selecting an erm for best practice records management
TRANSCRIPT
©2010 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice
SELECTING AN ENTERPRISE RECORDS MANAGEMENT SYSTEM (ERM) ENABLING BEST PRACTICERECORDS MANAGEMENT
Part 2 - Enterprise Records ManagementBest Practice Series
Kerry Gordon, Director
• Introduction
• Enterprise Records Management (ERM) – what, why
• Scoping and implementing ERM systems
Agenda
Key Themes
What are ERM best practices?
Key conceptsInfluencing Factors
Making informed choices about what you need from your
ERM
Scoping a project
Why Do Recordkeepers Classify?
AUTHENTICITY
Why Do Recordkeepers Classify?
AUTHENTICITY SYSTEMIZATION
Why Do Recordkeepers Classify?
AUTHENTICITY SYSTEMIZATION
USABILITY
Why Do Recordkeepers Classify?
AUTHENTICITY SYSTEMIZATION
USABILITY RELATIONSHIPS
ERM best practice: Key concepts
Authenticity, systemisation, usability and relationships
– Means maintaining the structure of the authoritative record and the relationship between the related elements (metadata)
– Records are evidence of business activities and their contextual links to a business process must be preserved
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Best Practices Case StudyContent and metadata
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
ERM systems must preserve context
– Linking records to context– Ensuring that the sender and receiver are documented– Versions are managed, so we only rely on the most current
and final – Only those people authorized can see or change it– Can trace back all actions that happened to the record to
be able to assert its authenticity
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Best Practices Case StudyRecordkeeping in the private sector
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Influencing factors affecting technology choices– Records and metadata in ERM systems will outlive
applications, formats and storage media– Administrative change is continuous– Technology changes - along with user expectations– Interoperability and collaboration with systems, suppliers,
customers and stakeholders.– Skill sets and dissonance of expectation– Not just content
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Influencing Factors Case StudyIncrease in interoperability
The effectiveness of our records management systems are being
influenced by stakeholders external to our organisations - suppliers,
clients and partners
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Influencing Factors Case StudyTechnology
Technology can deliver amazing efficiencies – but is it the right fit for
your organisation’s mission, strategic objectives and clients?
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Making informed choices
– Not just the records manager or ICT manager– What type of systems are you running?
• Document/content/line of business• Are your recordkeeping systems mainly content or do you
have a big business systems?
– What type of regulatory environment do you operate in?
• How big and complex are you?• Are all your operations big and complex?
– Are you paper/hybrid/digital• Where will you be in 3-5 years?
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Records Classification
User Classification
Classification CapacitiesMaking informed choices
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
RecordsClassification/ File Plans
Workflow
Record Types Documentary Forms
Metadata attribute
Data sets structures
Recordkeeping ClassificationMaking informed choices
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
UserFolksonomies
Facets
Tag Clouds
Prompted searches
Personalisation and “My Playlist”
User ClassificationMaking informed choices
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Agents, Use and TrackingMaking informed choices
Access requirements and restrictions are modelled across all your user permissions
– Capacity to link to business analysis– Inherit and passed from other systems and between systems– Roles as well as names– Suitable to their aggregation – items, containers– Managed not ad hoc
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
ERM systems must support records disposal processes and policies of an organisation– The rules– Processing the rules– Authorising the rules
Case Study : migrating records between systems– Failure to manage
electronic records for the full term of life
– 50 million superannuation records not properly transferred
– Inability to link to individual’s case records
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
DisposalMaking informed choices
MetadataMaking informed choices
– In a digital world these features are driven by metadata– ERM systems must being able to manage best practice
metadata for as long as it is needed, or have the capacity to transfer it when it is not longer needed
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Scoping a project
So before you select an ERM you need to scope and determine:
– Drivers for change– Your recordkeeping strategy– External pressures on your system– Business goals– Operational demands
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
What’s the problem to be solved?Scoping a project
Internal pressure:• staff costs• training• IT costs• infrastructure costs
External pressure: • money• competition• economy• shareholders
Leveraging assets:• staff• information• infrastructure
Data, Information, Records
Business Goals:• growth• service• costs• profitability• competitiveness
Information Governance
StrategyERM Selection
Relieve Pressure & Grow
Operational demands:• business continuity• customer service• mergers, acquisitions
Business challenges:• risk• compliance• legal
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Exte
rnal
Pre
ssur
es money
competition
economyshareholders
clients Inte
rnal
pre
ssur
es budgets
staff costs
opportunity costsinfrastructure costs
Scoping a projectWhat are the pressures?
What are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Business Challenges Operational Demands
Business Goals Leveraging existing assets
SWOT
Scoping a projectWhat are ERM best practices?Key concepts
Scoping a project
Making informed choices about what you need from your ERM
Influencing factors
Summary
Selecting an ERM system which enables best practice records management can:
– Improve productivity and drive business efficiencies (not just meet your compliance activities)
– Can deliver methods for accessing information across all your stakeholders – staff, clients, suppliers and partners
– Overcome storage and access constraints of the physical world
Summary
To support best practice it must have the following functionality:
– Contextual links via classification and agents– Capacity to link recordkeeping controls– Capacity to store and preserve the digital objects and their
contextual metadata across changing systems – Capacity to manage access and security – within and
external to organisational boundaries
Kerry Gordon
Director,
Recordkeeping Innovation
www.records.com.au
QUESTIONS?
hp.com/go/hptrim
© Copyright 2011 Hewlett-Packard Development Company, L.P.