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 M12S16 - CASE STUDY: Implementing Successful Information Governance Amidst Industry Economic Challenges and a Decentralized Global Service Culture
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M12S16 - CASE STUDY: Implementing Successful Information Governance Amidst Industry Economic Challenges and a Decentralized Global Service Culture

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Speakers: Bonnie McClinton and Anne Tulek …

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

Published in: Education

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  • 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! 32012 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 62012 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 92012 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 122012 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 152012 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 182012 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 212012 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 242012 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. 272012 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 302012 Managing Electronic Records Conference 16.10