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the good news

Records Managers and the Challenges of the integrated information lifecycle Management model Don Lueders, CRM, CDIA February 9, 2012. the good news.

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the good news

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  1. Records Managers and the Challenges of the integrated information lifecycle Management modelDon Lueders, CRM, CDIAFebruary 9, 2012

  2. the good news With the explosion of information over the last two decades, the Records Management professional has never been more critical to the success of their organization.

  3. the bad news With the explosion of information over the last two decades, the Records Management professional has never been more critical to the success of their organization.

  4. the challenge

  5. The Integrated Information Lifecycle Management Model

  6. IILM Model • A fully integrated content and information management solution that manages all content through all phases of the information lifecycle in the most efficient and cost effective way.

  7. IILM Model • Accounts for the management every form of unstructured content in all forms of storage from creation to final disposition. • Includes the policies and procedures necessary to support the information throughout the lifecycle.

  8. Managing content through all phases of the information lifecycle

  9. Phases of the information lifecycle • Creation • Receipt • Distribution • Maintenance • Disposition • Creation and Receipt • Distribution and Maintenance • Disposition

  10. Creation and receipt • Metadata • Complete • Not burdensome • Office applications • Integrated with other lifecycle management components and each other

  11. Creation and receipt • File share management • Removed of ROT • Relevant content migrated into our content management solution • Non-electronic content • Managed alongside electronic material

  12. Creation and receipt • Document templates • Often overlooked • Time saver • Scanning • Is it cost effective • Do we scan everything, some, or day-forward • Is an image acceptable as evidence

  13. Distribution and maintenance • Governance • Proactive • Standardized sites, content types and metadata • eDiscovery and Preservation • Consult legal group • Legally defensible ESI collection procedures

  14. Distribution and maintenance • Workflows • Most frequently repeated processes • Train users to create their own • Vital records management • Technology based solution • Backup and recovery • Work with IT Dept • In line with retention schedule

  15. Distribution and maintenance • Non-electronic material • Create hybrid containers • Sync with off-site storage for check-in/out? • Security • Complex and frustrating • Err on the side of caution • Proactive governance helps

  16. Distribution and maintenance • Storage media • DVDs, CDs, external drives, thumb drives • Encryption software? • Information Rights Management solutions? • Search • Full-text searchable • Optimized tagging • Managed metadata • Folksonomy

  17. Disposition • Retention and disposition on all content • A fundamental rule of the IILM model • Transitory content, temporary content, emails, backups, convenience copies, etc., etc. • Email records management • In line with archiving system • In line with backup procedures

  18. Disposition • Forensic electronic records destruction • Content destruction should be unrecoverable • ‘Delete’ is not the same as destroy • Long-term storage • Transfers of electronic content • Less expensive storage • Off-site storage? • Software obsolescence • Hardware obsolescence

  19. Efficiency and cost effectiveness

  20. efficiency and cost effectiveness • User adoption • Limit metadata requirements • Automate records classification • Lifecycle stage record declaration process

  21. Retention 90 Days Retention 12 Months Retention Retention Schedule Location(s) SharePoint Location(s) Network Sharesemail Inbox Location(s) Records Center Metadata Name Metadata Name Content Type Metadata Name Content Type Information Lifecycle & business rules Hold Temp Work in Progress Final • Retention • Location • Metadata • Security • Versions • Disposition Disposition

  22. efficiency and cost effectiveness • Streamlined solution • Continuous process • Strive for the fewest point solutions possible • Site provisioning and Content Type standardization • Part of governance • Search optimization

  23. policies

  24. policies • Enterprise Records and Information Management Policy • eDiscovery and Preservation Order Policy • Social Media Policy • Privacy and PII

  25. policies • Standards • Functional standards • DoD 5015.2, MoReq, International Council of Archives, etc. • Process standard • ISO 15489, Electronic Discovery Reference Model, GARP, etc.

  26. Marketing your iilm solution • Executive buy-in and promotion • Ensure understanding of policies • Develop a ‘Culture of Compliance’ • Actively promote the solution • Regularly meet with end users and administrators and understand the problem!

  27. New and future challenges

  28. New and future iilm challenges • Cloud computing • Privacy • Data ownership • Access • Mobile devices • Social media • Facebook • Twitter • Blogs

  29. New and future iilm challenges • Structured content

  30. The Integrated Information Lifecycle Management model is a journey, not a destination… • Manage all content • Through all phases of the information lifecycle • Efficiently, Cost Effective • Policies to support it

  31. Don Lueders, CRM, CDIA Don.Lueders@Gimmal.com www.SharePointRecordsManagement.com Thank you!

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