AIIM president, John Mancini, discusses what this order tells us about future records management and compliance requirements for federal, state and local governments and for the private sector. What are the implications of this order? What issues do agencies need to consider in responding? What are the downstream effects on the general businesses in the short- and long-term.
What does the Obama Administration Records Management Directive Tell Us?
1. Presented January 16, 2013
What does the Obama
Administration Records
Management Directive Tell Us?
Listen to the replay.
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2. About AIIM
AIIM is the Global Community of
Information Professionals
We provide the education, research,
and certification that
information professionals need
to manage and share
information assets in an era of
mobile, social, cloud, and big data.
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7. AIIM Presents:
What does the Obama Administration
Records Management Directive Tell Us?
Host: Theresa Resek – Director, AIIM Webinars
John Mancini – President, AIIM
Sue Trombley – Managing Director, Professional Services, Iron Mountain
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8. What is in the Obama Administration
Directive?
By 2019, Federal agencies will manage all permanent
electronic records in an electronic format.
By 2016, Federal agencies will manage both permanent and
temporary email records in an accessible electronic format.
By 11/15/2012, agencies Must Designate a Senior Agency
Official (SAO).
• By 12/31/2013, SAO Shall Ensure that Permanent Records are Identified for
transfer and reported to NARA.
• By 12/31/2014, agency Records Officers Must Obtain NARA Certificate of
Federal Records Management Training.
• By 12/31/2014, agencies Must Establish Records Management Training.
• By 12/31/2016, SAO Shall Ensure that Records are Scheduled.
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9. Key Questions
How should Federal government agencies approach this
challenge?
What does the directive tell us about sound records
management approaches in general – both in the public and
the private sector?
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10. Directive: Sound Approaches
Demands that RIM leadership is at the highest level of
government
Establishes an occupational series to formalize roles and
responsibilities
Requires establishment of formal training program
Requires certification of records officers
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11. Directive: Sound Approaches
Dictates that email must be managed in a compliant
manner
Requires an understanding of the Cloud and other
technologies to enable records and information
management
AND electronic records will be the official records –
even for permanent records to ensure
transparency, efficiency, and accountability
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12. A Road Map:
not just for Federal agencies, but for any organization
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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13. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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14. Capture is more than scanning
Identification
Storage
Registration
Classification
Indexing
Security
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15. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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16. Information and Records Inventory
The inventory should include at a minimum the following
types of information:
The source of the information
The particulars of the media
The physical and/or logical locations
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17. Information and Records Inventory
Checklist
1. Identify all departments in the organization
2. Scope and prioritize the inventory
3. Review departmental work processes
4. Review existing DM policies and procedures
5. Identify and review departmental document repositories
6. Interview targeted personnel
7. Create a list of documents for the department
8. Review the contents of organizational repositories
9. Create log of all repositories in the organization
10. Create final organization-wide inventory
11. Create process for updating inventory
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18. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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19. Information Governance
Classification schemes
Metadata models and thesauri
Records retention and disposition schedule
Security classification scheme
Policy and procedures
Training materials
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20. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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21. Unique Challenges of Email
– and Social Content
The sheer volume involved
The informality with which they are created and forwarded
The ease with which documents can be attached
The metadata is often just as valuable as the content itself –
and is lost when email is “preserved” in paper form
More than most forms of electronic information, “backup” is
confused with “archive”
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22. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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23. Strategy for Back-File Conversion
Understand that records can be found everywhere
Understand that for the foreseeable future, records
management will be a hybrid task
Understand that back-file conversion can be a thankless
task
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24. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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25. Checklist – Communication, Training,
and Change Management Plan
Make sure of support of top management – both at the
launch of a project and once the excitement is over
Involve the users and process owners early and often
Assume that what is hard is soft and what is soft is hard
Use personas to understand different stakeholder needs
Be fanatical and internal PR and communications. Treat
communications like you would for external audiences
Understand that training doesn’t only occur at launch
Use AIIM training resources – ERM and CIP
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26. Training
Programs
Enhance your business and professional skills with
training from AIIM – the industry authority.
Enterprise Content Social Media SharePoint for SharePoint for ECM
Collaboration Content management
Management (ECM) Governance
Best practice for SharePoint and governance within
Learn how to take control Managing social content
as a collaboration platform SharePoint
of your information assets for benefit and compliance
Electronic Records Business Process Capture Taxonomy and
Learn best practices for Metadata
Management (ERM) Management (BPM)
capturing and managing Organizing information
Learn how to take control Learn how to improve
information for findability and
of your electronic records your business processes
governance
www.aiim.org/training
27. Secure Your Success
Become a
Demonstrate your ability to address
and manage today’s information challenges
www.aiim.org/certification
28. Conclusion – Next Steps
The Directive reinforces that:
Records and Information Management is strategic, not just
tactical
Collaboration with key stakeholders is a fundamental
requirement
People, process, and technology are partners in success
Change management cannot be ignored
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31. AIIM Resources
Download free studies
www.aiim.org/research
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32. Survey
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Tell us how we did today,
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33. Upcoming Webinars
February 13th
The Rise of the Information Professional: Why IT Will Never Be the Same
And more webinars coming in 2013…
Register Today at
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Notes de l'éditeur
Iron Mountain slide
Iron Mountain slide
The capture process for electronic records has a number of basic steps. The first step is to identify what records and other information should be captured. We will describe this process in further detail in the next section of this module. Next, we need to determine where to store and manage those records that are captured. In smaller organisations this may be as simple as providing a folder on a network shared drive, though this is certainly not the ideal. For larger or more mature organisations, this will often be an electronic records management system (ERMS) or enterprise content management system (ECMS). It could even be a database management system, particularly for structured records. More formal recordkeeping systems will have a process for registering records. This provides proof that the record actually was captured, generally in the form of a unique, system-provided identifier. Next the record will most likely be classified into a classification structure of some sort. The most common structures are hierarchical and reflect either the structure of the organisation, the structure of its work processes and functions, or some other approach such as client matters. This will assist with access to, and management of, the record within the system. We will discuss classification in much more detail in Modules 4, 5, and 6. Once the record is in the system, it will generally require some level of indexing to ensure it can be found and accessed later. This may include indexing the full text of the record for text-type information such as Microsoft Word, Adobe PDF, or OCR text. It will most likely also include some combination of automatically captured and manually created metadata. Finally, the record will be assigned some level of security. This will include both access controls , or who gets access to the record at all, as well as permissions, or what users can do with the record. For most records and most users, permissions will be limited to accessing and reading the record. We will discuss security in more detail later in the course.
Why?Locate and describe organizational information holdingsIdentify obsolete or duplicate recordsIdentify vital and permanent recordsIdentify storage needsThe inventory should include at a minimum the following types of information: The source of the information – was it gathered from interviews and walkthroughs or through system records?Whether a particular piece of information exists in more than one format. rendition, or version, and if so, which one(s) are considered to be the copy of record. Only one should be the definitive record, but it is entirely possible during the inventory that several will be identified as such. This will be sorted out as part of the analysis. The particulars of the media – is it paper, microform, some other physical format such as core samples, physical media such as CDs, or digital? For electronic documents, the inventory should also capture file format and software characteristics – for example, Microsoft Word 2007 or Corel WordPerfect X4. And of course the physical and/or logical locations. CDs, paper, and other physical objects have physical locations; for purely digital files stored on magnetic media, the document’s physical location may be difficult to determine and so a logical location may make more sense. This will typically be a network shared drive, storage area network, network-attached storage device, or perhaps an email server.
Records management instruments could include all of the following: Classification schemes, including file plans and formal taxonomiesMetadata models, thesauri, and data dictionariesRecords retention and disposition scheduleSecurity classification schemePolicy and proceduresAnd even training materials. In short, anything that can be used to provide that framework, document it, and assist users in complying with it, can be considered an instrument. And as we’ll see shortly, these instruments will need to be maintained as well.
Understand that records can be found everywhere.Understand that for the foreseeable future, records management will be a hybrid task…Physical and electronicOn-prem and off-premBoxes and electronsUnderstand that backfile conversion can be…A thankless taskAn all-consuming taskSomething better left to experts