Honey, I Shrunk our Records! ARMA Silicon Valley Chapter March 8, - - PowerPoint PPT Presentation

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Honey, I Shrunk our Records! ARMA Silicon Valley Chapter March 8, - - PowerPoint PPT Presentation

Aug 24, 2023 140 likes •302 views

Honey, I Shrunk our Records! ARMA Silicon Valley Chapter March 8, 2018 Presented by: Karen Albrecht, CRM INFORMATION GOVERNANCE INITIATIVE Created new position to lead the IGI Mission: to support the establishment and governance of a modern,

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Honey, I Shrunk

  • ur Records!

ARMA Silicon Valley Chapter March 8, 2018 Presented by: Karen Albrecht, CRM

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INFORMATION GOVERNANCE INITIATIVE

  • Created new position to lead the IGI

Mission: to support the establishment and governance of a modern, sustainable, comprehensive company Information Governance and Records Management program.

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IGI – ACCOUNTABILITY STRUCTURE

  • IGI Charter created

– IGI Steering Committee (9 members)

  • 1 Executive Sponsor
  • 8 VP/Director
  • Project Manager

– IGI Working Committee (40 members)

  • Project Manger
  • Department Director/Managers
  • Records Coordinators
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IGI – EDUCATION

  • What is RIM, IG
  • Why do we need it
  • Initiative priorities

– Project descriptions – Timelines, budgets – Measurement of success – Value, ROI

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STORAGE CLEANUP ‐ BEFORE

Inventory: 3908 Drawers (=5000+ boxes)

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STORAGE CLEANUP ‐ DURING

Detailed project plan Spreadsheet for Data Entry Control sheet for drawers / boxes Project Timeline

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STORAGE CLEANUP ‐ DURING IMAGING

5000+ boxes of records 200 drawers of engineering drawings

Assessment of ROI:

Retention – How much longer? Classification – Historical or Vital? Access level – Frequency or Urgency? Where does it exist today – electronic, paper, both? Department need – Is there really a need? Cost – Justify it?

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STORAGE CLEANUP ‐ AFTER

Risk Reduction (shred 2000+ boxes) Cost Reduction More efficient storage and retrieval

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ENTERPRISE CONTENT MANAGEMENT (ECM)

Manage unstructured data Eliminate information silos

– File Shares – eMail – Paper

Improve security Consistent taxonomy enforced Enforce/execute retention

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ECM

Identify/contract ECM Consultant

– Knowledge of ECM applications – Create RFP – Coordinate RFP process – Manage/communicate with ECM vendors

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ECM

Current State Assessment and Gap Analysis

– Interview all departments

  • Current processes, challenges
  • Opportunities for improvement

Future State Recommendations

– Define strategy for the company – ECM capability requirements

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ECM

Narrowed the field of vendors

– Short list

  • Included what we already own
  • Vendor, product and project risk determined
  • 2‐hour high level demo for Working Committee

– Finalists identified

  • Formal due diligence review
  • 4‐hour detailed demo for Working Committee
  • Reference checks

Final product selection

– Presentation to Steering Committee

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DATA CLEANUP

Data Analysis Tool

  • Skims network and email
  • Analyze content

– Identify pure duplication – Identify sensitive data

  • PII/PHI
  • SSN
  • CC

– Identify ROT (redundant/obsolete/trivial) – By age, user, format

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DATA CLEANUP

Email Cleanup Contest

  • 2 week contest with prizes
  • Reduced mailboxes by 30%+
  • Separated employees

File Share Cleanup

  • ROT
  • Subject to retention
  • Separated employees
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SUMMARY

Benefits:

  • Reducing risk, cost
  • Eliminating information silos
  • Overall data reduction
  • Knowledge of what exists today
  • Driving change, creating efficiency
  • Preparing for tomorrows workforce

OWN IT!!!!

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QUESTIONS?

THANK YOU!

Karen Albrecht, CRM Karen.albrecht@sjwater.com 408‐279‐7814