SGA Records and Information Management Roundtable 2016

1. Records & Information Systems Roundtable
SGA Fall Gas Conference & Expo
October 26, 2016

2. Introductions

3. Roundtable Format
 Open Forum
 Raves, rants, anything in between
 Ask questions!

4. What is RIM? What is IG?
 Not just paper
 Records Retention Schedule
Regulatory requirements + business risk
appetite = how long to keep it

5. Resources
 ARMA
 AIIM
 MER Conference
 Listserv
 IGI

6. Decentralized
 Local contacts (liaisons, coordinators,
reps)
Often administrators
Usually handle many duties (invoices,
timekeeping, scheduling, etc.)
Records duties typically mean physical file
management

7. Decentralized
 Localized control usually leads to better
results
Pride of ownership
“My way or the highway”
Experience with audits, so knows where
everything is

8. Centralized
 Accountability for entire organization
Usually starts with a “Records Round Up”
Detailed indexing systems used
Duplication waste is eliminated
Local contacts often experience frustration
Turnaround times suffer

9. Centralized
 Knowledge of and accountability for
electronic systems
 In lockstep with Legal and IT initiatives
 Efficient use of resources

10. Centralized

11. Best of both worlds?
 “Centralized Command, Decentralized
Execution”
Overarching policy
Framework for implementation (Standards)
Localized procedures
“Borrow time” from local contacts

12. Central/De-central
 Program Manager audits locations and
business units
 Local personnel have latitude to work how
they best determine, but are held
accountable to standards of work
 Program Manager reports as needed
Performance management
Remediation opportunities
Additional resources needed

13. Sample Policy Elements
 Employees will be responsible…
 Records will be kept in approved
locations…
 Company Retention Schedule is the
official guide…
 Records will be kept electronically as
much as possible

14. Another word on the Retention
Schedule
 Must be reviewed periodically
Changes to regulatory and legal requirements
Changes to formats
Changes to business needs
 Have a process to approve changes
Legal sign-off
Regulatory
Business representative

15. Another word on the Retention
Schedule
 “Event-Based Retention Period”
“Life of Facility + 5 years”
Can be difficult to manage
Drive for clarity regarding the “Event”!
 Permanent means forever!!!

16. Specific Records
 “Back of the house”
 Operational
 Compliance

17. Specific Records
 Often, the highest risk gets the most
attention
Integrity Management
Environmental
Control Room

18. Maps, Logs, and other
Nonstandard Data
 Large footprint in physical or electronic
format
 Photos are emerging challenges
 GIS data
Usually dynamic in nature
Check your requirements
Sometimes, a simple snapshot isn’t good
enough

19. Thank you!
Josh Komarek, CRM
Records and Information Management Manager
Office (270) 852-4948
Mobile (270) 231-9343
joshua.komarek@sscgp.com
Twitter: @joshkomarek
Linkedin: Josh Komarek, CRM
Slideshare: Josh Komarek