Records Manager 101 Reference Manual with Templates

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Records Manager 101 Reference Manual with
Templates

• ARMA Atlanta
• Adele Carboni, CRM, PMP
• April 17, 2012

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Roles and Responsibilities

• Records Management
• IT
• Legal
• Partnership
• Scope
• Depth
• Support
• Delegation

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What is your RMD?

• It should be music to your ears?

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RMD??

• Records Management Digits
• Statistics that quantify your program successes

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Favorites

• The best way to reduce the amount of data
  delete it. Gartner
• 90 of the data in the world was created in the
  last two years. CGOC 2012
• For most organizations, information volume
  double every 18-24 months. CGOC, 2012
• In 2011 the average company storing data consumed
  10 of IT budget. With a growth rate of 40
  (even with a 20 decline in storage unit cost),
  in 2014 storing data will consume over 20 of the
  IT budget. CGOC, 2012

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References

• www.arma.org
• www.aiim.org
• www.cgoc.org
• Frrds.feedburner.com/dan_keldsen
• CRM www.icrm.org
• PMP www.pmi.org
• CA www.aca.org

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Measurements of Hard Copy

• Cubic foot box (15x12x10) will hold approximately
  1500-3000, realistically I use 2500 pieces of
  paper

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Scanning Statistics

• Box Number
• Document Type
• Document Detail
• Vendor
• Status Scanned
• Status Indexed
• Pages
• Total Documents

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Scanning Statistics Continued

• Date QC Completed
• QC Person
• Total Errors
• Percentage of Errors
• Date Errors Corrected
• Number of Errors Remaining

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Know Your Statistics

• Error rate
• Locating records
• User activity
• Frequencies of activities

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EDMS Statistics

• Quantify program
• Key Success Factors Numbers
• Frequency of Tracking
• Reports
• Interviews

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Information Tracking

• Who
• How often
• Volumes
• Reports for Management of folders, process, and
  users
• Periodic Summary Reports

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Daily Declare Report

• This is a daily report for new e-mail messages in
  the docbase. You are receiving this message
  because you are a member of a group that had
  requested to review this data every day.
• The Total number of e-mail records in the docbase
  is 125017
• The Total number of new e-mail records is 197
• The Total number of modified e-mail records
  is 0
• The Total number of New folders is 0
• 
  
• New email records stats
• Creator Amount
  
• -------- ------
  
• Employee A 1
  

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Reporting on Folder Usage
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Measuring Success

• Qualification Rate                       10
• Declaration Rate                        90
• Classification Accuracy              95

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Calculations Example

• 1000 emails per month per employee
• Qualification Rate
• 100 emails
• Declaration Rate
• 90 are properly declared
• Classification Accuracy
• 95 are properly classified

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E-Discovery Benchmarks Estimated Costs Data
Processing and ReviewAs of March 2010
Gigabytes Estimated Number of Pages1 Estimated Data Processing Costs2 Estimated Document Review Costs3 Estimated Weeks to Complete Review4 (Using 10 Reviewers) Estimated Total
1 GB 75,000 pages 900 2,300 12,032 61,100 1 12,932 63,400
10 GB 750,000 pages 9,000 23,000 120,320 610,100 5 129,320 633,100
100 GB 7,500,000 pages 90,000 230,000 1,203,200 6,101,000 47 1,293,200 6,331,000
500 GB 37,500,000 pages 360,000 920,000 6,101,000 30,505,000 235 5,168,800 25,140,0005
1 TB 75,000,000 pages 585,000 1,495,000 12,202,000 61,010,000 470 8,311,550 40,628,2506
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Show the Growth Rate One Server, One Year
93.5 Increase
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The Picture Can Be Telling..
43 Annual Growth
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Mentorship / Circle of Trust

• Critical as we move forward in Electronic Records
  Management
• Trusted advisor / Find a friend
• Its what you make of it (giving and receiving)
• A mentor opens pathways

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Youre Only as Good as Tomorrow!

• Companies What can you immediately do for us?
• What do you bring to the table?
• What are your KSAs? (Knowledge, Skills and
  Abilities)
• Do you specialize or do you generalize?
• Collaboration is essential The right
  teamTeamwork

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Building a Project Plan

• Created by project team
• Approved by the Sponsor and/or Steering Committee
• Describes deliverables to be produced
• Identifies resources
• Time
• Money
• People

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CIMS Components

• CWS (Corporate WorkSpace)
• Documentum Repository
• All folders are Managed. Approved Retention
  rules on all folders.
• Email Extensions
• Means of moving email into CWS
• Declaration Suite
• Several means of declaring a record (moving
  document into CWS)
• Records Management
• Documentum RPS (Retention Policy Services)
• Retention Schedule, Records Admin,
  Disposition/Destruction Handling

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Two Classes of Storage

• Transitory
• C, W, U, SharePoint, etc.
• Auto-Delete applied to all
• Records and non-Records
• Corporate WorkSpace (CWS)
• All folders are Managed
• Retention Rule Applied to all folders
• Records Only

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Two Paths for Documents
Transitory Space
Corporate WorkSpace (CWS)
C
others
Email
U
W
Declare (10?)
W
Delete (90?)
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Key Policy Decisions Needed
Factor Factor Decision
Auto-Delete Periods Email 90 Days
Auto-Delete Periods Calendar 2 Year
Auto-Delete Periods U Drive 2 months
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Key Policy Decisions Needed
Factor Factor Decision
Critical Success Factors (CSF) Qualification 10
Critical Success Factors (CSF) Declaration 90
Critical Success Factors (CSF) Classification Accuracy 95
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Critical Success Factors

• Three factors
• Qualification
• Declaration
• Classification Accuracy
• Determines if project is working or not
• Each requires Acceptability Thresholds
• Establishes minimum performance
• Must be continually measured
• Must hit all three numbers

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Critical Success Factors

• Qualification
• Which documents should we be managing as records?
• Declaration
• How many qualified records are making it into the
  CWS?
• Classification Accuracy
• Do records in CWS have proper retention rules
  applied?

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CSF 1 - Qualification

• Which documents are records?
• Two measures
• How many documents are records?
• Were the selections correct?
• How to achieve
• Clear policy and guidelines
• User training
• How to Measure
• Sample of daily docs/email
• User assessment vs RM assessment

Acceptable ? 10
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CSF 2 - Declaration

• Were Qualified Documents declared into the CWS?
• How to achieve
• Simple, unobtrusive declaration tools
• User training
• How to Measure
• Query CWS for docs from user ltusergt
• How many of the qualified docs made it to CWS?

Acceptable ? 90
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CSF 3 Classification Accuracy

• Is retention rule the correct one (is it in the
  correct CWS folder)?
• Must be correct!
• Incorrect means destruction too early/late
• Possible sanctions/fines/penalties
• How to achieve
• Simple, clear CWS folder structure
• Strong folder admin/management
• How to Measure
• Daily statistical sampling
• By Dept., then roll up to global

Acceptable ? 95
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What is a Project????

• Temporary endeavor
• Undertaken to create a unique product or service
• Performed by people
• Constrained by resources
• Undertaken at all levels of organizations
• May
• Involve a single unit or cross organizational or
  corporate boundaries
• Change how employees conduct business

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What is Project Management?

• Application of knowledge, skills, tools and
  techniques to project activities to meet the
  project requirements.
• Involves
• Competing demands for
• Scope
• Time
• Cost
• Risk
• Quality
• Stakeholders with different needs and
  expectations
• Identified requirements

Project Management Book of Knowledge
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Now What?

• The right organization
• Case studies
• You will have many jobs, but one career
• Foundation Documents
• Policies
• Procedures
• Program Supporting Information
• Statistics
• Justification

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HARD WORK!!

• Records Management, in particular, Electronic
  Records Management is HARD WORK!

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THANK YOU!