Speakers: Bonnie McClinton and Anne Tulek All organizations need electronic information governance. Most have started, but only a few have succeeded. Learn how clutter was transformed to information - amidst industry economic challenges and a decentralized global service culture. The objective of this session is to share the lessons learned in the journey to implement "best practices" information governance: from the company's original aspirations, through a spectrum of challenges, to realizing the need for pragmatism, and to the final results. Read more: http://www.rimeducation.com/videos/rimondemand.php

1. Cohasset Associates, Inc.
NOTES
Case Study: Implementing Successful
Information Governance
Anne Tülek
President
Access Sciences
Bonnie McClinton
Sr. Ops Manager, LPM/RIM
Halliburton
Objectives
Today you will hear about one company’s journey toward
implementing an information governance program. Along
the way we hope you will learn a few things about:
 Key information governance principles
principles,
 The importance of staying tuned into pragmatic realities,
and
 How to demonstrate tangible outcomes that will
engender ongoing business support.
2
Disclaimers
 A successful information governance program is never
completed. By definition, continuous improvement
introduces ongoing changes.
So we are not claiming that this program is “done”.
 We don’t think the case studies we will discuss today
don t
represent perfection.
We think they represent marked improvement.
 Because we are discussing Halliburton, we will discuss
some contextual oil and gas industry trends.
We work for most of them, and being from Texas, we’re expected to
know!
3
2012 Managing Electronic Records Conference 16.1

2. Cohasset Associates, Inc.
NOTES
Contents
Introducing Halliburton and the Energy Industry
Introducing GARP
Halliburton’s Information Governance Roadmap
How Employees Consume Information
Pragmatism is Key
Program Objectives
GARP O
Overlay
l
Roadmap Timeline
Case Studies
RIM Inventories
CRRS
Technology
File Plans
Email
Unstructured Content
Observations and Recommendations
4
Halliburton Energy Services, Inc.
Founded in 1919, Halliburton is one of the world’s largest
providers of products and services to the energy industry.
With more than 58,000 employees in approximately 80
countries, the company serves the upstream oil and gas
industry throughout the lifecycle of the reservoir – from
locating hydrocarbons and managing geological data, to
drilling and formation evaluation, well construction and
completion, and optimizing production through the life of
the field.
5
Halliburton - Upstream
6
2012 Managing Electronic Records Conference 16.2

3. Cohasset Associates, Inc.
NOTES
Energy Industry
Upstream oil and gas (exploration and production) has been
impacted in the past several years by a few things:
 Major projects recessionary behavior in 2008 curbed in 2009 by shale
gas drilling, new exploration and economic rebound
– Halliburton’s financials are strong; strong pipeline of client deals
– Finding employees in the right places is a bigger challenge than ever
 Changing regulations and fear of unknowns related to future
regulations; a lot of scrutiny on fracking*
 Public scrutiny and perception challenges – oil spills
 Global politics of supply, demand, and societal instability, and pricing
impacts based on perceptions about supply and demand
*experts don’t yet agree on the spelling of this word
7
Fossil Fuels are in High Demand
Source: The Guardian, June 2010
8
Not Just the Middle East….
And With that Come Complex Global Info Needs
Source: The Guardian, June 2010
9
2012 Managing Electronic Records Conference 16.3

4. Cohasset Associates, Inc.
NOTES
Contents
• Introducing Halliburton and the Energy Industry
• Introducing GARP
• Halliburton’s Information Governance Roadmap
• How Employees Consume Information
• Pragmatism is Key
• Program Objectives
• GARP Overlay
• Roadmap Timeline
• Case Studies
• RIM Inventories
• CRRS
• Technology
• File Plans
• Email
• Unstructured Content
• Observations and Recommendations
10
GARP Model
• Eight principles • Five levels of maturity
 Accountability
 T
Transparency ◦ Level 1: Sub‐Standard
Level 1: Sub Standard
◦ Level 2: In Development
 Integrity
◦ Level 3: Essential
 Protection ◦ Level 4: Proactive
 Compliance ◦ Level 5: Transformational
 Availability
 Retention
 Disposition
11
GARP Principles
Accountability Transparency Integrity
12
2012 Managing Electronic Records Conference 16.4

5. Cohasset Associates, Inc.
NOTES
GARP Principles
Protection Compliance Availability
13
GARP Principles
Retention Disposition
14
How Information is Consumed
15
2012 Managing Electronic Records Conference 16.5

6. Cohasset Associates, Inc.
NOTES
Pragmatism is Key
16
Overall Program Objective
Organization Systems Strategy
Establish records Develop a multi‐year
multi‐
management structure systems strategy for
systems strategy for
electronic records
Disposition
Dispose of records past
their retention period
with the exception of
those on hold
Communication Training
Inform employees of the Develop record content
Develop record content
direction the Company training programs, using
training programs, using
is taking regarding the existing software for
management of records delivery where applicable
17
Overall Program Objectives and GARP
Integrity
Compliance
Accountability
Av
Pr
vailability
rotection
Disposition
Retention
Transparency
18
2012 Managing Electronic Records Conference 16.6

7. Cohasset Associates, Inc.
NOTES
Halliburton’s Journey
E-Mail Unstructured Taxonomy &
Physical CRRS Technology File Plan
Management Content File Plan
y
Inventory Update Evaluation p
Development Management
Deployment Update
2005 2006 - open 2006 - 2007 2007 - 2011
2007-2012 2011 - open 2012-2014
19
RIM Inventories
Finding Out What is There
Project: Surveyed Known Storage Locations
• Identified what Halliburton has onsite and offsite
• Compared findings with outside storage vendors and reconciled the numbers
• Used as input to RIM data cleanup activities, updates to CRRS, disposition efforts, and
ongoing management of information
ongoing management of information
Where We Are Now:
• Inventories reconciled within reason
• Dispositions managed using logical process and supporting analysis
• Golden master for inventory information is within Halliburton, not with storage vendors
20
Corporate Records Retention
Schedule
Going Global
Project: Update the CRRS
• Ensure the CRRS reflects the global nature of Halliburton’s work
• Obtain a complete understand of all of Halliburton’s work
• Modernize and establish an update process for the CRRS
• Reviewing CRRS annually, minimizing records series where possible etc
Reviewing CRRS annually minimizing records series’ where possible, etc.
Where We Are Now:
• Global
• Straightforward process for updates (as time passes and as business changes through
acquisitions, etc.)
• Implemented consistently for electronic and physical records
21
2012 Managing Electronic Records Conference 16.7

8. Cohasset Associates, Inc.
NOTES
Technology
Enabling Information Governance with Technology
Project: Implement a Technology Stack
• Migrated from TRIM to OpenText for physical objects
• Implemented Records Management, OpenText Email Management for Microsoft Exchange
and Physical Objects
Where We Are Now:
• OpenText is transparent to end users except for those in RIM
• Working on unstructured content program that will use OpenText Application Governance
and Archiving (AGA) for Microsoft SharePoint
• Structured content is still not a concern due to legal holds
22
File Plans
Helping Employees Know What to Keep
Project: Create and Maintain Global File Plans
• Impact the “keep everything” culture to keep just what we have to keep
• Implement globally – don’t give up within geographies or functions
• Determine who the real record holders really are
Where We Are Now:
• Completed file plans and are currently in the update review process (ongoing)
• Side benefit of this “high touch” approach was the understanding and buy‐in achieved
globally for the EMS project
• Contemplating an update of where the actual file plans should reside so that employees can
more easily assess them
23
E‐mail Management
Living with Auto Disposition for Addicts
Project: Design and Implement a Method to Control E-mail
• Dispose of content not needed for business or records management purposes
• Provide a repository to retain business records for the time period required by law
• Provide a mailbox big enough for the average email user
• Avoid breaking business processes and interfering with day‐to‐day jobs
Avoid breaking business processes and interfering with day‐to‐day jobs
Where We Are Now:
• Global deployment to be completed July 2012
• Estimating 55K employees on the solution
• Use two instances: 1 for western hemisphere and 1 for all else
• Three zone system, linked to CRRS
• Auto Disposition
24
2012 Managing Electronic Records Conference 16.8

9. Cohasset Associates, Inc.
NOTES
Unstructured Content
Everything but SAP
Project: Manage Content from Ungoverned Areas
• Migrate from and manage within as appropriate: File Shares, SharePoint, Desktops, etc.
• Clean and classify all information
• Create an easy method for employees to store their daily content
• Implement Auto Disposition
Implement Auto Disposition
Where We Are Now:
• Completed initial POC involving OpenText ContentServer10, OpenText AGA for SharePoint,
and SharePoint 2010
• Looking at internal architecture and storage methodologies to support the incoming
volumes
25 25
Contents
• Introducing Halliburton and the Energy Industry
• Introducing GARP
• Halliburton’s Information Governance Roadmap
• How Employees Consume Information
• Pragmatism is Key
• Program Objectives
• GARP O l
Overlay
• Roadmap Timeline
• Case Studies
• RIM Inventories
• CRRS
• Technology
• File Plans
• Email
• Unstructured Content
• Observations and Recommendations
26
Observations and Recommendations
 Who your sponsor is makes all the difference. CEO and GC
are pretty good ones.
 Ensure that you have a full IT team. Not just system owners!
You need an architect, a program manager, application leads,
and the support of the CIO.
pp
 People can rig remote training. Following up with in-person
coaching sessions is required in decentralized cultures.
 Do not assume that you can do this without help. RIM help...
Software development help... Systems architecture help…
You will need some kind of help. Count on it. Budget for it.
27
2012 Managing Electronic Records Conference 16.9

10. Cohasset Associates, Inc.
NOTES
Observations and Recommendations, cont’d
 Be bold when you see things start to drift away from the
targets. Get help from your sponsors, your mentors and
your company colleagues.
 Sometimes you have to be first.
 Don’t be afraid to fire your consultants. Not all advisors
are the right ones for the whole journey.
28
Recap
Today you heard about one company’s journey toward
implementing an information governance program. Along
the way we hope you learned a few things about:
 Key information governance principles,
 The importance of staying tuned into pragmatic realities,
and
 How to demonstrate tangible outcomes that engender
ongoing business support.
29
Thank You
Please call us with further questions!
Bonnie McClinton
713-839-4550
bonnie.mcclinton@halliburton.com
Anne Tülek
713-554-7570
atulek@accesssciences.com
30
2012 Managing Electronic Records Conference 16.10