Archives & Records Manager Aaren Purcell is using Rational Governance to categorize, cleanup, and control its unstructured data to ensure compliance with State records retention regulations.
Seattle Public Schools is the largest municipal school district in the State of Washington, operating 97 schools serving nearly 52,00 students. The District recently began an information governance initiative to identify and classify 20 years of unstructured content created by school district employees; the effort was designed to reduce Seattle Schools’ electronic footprint and costs associated with maintaining 30 TB of data.
To this end, Rational Enterprise serves the District in categorizing, cleaning up, and controlling its unstructured data to ensure compliance with State records retention regulations, as well as to more efficiently and effectively respond to open government requests and e-discovery demands.
Rational Enterprise is being used or will be used to satisfy ten (10) key use cases pertaining to records management and open government response:
- Ability to categorize and make sense of large volumes of unclassified, unstructured content
- Ability to define classifications that can then be applied to large amounts of unknown, unstructured content
- Ability to search for data across large amounts of unclassified, unstructured content
- Ability to search for data across large amounts of classified, unstructured content
- Ability to classify a record for multiple purposes
- Ability to conduct e-discovery and respond to public records requests
- Ability to create and apply policy rules to specified records, resulting in automated messaging and automated (audit and confirmation) actions
- Ability to move inactive archival records to State archives, either directly from its original location or after being moved to an intermediary, in-house archive repository
- Ability to export records and their related data when the need arises to migrate from the proposed system; exposing records and their related data to other systems
- Ability to delete classified content that has met its state-mandated retention requirements, while offering legal hold to preserve content past its retention period.
To date, Rational Governance has been deployed to District file shares and Exchange email servers. The current phase of the project is targeting over 12,000 email boxes for ingestion. To date, RG has ingested the text and metadata for approximately 118 million document locations (equating to 23 terabytes of native content), primarily composed of file share data. RG’s ability to recognize duplicate documents via hashing has narrowed that set to only 53 million unique documents.
The District is currently using RG’s search and machine learning models to explore and categorize content, as well as effect a legacy data analysis and defensible disposition program. It has removed 500 gigabytes of redundant, obsolete, and trivial data as a part of a pilot within two (2) departments.
RG has also helped the departments understand the overall picture of the content they are creating and storing over time, as access to content is lost through staff attrition, bad filing, and naming conventions.
Near-Term Future Projects
Rational Governance will soon be used to purge file share and email data from 22,000 legacy employees. RG will be also deployed to the District’s SharePoint 2007 repository to identify and cull documents in advance of migration to SharePoint 2013. RG will then be deployed to the District’s SharePoint 2013 and OneDrive environments.
Archives & Records Manager | Seattle Public Schools
Aaren Purcell has been the records manager for Seattle Public Schools for the past 4 years and serves as the committee chair of the Washington State School Officials Records Management Committee. After an extensive 25-year career in information technology supporting and developing structured solutions in state government, she moved to web and SharePoint technologies, specialized in managing unstructured electronic records. In addition to managing electronic records, Ms. Purcell has supported an archive of paper records and artifacts that document the operations and schools of Seattle, stretching back to the 1860’s.
Adam R. Shaw, Partner at BSF, Utilized Rational Review and Rational Analytics to Cull and Code 4 TB of Data
“We were able to successfully use Rational Enterprise’s advanced search and categorization capabilities to cull an initial population of 4TB of data comprising 16 million documents. After the collection was complete, the documents had to be defensibly culled and produced while legal teams prepared for deposition and trial with the most important documents.
- We used Rational Enterprise’s technology and search engine to reduce the population of documents for review from 16 million to 1.5 million potential relevant documents, and then further to 400,000.
- The Workflow Engine automated much of the work assignment logistics, such as assigning, tracking, and reporting, including assigning out over 1 million documents for manual review.
- We used auto-coding technology to “learn” how to identify particularly relevant documents and to create a mathematical model for identifying over 600,000 additional likely relevant documents. The auto-coding technology was trained using high-priority custodian documents reviewed by the most experienced reviewers and then used to code lower-priority custodian documents. About 40% of the documents that had to be reviewed did not have to be looked at by human reviewers.
- Senior attorneys were able to use the theme and gist of the information that was automatically extracted from the original documents to quickly peruse thousands of documents that were relevant to particular custodians and the issues in the litigation. Over 35,000 individual searches were run on the system and on many days more than 1,000 searches were run, many of which were run simultaneously.
- The automated workflow technology was used to track the automatic review, manual review, quality assurance review, and production progress and to cull by keywords and to convert native documents to TIFF.
- 32 coding groups were built for each review so that the reviewers had the specific information and coding fields at their fingertips to maximize efficiency.
- Through a combination of advanced search analytics the team was able to reduce the total document pool for production from 16 million documents to 4.5 million documents – a 71% reduction.
- An additional 3,000,000 documents were identified as unresponsive to the agreed upon search terms, resulting in a further 66% reduction in overall review costs.
- Overall, the team was able save approximately $4 million dollars in attorney review time by the strategic use of smart technologies and project managers.”
Adam R. Shawis apartner at Boies Schiller & Flexner LLP whose main practice area is civil litigation. He is involved in all aspects of civil litigation and represents clients in matters involving securities litigation, shareholder disputes, corporate governance disputes, government investigations, and internal investigations. He has represented numerous public companies in their defense of actions arising under state and federal laws and has been involved in a number of precedent setting litigations. Mr. Shaw has assisted the lead of the firm’s efforts on behalf of large public company in parallel criminal, administrative, and civil litigation, raising complex securities and corporate issues and on behalf of a market-leading public company conducting complex internal investigations.