Records Management for Technologists

Session ID# 172

Raoul Miller

Agenda• What is Records Management?

• Why do Organizations need Records Management?

• What is a Record?

• What is a Record’s lifecycle?

• Tips & best practices for successful RM deployments

• Wrap-up and planning for the future

What is Records Management?

• ISO standard definition

• Other standards organizations

• What does it mean for you?

Why does my organization need Records Management?

• Ten Business Reasons (Robek):1. Control creation & growth of records2. Reduce operating costs3. Improve efficiency & productivity4. Assimilate new RM technologies5. Regulatory compliance

Why does my organization need Records

Management? (contd.)

• Ten Business Reasons (Robek):6. Minimize litigation risks7. Safeguard vital information8. Support better mgmt. decision

making9. Preserve corporate memory10. Foster professionalism in business

Why does my organization need Records Management? (contd.)

ROI?

RiskOfIncarceration

What is a Record?• No standard definition

• Need to work with legal and business groups

• NOT defined by media format

Here’s the one biggest takeaway from this presentation:

Keeping content for too long is just as bad (if

not worse) than failing to keep it or not

keeping it long enough.

Records Lifecycle• Content creation

• Declaration as a record

• Disposition

• Alternate FlowE-Discovery / Legal hold or freeze

Best Practices• Vendor & Partner Selection

• Pilot deployments

• Legal, business, and IT need to work together

• Software, hardware, people, & process need to work together

Best Practices (contd)• The case of the missing White House

emails• Build vs. Buy

• Experience

• Bad processes

• Do nothing?

• Workarounds

Plan for the Future• BYOD

• Instant Messaging

• External email accounts

• File sharing services / devices

• Twitter / Facebook / blogs / social media

Thank you!

Questions??

Raoul Millerraoul.miller@teaminformatics.com

@TEAMInformatics