implications of voice recognition for records management

PRISCILLA EMERYECM SCOPE

FOUNDER AND PRESIDENT

Voice Recognition for Records Management and

Other Capture

Why We Should Care About Voice Capture?

Discovery and Compliance are not just about paper, images, e-mails and Microsoft Word™ documents.

E-Learning Activities are based on both images and voice – they have to be retained.

Investigative RepositoriesPodcasts – Sales Presentations,

Announcements

© ECM Scope 2007

It’s Always Been About Documents

Paper was initial form of evidence.Shift to introducing Electronic Images as

EvidenceNow all forms of documents are considered

discoverable evidence

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Ongoing Issues

PDF as an archival “Standard”Retaining documents that are hard to

replicate later.Records Management software is barely

keeping up with media changes.Bottom Line

Lawyers and regulators are becoming more media agnostic so all information must be

retained and destroyed consistently.

© ECM Scope 2007

© ECM Scope 2007

Example: Discovery Process

CaptureScanning, OCR

Filter, De-dupe

Compile and Consolidate for Review

Training Materials Are Records

Linked to Human Resource ActivitiesTypically classified with all other training

materials based on Subject and DateIncreasingly using e-Learning Technologies to

deliver training Voice Video Text Illustrations

© ECM Scope 2007

Investigative Repositories

Information for Investigative Research Becoming More Complex

Artifacts include Paper, E-mails, wiretapped phone calls

All need to be captured in a consistent way and indexed consistently

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Podcasts Can Become Records

Podcasts and Webcasts Sales Presentations Training Regulated Meetings

Whether or not these are records depends on the industry that they are linked to and the state or provincial regulations at play.

© ECM Scope 2007

Documents & Records Not Just Paper and Images

Text, Graphics, Spreadsheets Electronic and Paper Forms and Documents Electronic Reports and Data Records Video, sound and voice clips Web Pages and E-mails (and dare we say Instant

Messages , Wikis, Blogs) TIFF and JPEG images Cell phone text messages

© ECM Scope 2007

Records Management Systems

• Records Management Systems Need:

o Some method of declaration - a mechanism to define whether or not a document is a

recordo The ability to perform formal retention and disposition (destruction) based on their classificationo The ability to track and control documents that

are outside the system (such as on paper)o The ability to faultlessly track the location of all

records, so that they may be located and destroyed according to the required

retention schedule. © ECM Scope 2007

Classification is Key

Classification is important for both retention and retrieval

Typical categories include: Legal and organizational Administrative Financial Operational Human Resources

Not by Media Type or Format

© ECM Scope 2007

Where is a Consistent Capture Strategy in This Mix?

IBM

Tarian

FileNET

CA

iLUMEN

MDY

EMC

Documentum

Legato

TrueARCFKA Provenance

OTG

Oracle Stellent Optika

Select Technologies

Open Text

PS Software Solutions

Hummingbird

Educom

Microsoft

Why We Should Care About Voice Capture?

Discovery and Compliance are not just about paper, images, e-mails and Microsoft Word™ documents.

E-Learning Activities are based on both images and voice – they have to be retained.

Investigative RepositoriesPodcasts – Sales Presentations, Announcements

Bottom LineUsers want consistent capture mechanisms so that records are indexed by record series not by record

or media type.

© ECM Scope 2007

ECM Scope

© ECM Scope 2007

Longwood, FL 32779 USALongwood, FL 32779 USATel: +1-407-774-2449Tel: +1-407-774-2449Fax: +1-407-699-0616Fax: +1-407-699-0616

Mobile: +1-703-220-3955Mobile: +1-703-220-3955E-Mail: pemery@ecmscope.comE-Mail: pemery@ecmscope.com

www.ecmscope.comwww.ecmscope.com

© ECM Scope 2007