Honey, I Shrunk our Records! ARMA Silicon Valley Chapter March 8, - PowerPoint PPT Presentation

Honey, I Shrunk our Records! ARMA Silicon Valley Chapter March 8, 2018 Presented by: Karen Albrecht, CRM

INFORMATION GOVERNANCE INITIATIVE • Created new position to lead the IGI Mission: to support the establishment and governance of a modern, sustainable, comprehensive company Information Governance and Records Management program.

IGI – ACCOUNTABILITY STRUCTURE • IGI Charter created – IGI Steering Committee (9 members) • 1 Executive Sponsor • 8 VP/Director • Project Manager – IGI Working Committee (40 members) • Project Manger • Department Director/Managers • Records Coordinators

IGI – EDUCATION • What is RIM, IG • Why do we need it • Initiative priorities – Project descriptions – Timelines, budgets – Measurement of success – Value, ROI

STORAGE CLEANUP ‐ BEFORE Inventory: 3908 Drawers (=5000+ boxes)

STORAGE CLEANUP ‐ DURING Detailed project plan for Data Entry Spreadsheet Control sheet for Project Timeline drawers / boxes

STORAGE CLEANUP ‐ DURING IMAGING 5000+ boxes of records 200 drawers of engineering drawings Assessment of ROI: Retention – How much longer? Classification – Historical or Vital? Access level – Frequency or Urgency? Where does it exist today – electronic, paper, both? Department need – Is there really a need? Cost – Justify it?

STORAGE CLEANUP ‐ AFTER Risk Reduction (shred 2000+ boxes) Cost Reduction More efficient storage and retrieval

ENTERPRISE CONTENT MANAGEMENT (ECM) Manage unstructured data Eliminate information silos – File Shares – eMail – Paper Improve security Consistent taxonomy enforced Enforce/execute retention

ECM Identify/contract ECM Consultant – Knowledge of ECM applications – Create RFP – Coordinate RFP process – Manage/communicate with ECM vendors

ECM Current State Assessment and Gap Analysis – Interview all departments • Current processes, challenges • Opportunities for improvement Future State Recommendations – Define strategy for the company – ECM capability requirements

ECM Narrowed the field of vendors – Short list • Included what we already own • Vendor, product and project risk determined • 2 ‐ hour high level demo for Working Committee – Finalists identified • Formal due diligence review • 4 ‐ hour detailed demo for Working Committee • Reference checks Final product selection – Presentation to Steering Committee

DATA CLEANUP Data Analysis Tool • Skims network and email • Analyze content – Identify pure duplication – Identify sensitive data • PII/PHI • SSN • CC – Identify ROT (redundant/obsolete/trivial) – By age, user, format

DATA CLEANUP Email Cleanup Contest • 2 week contest with prizes • Reduced mailboxes by 30%+ • Separated employees File Share Cleanup • ROT • Subject to retention • Separated employees

SUMMARY Benefits: Reducing risk, cost • Eliminating information silos • Overall data reduction • Knowledge of what exists today • Driving change, creating efficiency • Preparing for tomorrows workforce • OWN IT!!!!

QUESTIONS? THANK YOU! Karen Albrecht, CRM Karen.albrecht@sjwater.com 408 ‐ 279 ‐ 7814