Preparing for GCDOCs

Transcription

1 Preparing for GCDOCs A journey through key pieces of IM transformation to support successful GCDOCs implementation OR drinking the kool-aid through a fire-hose. Lindsay Fraser, EIM Practice Lead Linda Daniels-Lewis, Chief Information Architect GTEC 2012

2 You were promised A lively session that would include: various EDRMS visions and strategies, what organizations need to know before beginning an EDRMS implementation, common challenges of EDRMS implementation and more.

3 What You Are Going To Get A fast-paced and info-packed session that includes: GC IM context (so we are all on the same page) A vision for managing information (both why and how) An overview of the knitting between a variety of IM initiatives and their relationship to GCDOCs preparation The vital importance of: classification vision, enterprise information architecture; and EDRMS positioning A reminder of why EDRMS implementations fail A series of our blinding flashes of the obvious that pertain to GCDOCs preparation

4 IM Transformation in the GC Oh, what a tangled web. GCDOCs implementation is only one piece of a much larger puzzle Let s take a step back

5 IM Transformation: The Premise Past / Current State How things have always been done Future State Doing things differently The Definition of insanity is doing the same thing over and over and expecting different results. Benjamin Franklin

6 GC IM Transformation Key Drivers TBS RK Compliance Date April 1, 2015 Has senior management attention Next round of MAF focused on actual measures not storytelling LAC RK Compliance before April 1, 2015 Without LAC acceptance and subsequent provision of RDAs, departments cannot dispose (so no clean-up of paper or electronic possible) Current MIDA expires soon, cannot use new without LAC s okay (so no disposition of administrative or transitory records) GCDOCs adoption Has senior management attention Is now IM led, not IT led (is this a good thing?) LAC accepts only digital records Less well understood in terms of actual implications Is causing a rush of activities (imaging etc.) though they may not all be needed

7 Challenges Most departments don t have: a comprehensive and updated RM classification scheme that identifies IRBVs in association with business activities a fully implemented EDRMS a strategy or vision for classification that serves broader purposes than RM findability, usability etc. an understanding of the challenges and opportunities of managing digital assets (structured and unstructured) as records we remain en-mired in traditional RM thinking a vision for the transition to the e-record

8 So we are Rushing towards a variety of compliance dates Responding to senior management requests to make it happen (whatever it is) Responding, often by way of siloed initiatives (with names like file plan renewal, GCDOCs preparation, functional decomposition, RK Compliance and IRBV inventory) - whichever initiative is currently on the books and funded Focusing on managing our electronic unstructured records without looking more broadly at all digital assets. We need to take a step back..

9 Policy and legislative responsibilities to retain and dispose? Or... Is our objective is to manage information as a strategic asset? It only has value if it s used Our goal is to make digital information accessible, shareable and usable... now, and over time Why Manage Information? 9

10 Information Life-cycle Focus on Use! The use stretch UUUUUUUUUUUUUUSSEE 10

11 IM Paradigm Shift The concept of information management must shift from "filing" information to "using" information 11

12 The Knitting 1. IRBV inventory (for LAC RDAs and to allow us to see what we have and prioritize risk and actions against our IRBVs) 2. File Plan renewal so we can have a comprehensive view of our IRBVs and their retention requirements 3. Functional decomposition (or functional classification) so we can see our IRBVs in the context of the business functions and activities of the department (also required for 1 and 2 above) 4. Classification renewal (another view on functional decomposition and 1 and 2 above) 5. GCDOCs preparation (making sure we know what our IRBVs are, that we understand their retention requirements, that we can position them within a business activity information architecture that makes sense to users and more)

13 Current Systemscope IM Projects Regardless of the funding source or the project label they are all part of the same thing Establishing a new business function and activity based classification tied in some way to the PAA Identifying associated IRBVS Establishing retention and disposition rules for these IRBVs (as high up the bucket chain as possible for ease of digital management) Characterizing these IRBV sets so we can efficiently manage them, and prioritize which need addressing first in IM planning So what is the problem?

14 The Problem is Too many of these activities either are, or are seen as, pure RM activities To be clear, TBS RK Compliance expectations are much broader than LAC, however it is LAC who is currently engaging departments While LAC wants us to tell them what we have so they can define what of those items interest LAC from an enduring perspective (their mandate) TBS RK Compliance speaks to a more strategic level of information management multi-repository search, multi-repository information management etc. This strategic level of information management cannot be achieved by singular RM projects

15 The Big Picture Organizations require a new classification scheme for information assets that extends far beyond RM requirements making information valuable not just manageable If classification efforts are being addressed/funded from the bottomup (i.e. RM being the bottom) then IM/RM has to step up and look beyond its traditional boundaries Organizations need to consider IM transformation from a much higher and broader perspective Specifically: how do we want all of the information assets of the organization (both unstructured and structured) to be identified or labelled, going forward, to allow for their use (and in the background for their life-cycle or RM requirements)?

16 Imagine this That the accidental outputs of your LAC required IRBV inventory (the needs for which are LAC-goal specific) end up being used as the architecture for your new enterprise-wide information management (EDRMS) environment Or That the information architecture (and classification scheme) for your unstructured information is defined not by how the business or the organization needs to see information but entirely by the most simple capabilities of the technology solution you are being offered as your enterprise EDRMS OR That the work done at this narrower level of LAC RK Compliance and single EDRMS implementation bleeds up and becomes the new enterprise IA approach This would be RM requirements or technology constraints bleeding up rather than the organization s information-related strategic requirements being pushed down.

17 How To Avoid This State of Affairs Regardless of how the project presents itself LAC RK Compliance, File Plan Renewal, GCDOCs preparation Start with a classification vision that is bigger than RM A vision that focuses on the use of information by users, by the business, by the organization as a whole.. If we don t define this vision, who will? Not IT Not senior management

18 Deep hierarchies The Old Way Context in the folder structure 18

19 The New Way - Lessons from the Internet E-commerce sites guide you cleverly through product categories and sub-categories to Check Out We need to do the same with enterprise information 19

20 Getting to exactly what you want 20

21 In the Enterprise... Metadata-based navigation Business Activities Used a Subject and a Document Type filter 21

22 In GCDOCS... 22

23 Architecting Your Business

24 Implementing Your Architecture

25 Key Information Classification Principles : Focus on useability to leverage the value of information Optimize for digital information management (move beyond the limiting constraints of paper information management practices) Provide a direction to the identification and management of all information assets (unstructured and structured) Minimize user input requirements to those that are truly valueadded to the user, the business and the organization (but openly deny the idea that there are no user efforts/changes required) RM requirements are invisible to the user (RM is NOT what this is all about)

26 Taking an Enterprise IA View However, Before defining the requirements for a single technology solution (EDRMS) Identify, at the highest-level, the enterprise information classification and information management requirements for the information assets of the organization In association with the classification vision (of course)

27 Core Enterprise IA Model

28 Work down from this high level view. To define what you need from an EDRMS information architecture perspective (remember EDRMS is just one of many organizational information repositories) Working from the broader EIA view Include the additional capabilities of an EDRMS (DM, RM etc.) Work down, not up (based on a specific EDRMS vision or specific EDRMS technology capabilities) The organization needs to know WHAT it wants to do/achieve related to information and this should drive any lower level (technology specific) implementation models

29 IA Vision/Strategy drives down to RM requirements Addressing many challenges of current senior management understanding: Senior management is looking for a quick RM fix that doesn t cause waves Senior management still thinks that later broader enterprise information management and accessibility will come from quickfix add-on IT tools (e.g. enterprise search) Senior management is convinced that RM solutions should not require user effort Senior management requires understanding that today s IM solutions are no longer pure RM solutions.

30 Establish a Vision/Positioning for EDRMS 1. Is this a filing solution to support records management Is it just another place to save information that is deemed worthy of keeping? 2. Is this the new electronic working environment? 3. Is this a sophisticated replacement for traditional information storage technology (e.g. shared drives)? 4. Is this a collaborative and information sharing workspace for the organization and its unstructured information? You cannot successfully implement a successful GCDOCs solution unless you have established a clear vision and argument for its business/user adoption.

31 Why do EDRMS projects fail? Failure to Garner Adoption ECM/EDRMS implementations tend to have lower adoption rates compared to what was initially anticipated more than 50 percent of the time. Underestimating the impact on business processes and organizational structure Improperly trained users Failure to Achieve Timeline Goals ECM/EDRMS implementations tend to take much longer than originally planned. Failure to Stay within Budget ECM/EDRMS implementations tend to miss the mark on staying within the initially agreed-upon budgets. Project derailment by internal politics No implementation of adequate governance processes Not Technology but implementation issues

32 Illustration #1:

33 Illustration #2:

34 Illustration #3:

35 Illustration #4:

36 And now. For some blinding flashes of the obvious.

37 I am, at heart, a simple and naïve beast You may remember me as..

38 BFO: LAC RK Compliance is not the same as TBS RK Compliance 1. Don t lose sight of the bigger picture which is TBS RK Compliance

39 Change requirement: reverse the thinking not RM requirements bleeding up but strategic IM and IA bleeding down

40 Enterprise Information Architecture applies to all information assets yes, optimized for digital assets, but not just for records management for the benefit of the entire enterprise. Lindsay Fraser AKA the Naked IM Professional

41 BFO: No-one really knows what GCDOCs is participate in defining what it can be, or what it needs to be, for your organization. 2. Plan for the unknown - GCDOCS

42 Change requirement: Don t wait for TBS to tell you what GCDOCs is decide upon what you need it to be and take action accordingly

43 GCDOCs is a concept-car with a direction it is up to you to make it road-ready. Lindsay Fraser - AKA the naked IM Professional

44 BFO: This is a ultimately a business transformation, not an IM transformation 3. EDRMS implementation - It s bigger than your senior management thinks

45 Change requirement: User behaviours will have to change (there is no opt-out option) so begin the argument now for the business benefits Big change management requirement from the top

46 Change is inevitable but it needs to be made palatable build the business argument for change Lindsay Fraser (AKA the naked IM professional)

47 IM Transformation: The Conclusion Past / Current State How things have always been done Future State Doing things differently Understand and embrace the magnitude of the change transition to the digital world (a small step for man, a huge step for business and for IM/RM - who are very comfortable doing what they have been doing ) The digital world offers the real possibility of using information, not just filing information. If information is truly a business asset, then let s design information systems (and classification systems) to this end and sell this as the change argument to our users.

48 BFO Recap TBS RK Compliance is a major IM transformation it is a top-down requirement that requires strategic attention (not RM only) GCDOCs can be whatever you need it to be (define that need and stop waiting for a TBS solution ) No matter how you slice it, EDRMS is a business transformation requirement (so design it for business benefit)

49 Have you ever.? Rushed through the initial parts of a recipe, produced a lousy cookie, reread the recipe and realized that you were supposed to have cooled an ingredient for two hours before using. Built a deck or a fence without properly establishing the foundation and found yourself ripping it down and rebuilding two years later. In advance of a desired complete renovation, bought a beautiful sale-priced piece of furniture for a room, without taking into consideration the overall look and feel and use you want for the room post renovation Purchased a vehicle for today s lifestyle only to realize that you are now finally pregnant and the car has only two doors

50 Preparing for GCDOCs- In Summary Step back and establish: A sound classification vision with a focus on useability of information (and meeting RM requirements) A modernized classification scheme that identifies organizational business activities and their associated IRBVs (assigning retention and disposition as high up the activity chain as is possible for simplification of digital RM) A core enterprise Information Architecture model from which to derive extended classification and information architecture requirements for specific applications (such as EDRMS) A vision of what the organization wants out of an enterprise EDRMS (from a business perspective) and a design to that meet that end A way to knit together the differently labelled IM activities that are taking place and ensure that they are aligned and drive toward a common big-picture view Sound Senior Management understanding of the magnitude of these transformation efforts

51 Lindsay Fraser. Practice Lead, EIM, Linda Daniels-Lewis, Chief Information Architect Systemscope Inc.