IRMS podcast series

In this podcast Vincent Hoolt describes the new guidelines of the Netherlands government towards managing its own email.

The guidelines ask Netherlands government agencies to schedule the email accounts of selected key staff for permanent preservation. The officials concerned usually constitute around 5% of the headcount of an agency.  The email within the accounts of other staff are retained for ten years.   All individuals are able to delete or move personal and trivial email within a window of ten weeks after the email was sent/received.

The policy draws its inspiration from the Capstone approach adopted by NARA towards US federal government email.  

Vincent talks about how the policy is working in practice, and the challenges of managing email accounts over time and in the context of GDPR.

Vincent Hoolt is Recordkeeping advisor at the Netherlands National Archives.  Vincent was interviewed by James Lappin on 21 December 2020.  The guidelines on managing Netherlands government email are available (in Dutch) from here .

In this podcast Rob Bath joins James Lappin to explore the records management implications of the recent meteoric rise in adoption of Microsoft Teams.

Rob describes:

• measures that can be taken to reduce the risk of Microsoft Teams sprawl, and to ensure that administrators can track the ownership of each Team;
• the modular structure of MS Teams, the absence of any overarching structure above each Team, and the implications of the fact that the list of an organisation’s Teams is available only to those with access to the Compliance centre of their organisation's Microsoft 365 tenancy;
• the reasons why the majority of Teams message traffic tends to go through individual chat accounts rather than through Team channels;
• the debates over the basis on which retention decisions should be made on messages in individual Teams chat accounts;
• the technical barriers to closing and archiving a Team;
• the relationship between MS Teams and SharePoint, and the implications of a Microsoft Teams roll out for an organisation's existing SharePoint implementation.

Rob Bath is Information Management & Compliance Practice Lead at Intelogy. He is also Digital Director for IRMS. Rob's blogpost on configuration choices with regard to MS Teams (referred to in the podcast) can be found here. His blogpost on retention issues in relation to MS Teams can be found here. Rob's recent webinar on the governance of MS Teams can be viewed on the IRMS YouTube channel here.

Rob Bath was interviewed by James Lappin on 12 August 2020.

In this podcast Tom Midgley shares his experience of managing records within G Suite.

Tom is records management lead at Hackney Council.  

G Suite provides:

• communication channels (Gmail, Hangouts, Calendar, and Currents)
• productivity tools (Docs, Sheets, Slides, Keep, Forms)
• storage locations - Drive (My Drive and Shared Drive) and Sites

Tom talks us through how some of these tools and services can be used for recordkeeping, and how Google Vault and the Admin Panel can be used to manage content, rules and permissions across the suite.

This conversation between James Lappin and Tom Midgley was recorded on Friday 13 March 2020.

In this episode Andrew Warland describes the various different component parts of the Office 365 environment that impact on records management.

Andrew explains the records management model within Office 365, and the role of the Compliance Admin Centre in the application of retention rules.

He discusses the impact on SharePoint of the rise in popularity of MS Teams, and describes the various locations in which Office 365 stores the content created through MS Teams. 

Andrew describes the relationship between MS Teams and Office 365 Groups, and explains why he recommends that in order to govern MS Teams effectively it is necessary to take away the ability for end-users  to create new Office 365 Groups.

Andrew was interviewed by James Lappin on Friday 7 February 2020

In this interview Alan Pelz-Sharpe shares lessons learned from existing information management projects using artificial intelligence and machine learning.

Alan describes how such projects differ from document management system roll out projects; and explains why he thinks that AI and machine learning offer a golden opportunity for records management and information governance professionals. 

Alan was interviewed by James Lappin on 5 December 2019.

Rich Hale, Chief Technology Officer for Active Navigation, discusses the analytics and business intelligence capabilities within his company's product.   He  describes how such capabilities can be used to take action on content held on fileshares, SharePoint and on Microsoft Exchange email servers.

Mark Godfrey discusses the reasons why he and Simon Cole co-founded Automated Intelligence, and describes how the company set out to fill the gaps between SharePoint and a fully fledged Enterprise Content Management product

Andrew Warland discusses the information architecture choices that UnitingCare NSW.ACT made in their SharePoint implementation

Barbara Reed  discusses the Australian contribution to records management theory, and in particular the development by Frank Upward and others of the records continuum theory.

Cassie Findlay talks about the redrafting of the International Records Management Standard (ISO 15489).    Cassie is project lead for the working group charged with the redrafting.

David Gould, Global product manager for HP Control Point,  explains how the product can be put to use to govern content in repositories such as fileshares, SharePoint and Exchange

Jean Mourain (Vice-President of Global Strategy at RSD) talks about the manage-in-place approach to records management, and about the RSD Glass information governance platform

Tim Callister assesses the earth's geological record against the International Records Management Standard's criteria for what constitutes a good recordkeeping system.

Heather Jack updates us on the proposed revision to the International Records Management Standard

Lee Meyrick (Director of Information Management at Nuix) discusses Nuix's indexing engine and its uses for eDiscovery and information governance

Barclay T.Blair and James Lappin discuss the relationship between big data, information governance and records management

Full shownotes at: http://irmspodcast.wordpress.com/2013/12/07/irms005/

Cheryl Mckinnon discusses with James Lappin how developments in the eDiscovery, e-mail archiving and information governance markets are resulting in the appearance of new kinds of records management tools

Shownotes: http://irmspodcast.wordpress.com/2013/11/25/irms004-cheryl-mckinnon-on-new-kinds-of-records-management-tools/

Hugh Hagan and Heather Jack  discuss the Public Records (Scotland) Act 2011

Shownotes: http://irmspodcast.wordpress.com/2013/11/08/irms003-hugh-hagan-on-the-public-records-scotland-act-2011/