Autoclassification: Misconceptions and Benefits

We are hearing more and more these days about auto-classification in relation to Electronic Records Management (ERM). A growing number of people in the user community feel this is the answer to building a classifications scheme that will address their compliance and discovery issues. The answer to this is not by itself and the real question should be whether or not it can help.

First we must recognize that this technology is very capable of managing the classification of information and in fact helps ease the effort and dependency placed on users to manually declare and store records. We must also accept that they do require and typically are based upon rules engines to perform this function. Thus, we still need to make the intellectual effort of creating a Business Classification Scheme (BCS) that meets our needs and ensure that it is not too granular or complex in nature.

Once we have established the BCS and are sure that it meets our requirements, we can then incorporate the use of auto-classification technology to enhance the capture and classification process for email and a variety of standardized document types like claim forms, invoices, and loan applications. In these cases, auto-classification will recognize, classify and store these document types in the appropriate levels without user intervention.

What we must consider carefully is how we want to use this technology, to what level and toward what aspect of our business. Things to consider when investigating auto-classification include:

• Levels of accuracy delivered versus what you require
• Position auto-classification to automate your existing processes
• Develop and implement a BCS prior to using auto-classification
• Evaluate technology using a Proof of Concept approach using your real data, BCS and taxonomies

Auto-classification is not the total solution to classifying information but it is a great enhancement in the automation of your processes, providing a greater level of confidence and consistency in your practices. This definitely is a technology to consider as part of your overall automation program. The key is to remember, like in any project, to do the upfront planning and configuration properly in order to succeed.

Happy Holidays to all.

Bob Larrivee - AIIM