Become an Information Intelligence Genius: 5 Steps to Make Your Life Easier
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Become an Information Intelligence Genius: 5 Steps to Make Your Life Easier
- 1. Become an Information Intelligence Genius: 5 Steps to Make Your Life Easier
- 2. About the Presenter Jim Merrifield – Director of Information Governance - FileTrail » Certified Information Governance Professional (IGP) » Certified Information Professional (CIP) » Co-Author of ARMA IGP Prep Course » AIIM Education Partner » ARMA Connecticut Chapter President 2
- 3. Today’s Webinar – What to Expect » Hear practical solutions for implementing a Unified Records and Information Governance (URIG) program that really works » Learn from real companies who have done it » Take away key tips that will make your life easier » Become a Information Intelligence Genius 3
- 4. Step 1 Define a Records Management Program 4
- 5. Define a Records Management Program » Before you can execute, you need to understand: Goals Benefits Risk Outcomes » Understanding how Information Intelligence can work for you is the key to success
- 6. 3 Pillars of Information Intelligence The new paradigm for finding and developing operational efficiency for Unified Records Management & Information Governance Access and Visibility Compliance and Control Experience and Results 6
- 7. Information Intelligence Value Access & Visibility • Boost Productivity Compliance & Control • Efficiency • Compliance • Resource savings • Time savings • Reduce Risk Experience & Results • Return On Investment • Total Cost of Ownership • Innovation 7
- 8. Real Example: Black Elk Energy Black Elk Energy deployed FileTrail for SharePoint and has improved paper records handling efficiency by 25% and avoided hiring more staff, saving them $100k/yr “In just a day or two, I was able to put together a list of every production handling agreement we have; previously, this would have taken a month. The ability to immediately lay our hands on needed documents translates into money in our pockets.” David Cantu, Vice President of IT 8
- 9. Step 2 Embrace Information Governance 9
- 10. Information Management Challenges The paper problem » » » » » Managing the vast volume of files Active files move around and are used by many Lost/misplaced files are expensive and add risk Managing documents off-site surrenders control Audits consume significant time and resources Compliance issues » Managing documents according to the retention schedule » Defensible and consistent disposition » Enforcing RM and privacy policies 10
- 11. Best Practices Engine Framework to deploy best practices for information intelligence across the enterprise 20 years of experience in the unified records management and information governance space, using the latest tools and finest design A Best Practices engine should be built into your solution 11
- 12. Dashboard Driven Processes Leverage Personal and Secure Dashboards to Trigger Action for Summary Metrics
- 13. Step 3 Manage By Exception 13
- 14. Manual Processes are Costing You $ » » » » Keeping Spreadsheets Managers sign-off Searching for records in multiple locations Emails to find out who has a file Manual URIG management can cause errors and cost organizations time and resources
- 15. Automation is Key Cut Employee Search time by 90% Improve Efficiency by 25% 15
- 16. Chain of Custody » » » » Who owns the document Who decides who gets a file? Who retrieves the file? Who has clearance for certain files? » Who monitors how long a document is checked out? Exhausted yet? 16
- 17. Step 4 Your Current Process is King 17
- 18. You know Better than Anyone » » » » You have spent time perfecting your URIG process You know what you internal customers expect You are aware of SLA’s You may have multiple location expectations A URIG program should COMPLIMENT your current process, not define it. 18
- 19. Expertise should be built in » Long Term consulting engagements are expensive » A solution should be your expert, not a person » Make sure any system you choose can configure to fit YOUR processes 19
- 20. You need Configurable Technology Define any type of process, methodology and office process across locations, types of businesses and industries. Eliminate expensive custom development, lo wering the total cost of ownership Speed up implementation time with fewer review cycles Adapt to reflect your organizational structure, record s type, and media you want to manage Automatically bridge the gap between user knowledge and applied methodology Create an actionable records and information governance program 20
- 21. Real Example: Finn Dixon & Herling LLP Finn Dixon & Herling deployed FileTrail’s hosted solution to track and manage client and business records. • Reduced records management staff by 50% • Saved over $30k/yr • Sourced and Located files in under 3 minutes “Flexibility is essential to map to our internal processes. I was able to customize and configure the solution to fit our specific needs.” Jim Merrifield, Records Information Manager 21
- 22. Step 5 Easy Access for All 22
- 23. Search - Request - Locate - Manage » Easy search for any user, no matter their role » Download desired content or simply request materials » Records managers can locate files instantly » Intuitive retrieval orders file pick up by destination » Easily manage checked out files
- 24. RFID Technology RFID allows you to locate information assets without line of sight. It’s the next generation technology after barcodes Reduce errors and effortlessly know: Where information lives What attributes it possesses Edits made The last time it was checked out, when and by whom Improve the validation process: Quickly find items and conduct audits Monitor files and self-heal critical tasks Generate problem alerts and status reports by email 24
- 25. Tracking Down Information Should be Easy » Visibility: Minimize time and resources searching for info » Ease of Use: Modern design, simple UI » Highly Configurable: Map to your business processes » Product Depth: Adapt to any environment » Reliability: Quality design and execution » Automation: No User involvement for long-distance searches 25
- 26. Commercial Offsite Vendor Management » File request should be just as easy the file room retrieval » Effortlessly locating files to save time » Manage records from your own dashboard, not theirs 26
- 27. About FileTrail Founded in 2000 HQ in San Jose, CA Over 20 years of URIG Experience East Coast: Washington DC 450 Clients and 20% Annual Growth North America: 80% Europe: 20% Information Intelligence Leader in Management, Asset Tracking and process improvement APAC & Africa 27
- 28. Recap of 5 Steps Define Your Records Management Program Embrace Information Governance Manage By Exception Your Current Process Is King Easy Access For All 28
- 29. Questions? 29
Notas del editor
- Thank You Christel. Hello Everyone and Thank You for joining us today to learn how you can become an Information Intelligence Genius. I hope you are as excited as I am for this discussion. What can you Expect from today’s webinar?You can expect to hear practical solutions for implementing a Unified Records and Information Governance program. Learn from real companies who have implemented URIGTake away key tips that will make your life easierFinally, by following our 5 step approach, you will become an Information Intelligence Genius. So lets get started….
- Step #1, you need to define your records management program
- Before you can execute your records management program you need to do 4 things:First, you will need to establish the goals of your program, or another words give your program some direction. You will need to ask yourself, What am I trying to accomplish?Next, you will need to outline the benefits of developing such a program. Why are you doing this?What are the risks of not having a program? And How can you to protect against those risks?Finally, Outcomes - What is your vision? Where are you today and where do you want to be tomorrow?All four of these areas need to be clearly defined and ironed out before moving forward. Next, we will discuss information intelligence and see how it relates to your organization.
- Here we show three Pillars of Information Intelligence – Access and Visibility, Compliance and Control, and Experience and ResultsThese 3 Pillars are key in helping you define your records management program.
- This slide dives into each pillar of information intelligence and shows it value. Let’s take them one at a time.Access & Visibility – simply put, make your information readily accessible and visible to users. If you do your information will be easy to find. Now your users are more productive and this results in both time and resource savings. Compliance & Control – every organization is regulated in some way, some stricter than others. Knowing which law and regulations effect your organization will help you create a workable retention schedule based on your own unique requirements. Then it is up to you to make sure your organization follows it. Experience & Results – This is where you start to realize the value of information intelligence. It can provide you with a return on investment that will ultimately put more money in your organizations pocket.
- Here we see a real life example of our current client: Black Elk EnergyBlack Elk is an independent oil and gas company, based in Houston, Texas, with about 200 employees. A bit of background on their situation…With every new asset, Black Elk inherited many paper files that had to be inventoried and mined for information. Tracking and locating information in paper file folders was a logistical nightmare. So what did Black Elk do?They deployed FileTrail for SharePoint to manage, search, and secure paper files within a unified environment with it’s electronic information. By applying the 3 pillar approach to information intelligence they were able to improve their paper handling efficiency by 25%. They also saved some money, about $100K per year. So, Black Elk defined their records management program, had a clear vision of how information intelligence could work in their organization and that’s why they were able to see a return on their investment.
- Now that we have defined our records management program, lets widen out a bit and embrace information governance. The new buzz word in our industry today!!
- We all know that Information is a vital organizational asset.Managing it to insure information governance is not easy by any means. This slide lists some challenges. First, is the paper problem – although most communication is done electronically, there is still a ton of paper to be managed. Paper is stored everywhere by everyone. I’m sure all of us at one time or another had to search for a missing file and often times never found it. There are Compliance issues – we touched on this earlier. It is vital that an organization manages its information (paper or electronic) according to it’s retention schedule. Then, disposes of that information when it is no longer needed. This next statement is IMPORTANT so if you taking notes, please write this down- If you have a policy and a schedule you need to be consistent and enforce the policy. If you as the records manager do not enforce it, no one will.
- Here is the solution to all your information management problems. We call it the Best Practices Engine. This can help you deploy best practices as related to your organization and make sure all your information is stored, managed and disposed of properly.You will know where your information is at every point in it’s lifecycle.This will give you the ability to build a solution based on your unique requirements and needs. Making your program more efficient in managing it’s information across the enterprise.
- Your solution should be dashboard driven and automated. This example dashboard provides records managers with an overview of the document review process and is color coded to show the time remaining till disposition.
- Step #3 to becoming an Information Intelligence Genius is to “Manage By Exception”
- I’m sure all of you would agree that manual processes are terrible and very time consuming. However, many organizations still have many manual processes including spreadsheets and manual workflows that are extremely inefficient. When a file is missing, what happens? That annoying email goes out to the entire organization that says “ DO YOU HAVE THIS FILE, I’m LOOKING FOR” and most of the time no one even answers that email.In the end people’s time is wasted, And as the old saying goes, time is money!!So what is the solution?
- Yes, Automation of your processes and workflows is Key!Organizations must move away from the manual approach to managing information and automate their processes. Although the ROI will vary from organization to organization, this slide provides a projected result of moving from an manual process to an automated one.
- Chain of Custody is important to every organization, but especially important to those organizations that are heavily regulated such as Pharma, HealthCare and Government. Whenever an item is retrieved, accessed, or distributed that information needs to be documented and a time stamp needs to be included in the metadata.If you have ever been involved in a litigation, I’m sure you can attest to the fact that it is very helpful to know who has and can have access to the information involved. Also Privacy is a big concern is every organization. And organizations need to prove that their information is protected from outside threats. It’s important to remember that Chain of Custody applies not only to physical documents but to electronic as well. Again, if you want to avoid being burnt out, this needs to be an automated process, not done manually.
- Step # 4 to becoming an information intelligence genius is to remember that “Your Current Process is King”.
- The reality is, You know your process better than anyone. Every organization has it’s own unique set of processes. For example, A law firm’s process will be different than a hospitals and so forth. I worked in a law firm environment for almost ten years. And I can honestly tell you from experience that we had quite a unique set of internal requirements. And we had to tailor our program to the firms needs.If you have multiple locations, that will impact your process as well. Really, every organization is unique, no two are different.Therefore, it is important that your URIG program meets YOUR needs. Not the other way around.
- Expertise should be built into your process and solution. Now, It’s ok to use an outside consultant in the beginning to help you with the development of your URIG program, especially if your like many organizations that have limited resources. However, once your process is integrated with your solution and deployed it should be easy to customize long-term. If it is then you will avoid any on-going consulting costs. So choose a software solution that is easy to customize and configure.
- Again , Youneed Configurable TechnologyThere are five benefits to having Configurable Technology. It eliminates expensive custom development of software, and therefore lowers cost. It speeds up implementation resulting in fewer review cycles so you are up and running in no time. 3. It adapts to reflect your organizational structure, not someone else’s. You choose your records types and media to manage. This is important because every organization is different and unique. 4. It bridges the gap between what your users already know and what is required of them. 5. Finally, it provides the tools needed to created an records and information governance program that works.
- Here is another real life example of a current client – my old law firm – Finn Dixon & Herling. FDH is a Connecticut Based Law Firm of about 80 employees. FDH implemented FileTrail’s hosted solution to track and manage client and business records. What were some results?They were able to reduce records management staff by 50% This saved over $30k per year by not having to hire additional staffThey were able to search and find files in under 3 minutes compared to wasting entire days even weeks searching for a missing file. In addition, because the software was easy to use and configure, we were able to create additional databases such as one for our library and avoid long term consulting fees.
- The last step to becoming an Information Intelligence Genius is insuring “Easy Access for Everyone”
- Search – Request – Locate - ManageSearch should be easy enough for everyone in the organization to perform at any given time. From the top level down. Users should be able to request information and receive it in a timely manner. File location should be updated in real-time.What kind of software is available that can help with this?
- RFID Technology – this type of technology has always impressed me. It allows you to locate information assets automatically or without line of sight. It is a tool that helps save time and money. How?RFID saves time in check-in and check-out process over the use of barcodes. This is because it allows a stack of files to be processed all at once without the need to handle the files individually. RFID also speeds up file room audits. We actually have several clients who try to inventory their file room quarterly or annually. As you can imagine, this process usually takes a whole weekend since each file must be handled in order to scan the bar code. With RFID, a reader scans files in bulk from a distance, allowing the same file room to be swept and inventoried in under an hour. A truly remarkable and cutting edge technology.
- Yes, Tracking Down you Information Should be Easy. It should be visible and accessible so that no time is wasted searching for information that is needed. Your solution should be easy to use and highly customizable to Your Current Processes. You should be able to prove the validity and quality of your information by applying proper security parametersMost of all, your processes need to be automated once they are configured to your needs.
- Commercial Offsite Vendor Management. I’m sure most, if not all of you, contract with an Commercial Office Storage Vendor. Even though your physical documents are not stored at your location, you should be able to manage them as if they were. Your dashboard should provide seamless integration with theirs. Remember, you are paying them to manage your information how you want, not the other way around.
- This slide provides a summaryour company, FileTrail. We have over 20 years of experience in the records and information governance space, providing a truly unified platform to organizations of any size. We are headquartered in San Jose, CA and Washington DC. We have clients all across the world and have experienced 20% annual growth.Finally, we have the ability to make your organization an information intelligence genius.
- Define Your Records Management Program – what are your goals, benefits, risks. Embrace Information Governance – manage all information in your organization regardless if it’s a record or notManage By Exception – automate your processes to find what you need when you need itYour Current Process Is King – customize your current process into your solution and programEasy Access For All – make your information easily accessible to all in your organization regardless of where it is stored. If you follow these 5 steps then you will become an Information Intelligence Genius!