This document summarizes a presentation about how global records management practices and standards are evolving for modern businesses. It discusses how businesses today operate with vast amounts of data created across many fragmented systems. Records are often overlooked despite being everywhere. The presentation argues for taking a risk-based approach to records management and focusing on business processes rather than rigid methodologies. It provides an overview of the updated ISO 15489 standard for records management and how tools like HP Records Manager can help classify and manage records automatically across different systems.

1. Presented by:In associationwith:
How Global Records Management
Practices and Standards Are Evolving
for Business Today
PresentedJuly22,2015

2. Presented by:In associationwith:
About AIIM
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Information Professionals
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3. Presented by:In associationwith:
AIIM Presents:
How Global Records Management Practices and Standards
Are Evolving for Business Today
Host: Theresa Resek
Director
AIIM
BarbaraReed
Director
Recordkeeping InnovationPty Ltd
Michelle Phillips
GlobalProductMarketingManager
InformationGovernance,HPSoftware

4. Presented by:In associationwith:
What does today’s business look like?
• Relentless speed to market
• Not so much on transparency and
accountability
• ‘Innovation’but only if it works
• Mobile, 24/7
• Risk management approaches
• Tensions in the management of
personal data from clients/those
who interact with company’s
technology
Image: edar at Pixabay

5. Presented by:In associationwith:
What is the stateof information management?
• Vast amounts of data – created in multiple systems
• Storage seemingly cheaper every year
• Keep everything– we might find valuableinsight (big data rhetoric)
• Cloud first strategies
• Provisioningbeingdoneat team level, not corporately
• Divide between personaluse of technology and corporatesystems
• Increasingly fragmented siloes that are possibly not even known
about
Image: Morgue files Digital: Grafixar36808 | 21580 | 29

6. Presented by:In associationwith:
Where are records in this?
• Records dismissed as paper concern
– This is convenient (but of course incorrect)!
• Rigidly applied methodologies not agile
enough for today’s organisations
• End product view stifles capacity for
intervention
• Technology conversationshave colonised
‘information management’
• Investmentin baseline knowledge not
seemingly valued in short performance
management cycles

7. Presented by:In associationwith:
But records are everywhere!

8. Presented by:In associationwith:
So what do we need to do?
• Focus on the risk conversation – not everything needs the
same degree of ‘recordness’
• Be open to an informed risk based approach
• Focus on ‘trust’ and recordkeeping’s role in this
• Link the recordkeeping requirements to the business as its
being done
• Stress sustainability
• Process not end product
• Reclaim access issues
• Collaborate – information governance, data management,
enterprise architects

9. Presented by:In associationwith:
Tools to help – ISO 15489
• Redraft underway – very close, but not
quite there yet. Release June 2016
• Written for records professionals, but
applicable in all business
• Principles based, outcome focussed
• Methodology (how to do it) left flexible
for multiple options
• Digital without excluding paper
practices
• Integrated with business
• Much greater emphasis on records
controls (governance tools), not simply
embedded in systems:
– Access and permissions; retention rules;
classification; metadata schema

10. Presented by:In associationwith:
Notion of ‘authoritative’ records
• Everything is a record – by the definition – but we need to
manage some with more formality than others
• Makes the ‘recordness’ an assertion which can be tested
• Defines the characteristics as the way of testing or making
assertions
Image:purplejavatroll https://www.flickr.com/photos/44124466731@N01/27687364

11. Presented by:In associationwith:
Different ways of creating and managing records
• Written in language that is capable of
embracing different technological
implementations
– Outsourced in various ways
– Distributed
– Created in business systems, not just in
‘EDRMS’ systems

12. Presented by:In associationwith:
Analysis methodology
• Called ‘appraisal’ to stress continuity of
methodology
• Social and environmentalconditionsof
business, mandates and regulations
• Determining records requirements
• Done many times across recordkeeping
processes:
– What to capture
– Who requires access
– What to keep
– What to migrate

13. Presented by:In associationwith:
Primary importance of metadata
• Digital records don’t exist without metadata
• The importance and centrality of metadata is stressed
• The core understanding is that records see things as
connected,sequences of events, not as single objects
• The ability to trace interactions – who did what, when – is
core to building authenticity and trust
• This links to other disciplines: data management, information
governance, enterprise architecture, MDM, etc.
Image by Cassie Findlay

14. Presented by:In associationwith:
Classification
• Records classification is about linking records to the contextof
their creation
• Still around function/activity
• Not about access
• Other indexing/tagging to enhance retrievability
http://www.slideshare.net/mrm0/first-firster-firstest-three-
lessons-from-history-on-information-overload

15. Presented by:In associationwith:
Further guidance being worked upon
• Appraisal guidance
• Systemsimplementation
Photo credit: Lendingmemo

16. Presented by:In associationwith:
HP Records Manager
Transforming records management for today’s business
• Designed for government, regulated industry and enterprises
- globally
• A key componentof HP’s information governance portfolio

17. Presented by:In associationwith:
HP Records Manager and ControlPoint
Auto-records declaration and classification
• Removes manual and error prone processes
• Improves records capture, security and compliance
Emai
l
SharePoi
nt
Shared Drives
ECM
Systems
Archives
HP ControlPoint
Selects the records based on declaration
policies linked to IDOL categories
HP Records Manager
Allocates filing location based on
classifications linked to IDOL categories
and automatic folder creation rules
Policy
Categories
Filing
Categories
Auto-Declaration
Auto-Classification

18. Presented by:In associationwith:
For further information
Barbara Reed
Director
Recordkeeping Innovation Pty Ltd
Email: b.reed@records.com.au
Website:http://www.records.com.au
Michelle Phillips
Global Product Marketing Manager
Information Governance Software
HP Software
Email: michelle.phillips@hp.com
Website:
http://www8.hp.com/us/en/software-
solutions/edrms-electronic-document-
records-management-system/index.html

19. Presented by:In associationwith:
QUESTIONS?

20. Presented by:In associationwith:
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• EnterpriseContent Management
Improve customer and staff engagement,
ensure compliance, and automate
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Map, design, and automate operational
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combination of strategies, change
management, and technologies.
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Optimize navigation, findability, and
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Create an information accountability
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and optimizes value.
• Managing Records& eDiscovery
with SharePoint 2013
Manage records, ensure compliance,
and prepare for civil litigation requests.
• Electronic RecordsManagement
Know what to keep and what to discard as
volume, variety, and velocity of digital
information intensifies.
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23. Presented by:In associationwith:
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