ARMA Terra Nova Chapter2014 Biennial Conference

Knowledge Transfer: What do you do?

Brenda NearyRecords ControllerExxonMobil Canada EastOctober 22, 2014

Information Management Safety Moment

•Rolling Mobile Units •Safety Equipment•Everyone Follows Safety Process

Why am I – IM?

•Family & Interest

•Education & Associations

•Employment

Family and Interest

Coopers Union Board of Directors

Coopers Union Minutes of Meeting

Election of Officers Sept.10,1953

Education and Associations•Secondary Education

▫University▫College and Trade Schools

•Associations▫ARMA▫AIIM

•Networking▫Workshops▫Lunch and Learns

Employment and Experience•Government

▫Federal▫Provincial▫Municipal

•Crown Corporations▫Nalcor▫Research &

Development Corporation

▫NL Liquor Corporation

•Private▫Oil and Gas▫Medical▫Insurance

•Volunteer Work▫Charities▫Religious

Organizations▫Politics

In the big scheme of things where in the world do you fit?

Oh Canada

Newfoundland and Labrador

Your Organization

•Know your organization▫Globally – Nationally – Locally▫Structure▫Departments

Hibernia Was My First Production Platform

•Hibernia ▫World Wide Contracting▫IM Centers all over the world▫Accountable to Shareholders▫Acts-Regulations-Guidelines

Hibernia Southern Extension

Sable Project

Hebron

ExxonMobil Canada Properties- East

Hibernia Management and

Development Company

Hibernia Southern Extension

Hebron Sable Terra Nova

ExxonMobil Canada ExxonMobil Canada ExxonMobil Canada

ExxonMobil Canada Properties Suncor Energy

Chevron Canada Resources

Chevron Canada Resources

Chevron Canada Resources Suncor Energy ExxonMobil

Suncor Suncor Suncor Statoil Canada StatoilCanada Hibernia Holding Corporation

Canada Hibernia Holding Corporation

Canada Hibernia Holding Corporation Nalco Energy Husky Energy

Murphy Oil Murphy Oil Murphy Oil   Murphy Oil

Statoil Canada Ltd Statoil Canada Ltd Statoil Canada Ltd   Mosbacher

  Nalcor Nalcor   Chevron

My Brain Timeline

Training•Information Management Team

▫Cross Train

▫ Desk Procedures

▫Uniform Processes Across Centers

Training•New Staff

▫Explain what you do and why you do it.

▫Give them a comfort level to ask questions.

▫Don’t overwhelm them with information.

▫Have patience.

▫Listen to their ideas.

Training•Other Departments

▫What is IM’s role in the organization?▫What is their role with regards to IM?▫Who is responsible for the retention of records?▫Are they consistent in submitting records?▫How to use the Information Management Center?

▫Information Management proverb:Give a person a file and you will have to keep

doing itTeach a person to retrieve a file and you can

concentrate on something else.Brenda Neary Oct. 20, 2014

Training•YOU ----------YOU---------- YOU-------YOU

▫Corporate Training▫Associations▫Short term projects▫Co-workers locally, nationally and globally▫Other Departments

Organizations and technology are constantly changing and you should keep on top of how this affects Information.

Let’s Play Knowledge Transfer!!!

•How to play▫I will pass along some Information

Management knowledge.

▫Then someone from the audience can pass on a piece of knowledge.

▫The person selected will receive a prize.

Knowledge Transfer

•Taxonomy

▫Customers should know the file classification.

▫Associate your retention schedule and file classification.

▫Who is the owner of the records?

Knowledge Transfer

•Submission of electronic records and documents

▫Is it in a format that is accessible ?

▫Do you have guidelines for internal and external submission?

▫Did it only ever exist electronically?

Knowledge Transfer•You forgot to set the alarm and someone

got into the office after hours and smashed all you computers, printers, copiers and vandalized your office.

$$$$$$$$$$

•You released a five year environmental study conducted off the Grand Banks to a colleague that you met at an ARMA Conference.

Knowledge Transfer

•Preparing records for offsite storage

▫Keep records with the same retention period in the same carton.

▫Records that are destroyed by year should be archived together.

Knowledge Transfer

•System Migration

▫NO SPECIAL CHARACTERS!!!!!!

Corporate Memory•Large Companies - top management moves

on.•Politics - leaders are not always re-elected.•People retire.

BUT•The corporate memory is what assists each

organization in moving forward. It’s up to us as Information Managers to ensure that records are managed and protected. Let’s pass on our corporate knowledge to the next generation of Information Managers.

Questions or Comments