IRMS podcast series

A podcast series on records management and information governance, provided by the Information and Records Management Society, and hosted by James Lappin and Heather Jack

IRMS022 - Managing the email of the Netherlands government 01/25/2021

IRMS022 - Managing the email of the Netherlands government In this podcast Vincent Hoolt describes the new guidelines of the Netherlands government towards managing its own email. The guidelines ask Netherlands government agencies to schedule the email accounts of selected key staff for permanent preservation. The officials concerned usually constitute around 5% of the headcount of an agency. The email within the accounts of other staff are retained for ten years. All individuals are able to delete or move personal and trivial email within a window of ten weeks after the email was sent/received. The policy draws its inspiration from the Capstone approach adopted by NARA towards US federal government email. Vincent talks about how the policy is working in practice, and the challenges of managing email accounts over time and in the context of GDPR. is Recordkeeping advisor at the Netherlands National Archives. Vincent was interviewed by on 21 December 2020. The guidelines on managing Netherlands government email are available (in Dutch) from . /episode/index/show/irmspodcast/id/17675897

IRMS021- Microsoft Teams - a records management perspective 08/24/2020

IRMS021- Microsoft Teams - a records management perspective In this podcast Rob Bath joins James Lappin to explore the records management implications of the recent meteoric rise in adoption of Microsoft Teams. Rob describes: measures that can be taken to reduce the risk of Microsoft Teams sprawl, and to ensure that administrators can track the ownership of each Team; the modular structure of MS Teams, the absence of any overarching structure above each Team, and the implications of the fact that the list of an organisation’s Teams is available only to those with access to the Compliance centre of their organisation's Microsoft 365 tenancy; the reasons why the majority of Teams message traffic tends to go through individual chat accounts rather than through Team channels; the debates over the basis on which retention decisions should be made on messages in individual Teams chat accounts; the technical barriers to closing and archiving a Team; the relationship between MS Teams and SharePoint, and the implications of a Microsoft Teams roll out for an organisation's existing SharePoint implementation. Rob Bath is Information Management & Compliance Practice Lead at . He is also Digital Director for IRMS. Rob's blogpost on configuration choices with regard to MS Teams (referred to in the podcast) can be found . His blogpost on retention issues in relation to MS Teams can be found . Rob's recent webinar on the governance of MS Teams can be viewed on the IRMS YouTube channel . Rob Bath was interviewed by on 12 August 2020. /episode/index/show/irmspodcast/id/15721895

IRMS020 - Machine learning club 06/14/2020

IRMS020 - Machine learning club In this podcast Mark Bell (TNA) and Leontien Talboom (UCL and TNA) describe the machine learning club they have set up at the UK National Archives (TNA) to help archivists at TNA develop their AI literacy. They describe how they have taken the group through a series of stages to introduce them to data science, to give them experience of preparing data, and to enable them to develop their intuitions about how different machine learning models work (Naive Bayes, Support vector machines etc.), and an understanding of the challenges that AI can (and can't) be used to tackle. They also describe how they intend to move on to discuss some key issues in the application of AI to records, including the issue of the explainability of AI decisions and the issue of capturing the machine learning model itself as a record. Mark Bell is Senior digital researcher at TNA. Leontien Talboom is a doctoral researcher working with UCL's Department of Information Studies and with TNA. Mark and Leontien were interviewed by James Lappin on 22 May 2020. Links: Mark Bell profile: Leontein Talboom profile: James Lappin blog /episode/index/show/irmspodcast/id/14814854

The recordkeeping world of G Suite 04/03/2020

The recordkeeping world of G Suite In this podcast shares his experience of managing records within G Suite. Tom is records management lead at Hackney Council. G Suite provides: communication channels (Gmail, Hangouts, Calendar, and Currents) productivity tools (Docs, Sheets, Slides, Keep, Forms) storage locations - Drive (My Drive and Shared Drive) and Sites Tom talks us through how some of these tools and services can be used for recordkeeping, and how Google Vault and the Admin Panel can be used to manage content, rules and permissions across the suite. This conversation between and Tom Midgley was recorded on Friday 13 March 2020. /episode/index/show/irmspodcast/id/13832219

IRMS018 - The recordkeeping world of Office 365 02/17/2020

IRMS018 - The recordkeeping world of Office 365 In this episode describes the various different component parts of the Office 365 environment that impact on records management. Andrew explains the records management model within Office 365, and the role of the Compliance Admin Centre in the application of retention rules. He discusses the impact on SharePoint of the rise in popularity of MS Teams, and describes the various locations in which Office 365 stores the content created through MS Teams. Andrew describes the relationship between MS Teams and Office 365 Groups, and explains why he recommends that in order to govern MS Teams effectively it is necessary to take away the ability for end-users to create new Office 365 Groups. Andrew was interviewed by James Lappin on Friday 7 February 2020 /episode/index/show/irmspodcast/id/13187132

Alan Pelz-Sharpe on Artificial Intelligence 12/19/2019

Alan Pelz-Sharpe on Artificial Intelligence Alan Pelz-Sharpe discusses the nature of artificial intelligence projects in the information management space. /episode/index/show/irmspodcast/id/12470876

IRMS016 - Rich Hale 06/30/2015

IRMS016 - Rich Hale Rich Hale, Chief Technology Officer for Active Navigation, discusses the analytics and business intelligence capabilities within his company's product. He describes how such capabilities can be used to take action on content held on fileshares, SharePoint and on Microsoft Exchange email servers. /episode/index/show/irmspodcast/id/3646355

IRMS015 - Mark Godfrey 07/14/2014

IRMS015 - Mark Godfrey Mark Godfrey discusses the reasons why he and Simon Cole co-founded Automated Intelligence, and describes how the company set out to fill the gaps between SharePoint and a fully fledged Enterprise Content Management product /episode/index/show/irmspodcast/id/2943538

IRMS014 - Andrew Warland 04/24/2014

IRMS014 - Andrew Warland Andrew Warland discusses the information architecture choices that UnitingCare NSW.ACT made in their SharePoint implementation /episode/index/show/irmspodcast/id/2800129

IRMS013- Laurence Hart 04/20/2014

IRMS013- Laurence Hart discusses trends in collaboration software and records management software /episode/index/show/irmspodcast/id/2792558

IRMS012- Barbara Reed 04/13/2014

IRMS012- Barbara Reed discusses the Australian contribution to records management theory, and in particular the development by Frank Upward and others of the . /episode/index/show/irmspodcast/id/2780231

IRMS011- Cassie Findlay 04/01/2014

IRMS011- Cassie Findlay Cassie Findlay talks about the redrafting of the International Records Management Standard (ISO 15489). Cassie is project lead for the working group charged with the redrafting. /episode/index/show/irmspodcast/id/2760051

IRMS010 - David Gould 03/14/2014

IRMS010 - David Gould David Gould, Global product manager for HP Control Point, explains how the product can be put to use to govern content in repositories such as fileshares, SharePoint and Exchange /episode/index/show/irmspodcast/id/2729668

IRM009 - Jean Mourain 03/10/2014

IRM009 - Jean Mourain Jean Mourain (Vice-President of Global Strategy at RSD) talks about the manage-in-place approach to records management, and about the RSD Glass information governance platform /episode/index/show/irmspodcast/id/2721761

IRMS008 - Tim Callister 02/10/2014

IRMS008 - Tim Callister Tim Callister assesses the earth's geological record against the International Records Management Standard's criteria for what constitutes a good recordkeeping system. /episode/index/show/irmspodcast/id/2672541

IRMS007-Scott Sammons 01/26/2014

IRMS007-Scott Sammons Scott Sammons discusses his work as European Data Protection Co-ordinator in a European bank. /episode/index/show/irmspodcast/id/2648413

IRMS006-Lee Meyrick 01/14/2014

IRMS006-Lee Meyrick Lee Meyrick (Director of Information Management at Nuix) discusses Nuix's indexing engine and its uses for eDiscovery and information governance /episode/index/show/irmspodcast/id/2631013

IRMS005 - Barclay T. Blair 12/07/2013

IRMS005 - Barclay T. Blair Barclay T.Blair and James Lappin discuss the relationship between big data, information governance and records management /episode/index/show/irmspodcast/id/2584000

IRMS004-Cheryl McKinnon 11/24/2013

IRMS004-Cheryl McKinnon Cheryl Mckinnon discusses with James Lappin how developments in the eDiscovery, e-mail archiving and information governance markets are resulting in the appearance of new kinds of records management tools /episode/index/show/irmspodcast/id/2564861

IRMS003- Hugh Hagan 11/08/2013

IRMS003- Hugh Hagan Hugh Hagan and Heather Jack discuss the Public Records (Scotland) Act 2011 /episode/index/show/irmspodcast/id/2542281

IRMS002 - Paul Gibbons (FOI Man) 10/24/2013

IRMS002 - Paul Gibbons (FOI Man) Paul Gibbons discusses with James Lappin the use of private e-mail accounts in UK government and beyond /episode/index/show/irmspodcast/id/2521843

IRMS001 - Chris Walker 10/14/2013

IRMS001 - Chris Walker Chris Walker discusses auto classification and issues around e-mail with James Lappin /episode/index/show/irmspodcast/id/2508097

IRMS podcast series

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