2. #AIIM2014 | @chris_p_walker
1. Information is an organizational asset
2. Understand what you’re using information for
3. Understand where it’s coming from and where it’s
going to
4. Understand when you need it
5. Understand who can and should be using it, and for
what
6. Understand your social, regulatory, and compliance
obligations
7. Understand your information related risks (too
much, not enough, disclosure, etc.)
8. Understand how stakeholders are interacting with it
9. With few exceptions, information has a finite useful
life
10. Make someone accountable
Read this blog post if you want more
details about the PHIGs.
3. #AIIM2014 | @chris_p_walker
This session is about the application of the PHIGs,
not the PHIGs themselves
– I’m happy to fill you in later or during the Q&A
The client is a gov’t public transit authority
They are at the beginning of the road to Info Gov
– They’ve licensed S/W and redone their web comms
(inter/intra/extranet)
Sign off on IG was a HUGE win
4. #AIIM2014 | @chris_p_walker
Started with RM that
benefited few,
infrequently
Driver was to be able to
better comply with FOI
requests
New driver is to use
information to support
Values and Major
Objectives
Ended with Info Gov that
benefits many, always
– Also leverage tech
investments
5. #AIIM2014 | @chris_p_walker
Safety
Customer Service
Sustainability
Integrity
Innovation
Collaboration
Develop Financial
Sustainability
Support & Shape Livable
Communities
Change the Perception of
Transit
Deliver Operation Excellence
Strengthen our People &
Partnerships
6. Tied to values
& objectives
#AIIM2014 | @chris_p_walker
Systematic and consistent approach to
records and information management from
creation to disposal for all work units and
divisions
Compliance with legislation and fulfilment
of business requirements.
Awareness of the importance of records
management and the need for
responsibility and accountability at all
levels
Ensure that stakeholders have access to
current, accurate information in order to
meet business objectives and legislative /
regulatory obligations.
Systematic and consistent approach to
records and information management from
creation to disposal for all work units and
divisions
Increase operational and administrative
efficiencies through effective management
of information and technology assets.
Awareness of the importance of records
management and the need for
responsibility and accountability at all
levels
8. #AIIM2014 | @chris_p_walker
Info potentially created by 177 orgs
Only thing to discuss is which org owns what info
– Whoever owns it is accountable for it
Ownership only 1 issue – need resources to
manage
– Have you considered a shared services model?
9. #AIIM2014 | @chris_p_walker
Admin procs – HR, FIN, etc. – nothing sexy
Operations – Real time route info – could be sexy
Campaigns / Awareness – dead sexy
Stakeholder collaboration – major sexy
Tie info to biz procs – bake in governance
accordingly
10. #AIIM2014 | @chris_p_walker
To the web, intranet, extranet
From customers, communities, tree huggers
To doctors, press, unions
From doctors, unions, tourists
To/from all levels of gov’t
Loads of info flying about – it’s not always digital
– How to capture a cyclist flipping a bus driver the bird
– Won’t always know or control where info’s going
11. #AIIM2014 | @chris_p_walker
Route updates (accidents/delays) – right now!
Accident/incident info – before the authorities
Customer service info – before the issue becomes
unmanageable
Need info while still possible to effect positive
outcome or minimize impact of negative outcome
12. #AIIM2014 | @chris_p_walker
Only partially about security & privacy
– Efficiency – if they don’t need it, don’t give it to them
One doc - many uses
– Stakeholders need to know it’s there and available
– View is not consistent for all (e.g.: driver medical reports)
13. #AIIM2014 | @chris_p_walker
Pub Sect – subject to FOI
Incident reporting – not just accidents; cust serv
issues
Multiple jurisdictions – consolidate where possible
First obligation is biz value
– Accept it’s not always possible - rules are rules
14. #AIIM2014 | @chris_p_walker
Display ads on vehicles/infra – what’s the liability
Holding PII & other sensitive info
On the hook for FOI requests
Risk profile based on public trust/transparency,
safety issues, environmental issues
Possible shared services model will impact
You can’t mitigate everything – focus on high
value/high risk
15. #AIIM2014 | @chris_p_walker
Internet, Intranet, Extranet
Ads in/on vehicles
Bus driver flipping cyclist the bird
Customers, tourists, prospects
Doctors, lawyers, Workers’ Comp, Investigators
How is influenced by who, why.
16. #AIIM2014 | @chris_p_walker
Applies to ALL info, not just r*****s!
– Applies no matter where it’s squirreled away
Separate retention sched from info type
Classify early, classify often if you need to
– Classify based on purpose
Big buckets to manage retention
If there’s no reason to keep it, kill it.
– Don’t do it like the previous Ontario govt’s being accused
of
17. #AIIM2014 | @chris_p_walker
Each org accountable for what it owns
– Shared services / SaaS doesn’t negate
Distinguish between info curator and info
custodian
Centralized decentralization – Biz unit responsible
for info, answerable to C-level
– Long journey ahead – at least info mgt now out of HR
and under Finance (may change)
18. #AIIM2014 | @chris_p_walker
Thank you
Chris Walker | @chris_p_walker
Digital Clarity Group | @just_clarity
cwalker@digitalclaritygroup.com
+1 780 270 5359
Skype christianpwalker1
Please note Mr.
Walker did not
use the word
“records” once.