Digital Appraisal

Appraise your records for permanent preservation and address the digital heap

What is Digital Appraisal?

Digital appraisal is the process of deciding which records organisations should keep for permanent preservation and which records should be deleted.

Government departments must transfer records of historical value for permanent preservation to The National Archives within a time period of 20 years (previously 30 years). Before records can be transferred, they must be appraised and selected for permanent preservation and reviewed for sensitivity.

However, with the growing shift from physical records to born digital records and the escalating volume and quantity, as well as the ever-evolving transition of technology, the lifecycle of information over the past two decades has altered significantly. Almost all information today is created and held digitally. This ranges from documents and presentations to email and spreadsheets and much more. All are information formats that need to be managed appropriately.

The challenge is that over the past two decades the technology and approaches haven’t been applied consistently or effectively for managing the lifecycle of born-digital information. This has led to the digital heap where organisations are left with a mass of digital data stored on shared drives and legacy EDRM platforms that is poorly organised and indexed, and often archived data is virtually inaccessible.

Digital Appraisal

Features

Automated Intelligence provides an interactive dashboard enabling the following features:

Duplicate Detection: Visibility of exact file content duplication across different information repositories 
Pattern Detection: Auto-detection and extraction of ‘out of the box’ PII/PCI patterns with custom pattern support 
Advanced Search: Keyword and phrase search with results highlighting for document review and selection 
Policy Action: Fully-audited defensible disposition for redundant, obsolete and trivial data at source 
Security: Visibility of users and groups with data access for information detection  
Dynamic Categorisation: Rules based classification of metadata and content for records identification, selection & reporting 
Embedded Objects: Analysis and indexing (i.e. email attachments) for keyword and pattern matching
Image to Text: Text extraction and familiar object description to extend search to images and non-OCR files 
Cloud Processing: Secure cloud architecture for processing, analysis & review to protect existing infrastructure 

                                        
                                            
                                        
                                    

Benefits

AI.DATALIFT will enable you to excel your digital appraisal methodology including:

Visibility

Gain full visibility of disparate data repositories for faster macro-appraisal and selection

Completeness

Combine metadata, structure and content search for reporting to assist business function engagement

Relevancy

Perform relevancy scoring against collections to filter redundant, obsolete and trivial files

Sensitivity

Identify records to be retained and whether they can be transferred closed or open due to sensitivity

Efficiency

Extract and preserve structure, metadata and content to enable faster decommissioning

Accountability

Audited data migrations available to provide support for internal preservation and TNA transfer

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