IM Certifications? Leveraging Project Management with Information Management (IM) to Foster Collaboration. January 18, 2014.

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1 Leveraging Project Management with Information Management (IM) to Foster Collaboration January 18, 2014 IM Certifications 1

2 OPM3 The Information Governance Assessment is the most comprehensive platform available to help your organization assess and mitigate information risk. Based on a large body of generally accepted practices, international- and national-level standards, and legal and regulatory requirements, the Information Governance Assessment provides an authoritative and objective means of measuring your organization s information governance (IG) program s maturity. Project Management What is a Project Manager Project A temporary endeavor undertaken to create a unique product, service or result The individual responsible for the project -The PMBOK Guide 2

3 Information Management Information Management Information Management (IM) is the collection and management of information from one or more sources and the distribution of that information to one or more audiences. IM entails organizing, retrieving, acquiring, securing and maintaining information. It is closely related to and overlapping with the practice of data management. IM has become a powerful resource and a large expense, as well as risk, for many organizations. Records Management System A specific set of processes, related control functions, and tools that are consolidated and combined to record and retain information about the project- The PMBOK Guide Information Management and Collaboration Features and Functions Content Management System (CMS) Enterprise Content Management (ECM) Business Process Management (BPM) Learning Management Suite (LMS) Web Content Management (WCM) Document Management System (DMS).. 3

4 Where to integrate or apply EIM Organizations often face a significant Content Management Challenge 95% - have multiple repositories >2 46% have more than 10 repositories The Future of Content in the Enterprise, Connie Moore and Robert Markham Paper-based systems: outdated and detrimental to communications/collaboration Spending excessive time on non-value add tasks such as file tending, paper management etc. Inability to manage, track, control work because process is paper and manual based Current business processes are single threaded Users must be co-located with paper which inhibits business consolidation initiatives Lack of consistent, standard meta tagging or taxonomy approach Purge of hard goods (paper, optical) & digital content following retention expiration Legacy systems: home grown and departmentallybased Literally millions of non-integrated data points Correlation of data points with different properties/formats Why Customers Need a Reliable Document Manager Seven Reasons Customers Need Records Management Centrally manage office documents securely - CONTROL Information objects are becoming more granular and their reuse and control is becoming more critically important RELATIONSHIPS Documents need to be under control from the moment of creation until their final disposition LIFECYCLE No matter how much information is stored in a repository, none of it is of any use unless it can be easily found when needed EASE OF USE Useful document management systems are ones where the users ask for change and the successful ones are those where the changes can be made rapidly EASE OF DEPLOYMENT 1. Handles Event-Based Retention 2. Legal Holds 3. Handles Changes in Regulations/Retentions 4. Legal Audit 5. Accommodates Physical Records 6. Compliance 7...Collaboration! 4

5 Enterprise Records Management Information Capture Desktop Applications Business Applications Microsoft Office Notes & Outlook CAD Lotus Notes Microsoft Exchange App 1 App 2 App 3 Document Management Retention Management Archiving Retention Management Retention Management Best Practices Records Management (File Plan, Retention Schedule) Physical Records Content Federation & Enterprise Search Retention Management Content Management Retention Management (Storage, Search, Security) FileNet OpenText Databases Documentum Shared Drives Storage Retention Management Content Manager Repository Doc Mgmt (Info Life Cycle Mgmt) (Disposition) via Records Scheduling (Disposition) Embedded Approach Making e-records e Disappear : Keep It Simple Note integrated document management menus Records can be declared from within MS Word Users Don t Want Another Piece of Software for Recordkeeping. Perceived as Administration. More work, no return. Recordkeeping Must be Part of Everyday Work Processes. No separate effort for recordkeeping. Build e-records Into the Business Software. Declare a record and classify while writing, approving, and sending documents. 5

6 Common Management Objectives How Things will Change once Formal Records Management is implemented Enterprise-wide: Retain s for the Appropriate Time Frame Transient s Retention can be set at a minimum default and/or users can delete at anytime. Official Records Retention is tied to an assigned records category s on Legal Hold Retention is tied to the needs of each hold The Ability to Search Them Quickly and Accurately Place relevant search results on legal hold, according to requirements Save common searches for ease of regular use Export results out in native format for delivery to regulators/attorneys Offer search/export capability to authorized users both internal and external to the organization Minimize Impact on Users Retain Their Existing Functionality Ideally get the best of both worlds Storage/performance improvements AND appropriate retention (records and non), discovery, legal holds 1. Most / all employee work products are captured as records / information assets of the corporation 2. Destruction is carried out exclusively by records professionals, under a prescribed structured process 3. All documents are stored within a carefully controlled repository 4. Users have a prescribed process to store/share documents 5. Access to documents is prescribed and controlled 6. Repurposing of objects done from official records General Methodology for Deployment Why Records Management Corporate Awareness Establish underlying Corporate Policies Deploy and Monitor Records Policies Policy Prepare Compliance and Implementation Strategy / Plan Map Business Processes Communication Records GAP Analysis Conduct Pilot Align Procedures and Controls Implement Production System Train Core Teams Enterprise Rollout Technology People Deming Cycle Shewhart Cycle Regardless of the technology the issues will remain the same access/control/integrity of retention 6

7 Why Records Management Roadmap to Records Management Understanding Records form the basis to determine corporate and individual Responsibility Responsibility through recorded evidence leads to corporate and individual accountability Accountability controls corruption and fraud Recorded evidence supports prosecution Strong accountability through records management provides integrity and authenticity Definitions and Vocabulary Records Subject Classification Retention Schedules Physical Records/Storage Management Retention Schedule Rules Vary Based on Policies So, what s new on the EIM horizon 7

8 Organizations are under ever-increasing regulatory pressure and scrutiny Collaboration with SharePoint NASD memo - Regardless of the informality of instant messaging, it is still subject to the same requirements as communications and members must ensure that their use of instant messaging is consistent with their basic supervisory and record keeping obligations Today s Social Media definition courtesy of Wikipedia ( (which is one format of Social Media) Cloud and mobile Social media refers to the means of interactions among people in which they create, share, and exchange information and ideas in virtual communities and networks. Andreas Kaplan and Michael Haenlein define social media as "a group of Internet-based applications that build on the ideological and technological foundations of Web 2.0, and that allow the creation and exchange of user-generated content. Furthermore, social media depends on mobile and web-based technologies to create highly interactive platforms through which individuals and communities share, co-create, discuss, and modify user-generated content. It introduces substantial and pervasive changes to communication between organizations, communities and individuals. Social media differentiates from traditional/industrial media in many aspects such as quality, reach, frequency, usability, immediacy and permanence. January 6,

9 Cloud: Simple Example From a RIM perspective what are the issues Today s Data Center We Have Control It s located at X. It s stored in server s Y, Z. We have backups in place. Our admins control access. Our uptime is sufficient. The auditors are happy. Our security team is engaged. Tomorrow s Cloud ubiquitous existing or being everywhere, especially at the same time; omnipresent Private sector focus has been more on the backup and archiving side of IT not managing records in this environment Regulatory Compliance where is my records repository Security who has access, data encryption issues, privacy Data Ownership migration from one host service to another Performance access, speed and ease of use Backup and Disaster Recovery does it exist and is it auditable And what happens if they disappear Technical standards still evolving Wild Wild West lots of vendors but not all will survive how can I trust anyone Future cloud spending is forecast to be significant and will be required to reduce costs, support mission goals and meet mandates As security remains a top obstacle for cloud, un-funded or conflicting mandates and cultural issues further contribute to the complexity Potential Spending on Cloud by Agency* Mission driven requirements will need private/hybrid clouds that have tighter security and operating protocols. Expectation is that migrating to cloud will provide significant cost savings and efficiency improvements* At least 25 new cloud related projects are forecast to be awarded in 2014 *Source: Federal Cloud Computing Strategy; 02/08/13 Source: MeriTalk 9/26/2011 9

10 Recap- EIM and Collaboration An effective EIM is dependent on process and governance as much as technology. Look at collaboration and content management from an employee engagement perspective. Create the foundation first then grow. Build, rollout, watch Repeat. Certification Choices Questions/Comments S. Hasnain Rizvi, PMP, PMI-ACP, PMI-RMP, PMI-SP, CSM, CPCU, CISA, CISM, CRISC, CSSGB, CITP (Fellow), CDIA+, Project+, OPM3 Certified Consultant, PhD Skype: GlocalPM