Presented August 18, 2010

Records Management for

Today’s Knowledge Workers
This p
presentation will begin
g at 2:00 p
pm ET
1 pm Central, 12 pm Mountain, 11 am Pacific

Please check that the volume on your computer is at the

highest setting since we stream our presentation in Voice over IP (VoIP)
NOTE: You will not hear any sound until 2:00 pm

In association with: Presented by: TK Train, CRM, EMCp, MIT

 About AIIM
AIIM is the community that provides education, research, and best
practices to help organizations find, control, and optimize their information.
As a neutral and unbiased source of information,, AIIM serves the needs of
its members and the industry through the following activities:

„ Market Education „ Peer Networking

„ Professional Development „ Industry Advocacy

Learn more about AIIM at www.aiim.org

and join www.AIIMcommunities.org

In association with: Presented by: TK Train, CRM, EMCp, MIT

 www.aiim.org Join the conversation now at
www.AIIMcommunities.org
For intelligent
focusing on ERM and
information management
E t
Enterprise
i 2.0
20

www aiim org/training

www.aiim.org/training www aiim org/members
www.aiim.org/members

Check out your member benefits

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Focus On…Electronic Records Management
Control. Compliance. Information Governance.
Visit the new AIIM portal at aiim.org/erm
ƒ Case Studies / White Papers
p
ƒ Industry Research and Articles
ƒ News and Information
ƒ Podcasts and Video
ƒ Webinars and Seminars
ƒ In-person and Online Training
ƒ Tools and Resources

In association with: Presented by: TK Train, CRM, EMCp, MIT

 AIIM Presents:
Records Management for Today’s Knowledge Workers

P
Peggy Wi
Winton
t – Vice
Vi P President,
id t AIIM

Terrylynn “TK” Train, CRM, ECMp, MIT

Carl D. McVoy – Senior Manager , Global Administrative Services,

Jones Lang LaSalle

Ian Lee – Senior Product Marketing Manager, Iron Mountain

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Introducing our Featured Speaker

TK Train
CRM, ECMp, MIT

In association with: Presented by: TK Train, CRM, EMCp, MIT

In association with: Presented by: TK Train, CRM, EMCp, MIT
 Agenda

ƒ The
Th changing
h i environment
i t
ƒ Past
ƒ Present
ƒ Future

ƒ Where is the Paperless Office?

ƒ Current Environment
ƒ Current RM demands
ƒ Advantages/Challenges of Automation
ƒ Challenges/Solutions

In association with: Presented by: TK Train, CRM, EMCp, MIT

 P t
Past
ƒ Paper Centric
ƒ Filing/Manual processes – labor intensive
ƒ Huge amount of office space
ƒ Single Source of Truth
ƒ Chain of custody
ƒ Security
ƒ Distributed
Di t ib t d access diffi
difficult
lt
ƒ Retention/Disposition difficult to control

In association with: Presented by: TK Train, CRM, EMCp, MIT

 P
Present
t
ƒ Paper Centric with automation
ƒ Printing copies out and filing
ƒ Single source of truth ambiguous
ƒ Retention/Disposition difficult to control
ƒ Security better with automation
ƒ IT and some executives “don’t get it”
ƒ Some
S Records
R d MManagers “d
“don’t
’t get”
t” IT
ƒ About Information, not just records
ƒ IT and Records Manager’s roles blurring

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Future
ƒ More automated information systems
ƒ Better compliance
ƒ Less paper
ƒ More collaboration in industries
ƒ Records Managers become more technical
ƒ IT become more educated about retention/disposition

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Where is the Paperless Office?
ƒ Promise prevalent 1980s/early 1990s
ƒ Still not there
ƒ Why?
ƒ Schools

ƒ Generation currently in K-3rd grade

ƒ Will go paperless as adults (2023)
ƒ Mobile
M bil computing
ti
ƒ IPads
ƒ E-books

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Current Environment
ƒ Hybrid – both paper and electronic
ƒ 90% + of all documents today originate electronically
ƒ Printers
ƒ Copiers

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Current Demands on RM
ƒ Need to understand/partner with IT
ƒ How “much” there is – getting less relevant
ƒ How many places is more relevant than ever

ƒ Retention schedules cover both paper and electronic

ƒ 2 retention schedules?
ƒ Single Source of Truth – Official record
ƒ Where is the official record stored?
ƒ All others are not records – they are copies ONLY if they are not altered in any
way

In association with: Presented by: TK Train, CRM, EMCp, MIT

 The Records Retention Schedule
Unofficial Retention Retention Office of Media System

Legal Retention Period of Copies Record

6 3 6 MAX1 A/P

electronic Pier

6 3 6 MAX1 A/P

electronic Pier

6 3 6 MAX1 A/P microfilm

6 3 6 MAX1 A/P
electronic contracts

6 3 6 MAX1 A/P

electronic Gelco

6 6 6 MAX1 HR
electronic Compensation
p Tracker

6 3 6 MAX1 HR Paper N/A

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Advantages/Challenges of Automation
Advantages Challenges
ƒ Better security ƒ RM doesn’t understand IT & vice
versa
ƒ Easier distributed access
ƒ Executives don’t understand
ƒ Less office space
p
ƒ Consideration
C id ti off compliance
li requirements
i t
ƒ Less labor intensive ƒ SOX
ƒ 21 CFR Part 11
ƒ Audit trails and reports ƒ HIPAA/privacy issues

ƒ Real Time ƒ Disposition

Di iti off all
ll copies
i still
till exists
i t
ƒ Electronic Official Record

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Ch ll
Challenges/Solutions
/S l i
ƒ How can RM understand IT and how can IT understand RM
ƒ Ask questions (Learn a bit about IT)
ƒ Involve yourself
ƒ Share yyour knowledge
g
ƒ Help – show how you can assist them
ƒ Form a partnership
ƒ Briefing on RM

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Ch ll
Challenges/Solutions
/S l ti
ƒ How do you get Executives to understand?
ƒ Executive Briefing – educate them
ƒ Articles
ƒ News events
ƒ Case studies
ƒ Compare current to future processes
ƒ Include actual data
ƒ Tie to regulations/compliance
ƒ Tie to cost of litigation discovery current vs future
ƒ Recruit an executive “champion”

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Ed
Educate,
t Educate,
Ed t Educate…
Ed t
ƒ Never stop educating employees and executives
ƒ Remind
ƒ Re-train
ƒ Discuss
ƒ Demonstrate

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Ch ll
Challenges/Solutions
/S l ti
ƒ Disposition of all copies:
ƒ Develop clearly written procedures
ƒ Completely train all employees
ƒ Notify employees of records destruction
ƒ So they can destroy copies
ƒ Can lead a horse…

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Current RM Solutions
ƒ RM and IT work together
ƒ Responsibility of “managing” information

ƒ A word about email…

In association with: Presented by: TK Train, CRM, EMCp, MIT

 A t
Automating
ti
ƒ A word about automation:
ƒ Choose a small pilot program
ƒ Distributed
ƒ Executive Champion

In association with: Presented by: TK Train, CRM, EMCp, MIT

 RM Solutions
ƒ Automation
A t ti iis nott a ““silver
il bullet”
b ll t”
ƒ MUST HAVE: processes, procedures and governance around the use of
automated systems
ƒ Technology
gy is only
yap
part of the solution

ƒ Before looking/implementing a system or outsourcing learn about:

ƒ Cap u e methods
Capture e ods
ƒ Longevity of storage media
ƒ Disaster recovery plans
ƒ Sample procedures
ƒ Sample taxonomies
ƒ Leverage knowledge of others
ƒ AIIM Communities
ƒ AIIM Chapters,
Chapters ARMA Chapters
ƒ Conferences

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Summary
ƒ RM is evolving
ƒ Paper centric but evolving into a paperless society

ƒ Many challenges
ƒ RM not understanding
d di technology
h l
ƒ IT not understanding RM
ƒ Executives not understanding RM
ƒ Information is like oxygen – you don’t miss it until it isn’t there
ƒ Educate, Educate, Educate others – and educate yourself

ƒ One person can’t

can t know everything
ƒ Rely on experts
ƒ Blogs, Wikis, AIIM Community, Conferences, etc.

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Thank You!

TK Train, CRM, ECMp, MIT

ctkgonow@comcast.net
303 222 6712
303-222-6712

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Introducing our Sponsor

Carl D. McVoy
Senior Manager
g for Global Administrative Services at
Jones Lang LaSalle
and

Ian Lee
Senior Product Marketing Manager
Manager, Iron Mountain

In association with: Presented by: TK Train, CRM, EMCp, MIT

Records Management for Today’s Knowledge
Worker: A Case Study

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Schering Plough/Merck

In association with: Presented by: TK Train, CRM, EMCp, MIT

Business Challenges
Schering Plough wanted to reduce processing time
time, improve productivity
productivity, and
provide a more self-service approach for its accounts payable department.

In association with: Presented by: TK Train, CRM, EMCp, MIT

 The Solution
ƒ5
5,000-6,000
000 6 000 accounts payable documents are scanned daily at an Iron Mountain
imaging center
ƒ Stored documents are scanned on an as needed basis using Image on
Demand™
ƒ Iron Mountain uploads the scanned
documents to the Digital Record Center®
for Images where they are readily
accessible for over 245 users in the U.S.

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Solution Benefits
ƒ Reduced response time image requests
ƒ Decreased time from 3-5 days (at best) to one day
ƒ Improved audit capabilities
ƒ Can now perform bulk searches for documents
ƒ Increased
I d search
h capabilities
biliti
ƒ Search fields increased from 1 field to 12 fields
ƒ Reduction in errors
ƒ Real-time
Real time corrections can be made to vendor files with daily uploads
ƒ Streamlined process. Documents are now:
ƒ Scanned the same day, stored digitally in the Digital Record Center® for Images, and available
to authorized employees at any time, from any location
ƒ No initial hardware or software costs
ƒ No additional burden to internal IT group
ƒ AP staff can now focus on their core business practice

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Lessons Learned

ƒ Pay close attention to detail

ƒ Understand the process

p

ƒ Involve the stakeholders

ƒ Test and refine the solution

ƒ SOW review

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Thank you!

Looking for more information?

Visit
www storeaccessmanage com
www.storeaccessmanage.com

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Questions?
On the bottom left hand side
of your screen,
type your question in the white box
and hit “Submit Question” Button.

In association with: Presented by: TK Train, CRM, EMCp, MIT

 Upcoming Webinars
August 25th
How to Manage your Business Content as an Asset: ERP meets ECM

August 26th
Content Management in the Cloud: 8 Things You Need to Know

Register Today at
www.aiim.org/webinars
g
Or check out our Webinar Archive at
www aiim org/WebinarArchive
www.aiim.org/WebinarArchive

In association with: Presented by: TK Train, CRM, EMCp, MIT