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.

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 2
2012 Managing Electronic Records Conference 8.1

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 one's power, control, or management
Delivered at MER 2012 Conference 5
2012 Managing Electronic Records Conference 8.2

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 8
2012 Managing Electronic Records Conference 8.3

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 11
2012 Managing Electronic Records Conference 8.4

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 14
2012 Managing Electronic Records Conference 8.5

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 17
2012 Managing Electronic Records Conference 8.6

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 20
2012 Managing Electronic Records Conference 8.7

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 23
2012 Managing Electronic Records Conference 8.8

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 24
2012 Managing Electronic Records Conference 8.9