Records Management for Technologists Session ID# 172 Raoul Miller
Agenda• What is Records Management?• Why do Organizations need Records Management?• What is a Record?• What is a Record’s lifecycle?• Tips & best practices for successful RM deployments• Wrap-up and planning for the future
What is Records Management?• ISO standard definition• Other standards organizations• What does it mean for you?
Why does my organization need Records Management?• Ten Business Reasons (Robek): 1. Control creation & growth of records 2. Reduce operating costs 3. Improve efficiency & productivity 4. Assimilate new RM technologies 5. Regulatory compliance
Why does my organization need Records Management? (contd.)• Ten Business Reasons (Robek): 6. Minimize litigation risks 7. Safeguard vital information 8. Support better mgmt. decision making 9. Preserve corporate memory 10. Foster professionalism in business
Why does my organization needRecords Management? (contd.) ROI? Risk Of Incarceration
What is a Record?• No standard definition• Need to work with legal and business groups• NOT defined by media format
Here’s the one biggest takeaway from this presentation: Keeping content for too long is just as bad (if not worse) than failing to keep it or not keeping it long enough.
Records Lifecycle• Content creation• Declaration as a record• Disposition• Alternate Flow E-Discovery / Legal hold or freeze
Best Practices• Vendor & Partner Selection• Pilot deployments• Legal, business, and IT need to work together• Software, hardware, people, & process need to work together
Best Practices (contd)• The case of the missing White House emails • Build vs. Buy • Experience • Bad processes • Do nothing? • Workarounds
Plan for the Future• BYOD• Instant Messaging• External email accounts• File sharing services / devices• Twitter / Facebook / blogs / social media
Thank you!Questions??Raoul Miller email@example.com @TEAMInformatics