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Big Data, Big Records NOVA ARMA NCC-AIIM US. Department of the Interior Office of the Chief Information Officer John Montel Office of the Chief Information.

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Presentation on theme: "Big Data, Big Records NOVA ARMA NCC-AIIM US. Department of the Interior Office of the Chief Information Officer John Montel Office of the Chief Information."— Presentation transcript:

1 Big Data, Big Records NOVA ARMA NCC-AIIM US. Department of the Interior Office of the Chief Information Officer John Montel Office of the Chief Information Officer Policy Planning and Management February 27, 2013 Carrie Mallen IQ Business Group eDiscovery Practice

2 Department of the Interior Cabinet level agency 14 Bureau Offices Employ’s ~70,000 / 280,000 volunteers Manages $16.8B operating budget Manages 500 million acres of surface land Manages 479 dams and 348 reservoirs Supplies 30% of the nation's energy production Produce 55,000 different maps each year Protects ~500 million recreational and cultural visitors U.S. Department of the Interior2

3 IT Transformation Unified Messaging (BisonConnect) – Google apps for Government Enterprise Information (eERDMS) – Enterprise eArchive System – Enterprise Content System – Enterprise Forms System – Enterprise Dashboard System U.S. Department of the Interior3

4 eEDRMS Program Vision Provide the Department of the Interior with a single cohesive integrated information management program designed to support and manage departmental records related to , documents, and content in the Cloud

5 eERDMS Program Objectives Capture all unified messaging journaled records Capture all mobile content records Capture all lines of business records Capture all business system records Develop a super bucket records schedule Develop an online automated litigation hold process Support Freedom of Information Act requests Support litigation early case assessment needs Support Congressional and Department inquiries

6 Program Capabilities Records Management DoD 5015 v3 Records, Document and Archiving/Journaling Records and Document Auto Classification Records and Document Content Management Records and Document Imaging Records and Document Management Records and Document Scanning Records and Document Workflow Records and Document Collaborating Workspaces Records and Document Auditing Records and Document Advanced Early Case Assessment & Review Records and Document Mobility Content Management Section 508 Compliance out of the box Optional: Advanced Legal Review, Social Media Capture, Management, National Shredding Program & National Digitization Program, Migration Services and Support Staff Services. 6

7 OMB Directive M Requires to the fullest extent possible - eliminate paper and use electronic recordkeeping. Expected benefits:  improved performance and promotion of openness and accountability  further identification and transfer to the National Archives and Records Administration (NARA) of the permanently valuable historical records  minimizing costs and operating more efficiently U.S. Department of the Interior7

8 eERDMS Environment Enterprise Records System Enterprise Content System Enterprise Forms System Enterprise Dashboard System NIEM XML NIEM XML Enterprise Fax System Enterprise Fax System Enterprise Social System Enterprise Social System Finance Personnel Operations Security Administration Logistics Programs Human Resources Contracts U.S. Department of the Interior8 ERA

9 Big Data, Big Business 600+ million s a year – 70 Million in Jan 2013 – 100 Million Estimated for February 2013 – 1.2B s received – 15.5M records produced a day 22 Billion data points generated 5,500+ FOIA cases a year 200+ ongoing litigation cases 100+ million printed pages a year 4,100+ mobile devices 15,000 Fax devices Exabyte / Zettabyte of electric content U.S. Department of the Interior9

10 Records Management Objectives 10 Provide the Department with: a single, simplified, integrated Records Retention Schedule for managing Bureau/Office records a Retention Schedule based on Lines of Business shared across Bureaus/Offices a Retention Schedule which reduces the complexity of the existing Schedules to allow for the use of auto-classification tools for assigning retention periods to Department records We are, integrating knowledge for tomorrows workforce

11 Starting Point 14 Bureaus/Offices in DOI 200 existing Retention Schedules 2,330 retention instructions Some Big Bucket Schedules Some Traditional Schedules Some schedules in draft Some schedules at NARA awaiting approval 11 Simplified Schedule Traditional Big Bucket

12 Department Records Schedule (DRS) Strategy Started with the Existing DOI Retention Schedules Identified the Department’s Lines of Business Created Crosswalks Created Summary Worksheets Drafted Super Bucket Retention Schedules, Ver 1 Entered Super Bucket Retention Schedules, Ver 1 in eERDMS and then……..Auto-Classification 12

13 Policy Bucket Controls and Oversight Planning and Budgeting Litigation and Judicial Activities Regulatory Development 13

14 Mission Bucket Biological Resources Culture & Heritage Disaster Management Education Energy Environmental Management Financial Management Geospatial Services Grants & Cooperative Agreements Intelligence Operations Land & Marine Conservation Land Management Planning Land Use Minerals Public Health & Safety Water Water Quality Wildland Fire 14

15 Administrative Bucket Accounting Administration/Housekeeping – Ultra Transitory? – Transitory; out of office, Amazon, eBay, twitter, early dismissal, marketplace, Credit Union, Advisory notices, holiday notices, Dept. wide notices Human Resources Information and Technology 15

16 Crosswalks Mapped each schedule item in every schedule to the Department’s Lines of Business Developed crosswalks Vetted crosswalks with Bureaus/Offices Records Officers Some Bureaus/Offices were very involved with the process 16 Schedules Lines of Business Vetted Crosswalks

17 schedules / 2330 retention Periods Former 1 schedule / 207 retention periods over 47 LOBs Super- Bucket Results

18 Auto-Classification Definition/How it Works Exemplars/Why Testing and Refinement Training Implementation Legal Defensibility 18

19 Auto-Classification Definition of auto-classification: Tool that provides automatic identification, classification, retrieval, and archival and disposal capabilities for electronic records Tool that uses a hybrid approach that combines machine learning, rules, and content analytics Tool that uses a rules engine and scans content for words, phrases, tone, etc. to identify semantic relationships to assign records classification and retention periods to content (Open Text) 19

20 Auto-Classification

21 Auto-Classification Process System uses exemplars of each file node to train system to recognize patterns, tone, etc. Find “like” (similar) feature used to gather additional exemplars Use exemplars to create a model Precision and recall numbers need to be 75% or better Refine model with additional exemplars over time Auto-classification run on incoming content to assign retention periods. 21

22 Hold Options Search-Based Holds User-Based Holds Location-Based Holds Classification-Based Holds Other Considerations – Journaling – “Live” Content – Content at Risk

23 Select Users to be on Hold - per Matter Copyright © 2010 Open Text Corporation. All rights reserved. Slide 23 Option for selecting entire results set

24 User Based Holds.Slide 24

25 User Based Holds Date ranges can be applied Slide 25 Applies a hold to all items Created By, Owned By or have a version added by the users in the specified date range.

26 Users Can be Removed Slide 26

27 More Advanced Search

28 Live exploration – Search and explore data before collection and preservation Reduce involvement of IT in collection Only relevant ESI required for hold is automatically collected to central hold repository Further cull and deduplicate prior to export of fully processed ESI Remote collection from disparate enterprise data sources - including ECM Suite eDiscovery Early Case Assessment Copyright © Open Text Corporation. All rights reserved. Slide 28 SharePoint Desktops File Servers ECA Any Review Platform

29 Communication and Outreach Shared vision and goals up, down, and across the organization Bureau/Office Records Officers Work Group Records Officer Task Force with leadership role Staff dedicated to supporting the effort with the client 29

30 Thank you 30 John Montel eRecords Service Manager Service Planning and Management Department of the Interior Office of the Chief Information Officer 1849 C. Street, N.W. Room 7444 Washington, DC T. (202) C. (202) F. (202) E. Carrie Mallen eDiscovery SME IQ Business Group Prime for eEDRMS Department of Interior Room 2012 Washington, DC C E.


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