Proactive Information Management

Proactive Information Management
Tera Ladner, JD, IGP, CRM Group Vice President, Corporate Records & Information Management SunTrust Bank

Growth of Information

Beginnings 22,000 BEC (BC) to 2003 It took humankind roughly 24,000 years to produce 5 Exabytes of data. 250,000 years of DVD quality video

Today We now generate 5 Exabytes of content every 2 days. 250,000 years of DVD quality video

Keep it All! The law doesn’t require it. Increased risk of outdated documents being exposed to damage company’s legal position. Increased costs in discovery in litigation – someone has to read all that stuff! Systems used to service customers and generate revenue are bogged down with useless information. Makes it harder to respond quickly to regulators and courts.

Records Management vs. Information Governance 93% 7%

Information Mgmt in the News

Litigation Opposing Counsel Corporate Counsel Litigation Breach of Contract Product Liability Wrongful Termination Silver Bullet Information Request Smoking Gun Information Request Information Governance Policies – Rules – Procedures - Practices Information

Depositions

RIM as Value Add Increased executive, managerial and operational effectiveness Measurable increases in staff productivity Legal defensibility Improved customer service Reduced operating costs Reduced storage requirements Making the connections

Building a RIM Program Executive Support Governing Documents INCLUDING A RETENTION SCHEDULE Program Roll-Out Train, Train, Train Marketing the Program The Carrot vs. The Stick Auditing the Program

Executive Support Senior-level Executive Sponsor Funding easier to obtain Structured to best be successful Staffing and support staff will be assigned Senior-level Strategic Planning Group Discuss RIM systems currently in place Discuss current RIM related challenges/struggles Priority of RIM program impressed among leaders

Governing Documents Policies It is the policy of the company to… Procedures These are the practices we follow to… Rules Do or do not Standards The way to carry out an action RETENTION SCHEDULE

Retention Schedule How long to retain groupings of records Very hard to manage to document type level Should identify the maximum and minimum time Should be followed consistently by all users Necessary to take advantage of Safe Harbor Rule – which allows companies to destroy information in the normal course of business

Program Roll-Out Low hanging fruit Create champions and liaisons throughout the business Fine tune your message – be consistent Be prepared for objections Stay the course Don’t lose hope!

Training Train, train, train!!! A common assessment of the success of a RIM program is based on what the users understand about the program Not useful if only a handful of people know how to use it Require ongoing training DOCUMENT Keep detailed documentation of training received

Marketing the Program Being the most valuable product Must show benefits! Share success stories Describe in terms of dollars where possible Use examples and averages from industry publications Ask accounting/real estate departments to help BE CREATIVE Mention the name of your Champion Don’t be afraid to drop names!

Marketing the Program Elevator Speech Have a prepared presentation that says a lot in a short amount of time Should tell Who you are? What is your office/program/service/project? Why should I care/be interested? Harvard Business School elevator pitch builder http://www.alumni.hbs.edu/careers/pitch/

Build Relationships BUILD RELATIONSHIPS WITH YOUR COLLEAGUES Set up ongoing meetings Easier to change than never get to them “Relationship Building” – “Cross-functional Alignment” Praise them in front of other people Invite them – they will invite you

Be the Expert KNOW YOUR STUFF! Take every opportunity to learn Keep abreast of industry trends and changes Read case law Be the “go to” Have a network of people to call – industry involvement

Speak the Language Invitation to the “table” One chance to make an impression If you can’t speak the language, you can’t be a part of the conversation.

RIM Active Records Disposition Transitory Records Records Inventories Vital Records Records Retention Schedules OCR Inactive Records Microfiche RFID Keyword

Tech Talk Cloud Computing Driver NAS Gigabyte LAN Fiber Optic Data CD-ROM

Legal Chat Forensics e-Discovery Preservation Spoliation FRCP

Audit the Program Necessary to ensure the credibility of the program. Internal policies/procedures are being followed Compliance with legal/regulatory record keeping requirements Legal defensibility of the RIM program

Audit the Program Develop control points based on the policies and procedures Develop a checklist for use in the organization Go into sample areas to test the control points Identify areas that need mitigation Work with department heads to create remediation plans Follow up to ensure compliance Metrics

Information Governance Compliance with rules & regulations Protection during litigation Business value IT efficiencies Information as asset “If only HP knew what HP knows, we would be three times more productive.” Lew Platt, CEO, Hewlett-Packard

Contact Info Tera N Ladner, JD, IGP, CRM tera.ladner@suntrust.com 678-592-8372 QUESTIONS

Proactive Information Management