1.
Chris Walker, Analyst
@chris_p_walker | @just_clarity | #AIIM2014
April 3, 2014
From RM to IG

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

7.
#AIIM2014 | @chris_p_walker
Original PHIGged

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.