L L Realty Inc are a local, fully integrated real estate service Companies.Many records managers still cling tenaciously – and irrationally – to the notion that paper will be with us forever; that the long-awaited but hitherto unrealized “paperless office” is and will remain a myth.

1. LL REALTY

2. » What issues have the greatest
impact on Records Management
today?
» That is, they are redefining, even
revolutionizing both the theory
and practice of records
management, and will continue
to do so for years to come.
» While every such list is inherently
arbitrary / judgmental, here is
mine . . .
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3. 1. The growing role of RM as a significant issue in organizational
management
2. RM’s role in the transition to the management of electronic records in
the (nearly) paperless office
3. RM’s role in the new environment for regulatory compliance and
litigation risk reduction
4. RM’s role in enhancing enterprise accessibility of information content
5. The impact of September 11th
and RM’s role in enhancing information
protection
6. Getting to (nearly) perfect in records retention
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4. » With the recent spate of business
scandals, now – for the first time
ever – records have become
pivotal in determining the fate of
organizations!
» In the case of Arthur Andersen
LLP vs. the United States, for the
first time ever, a hitherto great
corporation was virtually
destroyed by acts related directly
to records disposal, in which
retention practices were a major
issue.
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5. » Higher strategic value
» Higher customer / client
expectations
» Greater technical expertise
required
» Much higher rates of growth
» Greater accessibility challenges
» Greater consequences of loss
» Much shorter life expectancy and
greater preservation challenges
» All of these make RM more
important than ever before!
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6. » Many records managers still
cling tenaciously – and
irrationally – to the notion
that paper will be with us
forever; that the long-
awaited but hitherto
unrealized “paperless
office” is and will remain a
myth.
» I will give you my opinions
and invite yours!!!
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7. » Just because it hasn’t happened
during the last 30 years doesn’t
mean it won’t happen during the
next 30!
» During the last 30 years,
electronic records have become
much more prevalent and
prolific, relative to their paper
counterparts.
» And their importance has
skyrocketed while that of paper
records has gradually declined.
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8. » The decisive factor in the
transition to the less-paper
office is . . .
» . . . Different behavior
patterns on the part of the
next generation of office
workers.
» Our children and
grandchildren do not and
will not use filing cabinets
when they take our places
in the offices of today and
tomorrow!!!
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9. » Since the passage of the
Sarbanes-Oxley Act of 2002 (and
the new regulatory and other
legal initiatives that resulted)
regulatory compliance, e-
discovery and litigation risk
reduction have been the key
drivers for new records
management initiatives in the
U.S.
» SOX changes executive
perceptions about records
management, as nothing had
ever done before!
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10. » RM’s goal should be to
ensure that the
organization’s
recordkeeping systems are
being managed such that
the integrity of their
information content can
meet the tests of
authenticity, integrity and
reliability.
» In short – full compliance, in
letter, spirit and good faith!
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11. » The presence or
absence of records can
be either favorable or
unfavorable . . .
» . . . exculpatory or
incriminating.
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12. » The best strategy:
» Retain only what’s
needed to operate the
company, comply with
the law, and meet
reasonable needs to
retain history!
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13. » Information accessibility: It’s the
foundation for world-class
records management!
» Wherever records management
is practiced at an advanced level,
the existence and location of all
information content must be
known, and precise and timely
retrieval must be the rule rather
than the exception, so that the
organization’s recordkeeping
systems effectively support its
larger business objectives.
» Information accessibility is a
strategic business issue and
needs to be managed as such.
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14. » “Her real passion in life was
the perfection of a filing
system beside which all
other filing systems should
sink into oblivion. She
dreamed of such a system
at night.”
» Source: Agatha Christie, “How
Does Your Garden Grow,” 1931.
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15. » An organization may
possess a single kernel
of information upon
which its entire future
rests, but if those who
seek it cannot find it,
the golden nugget is
worthless.
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16. 1. The system delivers all the documents / information
requested and no others.
2. The system delivers all the documents desired, as
well as others deemed not relevant.
3. The system delivers some of the requested
documents, but not all.
4. The system delivers some documents, none,
however, are deemed relevant.
5. The system delivers no documents at all and some
are known to exist that are relevant to the query.
It is the task of RM to ensure that No. 1 occurs –
consistently across the enterprise!
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17. » There is a persuasive, even
compelling, argument that
protecting organizational
information from loss due
to disaster – whether due
to natural, technical or
human causes – is the most
important aspect of records
management.
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18. » Most organizations
could lose all their
paper records and
survive.
» No so for computer
records!
» A large-scale data loss
would likely be
cataclysmic and
irrecoverable!
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19. » Organizations should adopt the long-term goal of
converting to digital format every paper-based
recordkeeping system of mission-critical importance –
as soon as resources and priorities allow.
» Records managers should survey all such applications,
and develop a plan for conversion from paper to digital
format that can be implemented over a period of
several years.
» This will permit the records to be backed up off-site.
» For all mission-critical recordkeeping systems, we
recommend that organizations give themselves 5 years
to get out of paper.
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20. » Sadly, most records
retention programs are not
organized around success.
» Most have no long-term
management plan or
strategy for achieving
success.
» So, just like every “self-
fulfilling prophesy, success
in retention remains
elusive!
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21. » 1. Active paper records at
departmental workstations
» 2. Inactive paper records in
storage facilities
» 3. Personal working papers kept
in desks, credenzas and
bookcases
» 4. Data in computer applications
managed by IT
» 5. Electronic records in desktops,
controlled by their creators
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22. » Organizations should
establish a 5-year goal of
applying retention rules in
all 5 recordkeeping
environments.
» Poorly managed warehouse
storage and IT-managed
system applications will
require at least 3 years.
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23. » Regardless of whether they used
for the storage of paper or
electronic records, every storage
repository must be managed such
that the content is fully
accessible, readily retrievable,
and safe and secure.
» Moreover, the life cycle of the
content in all repositories must
be properly managed under
approved retention rules and
policies.
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