Records & Information Management for the 21st Century

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1 ATL ARMA RIM 101/201 Spring Seminar Records & Information Management for the 21st Century May 6, 2015

2 Janet R Johnson, CRM R&IMS Program Leader Ernst & Young janet.johnson@ey.com

3 Records and Information Management (RIM) The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. (ARMA) Information governance (IG) The specification of decision rights and an accountability framework to encourage desirable behavior in the valuation, creation, storage, use, archival and deletion of information. It includes the processes, roles, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals. (Gartner) In a nutshell: RIM is about managing records throughout their lifecycle IG is about governing all information and partnering with others

4 Assess the current state of records and information determine scope Identify key risks, pain points, high impact and visible areas Identify the governing regulations Identify the business requirements of your industry Create a data map (start small and build) Create a business case and cost benefit analysis if needed

5 Policy #1 Policy #2 Policy #3 Create Use Store / retain Preserve / discard Procedures A Procedures B Procedures C Procedures D Procedures E RIM software #1 messages RIM software #2 PC Hard drives WINDOWS FILE SHARES Data warehouses Computer systems and applications Document management Intranet/internet

6 Information Management Steering Committee RIM framework (Governance, policies, standards, organization structure) Create Use Store / retain Preserve / discard Procedures RIM software and managed archive(s) messages Structured data (e.g., excel and access files) Unstructured data (e.g., Word docs, s, voice messages, ppts, images) Computer systems and applications Data warehouses

7 1. Records management shifts to Information Governance 2. Cloud and social platform render file and declare ineffective 3. Digital preservation forces itself onto the governance agenda 4. Open standards and open source change the sourcing landscape 5. Auto-categorization becomes visible and approachable ~ ARMA Information Management, Jan/Feb 2014

8 Brush up on business skills: Effective writing Project management Presentation skills Learn leadership skills from the leaders: John C Maxwell, Peter F. Drucker, etc. Top Leadership Books Amazon.com Harvard Business Review - Ideas and Advice for Leaders Join and participate in professional organizations: ARMA AIIM CGOC Other industry specific organizations Network and listen: Find mentors and go to lunch with them Ask for balanced feedback (good and bad) Seek learning opportunities

9 They know their audience They speak with authority They are experts in body language They are honest They know their audience They speak to groups as individuals They are authentic They have ears and they use them They use phrases like It s my fault, I was wrong, and I m sorry They solicit feedback They re proactive ~ by Dr. Travis Bradberry, Apr 22, 2015, Coauthor Emotional Intelligence 2.0

10 Commitment - It separates Doers from Dreamers Communication - Without it you travel alone Courage - One person with courage is a majority Generosity - Your candle loses nothing when it lights another Listening - To connect with their hearts, use your ears Passion - Take this life and love it Relationships - If you get along, they ll go along ~ By John C Maxwell

11 A few examples CRM - Certified Records Manager (ICRM) IGP - Information Governance Professional (ARMA) CIP - Certified Information Professional (AIIM) PMP - Certified Associate in Project Management (PMI)

12 Ask your vendors for their thought leadership white papers Get current - stay current: read ARMA Information Management Journal Use industry tools applicable to all industries from ARMA, AIIM, CGOC, ISO and more (e.g. The Principles, checklists, ISO 15489) Develop common terminology amongst colleagues Locate and partner with internal sponsors and stakeholders (e.g., legal, IT, data privacy, tax, HR & key business leaders)

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14 Draw up a plan refer to it often Sell IG as an opportunity, as a value proposition, selling the ideas of a calculated risk information / big data as value rather than a risk Convince use articles and industry resources to back up your claims Point to regulations and laws in your industry to lead compliance Form Information Governance Committee including: RIM, Legal, IT, Tax, HR & key business stakeholders Advertise successes

15 Go back to your plan what was your ideal RIM or IG program? Are you on your way? Avoid analysis paralysis Baby steps are better than no steps What s missing? Commit to on-going initiatives along with your everyday work Continue building

16 Learn and keep up with IG issues Business Continuity Planning Business law Digital governance (e-signatures, privacy, security) Global environment Risk assessment, audits and compliance Social media (yammer, twitter, internet, Facebook) Sunsetting applications Technology (creation, storage, formats, etc.) Third-party risk management

17 Continued growth of: Social media Litigation and discovery requests Global data Data breaches Privacy rules Cloud storage Cross-border working and regulations New information management trends and terms: Fog computing Use of knowledge (big data) The Internet of Everything (IOE) More data breaches and crimes (cybersecurity and cybercrime) New generations in the workforce and workplace changes Mobile and flexible workforce (e.g., Bring Your Own Device) Less paper and onslaught of scanned images Workplace of the future (WOTF), green offices, green clouds

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19 for attending!! Join RIM/IG colleagues and leaders at ARMA Meetings See our website Please provide feedback regarding: Today s learning experience How we can raise awareness of RIM and IG