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A Strategic Game Plan for IG/ECM

A Strategic Game Plan for IG/ECM. Phil Brady Regulatory Projects Coordinator Department of Financial Institutions. Introduction. DFI: Medium-sized agency--~180 employees Regulate a variety of financial institutions, five divisions (four substantive)

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A Strategic Game Plan for IG/ECM

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  1. A Strategic Game Plan for IG/ECM Phil Brady Regulatory Projects Coordinator Department of Financial Institutions

  2. Introduction • DFI: • Medium-sized agency--~180 employees • Regulate a variety of financial institutions, five divisions (four substantive) • Identified the need for records management early. • We’re starting with IG, but with an eye to ECM. • Partway down the path, but some lessons learned.

  3. Caveat: • These are my opinions, not my agency’s. • Intelligent, thoughtful people can disagree on all of this.

  4. Definitions • Information governance (IG): “specification of decision rights and an accountability framework to ensure appropriate behavior in the valuation, creation, storage, use, archiving, and deletion of information. It includes the processes roles and policies, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals.” (Gartner). • Enterprise Content Management (ECM): Powerful tools for managing unstructured data.

  5. USEFUL Definitions • Information governance: a plan or system that defines how we collect, store, retrieve, use, and disposition data and documents. • ECM: A tool we use to implement IG.

  6. IG vs. ECM • Chicken and the egg? • IG as framework, ECM as implementation*. *Just my opinion

  7. Basic Tips • Get buy-in as early as possible. • Start small, and with projects that produce their own value, independent of IG/ECM adoption. • Enlist the aid of line employees in business units. • Produce demonstrable value for the business lines at each stage!

  8. My Proposed Process • Fix your agency’s retention schedule. • Reorganize your local files. • Get buy-in from the powers that be. • Develop an information governance plan. • Pick an ECM product • Implement!

  9. 1. Fix your Retention Schedule When we started: • 125 Records Series • Stored five places • ~25 Archival series

  10. 1. Fix your Retention Schedule After revision: • 125 12 Records Series (13th added later for business need) • Stored five places in one place. • ~25 2 Archival series

  11. Why Fix Your Retention Schedule? • Provides its own benefits, independent of IG/ECM. • Allows you to get a grasp of what records exist, and your functional units. • Identifies and builds on commonalities across business units AND • Demonstrates you can provide value to line employees.

  12. 2. Organize Your Files • Shares, individual network drives, thumb drives, hard drives, etc. • Build a logical framework, based on records series and common retention triggers and periods.

  13. What do I mean? • Licensing Shared Drive • Open Regulated Entity Files • Closed Regulated Entity Files (DAN 12-12-68366, 6 years from closure) Regulated Entity #1 • Regulated Entity #2 • Regulated Entity #3 • … • Reports by Regulated Entities (DAN 12-12-68367, 6 years from receipt) 2014 Reports • Report #1 (January 8, 2014) • Report #2 (May 22, 2014) • … • 2013 Reports • 2012 Reports • …

  14. Why Organize Local Drives? • Provides its own benefits, independent of IG/ECM. • Allows you to get a BETTERgrasp of what records exist, and your functional units. • Demonstrate the benefits of organization to line employees. • Start small, and work your way out.

  15. 3. Get Buy-in • Get an executive sponsor, as senior as you can get. • Identify the needed resources, and the order in which they’re needed. • Make a decision on retroactivity, based on risk analysis and appetite. • We’re developing a document and talking points that can help with this.

  16. 4. Write the Information Governance Plan • Define: • How you receive information; • How you store it, and how long you store it for; • How you retrieve it; and • How you disposition it. • A place for every thing, and a thing for every place. • My goal: any employee should be able to pick the plan up and quickly determine where to put a document, or where to find it.

  17. 5. Pick Your Product • Lots of ECM products. • Different capabilities: • Workflow • Public-facing portal w/data categorization • Online data collection/imaging • Similarly different pricing. • May potentially have a few options available via master contract in the next year. Gartner 2013

  18. 6. Implement! ????

  19. 6. Implement! • Seriously, we don’t as a state know exactly what this looks like. • Bellevue can be a guide, but some of this we’ll have to figure out.

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