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Selecting an erm for best practice records management

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Slide set of INFORM webinar, May 10th, 2011: ...

Slide set of INFORM webinar, May 10th, 2011:
Presenters: Kerry Gordon, Director, Recordkeeping Innovation Pty Ltd, Australia; David Gould, WW Director of Marketing, HP TRIM software
Content, records, data and information – it’s all just information to be managed, isn’t it? The proliferation of new technologies for managing records, unlimited onfiguration options and new sources of content may cause confusion on the best approach. This webinar provides clear advice on selecting an enterprise records management system that meets the requirements of best industry practice. Find replay here: hp.com/go/imhub

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    Selecting an erm for best practice records management Selecting an erm for best practice records management Presentation Transcript

    • SELECTING AN ENTERPRISERECORDS MANAGEMENT SYSTEM(ERM) ENABLING BEST PRACTICERECORDS MANAGEMENTPart 2 - Enterprise Records ManagementBest Practice SeriesKerry Gordon, Director©2010 Hewlett-Packard Development Company, L.P.The information contained herein is subject to change without notice
    • Agenda• Introduction• Enterprise Records Management (ERM) – what, why• Scoping and implementing ERM systems
    • Key Themes What are ERM best practices? Influencing Factors Key concepts Making informed choices about what Scoping a project you need from your ERM
    • Why Do Recordkeepers Classify?AUTHENTICITY
    • Why Do Recordkeepers Classify?AUTHENTICITY SYSTEMIZATION
    • Why Do Recordkeepers Classify?AUTHENTICITY SYSTEMIZATION USABILITY
    • Why Do Recordkeepers Classify?AUTHENTICITY SYSTEMIZATION USABILITY RELATIONSHIPS
    • What are ERM InfluencingERM best practice: Key concepts best practices? Key concepts factors Making informed choices about Scoping a what you need project from your ERMAuthenticity, systemisation, usability and relationships– Means maintaining the structure of the authoritative record and the relationship between the related elements (metadata)– Records are evidence of business activities and their contextual links to a business process must be preserved
    • What are ERM InfluencingBest Practices Case Study best practices? Key concepts factorsContent and metadata Making informed choices about Scoping a what you need project from your ERM
    • What are ERM InfluencingERM systems must preserve context best practices? Key concepts factors Making informed choices about Scoping a what you need project from your ERM– Linking records to context– Ensuring that the sender and receiver are documented– Versions are managed, so we only rely on the most current and final– Only those people authorized can see or change it– Can trace back all actions that happened to the record to be able to assert its authenticity
    • What are ERM InfluencingBest Practices Case Study best practices? Key concepts factorsRecordkeeping in the private sector Making informed choices about Scoping a what you need project from your ERM
    • What are ERM InfluencingInfluencing factors affecting best practices? Key concepts factorstechnology choices Making informed choices about Scoping a what you need project from your ERM– Records and metadata in ERM systems will outlive applications, formats and storage media– Administrative change is continuous– Technology changes - along with user expectations– Interoperability and collaboration with systems, suppliers, customers and stakeholders.– Skill sets and dissonance of expectation– Not just content
    • What are ERM InfluencingInfluencing Factors Case Study best practices? Key concepts factorsIncrease in interoperability Making informed choices about Scoping a what you need project from your ERM The effectiveness of our records management systems are being influenced by stakeholders external to our organisations - suppliers, clients and partners
    • What are ERM InfluencingInfluencing Factors Case Study best practices? Key concepts factorsTechnology Making informed choices about Scoping a what you need project from your ERM Technology can deliver amazing efficiencies – but is it the right fit for your organisation’s mission, strategic objectives and clients?
    • What are ERM InfluencingMaking informed choices best practices? Key concepts factors Making informed choices about Scoping a what you need project from your ERM– Not just the records manager or ICT manager– What type of systems are you running? • Document/content/line of business • Are your recordkeeping systems mainly content or do you have a big business systems?– What type of regulatory environment do you operate in? • How big and complex are you? • Are all your operations big and complex?– Are you paper/hybrid/digital • Where will you be in 3-5 years?
    • What are ERM InfluencingMaking informed choices best practices? Key concepts factors Making informed choices about Scoping aClassification Capacities what you need project from your ERM Records User Classification Classification
    • What are ERM InfluencingMaking informed choices best practices? Key concepts factors Making informed choices about Scoping aRecordkeeping Classification what you need project from your ERM Documentary Record Types Forms Metadata Workflow attributeClassification/ Data sets File Plans Records structures
    • What are ERM InfluencingMaking informed choices best practices? Key concepts factors Making informed choices about Scoping aUser Classification what you need project from your ERM Tag Clouds Prompted Facets searches PersonalisationFolksonomies User and “My Playlist”
    • What are ERM InfluencingMaking informed choices best practices? Key concepts factors Making informed choices about Scoping aAgents, Use and Tracking what you need project from your ERMAccess requirements and restrictions are modelled across allyour user permissions– Capacity to link to business analysis– Inherit and passed from other systems and between systems– Roles as well as names– Suitable to their aggregation – items, containers– Managed not ad hoc
    • What are ERM InfluencingMaking informed choices best practices? Key concepts factors Making informed choices about Scoping aDisposal what you need project from your ERMERM systems must support Case Study : migratingrecords disposal processes records between systemsand policies of an – Failure to manageorganisation electronic records for the– The rules full term of life– Processing the rules – 50 million superannuation– Authorising the rules records not properly transferred – Inability to link to individual’s case records
    • What are ERM InfluencingMaking informed choices best practices? Key concepts factors Making informed choices about Scoping aMetadata what you need project from your ERM– In a digital world these features are driven by metadata– ERM systems must being able to manage best practice metadata for as long as it is needed, or have the capacity to transfer it when it is not longer needed
    • What are ERM InfluencingScoping a project best practices? Key concepts factors Making informed choices about Scoping a what you need project from your ERMSo before you select an ERM you need to scope anddetermine:– Drivers for change– Your recordkeeping strategy– External pressures on your system– Business goals– Operational demands
    • What are ERM InfluencingScoping a project best practices? Key concepts factors Making informed choices about Scoping aWhat’s the problem to be solved? what you need project from your ERM Internal pressure: Business challenges: • risk Operational demands: • staff costs • compliance • business continuity • training • legal • customer service • IT costs • mergers, acquisitions • infrastructure costs External pressure: Leveraging assets: • money • competition • staff Data, Information, Records • information • economy • shareholders • infrastructure Business Goals: • growth • service • costs • profitability • competitiveness Information Governance ERM Selection Strategy Relieve Pressure & Grow
    • What are ERM InfluencingScoping a project best practices? Key concepts factors Making informed choices about Scoping aWhat are the pressures? what you need project from your ERM money budgets Internal pressures External Pressures competition staff costs economy opportunity costs shareholders infrastructure clients costs
    • What are ERM InfluencingScoping a project best practices? Key concepts factors Making informed choices about Scoping a what you need project from your ERM Operational Business Challenges Demands SWOT Leveraging existing Business Goals assets
    • SummarySelecting an ERM system which enables best practice recordsmanagement can:– Improve productivity and drive business efficiencies (not just meet your compliance activities)– Can deliver methods for accessing information across all your stakeholders – staff, clients, suppliers and partners– Overcome storage and access constraints of the physical world
    • SummaryTo support best practice it must have the followingfunctionality:– Contextual links via classification and agents– Capacity to link recordkeeping controls– Capacity to store and preserve the digital objects and their contextual metadata across changing systems– Capacity to manage access and security – within and external to organisational boundaries
    • QUESTIONS?Kerry GordonDirector,Recordkeeping Innovationk.gordon@records.com.auwww.records.com.au
    • hp.com/go/hptrim
    • © Copyright 2011 Hewlett-Packard Development Company, L.P.