Tuesday, November 14, 2023

11:45 AM - 12:15 PM

Breakout Room C, Rongomatane C

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Overview

Presented by Gerard Rooijakkers, Auckland Transport

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Details

Problem Since Auckland Transport’s (AT) inception in 2010, the organisation has been working in an almost completely digital environment, which is spread across a multitude of different document management systems (e.g., OneDrive, Teams, SharePoint, O365). Business files have also been growing exponentially since this time, and their sheer volume precludes them from being managed manually by the Information Governance (IG) team. Therefore, an integrated solution was required to automate the complete lifecycle management of files. Solution Introducing Artificial Intelligence! Machine Learning and Natural Language Processing are being used by the IG team to tag all of AT’s unstructured files with metadata. This unique Information and Records Management approach helps improve public transparency and legislative compliance. It also increases file access and retrievability, and helps reduce the risks associated with information security, loss of Intellectual Property and files held past their retention period. The solution achieves this by autoclassifying and tagging files in situ with metadata, including their retention period, so retention and disposal can be automated. It is based on the Archives New Zealand Standard and internal Records Disposal Schedule, as well as drawing from the ALGIM Information Management Toolkit.

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Speaker