USING ASSESSMENTS TO ENGAGE YOUR ORGANIZATION IN ITS E-RECORDS - - PowerPoint PPT Presentation

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USING ASSESSMENTS TO ENGAGE YOUR ORGANIZATION IN ITS E-RECORDS - - PowerPoint PPT Presentation

Oct 02, 2022 93 likes •311 views

USING ASSESSMENTS TO ENGAGE YOUR ORGANIZATION IN ITS E-RECORDS JOURNEY and tackle tough challenges 2018 TSLAC e-Records Conference PRESENTERS Lisa Cromwell Amelia Johnson Access Sciences Access Sciences Corporation Corporation 2 2018

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2018 TSLAC e-Records Conference

USING ASSESSMENTS TO ENGAGE YOUR ORGANIZATION IN ITS E-RECORDS JOURNEY

and tackle tough challenges

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PRESENTERS

Amelia Johnson Access Sciences Corporation Lisa Cromwell Access Sciences Corporation

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WHER ERE A E ARE Y E YOU?

The governing body of a local government and its Records Management Officer shall: Establish, promote, and support an active and continuing program for the efficient and economical management of all local government records Administer the records management program so as to reduce the costs and improve the efficiency of recordkeeping Integrate the management of electronic records with

  • ther records and information resources management

programs

Source: Local Government Records Act

Substandard In Development Essential Proactive Transformational

IG Maturity Model, ARMA International

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2018 TSLAC e-Records Conference

AGENDA DA

  • Where assessments fit
  • Assessments are critical
  • Leverage assessment results
  • 4 5 essentials for success
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WHE HERE A ASSESSMENTS F FIT IN Y N YOUR PROGR GRAM AM

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2018 TSLAC e-Records Conference

  • From a baseline or annual assessment

to any meeting involving stakeholders, Assessments fit when you want to

  • Understand needs
  • Identify growth opportunities
  • Align with organization goals
  • Demonstrate value
  • Tackle tough challenges!

Baseline/ Annual IG Maturity Assessment Periodic Health Checks Requirements Gathering Stakeholder Meetings

NOT “ “ON ONE A AND DON D DONE”

Designed by Freepik

Goal: Establish periodic assessments

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MORE T THA HAN A A SUR URVEY

Designed by Freepik

  • Assessments are an opportunity to cultivate

an environment for two-way communication

  • One-on-One or group interviews
  • Collaborative sessions
  • Stakeholders respond better face-to-face
  • Replace abstract concepts with something

they can touch and feel

  • Context Diagramming
  • Data Mapping
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ASSESSMENTS ARE RE C CRI RITICAL F FOR P R PROGRA RAM ADO DOPTION AND A D AWARE RENESS

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  • To be a strategic partner, you have skin

in the game

  • Be inclusive
  • Demonstrate that you are listening to

the organization

  • When people feel like they are being

listened to and heard - you look good!

PU PUT Y YOU OURSELF OU OUT T THERE A AND L LISTEN T TO O THE ORG RGANIZATION

Goal: Use assessments to build and sustain cross-functional relationships

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LEVERAGE ASSESSMENT R RESULTS I IN N YOUR BUS BUSINESS CA SS CASE

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ASSESSMENT RESULTS E ENGAGE Y YOUR AUDIENCE A AND T TELL A A COMP MPELLING STOR ORY

Widespread tendencies to hold

  • nto information “just in case”

Designed by Freepik

“If we invest $xx,xxx, compliance costs will go down by xx%, resulting in a savings

  • f

$xx,xxx,xxx over 3 years” High volumes of low value ESI grow annually raising risks and costs Return on high-value information diminishes because it is harder to find and control

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SPEAK A A LAN ANGUAGE T THA HAT LEADERS CAN R N RELA LATE T TO

Make it real for the organization in a context they understand:

  • Use assessment results to plan initiatives that

solve real problems, and

  • Make the case for Program resources and

funding.

Goal: Present Program investment in context with WHY and not WHAT

Designed by Freepik

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SHOW T THE V E VALUE O E OF THE I E INVESTMEN ENT

Demonstrate savings in ways that matter:

  • Cost Reduction
  • Improved Efficiency
  • Risk Mitigation

Goal: Show return on investment (ROI) in terms that align to organizational goals

Designed by Freepik

File storage Software licenses Box storage Time searching Information loss Fines and sanctions Injury or damage Data quality

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5 ESSENTI TIALS F S FOR A A SUCC UCCESS SSFU FUL A ASSE SESSM SSMENT! T!

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#1 1 - ESTABLISH A A COMMO MMON U UNDERSTANDING

  • It’s important to gain alignment in the

beginning for the direction you’re heading towards, by

  • setting expectations up front,
  • aligning with your organization vision

and desire for future growth, and

  • establishing a fit with the culture and

tolerance for change.

Designed by Freepik

Spend the time to engage in effective 2-way communication in the beginning.

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#2 2 - EX EXAMIN INE T THROUGH A A HOLISTIC IC V VIEW EW

  • It’s important to look at challenges and

successes through a holistic view that considers

  • roles and responsibilities,
  • policies and processes,
  • behaviors and attitudes, and
  • tools or technology in place.

Designed by Freepik

Get a complete picture so you can make better decisions, on what to change and where to invest.

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#3 3 - GE GET T TO THE R ROOT C CAUS USE AN AND M MAK AKE I IT REAL

  • It’s important to analyze what factors

contribute to findings, and to

  • assess gaps for root causes, and
  • paint a picture of the risks
  • Make it “real” for stakeholders, by
  • putting outcomes in terms they can

relate to, and

  • breaking through the IG “fog”

Designed by Freepik

Keep digging and asking why, to get to the real cause, so you can make accurate recommendations.

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#4 4 - BUILD LD O ON W N WHAT’S W S WORKING WELL LL

  • It’s important to build on what’s

working well today

  • leverage existing governance

structures

  • shore up the foundation, if needed
  • build in initiatives to prepare for

change and ongoing sustainment

Designed by Freepik

Don’t underestimate how much reinforcement you need to keep your program vital.

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#5 5 - ESTABLISH R RAPPORT A AND R RESERVE J JUDGME MENT

  • Create an inclusive environment, where
  • contributions are valued,
  • people are heard, and
  • feel safe to express opinions.
  • Ask questions and don’t assume,
  • why certain issues are present, which can lead to
  • missed opportunities for engaging with your SMEs.

Designed by Freepik

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QUES ESTIONS?

Amelia Johnson

ajohnson@accesssciences.com 713.554.7534

Lisa Cromwell

lcromwell@accesssciences.com 713.554.7528