Donna G. Rose, CRM Global Records Manager Apache Corp May 6, 2010

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1 Donna G. Rose, CRM Global Records Manager Apache Corp May 6, 2010

2 Starting on the journey Vision of what can be managed electronically Most information created today is electronic Most information is stored electronically Most information is not managed Most information is not a record Most information is structured or non-structured

3 8 reasons why information management is important Information is an asset Information is required during Litigation Defensible retention schedules Implement RIM policies and procedures Destruction / data deletion Lower storage cost Reduce overhead of legacy systems Improve information retrieval

4 Technology is the solution.pst folders share drives Exchange storage servers SharePoint (let s use that for everything) Well it may be a solution but what s the plan? 75% of IT money spent on keeping systems alive (no time or focus for innovation)

5 Get rid of paper! Find a solution provider and a ECM system! Let s do it now! We can scan, route, approve process! Records? What? Were talking about scanning not paper. This type of logic is a wreck!

6 Senior Management sponsorship Every business unit has a seat at the table Build a records management team throughout the organization Work within strategic design of IT projects and maintenance One repository for records One repository for collaboration Integration between repositories Records management is part of daily work flow Records declaration and classification just happens Records disposition requires a business process Automate where possible Leverage state of the art technology Train users to the level they must perform

7 Select a process or two to model Select a group of highly qualified vendors Provide a script to follow during the presentation. a day in the life of Watch the demos Ask questions during the demos Ask how the solution: queries, saves queries, writes files, shares files, routes information, creates required reports, capture and saves approvals, declares records, fulfills retention Is the system an enterprise system or a single domain document management solution?

8 Grade each vendor s demo Apply any curves to the bids Review the fit for size scenario Is there growth potential for the solution? Is the technology proven and sound? Review Gartner and other tech rating recommendations PICK ONE and get ready to run like the devil

9 Information Management requires structure and proven management practices Records Management provides both requirements Business requires response Sometimes RIM has to respond don t wait for us we ll catch up. We took the fork in the road to build the required RIM info-structure

10 Retention schedule development Do it once and do it right Collect information at the document / record level Capture records inventory as part of a process Capture each department s function, transactions and tasks Capture how the departments interact and who they interact with daily Capture where and when records are created, shared and stored Capture records formats

11

12 Records program development Senior level management committee Policies are for the organization Responsibilities RIM Committee Management Employees Procedures are for the transaction or task Accept input be prepared for change Publish the approved policies and procedures on the intranet

13 The RIM program policies, procedures and the retention schedules are the foundation of information management Educate the various levels of the organization about their responsibilities and required compliance. Training builds the road for information management

14 Customize training at the level of action Senior Management (7 minutes) Department / Region Management (9 minutes) Coordinators (1 hour) Users (10 minute CBT) Follow up with more training Web the source of knowledge Policies and procedures Terms and FAQ Handouts Work books PowerPoint presentations

15 Corporate needs often trump RIM plans Operational need The grade is too steep someone asks for help New software New opportunities

16 Apache ARROWS 9/2007 Forties operator s idea slip-streams bottleneck. Problem: New well 7,800 B/D - but bottlenecks prevented getting oil in the pipeline Solution: Peter Fraser, an experienced production operator preformed a in-depth review of flow diagrams and determined that there was an opportunity to slipstream the Forties Charlie platform bottleneck through an existing bypass that was not being utilized.

17 7800 $85 p/b 663,000. p/d

18 Drivers for maintaining excellent asset documentation (drawings, specs and maintenance) Regulatory Safety Daily operation Project requirements Profitability

19 Must manage as-built drawings, and active projects, specs and documentation in any format Must manage drawing/doc revision and versioning Must manage project and document life cycle Must include business process management (workflow) Must integrate with ECM solution / repository Must facilitate transmittals to outside vendors

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21 Data Loading was a significant portion of the project Migrating documents from MS SharePoint foldering structure Data Cleaning Automatically create drawing indexes by using historical metadata, folderingstructure and nomenclature values; assign asset values and set the document life cycle Bulk load transformed indexes and images into the repository 50,000+ drawings and indexes were loaded remotely

22 The bleeding edge is lonely and worse than paper cuts Select partners and check reference carefully (check every service the vendor may perform) Work with vendors that nurture the client / vendor relationship Be present during installs Log application issues quickly and provide error logs regularly

23 Issue - High retrieval rates and friendly search required The plan Pull unique metadata from accounting system Create a barcode Header page and document scanned Key metadata retrieved and populated into the metadata store Retrievable through the Operations portal, SAP, Search App Records management is part of daily work flow

24 Implementing retention Oracle data base for box storage Every box must have a description Added attributes Record Type = Retention Code = Retention period Retention period (hidden to the user) Retention year (sys update) User selects records type and the attribute is populated with the name they select DB Retention period is populated with the retention code DB Retention Year is filled by calculation RIM is part of normal workflow; users do not have to think about retention

25 E-discovery -the bridge to new support 1.) if documents are created electronically they must be produced in electronic format (Rule 26(b)(2)) and Rule 34 (b) 2.) Pre-trial conference (meet and confer) discovery plan (Rule 16(b)) description by category and location of all documents, electronically stored information and tangible things that the disclosing party may use to support its claims or defines

26 Rule 26(b)(2)(B) Tier 1 information reasonably accessible Network and system diagrams Data/information storage Application inventory Tier 2 information searchable format (metadata included)

27 Legal, IT and RIM worked together to create E-discovery tools, processes and procedure Opened the door for dialog across departments The group focused on the solution for document discovery, production, review Automated discovery notice and follow-up E-discovery is part of normal workflow; users do not have to think about E-discovery

28 RIM is a line of business, compliance or governance functions The components of a good ERIM program: File Management (File Plans) Taxonomy (controlled vocabulary / folksonomy) Metadata model for documents, records and websites Classification scheme Retention schedules A RIM tool should require all five elements to be effective

29 For each type of content, evaluate the degree of control that exists in your organization in managing it. 0% 20% 40% 60% 80% 100% Corporate records Paper correspondence Paper forms Computer reports Marketing materials Web content - current Web content - archive Faxes s Instant messages Office docs (Word, Excel, etc) attachments Blogs and Wikis Pictures & Sound files SMS messages Very well managed Well managed Managed Somewhat unmanaged Very unmanaged All respondents (462) Aiim 2010

30 is a 7 or 8 digit ri$k If companies can not: Produce s relative to a case Retention according to content Dispose of according to the records retention schedules Dispose of non-record s

31 Receive Filter Display record tag record functionality Phase I retention Phase II retention Classification disposition

32 Content Analytics for Assessment Analyzing uncontrolled content Content Collector Ingest Content Available for , Files and SharePoint Classification Module Auto-classify Content Enterprise Records Control Corporate Content Compliance ediscovery Manager & Analyzer Legal Discovery and Analytics

33 Agile Search Response User 1 User 2 User N ediscovery Search & Analytics Integro Content Collection FileNet P8 Repository Records Manager Automatic Classification Mailbox 1 Mailbox 2 Mailbox N Full Text Search

34 75% of business processes depend on forms AIIM New capture techniques are required Use MFD devices (Department Copier/Scanner) Automate more than the image capture Create PDF Searchable Validate data as early in the capture process as possible No user intervention in capture / file process RIM is part of normal workflow; users do not have to think about retention

35 Get rid of paper! Find a solution provider and a ECM system! We can scan, route, approve process! Share drives ingestion SharePoint integration Expand ECM across the enterprise Adopt and leverage new technologies Improve user experience

36 It s all about the content not the tools

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