Records and information management presentation 2012

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  • Corporate ChallengesCorporations are facing serious challenges when it comes to the management of their information and content.These challenges are related to the rapid increase in the volume of content that is produced and consumed within the organization. This content is also scattered geographically and across multiple jurisdictions. At the same time, there is a growing emphasis on the need to comply with an increasing array of laws and regulations. We refer to this as the “Information Governance (IG) challenge”. This challenge has created urgency at the executive level in every enterprise. Initial efforts to “tame the beast” have resulted in inadequate results. This is because current solutions have been designed for a simpler and more modest missions. Indeed, content continues to proliferation in scattered and unmanaged repositories resulting in skyrocketing management and administration overhead costs.
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  • Records and information management presentation 2012

    1. 1. A Call To Action: RIM and eDiscovery forthe Next GenerationSummary of Key FindingsMichael SalvarezzaLRNSeptember 24, 2012 CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 1
    2. 2. Challenges Social media and business transformation Explosive Growing urgency Rapid expansion growth in in laws and volume of to gain control compliance content creation of this dynamic regulations MiFID Title 21 CFR 11 PATRIOT ACT CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 2
    3. 3. Records Management vs.Social Media vs. Business Social Media Records Businesses promotes: Management care about: • Sharing is about: • Agility • Collaboration • Governance • Complexity • Open • Access to • Rapid access information to information • Insights • Casual, derived from informal, spon information taneous • Speed and results CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 3
    4. 4. Governance Approach• Legal, IT, business units (e.g., sales)• Define roles/responsibilities• Include next-generation workers 4 CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 4
    5. 5. Policy Approach• Social media, BYOD, mobile computing, cloud computing• No policy can address all instances, so focus on principles and extend trust• Focus on what is critical to the business to keep• Recreate vs. capture CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 5
    6. 6. Set Policies: General Principles• Lead with trust…and then provide guidelines• Encourage responsible use• Frame policies to address responsibility, not productivity• Grant equal access• Provide training CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 6
    7. 7. Social Media Policies: Elements• State objectives and purpose• Include definitions and examples• Define what is proprietary or confidential and prohibit its use on these sites (e.g., customer information, financial data, legal matters)• Identify what is expressly prohibited (e.g., libelous comments, illegal activity, obscenity)• Specify who may speak on behalf of the company• Specify who will own work products created on sites• Include legal and regulatory issues that apply• Refer to specific security concerns• Include discipline and ramifications CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 7
    8. 8. Sample GuidelinesWhen on a social media site:• Listen first, talk later; pause and reflect before actually posting• Identify yourself; avoid anonymity• Respond to ideas…not people• Be respectful; always seek to add value• If you are not authorized to speak for the company, specify that opinions are your own• Know the facts and cite sources; do not guess• Do not go “off the record”• If you respond to a problem, you must follow up CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 8
    9. 9. Records Management of Social Media• Consider where the business record is created: – If the record is created outside of the social media site, the copy posted to the social media site could be considered a “convenience” copy – If transactional information created on a social media site is a business record under your policy, then have a mechanism in place to capture, store, search, and retrieve those records• Ensure procedures specify that Records Managers review the social media site framework before the site is launched – To assess capability for proper handling of business records• Educate employees through training sessions and communications CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 9
    10. 10. Mobile Computing and BYOD PolicyConsiderationsGeneral Principles:• Make sure the policy is enforceable.• Do not rely on device specificity. (Devices become obsolete rapidly). Rather, make sure the policy is broad and general.• Orient the policy from the business value perspective.• Provide training on appropriate use of devices, proper management and security of information, segregation of personal and business data and IT information management controls. CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 10
    11. 11. Mobile Computing Policy ConsiderationsPolicy Considerations:• Define accountabilities for control (user, IT, business unit, etc.)• Address the distinction between personal and business data• Ensure proper controls in the event of theft or loss of the device• Provide coverage for business provided devices and personally owned devices• Address funding of devices or the cost of controls, especially for personally owned devices• Address different geographies• Focus on both employees and contracted resources CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 11
    12. 12. Mobile Computing Policy ConsiderationsPolicy Considerations (continued):• Define the appropriate use of business records on these devices and address requirements for retention of records• Security Awareness/Privacy Awareness/Compliance – Awareness should be addressed• Human Resource considerations• Use of devices for personal use• Use of devices after hours and on personal time• Use of devices while engaged in travel• Inappropriate data and website access CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 12
    13. 13. Rethink “We can’t solve problems by using the same kind of thinking we used when we created them”Copyright © 2011 LRN Group Inc. All rights reserved
    14. 14. Inspirational Leadership forRecords Management • Ambiguity is actually OK • Take risks – go on a TRIP • Challenge the status quo – try something different • Find the value proposition • Elevate the conversation CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 14
    15. 15. Single or double line title withoutdivision line CONFIDENTIAL ©2012 LRN Corporation. All Rights Reserved. 15

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