Letting Go

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Letting Go is the Hardest Part Developing an
Effective Records Management Program
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Letting Go?
This is a single manufacturer, and only one type
of business document (Sales Orders). First
they filled a basement, and then.
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Discussion Topics

• Introductions / Session Overview
• What is a Record and what is a Records Management
  Program
• Why it is important to establish a Records
  Management Program
• Approaches to developing a Records Management
  Program

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Kelly Tripp

• Title Vice President, Operations
• Company DataServ, LLC 12825 Flushing
  Meadows Dr. KTripp_at_DataServOnDemand
  .com
• St. Louis, MO 63131
  Phone [phone]
• Kelly Tripp is a VP with DataServ LLC, a
  technology-enabled business services firm
  specializing in On-Demand document management,
  workflow solutions, process automation and
  selective outsourcing services for Finance, HR
  Shared services function.
• Kelly is responsible for all Client facing
  business activity, including project management
  of client installations, imaging operations, and
  billing / accounting. He also consults and
  teaches regularly to help client companies
  understand how to best use todays technology to
  improve their four basic business processes AP,
  AR, HR, GL.
• Prior to his position at DataServ, Kelly was
  Director of General Accounting and Financial
  Reporting at Reuters (the Global News Company)
  where he directed process re-design activities
  for Reuters' award winning global business shared
  services center that recently opened in
  Bangalore, India.
• Kelly has also held a variety of senior financial
  roles in global companies including controller
  and senior finance positions at Bausch Lomb,
  Chiron Vision, Kraft Foodservice and Motorola.

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What is a Record and what is a Records Management
Program
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We Dont Know What We Dont Know

• Reports that say that something hasn't happened
  are always interesting to me, because as we know,
  there are known knowns there are things we know
  we know. We also know there are known unknowns
  that is to say we know there are some things we
  do not know. But there are also unknown unknowns
  -- the ones we don't know we don't know.
• -- Defense Secretary Donald Rumsfeld

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• Do you know your records management risk?
• Do you know where you are today?
• Do you know where you need to be?

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What We All Want
Records are efficiently managed Risk is
mitigated Confidence is strengthened
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Records Management Definitions

• What is a Record?
• Records are information created, received and
  maintained as evidence and information by an
  organization or person, in pursuance of legal
  obligations or in the transaction of business
  ISO 15489-1 Information and documentation
  Records Management
• What is Records Management?
• Records Management is the field of management
  responsible for the efficient and systematic
  control of the creation, receipt, maintenance,
  use and disposition of records, including
  processes for capturing and maintaining evidence
  of and information about business activities and
  transactions in the form of records ISO 15489-1
  Information and documentation Records
  Management

Individual organizations must determine the
definition of what is a record and often more
importantly, what is not a record.
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Records Management Definitions, continued

• What is a Records Retention Schedule?
• A Records Retention Schedule defines that period
  of time during which records are maintained and
  specifies procedures for disposition of records
• What is meant by Records Production?
• Records Production is a controlled process of
  reviewing and providing records, documents and
  information in any media format as a result of a
  request to respond to litigation, government
  investigation, audit or other action.
• A key function is the ability to hold records
  and suspend destruction

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Records Management Definitions, continued

• What is Discoverable?
• For purposes of legal discovery, "records" may
  include all forms of communication relating to
  the Company and its business which have been
  reduced to "hard copy," such as paper or film, or
  which can be retrieved or perceived from
  electronic media, such as computers and related
  accessories, including electronic mail,
  transactions, and other communications and/or
  records and disks or other media. Records
  include all incoming and outgoing documents, as
  well as all drafts, notes, and calendars.
  "Personal" records relating to Company business,
  whether or not prepared on Company time or in the
  office, can be and usually are the records of the
  Company and are its property. These include all
  copies of records otherwise made or kept by
  Company personnel, irrespective of their
  location. All Company records must be kept in a
  manner that preserves the integrity of the record
  and provides access to the authorized Company
  personnel in need of such records.

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Where are the Official Records

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Participants in Records Management
Risk Management
Operations
Training
Human Resources
Logistics
IT
Compliance
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Why it is important to establish a Records
Management Program
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Why Develop a Records Management Program

• Companies do business today in a very competitive
  and legalistic environment
• A Records Management Program can have business,
  legal, and privacy implications

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Why Proper Records Lifecycle Management is
Essential in Todays Marketplace

• A national provider of brokerage services paid
  10 million on recordkeeping and access
  requirements violation claims.
• ChoicePoint Inc. on Thursday agreed to pay 15
  million to settle Federal Trade Commission
  charges that security and record-handling
  procedures at the data warehouser violated
  consumers' privacy rights when thieves
  infiltrated its massive database.
• A large consumer financial services corporation
  had a large package delivery company pick up a
  parcel of tapes. The parcel containing customers
  addresses, Social Security numbers, and loan
  payment records. It never arrived at its storage
  repository destination. Three point nine million
  customers were exposed.
• Nearly three out of four enterprises have faced a
  requirement during the past three years to search
  through backup tapes to recover old emails in
  response to a request from the legal department,
  human resources department, or some other entity
  within the enterprise.

Chicago Sun Times March 2004
The St. Louis Post Dispatch -January 27, 2006
Newsweek May 2005
Osterman Research
traditional e-discovery methodologies for
restoring email can cost about 2 per message
Vedder, Price Kaufman Kammholz
A national provider of brokerage services
recently suffered an adverse 1.45 billion court
judgmentthey had acted in bad faith in failing
to turn over relevant e-mails.
An employer was ordered to pay a 30 million
court judgment. The employer found itself in
trouble for failing to preserve and produce
documents in an employment case.
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The Growth of Regulations
The Cato Institute, a U.S. public policy think
tank, notes that 4,167 new rules were issued by
U.S. federal agencies in 2002 alone.
Managing Risks for Records and Information
Victoria L. Lemieux, ARMA International 2004
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The Growth of Electronic Records

• According to Berkeley University, mankind
  produced 12 exabytes of data in all of history up
  to 1999
• Another 12 exabytes from 1999 to 2002
• And, another 12 exabytes in 2003 alone
• To put that into perspective, an exabyte equals
  one billion gigabytes

Thats a lot of documents to manage . . .
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Why Develop a Records Management Program

• Amendments to Federal Rules of Civil Procedure
  relating to electronic discovery took effect on
  December 1, 2006
• What Changed The legal system will more
  consistently allow discovery of Electronically
  Stored Information (ESI) in much the same way as
  it currently treats regular paper documents.
• New Risk Companies will not be able to hide
  behind their own inability, due to disparate
  computer systems, to find and produce requested
  electronic records.
• Safe Harbor Potentially fewer problems for
  those companies that have in place and regularly
  follow a document management policy / procedure
  especially for their ESI.

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Why Develop a Records Management Program

• Legal Implications
• Protect vital records
• Statutory and regulatoryrequirements
• Best evidence and businessrecords rules
• Adverse inferences or sanctions
• Obstruction of justice

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Key Records Management Issues

• Increasing regulatory compliance requirements for
  records retention / production
• Increased regulatory intervention in privacy and
  security of data
• Migration of records management activities from a
  tactical to a strategic point of view
• Litigation is a way of business life
• Requirement for the coordination of people,
  process, technology, and controls
• The growth of electronic records and the
  resulting change in what constitutes a record
• Unstructured digital records are growing
  significantly faster than structured digital
  records
• Unstructured Data consists of free form content
  stored outside
• the confines of application systems and
  databases
• This information can be found in many forms
  email, documents,
  spreadsheets, video, voicemail, fax,
  digital
  images, etc . . . end user control is significant

Current ratio of unstructured to structured data
in an organization is about 90 to 10.
Structured is growing 10 per year, unstructured
is doubling every 3 months
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Why Develop a Records Management Program

• Not following a Records Management Program will
  produce one of two results
• Destroy records that you should retain
• Retain records that you could destroy

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Approaches to developing a Records Management
Program
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If it was easy, everyone would have a Records
Management Program in place

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Records Management Program
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Complex
Involvement
Easy
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3
Theory based
Action based
Activity level
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Full Document Lifecycle Management
Complete on-line storage for distribution
throughout the enterprise
Fast, accurate retrieval from off-line provides
access to seldom used documents without hassle
factor
Near-line storage provides access at lower cost
while documents are used infrequently
Automatic/scheduled data/document destruction
assures no risk of over retention
Capture as far upstream as possible to reduce
costs and increase productivity
Application Integration allows ease of use,
reduced learning curve, and increased productivity
Off-line storage provides secure long term
document repository for the retention period of
each document type
Various Retention Schedules
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
- on-site scanning - mail room scanning
- point of creation scanning
- distributed scanning -
C.O.L.D. (nightly)
- EDI - E-mail - Fax (inbound)
- as needed backfile conversion
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On-site Solution
Software Solutions

• Imaging
• EDM
• ERM

Client
Scanners And Capture Solutions
Your Network Storage
Your Network Printers
Your Mainframe
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Why Hosted?
Pace of Business Change
Pace of Technology Change
Rate / Speed
Business Appetite for Change
ITs Capacity for Change
Time
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External Solution
On Demand Provider
Client
Internet
VPN
T-1
Network Router
Help Desk
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What Everyone Wants
Confidence is strengthened
Risk is mitigated
Records are efficiently managed
Both you and your Legal Counsel
. . . can sleep at night again
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Presenter Details
Questions ?
Kelly TrippVP of Operations DataServ,
LLC314-898-7286ktripp_at_DataServOnDemand.com