educaonal event spring 2015 - armanyc.starchapter.com · event * spring * 2015 * ... aiim – nyc...

Educa&onal Event Spring 2015

BEYOND THE RIM HORIZON Capitalizing Upon the Intersecting IG Career

Building Blocks for the RIM Professional

PRESENTERS:

BEYOND THE RIM

HORIZON

PROFESSIONAL DEVELOPMENT TRACK

ANN GORR Ann Gorr, LLC

Legal Technology Consultant E: [email protected]

MICHAEL LANDAU eMag Solutions

VP, eDiscovery, IG & Media E: [email protected]

JOHN SCHAFFER AIIM – NYC Chapter

President E: [email protected]

LINDA PACE Prudential

Manager, Operations & Control E: [email protected]

INFORMAL POLL: Welcome & Thanks For Joining Us Today!

First Time Conference A0endee?

A Returning Conference A0endee?

INFORMAL POLL: Ge9ng to Know You!! RIM Professional in Law Firm?

RIM Professional in CLD?

RIM Professional – Enterprise?

IT Professional?

Consultant/Vendor?

AGENDA:

InformaCon Governance Arena

Enterprise Content Management

Records Management

eDiscovery & Legal Hold

Knowledge Management

Big Data

IG/RIM Learning & Resources

BEYOND THE RIM

HORIZON PROFESSIONAL

DEVELOPMENT TRACK

A MESSAGE FROM THE PRESIDENT…..

BEYOND THE RIM

HORIZON

PROFESSIONAL DEVELOPMENT TRACK

BRYN BOWEN Greenheart Consulting Partners, LLC

Principal

President, ARMA – Metro/NYC Chapter E: [email protected]

Program Kick Off

IG Career OpCons

ARMA Professional Development

INFORMATION GOVERNANCE

ANN GORR Legal Technology Consulting Advisor

Ann Gorr, LLC

E: [email protected]

ARMA-Metro/NYC & ARMA-Northern NJ

Defining IG

The Spokes on the Wheel

IG & The RIM Professional

INFORMATION GOVERNANCE – THE “IGI” DEFINITION

Information Governance Initiative, “2014 IGI Annual Report: Information Governance Goes to Work” (Information Governance Initiative, LLC). August 2014

TRENDS IN INFORMATION GOVERNANCE – THE BALANCING ACT!

Compliance eDiscovery Social Networking

GlobalizaCon Work/Life Balance Virtual Offices

Legal Delivery Models Outsourcing

MulC GeneraConal Workforce

INFORMATION GOVERNANCE – TRENDS IMPACTING TECHNOLOGY

INFORMATION GOVERNANCE – SPOKES ON THE WHEEL

Analytic Crisis Oriented Tactical Strategic

Few (if any) Defined Processes

Professionals valued for their knowledge of being able to put

out fires

Manual / inefficient Processes are

rampant

Email is primary IT organizaConal tool

Taking basic steps to move out of Crisis Oriented mode

Moving towards

managing projects & resources

Recognizes need for enhanced technology tools & processes

Lacking ability to

implement overarching &

repeatable soluCons

Best PracCces: Logically Managed vs ReacConary Processes

– Yes – there’s a defined plan!

Teams are valued for proacCve abiliCes

DefiniCve

ImplementaCon of technology and

processes to increase efficiency

Goal = ConCnual CollaboraCon -‐

Internal Teams viewed as strategic business

partners

Automated business processes support & define organizaConal

goals

Leading the charge to uClize industry tech tools and implement programs to minimize risk & improve process

INFO GOVERNANCE – DEPARTMENT CLASSIFICATIONS

TECHNOLOGICAL TAKE AWAY THOUGHTS…

“Our technological powers increase, but the side effects and potenCal hazards also escalate.” Alvin Toffler

INFO GOVERNANCE CHALLENGES

LiCgaCon, Contractual, and Advisory Focuses

Regulatory/Compliance

Processes

Legal/IP Oversight

Legal Research & Knowledge Mgmt

EffecCve Case/Ma0er

Management

Simplify the Processes for the Teams

Manage the Spend

Provide effecCve legal technology tools to

streamline & automate required Business

processes

Develop “world class” Technology Strategy for

the future

Manual Processes

Disparate Systems

MulCple Vendors

MulCtude of Unique Technology Tools

Silos within OrganizaCon

Lack of VerCcal Market Focused ApplicaCons

Unique Requirements

Overcoming Obstacles

Trendsetting Goals

INFO GOVERNANCE CHALLENGES FOR LAW FIRMS & CORPORATE LEGAL DEPARTMENTS

Compliance

Process Automa&on

Informa&on Governance

INFORMATION GOVERNANCE – THE IGI PERSPECTIVE

Information Governance Initiative, “2014 IGI Annual Report: Information Governance Goes to Work” (Information Governance Initiative, LLC). August 2014

INFORMATION GOVERNANCE & THE RIM PROFESSIONAL

Get a Seat at the IG Table

Be ahead of the IG/ RIM Curve

InterconnecCng Policies & Procedures


“InformaCon technology and business are becoming inextricably interwoven. I don't think anybody can talk meaningfully about one without talking about the other.” Bill Gates

ENTERPRISE CONTENT

MANAGEMENT

(ECM / DMS)

ANN GORR Legal Technology Consulting Advisor

Ann Gorr, LLC



Defining ECM

IntersecCons with RIM

Vendors In the ECM Arena

TECHNOLOGY/DIGITAL DARWINISM Technology/

Digital Darwinism occurs when the pace of technology innovation is moving faster than the speed people will adopt new tools and methods...


Net-Net: Growing IT Burden, Business Inefficiency and Risk Exposure

THE INFORMATION GOVERNANCE CHALLENGE

Records Management & Retention Policy

Paper to Electronic Conversion

Secure File Transfer Processes Data Security/Internal Firewalls

Document Management System

File Storage Reduction

Internal Data Security Policies

Audits & Regulatory Email Management

Mobile Device Management

COMPLIANCE & THE TECHNOLOGY CHECKLIST

•  Increasing volume and complexity of laws and regulations

•  Evolution and expanded scope of business practices

•  Expansion of information capture •  Failure to comply = Sanctions •  Reputational Backlash for non-

compliance •  Compliance regulators and

legislators comprehend the power of technology

FINRA, FDA, FTC, SEC, HIPAA, PIAA, SOX, IRS, COBS, NFA

INTERSECTING CHALLENGES FOR COMPLIANCE & RIM

~ DMS ~ Refers to the use of a computer system and

software to store, manage and track electronic

documents and electronic images of paper-based

information captured through the use of a document scanner.

DMS REQUIRED FUNCTIONALITY

Email Correspondence Paper Records Documents &

Spreadsheets

Web Content Portable Storage Devices

Data stored on Personal Devices

Digital Images CD / DVD/ Thumb Drives Faxes

Server Data SharePoint Social Media

CONTENT / RECORD TYPES TO BE MANAGED

TECHNOLOGY ACRONYMS – ALPHABET SOUP

KM DMS

RM

OCR MFD

CRM MDM

CASE MGMT

ESI

FTP

BPM

ECM Enterprise Content Management

TECHNOLOGY ACRONYMS – ALPHABET SOUP

What is ECM?

Enterprise Content Management (ECM) is the strategies, methods and tools used to capture,

manage, store, preserve, and deliver content and documents related

to organizational processes.

ECM tools and strategies allow the management of an organization's unstructured information,

wherever that information exists. ASSOCIATION FOR INFORMATION AND IMAGE MANAGEMENT.

ECM ~ ENTERPRISE CONTENT MANAGEMENT

Security

Legal Focus

Scalability & Uniformity

UX

Legal Content DMS Integration

MDM Versioning

REQUIRED COMPONENTS FOR ECM PLATFORM

Email Management

DOCUMENT PROFILE DETAILS/ METADATA

KEY RIM & COMPLIANCE CHALLENGES TO ADDRESS Compliance Record Keeping

Industry Specific Reporting Dictated by Regulatory Arm

Business Documents/Records

Email Management

IM Conversation Capture

Application Data

Holistic View of KYC Relationships

BUSINESS PROCESSES IMPERATIVES

ü Make everything mobile ü Digitize processes ü Make the business social ü Automate information governance ü Mine big content ü Commit to the cloud

John F. Mancini, President, AIIM

Association For Information and

Image Management

Document Sharing

Internal & External

Collabora&on

Security

Required Business Processes

Compliance & Policy

Enforcement

Email Management

INTERSECTING COMPONENTS OF AN ECM IMPLEMENTATION

Benefits of an ECM

Environment

Business Continuity

Risk Mitigation

Improve Process

Efficiencies

Minimize Duplication of Efforts

Maximize Knowledge

Sharing

Regulatory Compliance

BENEFITS OF AN ECM IMPLEMENTATION

VENDORS IN THE DMS/ECM ARENA

ENTERPRISE IG FILESITE RECORDS MGMT EDISCOVERY CONTROLPOINT

CONTENT MANAGEMENT DMS/ECM SOLUTION COMPONENTS


“The first rule of any technology used in a business is that automaCon applied to an efficient operaCon will magnify the efficiency. The second is that automaCon applied to an inefficient operaCon will magnify the inefficiency.” Bill Gates

RECORDS INFORMATION MANAGEMENT


Manager, Operations & Control

E: [email protected] ARMA-Metro/NYC & ARMA-Northern NJ

RIM and the Big Picture

RIM and the IG IntersecCon

Professional Development

RECORDS AND INFORMATION GOVERNANCE

Records must be:

WHERE IS THE RECORD?

Available

Managed

Controlled

Accessible to the End User at the Right Time

•  ResponsibiliCes •  Authority •  DelegaCon •  Roles •  FuncCons •  Placement Within The OrganizaCon

ORGANIZATIONAL STRUCTURE

NAVIGATION SKILLS

REQUIRED

•  Email •  Official Mail •  Agreements & Annotated

Agreements •  Content Is it the NON-Record?

IS IT A RECORD IN YOUR ORGANIZATION?

Chief of Staff

AdministraCon

Technology Legal

Compliance

Finance

Outsourced Model

Other

WHERE WE ARE TODAY

Social Media

Create

Distribute

Use

DisposiCon

+EMAIL +DISCOVERY

+MERGERS +STAFFING

RECORDS LIFE CYCLE CONSIDERATIONS

Problem Defined

AlternaCves /

OpCons

Evaluate OpCons

Best SoluCon

Implement

RIM DECISION-‐MAKING

Records Management & Retention Policy

Paper to Electronic Conversion

Secure File Transfer Processes Data Security/Internal Firewalls

Document Management System

File Storage Reduction

Internal Data Security Policies

Audits & Regulatory Email Management

Mobile Device Management

WHERE DOES THE INTERSECTION BEGIN?

•  IdenCfy 1-‐2 Partners •  No more than 3 individuals

Time: 7-‐ 10 minutes

GROUP EXERCISE

THE RIM INTERSECTION IN YOUR CAREER

RetenCon Schedules

Electronic Content Policy

Procedures Data Security Privacy

Disaster Planning Training

EDISCOVERY &

LEGAL HOLD


VP, eDiscovery, IG & Media



EDiscovery Overview

Legal Holds & PreservaCon ObligaCons

EDRM – Lem Side / Strong Side

LiCgaCon Lifecycle of a Record

EDiscovery Overview

Legal Holds & PreservaCon ObligaCons Legal Hold

F.R.C.P.

SpoliaCon

Forensics

Duty To Preserve

EDRM – LEFT SIDE / STRONG SIDE LeY Side: •  InformaCon Governance •  IdenCficaCon •  PreservaCon •  CollecCon

Data Growth •  Records management •  Cost containment •  Defensible DisposiCon

LiCgaCon Lifecycle of a Record •  The Birth of a Record •  Triggering Lifecycle Events •  The EDRM Process •  Managing the Records •  Managing the People •  Following the Rules & Policies

KNOWLEDGE MANAGEMENT

JOHN SCHAFFER AIIM

President, New York City Chapter

Theory of KM

KM Tools

KM Approaches

KM Strategy

Knowledge Management

“Knowledge management is the process of capturing, developing, sharing, and effecCvely using organizaConal knowledge.”

-‐ Thomas Davenport

KM DefiniCon

Shared Ecosystem Ongoing Projects

Organize Info and Knowledge

Knowledge Audit

Leverage IC

Obsolete Knowledge Knowledge leaves the

organiza&on

Info Audit

Protect IC

Record reten&on date

Legal holds and deposi&ons

KM vs. IG

≠ KM IG

Tacit

Explicit

Tacit Explicit

• To

yoma Non

aka

Nonaka SECI Model

Knowledge Audit

•  Corporate wiki, blogs and team sites. •  Discussion Forums / CommuniCes of PracCce •  Facilitated CollaboraCon

– Web conferencing – Workshops – Think Tank

KM Tools

Car

la O

’Del

l and

Cin

dy H

uber

t, Th

e N

ew E

dge

in K

now

ledg

e

KM Approaches

KM Strategy

KM

Capture

Sharing

EffecCvely Using

Developing

Knowledge Jam

Procedure WriCng

Amer AcCon Review

Knowledge HarvesCng™

Mentoring JournalisCc Interview Peer Assist InnovaCon

Jam

InstrucConal Design

Community of PracCce

Search Alerts Wiki

Kat

e B

. Pug

h, S

harin

g H

idde

n K

now

-How

Capturing

Hording Not Invented Here

Search Problems IG Policies

Language, Time or Distance

Sharing

Gamifica&on Performance Reviews

Unifying Goals

Create a Core Value of Teamwork

Make it a Habit

Challenges Stimulators

Developing

Create Scalable

Approaches

Inherently Rewarding

Don’t Expect PerfecCon

Break Down Barriers Make It Fun Make It

Rewarding

Pilot and Measure

Chr

istin

e va

n W

inke

len

and

Jane

McK

enzi

e, K

now

ledg

e W

orks

Effec&ve Use of KM

High Value OpportuniCes

Knowledge Reuse

Internal CollaboraCon

External CollaboraCon

Learning from InnovaCon AcCviCes

ConCnuous Improvement

BIG DATA

JOHN SCHAFFER AIIM

President, New York City Chapter

IntroducCon & DefiniCons

PredicCve AnalyCcs

PredicCve Coding

Volume Velocity

Variety Variability

Complexity

SA

S, D

oug

Lane

y

BIG DATA Defined

PredicCve AnalyCcs

http://comptroller.nyc.gov/reports/claimstat/#pedestrianclaims

wor

dle.

net

What’s Next?

SUCCESSFUL PATHWAYS

FOR THE RIM

PROFESSIONAL

Staying Current as a RIM Professional

CerCficaCon Pathways

PublicaCon Resources





Matter Mgmt

Big Data

Are We There Yet?

Business Continuity

DMS

Workflow

KM

Records Management

Email Mgmt

Cloud

CREATING AN INFORMATION GOVERNANCE ROADMAP


If you only have a hammer, you tend to see every problem as a nail. Abraham Maslow

PROFESSIONAL KNOWLEDGE RESOURCES…

Professional Journals

ARMA Events

Technology Conferences

Vendor Webinars

Professional Membership

Social Networking

PROFESSIONAL CERTIFICATIONS

CRM • CerCfied Records Manager

IGP • InformaCon Governance Professional

CIP • CerCfied InformaCon Professional

PERTINENT PUBLICATIONS & RESOURCES

ARMA Newsle0ers ALM – Law Technology News & Law Journals

InformaCon Governance IniCaCve

Vendor White Papers

LinkedIn Group PosCngs

AIIM Newsle0ers/PosCngs


Any change, even a change for the be0er, is always accompanied by drawbacks and discomforts. Arnold Benne@


Technology is nothing. What's important is that you have a faith in people, That they're basically good and smart, And if you give them tools, They'll do wonderful things with them. Steve Jobs




VP, eDiscovery, IG & Media E: [email protected]

JOHN SCHAFFER AIIM – NYC Chapter

President E: [email protected]



Thank You!

educaonal *event spring 2015 - armanyc.starchapter.com · *event * spring * 2015 * ... aiim – nyc...

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educaonal event spring 2015 - armanyc.starchapter.com · event * spring * 2015 * ... aiim – nyc...