Cohasset Associates, Inc.                                                                                              NOT...
Cohasset Associates, Inc.                                                                           NOTES             RIM ...
Cohasset Associates, Inc.                                                                          NOTES             Respo...
Cohasset Associates, Inc.                                                                 NOTES             RIM Word Cloud...
Cohasset Associates, Inc.                                                                                                 ...
Cohasset Associates, Inc.                                                                                                 ...
Cohasset Associates, Inc.                                                                                                 ...
Cohasset Associates, Inc.                                                                         NOTES                 Ou...
Cohasset Associates, Inc.                                                   NOTES         The MER 2012 Conference         ...
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M12S08 - Transforming RIM to 'Responsible Information Management'

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From the MER Conference 2012

Speaker: Karen Strong

For many years "RIM" has been the name of the function within organizations responsible for Records & Information Management. RIM represents the discipline of managing an organization's records and information according to standards, guidelines, laws, and regulations with a focus on compliance.

It is time, however, to re-think some of the traditional assumptions about Records & Information Management. This session details the transformational value in a change to "Responsible Information Management (RIM)".

Responsible Information Management re-sets the vision and direction of RIM and can put your organization on a path to adopt and sustain "best practice" information management behaviors.

Responsible Information Management takes into consideration the roles and responsibilities of every user who creates and receives information in their daily work activities with clear expectations regarding individual and organizational accountability.

In this session, learn:

The necessary changes in behavior at the individual and organizational level to achieve Responsible Information Management, and
The steps you can take to achieve the required business results of Responsible Information Management by leveraging best practices in organizational transformation and change management.

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M12S08 - Transforming RIM to 'Responsible Information Management'

  1. 1. Cohasset Associates, Inc. NOTES The MER 2012 Conference May 7, 2012 Transforming RIM to ‘Responsible Information Management’ Karen V. Strong Senior Director, Gimmal Group Delivered at MER 2012 Conference 0 Records and Information Management A few definitions… “A logical and practical approach to the creation, maintenance, use and disposition of records and, therefore, the information that those records contain.” Records Management Handbook (1994) “The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.” ARMA International Delivered at MER 2012 Conference 1 Records and Information Management A few more definitions… “The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records". records ISO 15489-1: 2001 standard “The planning, controlling, directing, organizing, training, promoting, and other managerial activities involving the life cycle of information, including creation, maintenance (use, storage, retrieval), and disposal, regardless of media." DoD 5015.2-STD (2007) Delivered at MER 2012 Conference 22012 Managing Electronic Records Conference 8.1
  2. 2. Cohasset Associates, Inc. NOTES RIM Word Cloud #1: Current State Delivered at MER 2012 Conference 3 Why is it so Difficult? • Discipline and control • Standards and guidelines • Laws and regulations • Compliance message • Age of big information • Time and effort • Lots of ‘them’ fewer of ‘you’ • Requires ownership and  accountability Delivered at MER 2012 Conference 4 More Definitions Ownership - the state or fact of being an owner Accountable - subject to the ob ga o to report, e p a , ccou tab e subjec o e obligation o epo , explain, or justify something; responsible; answerable Responsible - answerable or accountable, as for something within ones power, control, or management Delivered at MER 2012 Conference 52012 Managing Electronic Records Conference 8.2
  3. 3. Cohasset Associates, Inc. NOTES Responsible Information Management A new definition… Responsible Information Management (RIM) is the outcome achieved through changes in information management processes, g p technology tools, and behaviors… Delivered at MER 2012 Conference 6 Information Management Challenges Costs & Risk Opportunities Processes Tools Behaviors Used to control and leverage information to realize the desired results Delivered at MER 2012 Conference 7 Responsible Information Management A new definition… Responsible Information Management (RIM) is the outcome achieved through changes in information management p g processes, technology gy tools, and behaviors…driven by ownership and accountability to improve the effectiveness of records and information management. Delivered at MER 2012 Conference 82012 Managing Electronic Records Conference 8.3
  4. 4. Cohasset Associates, Inc. NOTES RIM Word Cloud #2: Future State Delivered at MER 2012 Conference 9 Reset Vision and Direction of RIM Discipline and  Ownership and  Control Accountability Just do it! You own it! Delivered at MER 2012 Conference 10 Transformational Value • Transfers ownership and  accountability to everyone • Scalable • Measurable • Aligns with business Aligns with business  objectives and goals • Sponsorship is critical • Structured and intentional  change process Delivered at MER 2012 Conference 112012 Managing Electronic Records Conference 8.4
  5. 5. Cohasset Associates, Inc. NOTES Active and Visible Sponsorship:   Greatest Contributor to Success Delivered at MER 2012 Conference 12 Change Components • Organization Culture • Shared vision • Values Culture & • Individual Behaviors Processes • Follow best practices Behaviors • Integrated with daily  work activities  Delivered at MER 2012 Conference 13 Culture and Behaviors Future State or  Words and Work Methods  Integrated with  Outcome Actions And Tools Daily Work Activities Vision Values Practices Processes Leadership Team Line Managers Employees & Contractors Delivered at MER 2012 Conference 142012 Managing Electronic Records Conference 8.5
  6. 6. Cohasset Associates, Inc. NOTES RIM (Responsible) Future State ACHIEVE: Organizational Objectives SUPPORT:  Information  Key Business  Drivers Lifecycle Management Policies,  Processes,  Procedures,  EMPOWER: Users Guidelines Operational  Information  Control &      Responsibility &  Models Technology   Authority Accountability Tools Delivered at MER 2012 Conference 15 RIM Project Portfolio: Examples Define roles, responsibility,  and accountability (individual  Project  and organizational) Reward and  1 reinforce behaviors  to drive  Project  Project  Define support  sustainability 6 2 structure (policies,  procedures, guidelines,  RIM  RIM information lifecycle) information lifecycle) Implement improved Program IM processes, tools, Project  Project  and best practice  5 3 Review/investigate behaviors technology tools and  solutions Project  4 Engage organizational leaders and define key business drivers Delivered at MER 2012 Conference 16 Prosci’s Change Management Process Prosci, Inc. • World leader in Follow a change management Structured research and Change product Management M t development d l t • Focused on building Approach internal change management competency Prosci copyright 2009 Delivered at MER 2012 Conference 172012 Managing Electronic Records Conference 8.6
  7. 7. Cohasset Associates, Inc. NOTES Individual Change Process Awareness Desire Knowledge K l d Ability Reinforcement ADKAR and ADKAR terms are a registered trademark of Prosci. All Rights Reserved. Used with permission. www.change-management.com Delivered at MER 2012 Conference 18 RIM Transformation Process Project 1 Integrated Roadmap Project 2 Organizational Assessments (Readiness) Delivered at MER 2012 Conference 19 RIM Transformation Process Change Assessments (Impact) Tactical Plans ADKAR and ADKAR terms are a registered trademark of Prosci. All Rights Reserved. Used with permission. www.change-management.com Delivered at MER 2012 Conference 202012 Managing Electronic Records Conference 8.7
  8. 8. Cohasset Associates, Inc. NOTES Outcome:  Embrace, adopt, and utilize processes  and tools demonstrating best practice behaviors Delivered at MER 2012 Conference 21 Key Messages Summary • Rethink traditional models  and assumptions about  Records & Information  Management (RIM) • Establish a new vision:   Responsible Information  Management (RIM) • Secure sponsorship and  drive progress through a  structured change  management process Delivered at MER 2012 Conference 22 The Outcome Delivered at MER 2012 Conference 232012 Managing Electronic Records Conference 8.8
  9. 9. Cohasset Associates, Inc. NOTES The MER 2012 Conference May 7, 2012 Transforming RIM to ‘Responsible Information Management’ Karen V. Strong Senior Director, Gimmal Group Delivered at MER 2012 Conference 242012 Managing Electronic Records Conference 8.9

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