empower enterprises to get more efficient with and derive more value from the critical content
they use every day. We believe in a holistic approach to information that puts flexibility first. From making the
power of AI predictions accessible to non-technical users to making full, cross-departmental workflows that
really work, Nuxeo sets out to do the tough stuff and do it well. Solving customer problems is the heart of our
mission, and we’re listening to the needs of businesses across industries and around the world.

3. Click on the Questions panel to
interact with the presenters
Best Practices for
Modern Records Management and Retention 3https://www.informationmanagementtoday.com/frs/14390380/best-practices-for-modern-
records-management-and-retention

4. Sean leads Content Services product marketing for Nuxeo. He has recently joined Nuxeo, following over
twenty years’ experience managing and marketing content management products and solutions at
OpenText and Dell EMC
Rebecca attended California State University, Long Beach, where she earned her M.F.A. in Creative Writing
with a concentration in Fiction. After working in the publishing and English education fields, she became more
interested in the information science and business aspects. She is attending SJSU for her second Master’s,
this time in Library and Information Science so she can learn more about digital curation. She currently works
at Aggregage as a Webinar Coordinator. When she’s not working, she is probably snuggling with her French
bulldog named Kira.
Best Practices for
Modern Records Management and Retention
About Sean Baird
About Rebecca Komathy

5. Best Practices for Modern
Records Management & Retention
Sean Baird
Director of Product Marketing
October 2020

6. Information is at Risk
Controland under…
Motionand put into…
Valueto be leveraged for its…
Digitizeduntil it is…

7. Good
Governance
Requirements
Embrace digitization1
Get control over
information silos2
Tackle the file sync
challenge3
Classify your documents4
Automate retention &
archiving5

8. 20+ years of ECM and
.

9. Legacy ECM
✓ Organize and manage your
information
– Automate content-centric
processes
– Deliver new insights
× Accelerate cloud adoption

10. Legacy
ECM
Challenges % % MIN
Believe their organization
lacks the skills to capitalize
on AI
See the potential of AI to
automate mundane tasks
Time spent daily looking for
information
Organization’s systems are not fully
connected to each other
Average number
of solutions
9

11. Getting Control
over Silos
▪ Information silos are a reality of the
modern workplace
▪ People will continue to use apps and
services that make them more
productive
– e.g. SharePoint, EFSS
▪ Content-centric business apps are
multiplying and many offer rich user
experiences
– e.g., Salesforce, ERP, DAM, etc.
▪ Modern content management must
federate multiple, important content
sources to control enterprise records

12. It’s clearly time for

13. Define Your Principles
1. Information is a corporate
asset – and should be
managed
2. Information exists in multiple
contexts
3. Information isn’t created in a
vacuum – it has purpose
4. Information demands
accountability
5. Information has stakeholders,
internal & external
6. Information has value, which
changes throughout its
lifecycle
7. Information has a shelf life
8. Information has many forms
9. Information carries obligations
– legal & regulatory
10.Information carries risk – and
opportunities

14. Modern Content
Requirements
SUPPORT
digital form factors
DELIVER
insight & intelligence
EMBRACE
new content types
ENSURE
governance & security
ACCELERATE
cloud adoption
MAKE IT EASY
to build new apps
BRIDGE
information silos
OPERATE
at extreme scale

15. Legacy ECM
Challenges
Legacy ECM
Single repository
solutions
Suites
not a platform
Pre-cloud
architectures
Difficult
to develop on
Expensive
to own & operate

16. Content Services
is different
Content Services
Multi-repository
approach
Singular
platforms
Cloud
native
Low-code
tooling
Cloud consumption
pricing

17. Legacy ECM Content Services
Multi-repository
approach
Singular
platforms
Cloud
native
Low-code
tooling
Cloud consumption
pricing
Single repository
solutions
Suites
not a platform
Pre-cloud
architectures
Difficult
to develop on
Expensive
to own & operate

18. The rise of modern, cloud-native
offer a new approach.

19. Intelligent
Content Starts
with Data
Information =
Data + Content
Readily accessible Contextual
Available anywhere Governed & secure

20. Content as an
Enterprise Service
Applications
Content/Case
Management
Solutions
Business &
Productivity Apps
Mobile Apps &
Services
…
Content Services Platform
Content Models &
Lifecycles
Content
Delivery
Metadata
Enrichment
Enterprise Case
Management
Data Model
Security
& Audit
Query
& Search
Ingestion
Universal Data Model
Comprehensive API
Data & File Storage
Legacy ECM
Amazon S3 &
Glacier
EFSS …
▪ Establish a common service for
content, regardless of where it is
stored
▪ Deliver information when, where
and how it is needed

21. Using these slides
There are a number of slides included in this deck for both internal
and external users. The slides with a Black titles can be shared with
customers and the ones in Purple are for internal use only
Utilizing ML models to
classify information

22. Automated
Classification
There is no easy button.
1
Different definitions and
technologies2
Different applications &
use cases3

23. Don’t let
be the enemy of

24. THERE
ARE
TYPES
OF AI
Enrich.
Decide.
Optimize.
GENERIC
• Connect to a broad set
of public services
• Commodity models
provide generic
services
BUSINESS-
SPECIFIC
• Deliver highly relevant
insights and
enrichments
• Custom models deliver
more meaningful
outcomes for business

25. Public Cloud
Artificial Intelligence Services
0001000111010111
1000111010111010
1110101100110011
1010110011100011
1100110010111001
▪ Pretrained machine
learning models
▪ Provide commodity
services
▪ Stackable or stand-alone
▪ Look for standardized
approach to connect
▪ But beware the law of
large numbers

26. We think
to your
business.

27. An AI that Understands
Your Business
Crafted
specifically
for you
Not built
only for
ML experts
Auditable &
understandable
by the business

28. Nuxeo Insight
Powers
Information
Governance
Democratizes AI and ML
technology
▪ Rapid assembly
▪ Simple configuration
▪ Agile modifications
Templates
Reusable components
Software asset libraries
Configuration

29. Was Perfection Ever the Standard?
Accuracy Adoption Actual Accuracy
90% 50% 45%
60-90% 100% 60-90%
Source or other notes

30. Is Perfection the Standard?
▪ Artificial Intelligence
▪ Automatic Classification
▪ Retention Rules

31. Using these slides
There are a number of slides included in this deck for both internal
and external users. The slides with a Black titles can be shared with
customers and the ones in Purple are for internal use onlyIntelligent rules to ensure
proper governance

32. Deleting Old and Personal Information
No procedures
18%
Manual procedures
40%
Automated procedures
39%
Don't know
3%

33. Automated Retention
Retention Controls
▪ All Controls Respect
Retention
▪ Deletion Restricted
During Retention
Perion
▪ Supports SEC Rule
17a-4 with Amazon
S3 storage
Post-Retention
▪ Left as-is
▪ Archived
▪ Deleted

34. Enabling Secure Records Management
Secure access
to important
records
Support ubiquitous
access through
the cloud
Automate actions
after retention
period
Increase productivity
with automated
declarations

35. Using these slides
There are a number of slides included in this deck for both internal
and external users. The slides with a Black titles can be shared with
customers and the ones in Purple are for internal use only
Connect & consolidate =
rational approach

36. A Rational Approach
to Modernization
CONNECT CONSOLIDATE
• Integrate multiple repositories
• Extend value of existing systems
• Rapid Return on Investment (ROI)
• Quickly establish consistent foundation
for modernization
Connect to existing data
and content sources
Key Benefits
• Reduce reliance on legacy systems
• Decrease Total Cost of Ownership
• Support cloud initiatives
• Single, future-proof platform
Migrate content and
retire legacy systems
Key Benefits
Time

37. Unlocking Real Business Value
Accelerate journey
to the Cloud
Gain new insights
from information
Optimize
business processes
Secure your
critical information

38. Questions?
Add contact info…

39. Read the complimentary Gartner Magic
Quadrant to help you evaluate vendors’
ability to deliver Content Services
Platforms (CSPs) that enable and
empower digital business.
https://www.nuxeo.com/resources/gartner-magic-
quadrant-content-services-platforms/

40. Q&A
Rebecca Komathy
With: Moderated by:
Director of Product Marketing of Nuxeo
Linkedin page: /in/sbaird
Twitter ID: @nuxeo
Website: nuxeo.com
Sean Baird
Webinar Coordinator, Information Management
Today
Linkedin page: /in/rebeccakomathy
Twitter ID: @infomgmttoday
Website: informationmanagementtoday.com
https://www.informationmanagementtoday.com/frs/14390380/best-practices-for-modern-records-
management-and-retention
Best Practices for
Modern Records Management and Retention 40