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“HEY SIRI, MANAGE MY RECORDS:” THE RECORDS MANAGEMENT IMPLICATIONS OF EMERGING
COGNITIVE TECHNOLOGIES

January 30, 2023 by Sara Clark

Human decision-making is being supported or replaced by several emerging
cognitive technologies, including Internet of Things, Robotic Process
Automation, Machine Learning and Artificial Intelligence. Recently, the National
Archives and Records Administration issued a white paper that provides a review
and analysis of these cognitive technologies and their potential impact on
records management.

The white paper focuses on the following emerging cognitive technologies:

Internet of Things: The Internet of Things, or IoT, refers to the billions of
physical devices around the world that are now connected to the internet,
collecting and sharing data. Devices like Alexa and Siri can be used to operate
lights, lock doors, add calendar items, answer questions, and more. In 2016, the
City of San Diego approved a plant to retrofit streetlights with processors and
data storage to gather data and analytics to improve parking, traffic and
safety.

Robotic Process Automation: Robotic Process Automation is a technology platform
that enables a software robot (“bot”) to interact with applications. The white
paper offers an example of a bot that assists members of the public asking for
information about a topic. The bot opens a chat, scans the content, opens the
agency’s reference request system, populates the requester’s contact
information, makes a best guess at the purpose of the request, and provides
resources to help the requester find the information they seek.

Machine Learning and Artificial Intelligence: Machine learning refers to a
software programming technique that uses algorithms to autonomously improve
decisions through analysis. Artificial intelligence is described as teaching
machines to learn and solve problems so they can make yes or no decisions. The
white paper discusses the use of these tools by governmental entities to
classify emails to allow the public to search and more easily access certain
government officials’ emails.

In addition to exploring the cultural and societal considerations associated
with the use of cognitive technologies, the white paper explores the records
management implications associated with their use and reminds readers of the
following:

 * While the volume of data created by these technologies can be staggering, the
   data must be managed by agencies within a records management framework.
 * The length of retention continues to be driven by business needs and legal
   requirements.
 * These technologies may impact existing policies and standards, such as
   ensuring records management controls requirements for electronic information
   systems, and ensuring they adequately maintain the authenticity and integrity
   of records.

Although the white paper focuses primarily on federal records, it highlights the
need for forethought from any public entity interested in incorporating these
technologies into their business practices.

Categories Resources Tags Artificial Intelligence, Internet of Things, Machine
Learning, National Archives and Records Administration, Records Management,
Robotic Process Automation


NEW WEBINAR RECORDINGS ADDED

December 1, 2022 by Chris Wydman

Announcing that for those who were unable to participate in our recent webinars,
we have just posted free video recordings of our Electronic Records Day event,
“Here Today, Gone Tomorrow”, as well as our 2022 fall symposium, “Shifting to a
Remote Workplace: Records Management Best Practices and Lessons Learned While
Working from Home. Please see below for descriptions and links to the
presentations. They also may be found on the Trainings/Events page of the
OhioERC site.


2022 FALL WEBINAR: SHIFTING TO A REMOTE WORKPLACE: RECORDS MANAGEMENT BEST
PRACTICES AND LESSONS LEARNED WHILE WORKING FROM HOME

Records management and educating your offices about record retention
requirements is more important than ever when considering the management of
organizational records in a remote work setting. Learn about records management
program implications and lessons learned while working from home for some ideas
to carry forward to better support a remote work environment for public
agencies. Topics include perspectives from several public work environments and
includes discussion on the management of records on online conferencing
platforms that need to be managed. https://youtu.be/sUhAnmDw01w

--------------------------------------------------------------------------------


OHIOERC SPONSORED PRESENTATION FOR ELECTRONIC RECORDS DAY

On October 10, 2022, the Ohio Electronic Records Committee partnered with Miami
University, the Greene County Records Center and Archives, and Preservica to
host a free webinar to commemorate Electronic Records Day.

Here Today, Gone Tomorrow

Government information ecosystems are complex and dynamic while recordkeeping
obligations are long-standing and robust. Public sector institutions at all
levels increasingly rely on electronically stored information created in dozens
of applications and managed in hundreds of file formats to deliver services and
provide access to government records. But digital information is more fragile
than its analog counterparts and subject to ever changing technology
environments. This reality can put the authenticity and usability of long-term
(10+ year retention) and permanent electronic records at risk.

This presentation will compare and contrast document management systems and
digital preservation systems. The major workflows used to future-proof permanent
and long-term electronic records and their essential metadata will be described.
A Records and Archives Management case study from Greene County will be shared
to bring to light essential differences between document management and
preservation systems.  https://www.youtube.com/watch?v=pqLY6B67ocQ

Categories Uncategorized


REMINDER – FREE WEBINAR FRIDAY

November 1, 2022November 1, 2022 by Nathan Owens

A friendly reminder that the OhioERC is offering a free webinar
presentation called Shifting to a Remote Workplace: Records Management Best
Practices and Lessons Learned While Working from Home on Friday, November 4th.
There will be a morning and afternoon session; both having the same content. To
register, please use the following links:

10:00-11:30 AM
EST: https://ohiohistory.zoom.us/webinar/register/WN_7DCKRvz6RMut-nMv-dP4Fw

1:30-3:00 PM
EST: https://ohiohistory.zoom.us/webinar/register/WN_zfy3TrBJSo6-d8fiWdDZDg

If you have any questions, please feel free to email us at
OhioERC@ohiohistory.org. We’d love to have you there!

Categories Training Tags Online Conferencing Platforms, Remote Work, Training
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RECENT POSTS

 * “Hey Siri, manage my records:” the records management implications of
   emerging cognitive technologies
 * New webinar recordings added
 * Reminder – Free Webinar Friday


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