Scenarios 01–06
1 — Routine deletion meets lawsuit
Stem: normal retention will delete email tonight; counsel identifies it as potentially relevant to anticipated litigation.
Leading KA: Document & Content Management.
Primary problem: normal disposition conflicts with preservation duty.
Support: Records Management, e-discovery, Information Governance.
Roles: counsel, Records Manager, custodians/system owners, governance.
Best action: apply Legal Hold/Preservation, identify affected repositories/custodians, suspend destruction and document the hold.
Weaker: let the normal deletion job run because retention expired.
Changed fact: no litigation/hold + approved period expired → authorized disposition can proceed.
Source: approx. pp. 300–306.
2 — Search returns noise
Stem: hundreds of documents are returned, but only a small fraction are relevant.
Primary problem: low Precision.
Support: IA, Metadata, vocabulary, indexing/search.
Roles: IA/search team, vocabulary/Metadata Stewards, content users/owners.
Best action: improve Metadata, controlled terms/taxonomy, indexing and search design; measure precision and recall separately.
Weaker: return still more documents.
Changed fact: most results relevant but known relevant items missing → Recall weakness.
Source: IA/search and pp. 323–327.
3 — Two words for same concept
Stem: “client,” “customer,” and “account holder” exist, but the business wants one official term with redirects.
Primary problem: preferred-label governance.
Best artifact: Authority List.
Support: controlled vocabulary, Metadata, Reference Data.
Roles: vocabulary/Metadata Steward, domain owner, IA/search.
Weaker: Synonym Ring, because it treats equivalents as peers.
Changed fact: all equivalents should remain equally acceptable → Synonym Ring.
Source: pp. 293–295.
4 — Specialized clinical subset
Stem: enterprise vocabulary works broadly; clinical team needs extra specialist terms that remain enterprise-aligned.
Best action: governed Micro-controlled Vocabulary.
Support: Metadata governance / vocabulary.
Roles: enterprise vocabulary Steward, clinical experts, IA/search.
Weaker: uncontrolled local list.
Changed fact: team needs only a subset and no additions → Vocabulary View.
Source: pp. 293–295.
5 — Critical procedure change
Stem: a regulated operating procedure can cause serious harm if changed incorrectly.
Primary problem: high-impact document change needs strong authority/evidence.
Best control: Formal Control—initiate change, assess impact, authorized approval/rejection, status accounting and validation.
Roles: document owner, change authority, affected stakeholders, records/compliance.
Weaker: simple Revision Control.
Changed fact: low-risk reference item only needs storage/retrieval → Custody; ordinary policy history may fit Revision.
Source: pp. 295–301.
6 — Version confusion
Stem: users email policy copies and cannot identify the approved current version.
Primary problem: uncontrolled copies/current-version ambiguity.
Best action: governed DMS/repository with current-version status, check-in/history, access and notification controls.
Support: workflow, Metadata.
Weaker: filenames such as FINAL_v7.
Changed fact: current version is controlled but question asks how long superseded policy must remain → Retention.
Source: document/version sections, approx. pp. 295–315.