1. Records Management for
Technologists
Session ID# 172
Raoul Miller

2. Agenda
• What is Records Management?
• Why do Organizations need Records Management?
• What is a Record?
• What is a Record’s lifecycle?
• Tips & best practices for successful RM deployments
• Wrap-up and planning for the future

3. What is Records Management?
• ISO standard definition
• Other standards organizations
• What does it mean for you?

4. Why does my organization
need Records
Management?
• Ten Business Reasons (Robek):
1. Control creation & growth of records
2. Reduce operating costs
3. Improve efficiency & productivity
4. Assimilate new RM technologies
5. Regulatory compliance

5. Why does my organization
need Records
Management? (contd.)
• Ten Business Reasons (Robek):
6. Minimize litigation risks
7. Safeguard vital information
8. Support better mgmt. decision making
9. Preserve corporate memory
10. Foster professionalism in business

6. Why does my organization need
Records Management? (contd.)
ROI?
Risk
Of
Incarceration

7. What is a Record?
• No standard definition
• Need to work with legal and business groups
• NOT defined by media format

8. Here’s the one biggest takeaway
from this presentation:
Keeping content for too
long is just as bad (if not
worse) than failing to keep
it or not keeping it long
enough.

9. Records Lifecycle
• Content creation
• Declaration as a record
• Disposition
• Alternate Flow
E-Discovery / Legal hold or freeze

10. Best Practices
• Vendor & Partner Selection
• Pilot deployments
• Legal, business, and IT need to work together
• Software, hardware, people, & process need
to work together

11. Best Practices (contd)
• The case of the missing White House emails
• Build vs. Buy
• Experience
• Bad processes
• Do nothing?
• Workarounds

12. Plan for the Future
• BYOD
• Instant Messaging
• External email
accounts
• File sharing services /
devices
• Twitter / Facebook /
blogs / social media

13. Thank you!
Questions??
Raoul Miller
raoul.miller@teaminformatics.com
@TEAMInformatics