Data Mapping: Finding An Organization’s True Treasure
If you missed Deborah Robbins of Paypal after lunch, you missed a true treasure. Her highly entertaining and informative talk focused on data mapping from a records management perspective. The kind of data mapping Ms. Robbins encouraged brings together the strengths of a traditional records inventory and an IT data map. The outcome is better knowledge of your information landscape, your records landscape, and your “TSLAC landscape.”
Ms. Robbins discussed the components and planning required for a data mapping project. The end result is a “map” containing inventory information like where all your records are stored and in what formats that also applies data mapping categories like security/confidentiality and PII/PHI to physical records as well as electronic.
If you’re interested in conducting a records inventory, check out Bulletin C.
Agile Development Collaboration Rings in DPS’ e-Records Retention
One of the themes underlying every eRecords conference is the importance of records management and IT having a good working relationship. The panel from DPS demonstrated the value of that relationship in their discussion of developing in-house software required to support the Compassionate Use Registry of Texas (CURT). For those interested in software development, the team used the Agile method.
Managing records wasn’t an afterthought for them. They identified early on the different “types” of records CURT would contain and associated them with the agency’s retention schedule and a retention period. The team also built towards disposition, deleting some records when their retention periods expired and removing identifying information from others before making them permanent. Their software compromises between fully automated disposition and requiring manual destruction of records. The system automatically generates a report of records eligible for disposition. Authorized users manually select records and confirm twice before they are deleted. Users with certain permissions can flag and un-flag records for administrative holds, preventing records needed for litigation, a public information request, review, etc. from being destroyed before that action is completed. In these ways and many other ways, DPS developed CURT with state records retention requirements and DPS records policies in mind.