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Hong Kong Knowledge Management Society October 31 2006 IBM, Taikoo Place John James OBrien, BA, CRM, MALT Partner & Principal Consultant Information Resource.

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Presentation on theme: "Hong Kong Knowledge Management Society October 31 2006 IBM, Taikoo Place John James OBrien, BA, CRM, MALT Partner & Principal Consultant Information Resource."— Presentation transcript:

1 Hong Kong Knowledge Management Society October IBM, Taikoo Place John James OBrien, BA, CRM, MALT Partner & Principal Consultant Information Resource Management (IRM) Strategies Hong Kong Insights on Records Management Programs Practical Realities

2 © 2006 IRM Strategies All rights reserved. RM is Big Business The records management (RM) market is projected to grow at a robust 25 percent per year over the next five years, according to Gartner, reaching nearly $200 million per year in software revenue.Gartner More broadly, the costs of compliance, including products and professional services, are predicted by IDC to reach $20 billion within the next three years.IDC KM World Judith Lamont - Posted Apr 26, 2006

3 © 2006 IRM Strategies All rights reserved. Discussion Topics Why Records Management? What is Records Management? How are RM Programs Configured Internationally Q & A 3

4 © 2006 IRM Strategies All rights reserved. What is a record? Information created, received and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business ISO Accepted case law has held that a 'document' means anything upon which evidence or information is recorded in a manner intelligible to the senses or capable of being made intelligible by the use of equipment. Peter Bullock, Masons, 2006

5 © 2006 IRM Strategies All rights reserved. What is a record? Information is recorded and stored within containers (e.g. paper, DVD, servers, etc.) Format and media of containers are constraints on managing records, but are not of primary value in defining the needs and implications of retaining, using, disclosing and disposing recorded information.

6 © 2006 IRM Strategies All rights reserved. Characteristics of Records Official (& unofficial) Exist in context Contain content Structured Accessible Readability (usability) Authenticity & integrity Legally admissible Exist through time Can be migrated or converted to another media Council Decree inscribed circa 196 BC, Egypt

7 © 2006 IRM Strategies All rights reserved. Old paradigm: records management focused on: –administrative support functions –office filing and file storage –warehouse operations New paradigm: recorded information management: –strategic focus on information content from three perspectives: Risk assessment and control Quality achievement and improvement Knowledge capacity building

8 © 2006 IRM Strategies All rights reserved. Todays Record Challenge Incompatible and obsolete soft / hardware Un-captured , work notes, SMS Un-managed imaging & audio Off-line storage tapes /disks Backup tapes & storage Laptops, PDAs, Tablets, Mobiles, I-Pods Voic , E-Calendars & Day Planners Web & multi-media records Organizations cannot know what they know Organizations cannot claim a consistent management of decision making processes

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10 © 2006 IRM Strategies All rights reserved. Media and Content Dimensions of the challenge: –Unstructured information on PCs, , etc. –Structured information in defined computer systems –Web based: e-biz and B2P (public) web presence –Multi-media collections –Organisations rarely value recordkeeping as integral to quality outcomes –Assumption that managing IT is the same as managing recorded information: it is not. Past drivers for RM were: –Active File Management –Space cost reduction through inactive file management –Storage and retrieval needs Todays drivers are: –Multi-media content –Risk reduction –Cost management –Knowledge management

11 © 2006 IRM Strategies All rights reserved. Models for Life Cycle Management active semi-active inactive creation receipt destruction archival preservation administrative operational fiscal legal primary values secondary values research & development evidential audit residual values historical (archival) values Traditional approaches to RM can be effective for communicating the basics and it is possible to achieve cost reductions adopting the model above. Advances in RM theory shift effort from the end of the life cycle to the start. Today, the Australian Continuum Model integrates RM into business strategy. The model below supports corporate risk management needs while enabling learning communities and knowledge management. From Factors for Influence by John James OBrien, 1999

12 © 2006 IRM Strategies All rights reserved. Ordinance, legislation, regulation = need to prove the matter under review was not done wrongly compliance is about what you did and did not do The Recordkeeping Imperative Litigation = discovery process(es) can cost you MORE than settlement e-records and unstructured record collections are landmines Increasing collection of data and information = exponential growth in e-records, particularly reliance on paper to extend the usability of e-records globalisation / mergers increases the size and complexity of organizations

13 © 2006 IRM Strategies All rights reserved. Basel II / MFiD / SOX RM Requirements Governance Record keeping Risk management Documentation Transaction data = Incidents & near misses Consistent practice Risk measurement and assessment controls depend upon a established processes within a managed context.

14 © 2006 IRM Strategies All rights reserved. Standards – Choices & Implications ISO – Records Management Standard ISO – Information Security Management ISO 9000, Series: Quality & Environmental BIP 0008 – Admissibility of E-Records BSI PD 5000 – Admissibility of s DoD MOREQ/MOREQ II ANSI/ARMA – Vital Records Protection

15 © 2006 IRM Strategies All rights reserved. Policies defining what should be done; Procedures specifying how policies should be implemented; Record keeping adequate to prove the probity (integrity) of process Audits verifying that what should have been done was, in fact, done. Risk mitigation

16 © 2006 IRM Strategies All rights reserved. Risk Management requires: Content: –record content reveals the conduct of the business and the facts of the matter Procedural evidence of authenticity: –The specific aspects of RM program management as they pertain to the authenticity, reliability and validity of records Key forms of transactional evidence

17 © 2006 IRM Strategies All rights reserved. Cohhassett AIIM International 2002 Risk mitigation can NOT be realized, nor good corporate governance & compliance achieved without records management. Tom Reding, CRM IBM Software Group

18 © 2006 IRM Strategies All rights reserved. 63% overall have a written policy for managing records 37% do not FinanceIT Professional Services Public Sector Total % Policies are fundamental…but Adapted from Drury Research, per Martin Bradley, Archives Ireland

19 © 2006 IRM Strategies All rights reserved. When legal retention period is uncertain Adapted from Drury Research, per Martin Bradley, Archives Ireland Store it indefinitely Ask advice Store it for a year Dispose of it anyway Dispose of it seems appropriate Dont know Other

20 © 2006 IRM Strategies All rights reserved. Cohhassett AIIM International 2002 Adequacy of RM in Companies with RM

21 © 2006 IRM Strategies All rights reserved. Electronic Records 72% report IT responsible for day-to-day management of e-records; RM 28% 47% doubt that IT is prepared to migrate records according to the retention plan 25% believe their organizations have adequate policies and procedures to ensure viable records for the duration of their required life.

22 © 2006 IRM Strategies All rights reserved. Hypothetical – or is it? 2 years from now, your organisation is challenged in court Matter concerns activities 5-8 years earlier – within the legal limitations Issues of public perception, rights, legal compliance, etc. Do you have a plan of action to respond? What will it cost? How long will it take? How will your organisation locate, access and review relevant data and records?

23 © 2006 IRM Strategies All rights reserved. Hong Kong, the Basic Law & RM Court procedure in Hong Kong is largely unchanged since 1997 Generally, the High Court requires each party to litigation to disclose all relevant documents in existence (favourable and not) when making discovery, and requires confirmation that: neither he nor his solicitor has now, or ever had, in his possession, custody or power any document of any description whatever relating to any matter in question in this action, other than the documents [set out in his list of documents]. Furthermore, if the parties and their legal advisers do not adopt a 'sensible and responsible approach in dealing with discovery', they face cost penalties meted out by the Court (Re: Shun On Co. Ltd, Hon Kwan J., Court of First InstanceDecember 2002). Peter Bullock, Masons, 2006

24 © 2006 IRM Strategies All rights reserved. Managing the Recorded Information Resource Seven questions simplify the answer. Managing recorded information is a complex business. But with the right expertise, it doesnt have to be complicated. Adapted from a White Paper by John James OBrien, 2006

25 © 2006 IRM Strategies All rights reserved. RIM Program Components

26 © 2006 IRM Strategies All rights reserved.

27 Records Conversion Forms Management RIM Related Research Security Classification Retention Planning Records/File System Design Media Conversion Planning Finding Aid Dev. Audit Responsibilities Vital Records Planning Manuals Management Reprographics Micrographics Storage Services Filing & Retrieval Technical Tasks Business Analysis Workflow Design Risk Analysis Cost Analysis Project Mgmt Enterprise-wide Systems Inv. RIM Application Design Disaster Planning Basic Records Management Program © 2006 IRM Strategies All rights reserved.

28 Records Conversion Forms Management RIM Related Research Security Classification Retention Planning Records/File System Design Media Conversion Planning Finding Aid Dev. Audit Responsibilities Vital Records Planning Manuals Management Reprographics Micrographics Storage Services Filing & Retrieval Technical Tasks Business Analysis Workflow Design Risk Analysis Cost Analysis Project Mgmt Enterprise-wide Systems Inv. RIM Application Design Disaster Planning Enterprise RIM Program © 2006 IRM Strategies All rights reserved.

29 Reality Checks 3 real life programs In Australia, Canada and the United States, the trend indicates a shift from a traditional, administrative support model to a strategic, enterprise knowledge & risk management focus as seen in these three representative organisations.

30 © 2006 IRM Strategies All rights reserved. Receptive Environments are HOT Executive Grasps RM Business Planning Proactively Invited Strategic Planning Budget Equity Realignment of Bus. Functions Staffing Equity Org. Mission Relationship Risk Mgmt Value Grasped Enterprise-wide Systems Involved in RM Systems Pay for RM Functions Pay Levels for RIM Progam Staff Reallocation Personnel Grasps RM

31 © 2006 IRM Strategies All rights reserved. Hostile Environments are NOT Executive Grasps RM Business Planning Proactively Invited Strategic Planning Budget Equity Realignment of Bus. Functions Staffing Equity Org. Mission Relationship Risk Mgmt Value Grasped Enterprise-wide Systems Involved in RM Systems Pay for RM Functions Pay Levels for RIM Progam Staff Reallocation Personnel Grasps RM

32 © 2006 IRM Strategies All rights reserved. Its a Measurable Context Some organisations are ready and able to leverage recorded information in a receptive environment and can build and maintain capacity with habit reinforcing tools such as the S4K Research Management Update and support for communities of practice. Some require an investment in knowledge resource development to make needed change.

33 © 2006 IRM Strategies All rights reserved. Benefits Compliance with relevant standards Compliance with Global Legal and Regulatory requirements Team/Enterprise/Global knowledge capacity building Integrated Information Resource Efficiencies of scale, expertise and staffing Public perception management - ISO Accreditation, etc. Business continuity through Vital Records Management Defensible practices Quality Improvements

34 © 2006 IRM Strategies All rights reserved. References An, X. A Chinese view of Records Continuum methodology and implications for managing Electronic Records. (Accessed January, ). Duranti, L.; Eastwood, T. and MacNeill, H. Preservation of the Integrity of Electronic Records, Kluwer Academic Publishers, Dordrecht, The Netherlands, European Union, Cornwall Management Consultants. Model Requirements for the Management of Electronic Records (MoReq). (Accessed August 25, 2006) MoReq International Organization for Standards. ISO and ISO , Information and DocumentationRecords Management. Geneva: International Organization for Standards, 15 September, Myers, E. The ABCs of Records Retention Schedule Development. (Accessed August 25, 2006). OBrien, J. Factors for Influence: Organizational Context and Leadership in Recorded Information Management. Thesis in partial completion of a Master of Arts degree in Leadership and Training at Royal Roads University, Canada, Pelz-Sharpe, A. Records management redux: the nudge toward compliance. (Accessed 29 October, 2006). Visit our Insights page for current RSS feeds in relevant topic areas.

35 Partner & Principal Consultant Information Resource Management (IRM) Strategies Hong Kong SAR mobile: Associate Partner S4K Research AB, Sweden Thank you John James O'Brien, BA, CRM, MALT


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