June 2021
Official publication of ARMA Metro NYC
exchange
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Inside This Issue Articles - The Essentials of Securing Digital Transformation for Records Management Pg 3 - How Does Microsoft 365 (M365) Change the Records Management Game? Pg 4 Professional Development Opportunities Pg 5 Into Our History Pg 7 Words of RM and IG Pg 8
Dedicated to providing RIM and IG Professionals with opportunities to advance their professional development
SCROLL THE COLUMN President’s Message Dear ARMA Metro NYC Members and Friends, I hope this message finds you and your family safe and well. Spring has finally arrived and the ARMA Metro NYC Chapter continues to be as busy as ever! Before I highlight what upcoming educational events we have planned, I’d like to take a moment and look back. In March we celebrated the 25th Anniversary of our annual conference on information and records management, also known as CONFIRM.NYC! For the first time ever, our conference was fully virtual and free for attendees, compliments of our sponsors. The feedback was overwhelmingly positive and this was perhaps one of our most successful events to date! A special thanks to all of our speakers, Board of Directors, committee members and volunteers who made this all possible. We couldn’t have done it without you! Upcoming Events In June we plan to have our Summer Social/Networking virtual event and the date is yet to be determined, so please check the homepage on our website for updates. Volunteer Opportunities The success of our chapter is a direct result of all of our efforts together, from our volunteer board and committee members to program participants. We all play a part in keeping our profession educated, engaged and supported. I welcome you to join a committee or simply speak to one of our board members about how you can become more involved and have a greater impact on our local information management community. You can also find out more by checking out our volunteer opportunities page here. Wishing everyone a safe and happy Spring! Yours truly, Glenn Fischer, IGP President, ARMA Metro NYC Chapter
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Articles
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The Essentials of Securing Digital Transformation for Records Management By Greg Smith, Enterprise Solutions Architect, Messaging Architects Carl Mazzanti, President, eMazzanti Technologies \ Cloud computing as we know it today appeared on the scene in 2006, and the trend has grown steadily ever since. Organizations looking to consolidate costs and move services to integrated platforms find powerful solutions in platforms like Microsoft 365. In fact, in 2021, experts expect that 94 percent of workloads will process in the cloud. For thousands of businesses, Microsoft 365 provides a logical path for digital transformation. Built on familiar business solutions, Microsoft 365 combines information governance with integrated communication, powerful collaboration, and enterprise resource planning.
SCROLL THE COLUMN Embedded security and compliance tools allow organizations to customize retention and security policies. Microsoft 365 Information Governance Microsoft defines information governance as keeping what you need and deleting what you don’t. More specifically, Microsoft 365 provides tools to manage high value content through workflows and labels to meet regulatory recordkeeping obligations. Retention Policies and Labels In Microsoft 365, organizations can apply retention policies or labels to content to ensure compliance. For instance, administrators can set retention policies at the folder level to apply the same retention settings to everything within that folder. Or, on a more granular level, users apply retention labels to specific items, such as documents or emails. Unlike retention policies, retention labels travel with the item, no matter where it resides. When an item has retention settings applied to it, people work with the content as normal. However, if they edit or delete the item, a copy goes to a preservation hold library or recoverable items folder. In this way, sensitive content is retained behind the scenes, without interrupting the normal workflow. In addition to labels applied by administrators or users, Microsoft 365 also provides for automated labeling based on sensitive information types. And with training classifiers, Microsoft uses machine learning to take the process a step further.
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SCROLL THE COLUMN In the cloud era, the goal should be to adopt a secure and compliant platform to manage the information and then enable the business to build or buy solutions on top of the platform while the information is managed by the platform. If work happens now in Microsoft 365 (M365) platform, then this should be the first option to consider managing your information and records. It is not a one-size-fits-all; instead, it is a corporate foundation for managing information and records that enable the business to buy or build solutions on top of the platform to meet business needs. Microsoft has over the last 5-6 years developed Microsoft Records Management with design partners to manage records not only across M365, but also from the line of business systems. This is a new framework with Record and Regulatory Record labels, auto-apply policies, audit trail, event-based retention, disposition reviews, etc. Records can be managed in-place or moved to centralized Teams and sites without impacting the integrity of the records. Several global and highly regulated companies have now found Microsoft Records Management to be mature enough to meet their requirements. M365 is then the standard for both collaboration and records management. As an example, here is a Microsoft case study about a client of ours that came to this conclusion after testing many of the leading records management solutions.
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HOW DOES MICROSOFT 365 (M365) CHANGE THE RECORDS MANAGEMENT GAME? By Atle Skjekkeland, CEO, Infotechtion With a hosted architecture, companies often had to buy a myriad of on-premise or software-as-a-service document management, records management, and archiving solutions to ensure compliance. The consequence was that information got lost in silos resulting in poor find ability and difficulty to ensure security and compliance across an enterprise.
Professional Development Opportunities
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2021 Program Gallery Click on each image to watch the panel video
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Into Our History
A look into the early years of our organization.
Enjoy our word search game! Check out the next issue for the answer key!
Words of RM and IG
Find these words: APPS BLOCKCHAIN BYTES CAPTURE COMPLIANT DATA DIGITAL ECONOMICAL ECOSYSTEM GOVERNMENT INFORMATION INNOVATION KNOWLEDGE MACHINE MANAGEMENT PANDEMIC REMOTE TRANSFORMATION
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The Essentials... SCROLL THE COLUMN Microsoft 365 Compliance Center The Microsoft 365 Compliance Center provides a central workspace for managing compliance. From the Compliance Center, security specialists can manage and report on retention label activity. They use trainable classifiers or custom classifiers to label content. Pros and Cons of Microsoft 365 Records Management Microsoft 365 delivers solid advantages as part of the Microsoft bundle. Organizations benefit from the ability to define sensitive content and to determine retention for folders or specific items. Additionally, the ability to apply labels both manually and automatically allows for significant flexibility. However, any comprehensive solution has deficiencies, and Microsoft 365 is no exception. For instance, each document allows only one retention label, and label application can take up to seven days. Retention and security administration requires a higher licensing level and can prove complex to deploy and manage.
As with any powerful solution, Microsoft Records Management requires concise planning and training. But with skilled assistance from security and compliance professionals, business leaders can smooth the path to effectively manage high-value content across the organization.
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How Does... SCROLL THE COLUMN Microsoft Records Management requires planning and the approach needs to be scalable across an organization. You also need to ensure that your records management policies are future-ready. Also, while Microsoft supports most requirements, it doesn't mean that you should implement them. As an example, event-based retention requires more manual tasks by users, and you should instead try to rely on date-based retention based on the information lifespan. Disposition reviews should be avoided since this will take 31,250 days if you were to review 1 million records with each review taking 15 minutes. Once you have modernized your records management policies, then develop an M365 information architecture that includes automatic information enrichment due to default metadata, access, sharing & protection settings, record labels, and auto-apply policies. We have found that auto-applying record labels based on metadata is the best approach for users and admins. If set up correctly, this allows for automatic records management for most users, and it is a more future-proof approach for new usage of machine learning and AI. Success is then not dependent on users manually identifying and classifying records. Feel free to contact me at Atle.S@infotechtion.com to discuss this in more detail.
YOUR AD COULD BE HERE Don't miss the opportunity to reach potential clients by placing a classified ad in our newsletter, exchange. Contact vpsponsorship@armanyc.org for more information.
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ARMA METRO NYC CLASSIFIEDS
*Submissions* Would you like to contribute your content to our newsletter? To discuss material for consideration, please contact vpnewsletter@armanyc.org
Answer key to word search from Exchange Issue 3 - Jan/Feb 2021!
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Board of Directors
Vice President - Treasurer Derick Arthur
Immediate Past President Gene Stakhov, CRM, CDIA+
Secretary Jennie Catherine Dubin-Rhodin
Executive Vice President Rishi R. Maharaj, IGP
President Glenn P. Fischer, IGP
Vice President - Professional Development David Smythe
Vice President - Events & Special Projects Michelle Dougherty
Vice President - Sponsorship David Prather, CIP, IGP, CAPM
Vice President - Membership Leslie Smith
Vice President - Information Technology Anna Lebedeva
Vice President - Marketing and Social Media Jennifer Best, CRM
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About exchange exchange is a publication of the ARMA Metropolitan New York City Chapter, Inc. (ARMA Metro NYC), P.O. Box 740, Grand Central Station, New York, New York 10163. The publication provides a wide range of content. An annual digital subscription to exchange is included as a benefit of membership. Opinions and suggestions of the authors do not necessarily reflect the opinion or policy of ARMA Metro NYC or ARMA International. Additionally, acceptance of advertising does not constitute official endorsement of the product or service. Editor-in-Chief is Linda Thai. For more information about exchange, please contact Vice President - Marketing and Social Media Jennifer A. Best at metronycmarketingvp@yahoo.com. About the ARMA Metro NYC Chapter ARMA Metro NYC is a local Chapter of ARMA International, a not-for-profit community of professionals in the information management and information governance industry that provides educational resources and networking opportunities. The Chapter supports its members through educational seminars, events, an annual educational conference, volunteer opportunities and its publication exchange. Its members are RIM and IG Professionals, as well as individuals who work in related fields, such as technology and law.