As the AIMS Unregistered Inventory populates with the results of Discovery, it is important to have a process to review the discovered files to determine whether files require registration/management. To address this need, Apparity allows an organization to customize an Unregistered Assessment form. There are three main actions that help a user understand and assess a group: Group Details, Triage/Assess Group, Rename Group.
Group Actions
Group Details
In order to make reviewing and assessing the results of Discovery easier, Apparity groups files that appear to be copies of the same file. Files are grouped by Apparity if the file name is the same (once dates and versions are stripped from the file) or if the worksheet structure (the names and number of an Excel file's worksheets match exactly). To better understand the makeup of a file group, Apparity allows a user to view Group Details.
Group Details helps a user better understand the group's modifiers (last modifier, most frequent modifier, number of modifiers, etc.), complexity, and file locations.
The Group Details window contains three tabs: Group Summary, File List, and Group History. More information on these sections can be found in the Unregistered Inventory section, but here is a brief overview:
- Group Summary provides a quick snapshot of file details and the users associated with the modifications. It also contains graphs that depict the overall structural complexity of the files in the group, as well as the top modifiers.
- The File List shows a complete listing of the file names and their corresponding file locations. If any file does not belong in the group, individual files can be selected and a user can decide to "Change Group" (and place the file in an existing group or create a new group). For instructions on how to change groups, reference the "File List" section in the Unregistered Inventory section.
- The Group History tab contains a complete audit trail of all group renames. Each entry shows the date, the user who made the modification, the old group name, and the new group name.
Group Details: Group Summary
Triage/Assess Group
Assessment allows an individual to answer scope questions to determine if a discovered group requires additional registration or management. To assess a group, select the Triage/Assess Group icon to the left of the group name.
Clicking on the Triage/Assess Group button will load the assessment form, which is unique to each organization. When editing in bulk, indicate the fields you want to update and provide the desired value (this approach avoids unintended updates to other fields). Assessment columns appear at the far right of the Unregistered grid and can be filtered/sorted according to the organization's needs.
Sample Assessment Form
Rename Group
Rename Group can give the file group more context in the future instead of a generic number (default).
To Rename Group
1. Go to the group in the Unregistered Inventory section within AIMS.
2. Click on the Rename Group pencil icon.
3. Enter the new group name.
4. Click on Rename.
5. A confirmation box will appear. Close the window and verify the group name was updated.
Rename Group