Records & Information Management (RIM) Risk: Is Your Company Exposed? March 19, 2013

1. Records & Information Management (RIM) Risk: Is Your Company Exposed? March 19, 2013

2. Agenda • Today’s Business Environment • Risks of Today’s Business Environment • What is Records/Information Management • Approaches for Implementation • Factors for Success • Why Companies Fail • Questions

3. Business Environment • Staff are drowning in information – 90% of information is “born digital” with few controls to manage • More use of technology – keep making records • Information growth trends are continuing e.g. email, drives, tweets, blogs, wikis, mobile devices etc., etc. • More legislative requirements

4. Business Environment • More litigation/discovery – ESI (electronically stored information) • Limited resources – need to be more efficient • Information creation is decentralized at the desktop – everyone’s a records manager today with little or no training

5. Risks • Regulatory Compliance • Litigation • Data security and privacy • Operational Inefficiencies • Hardware and software obsolescence • Reputational

6. What is Records Management

7. It’s all about IG • Records/Information Management + Risk Management = • Information Governance (IG)

8. Required Components ?

9. What You Need To Do Who’s in charge - accountability • Need strong senior management support so staff know the initiative is important • Need to “walk the talk” • This is not a project but a lifestyle

10. What You Need To Do Know Your Records - Conduct an inventory • What records exist? • Where they are located? • Format? • How old are they? • Official vs. transitory? • How often used? • Who is accountable?

11. What You Need To Do Develop Common Naming Conventions • Provides an address for the records – where to store them • Records are linked to the retention schedule by the classification scheme • Ensures staff are using the correct terminology to name their documents so documents inherit the correct retention period

12. What You Need To Do • Develop the retention schedule • Appraise Records • Operational • Administrative • Financial • Legal • Archival • Vital • Most records are NOT covered by legislation – so the business “owners” with legal and tax advice must make the decision as to how long to keep them

13. What You Need To Do Destroy Annually • Outline records disposition policies and procedures as an established pattern of systematic document retention and destruction • Annual systematic destruction process NOT when you get around to it • Ensure no audits, government investigation or litigation pending • Certificate of Destruction

14. What You Need To Do Training and Education • Initial and ongoing training for all employees • Don’t forget about new hires – develop a process with HR • Training should include at a minimum • Records Classification – in which “bucket” do they fit • Purpose and importance of a retention schedule • Risks to the organization for not following it • Official v.s. transitory records • Transfer to offsite storage • Destruction practices • Legal hold practices

15. What You Need To Do • Auditing & Monitoring for Compliance • Staff need to know this is as important as a financial audit – consequences for non compliance • Internal audit to include records management practices • Provide to departments an ‘audit findings’ report on records/information management compliance

16. Critical Factors for Success • Senior Management Support • Change Management Strategy • Commitment to Continuous Improvement • Responsibility and Accountability • Pace of Implementation: Phased Approach Maintains Momentum • Success Measurement and Demonstrated Success • Training / Auditing / Reporting

17. Why Companies Fail • It’s more than purchasing technology • No leadership support • Lack of communication • WIIFM Theory • No accountability/ownership

18. Why Companies Fail • No support – help desk needed to answer rim questions • No consequences for non-compliance • Technology too complicated • Email integration - automatic delete policy

19. RISK & RIM – Do you know? • What information is retained? • Where it is stored? • How long to retain it? • How that data is protected? • How polices, standards & regulations are enforced?

20. Success = Accountability/Ownership

21. Thank You! RIM Inc. Caroline Werle (416) 968-1357 caroline@rim-inc.com