1. Going Green with Document and Records Management Kruger National Park August 2012 Paul Mullon paulm@corconcepts.co.za 0832736087

2. Agenda Introduction – More than “going green” The impact of poorly managed content Document and Record Management’s (DRM) role in reducing environmental impact A planned approach to “green-focused” DRM implementations Conclusion and questions

3. Introduction This is not new –DRM has always had this potential –Going Green is not the only reason to implement DRM –Poorly managed content is VERY environmentally unfriendly –DRM (or ECM) has many elements – understand your specific requirements

4. The environmental impact of poorly managed content Look beyond mere paper usage Deforestation –The environmental cost of paper usage –……..And paper production Carbon footprint –Buildings, cabinets, files, printers and vehicles

5. The environmental impact of poorly managed content Energy consumption and carbon emissions Fuel usage Land fills –Paper and consumables Consider how many people travel to work every day purely because of the need to manage physical documents Consider how many people travel to work every day purely because of the need to manage physical documents

6. The business impact of poorly managed content Corporate governance requires more than profitability Public opinion favors the environment Share prices could be impacted by poor environmental activities Managing too much content is expensive Specifically, sustainable practices can help reduce costs (particularly energy expenditure), open up new markets and improve the company’s reputation. Source: The economist Intelligence Unit “Doing good: Business and the sustainability challenge” February 2008

7. Environmentally unfriendly DRM practices Unnecessary printing and usage of paper Process inefficiencies, transportation and the use of offices Unnecessary storage of paper and electronic content The business value chain is dependent upon paper, from suppliers to customers

8. The role of DRM in reducing our environmental impact Key considerations: Going green ≠ Reduced profitability Going green = Radical change in mindset

9. The role of DRM in reducing our environmental impact Reduce the volume of paper printed –Identify those processes which are major consumers of paper –Use the 80:20 rule

10. The role of DRM in reducing our environmental impact Look out for: Copies Printing for signature purposes “It is much easier to use paper” Internal and external mail runs Print and file (especially of e-mail)

11. The role of DRM in reducing our environmental impact Identify and implement the appropriate DRM technology –Not all DRM components deliver the same benefits –Not all organizations will derive the same benefits –Scanning is NOT the answer to the world’s environmental issues –But scanning is a vital component of the strategy

12. The role of DRM in reducing our environmental impact –Use the digital documents and images wherever possible –Digital signatures should be explored –Store e-mails in electronic format –Store reports electronically in central repositories –Output management tools should be used wherever possible “Born digital” should “Stay digital”

13. The role of DRM in reducing our environmental impact Facilitate working from home wherever possible –This is only truly feasible in a digital environment –There is often no need to go to the office, other than to shuffle paper –Workflow, Business Process Management (BPM) and use of electronic documents can be conducted from anywhere –Use collaboration tools where possible

14. The role of DRM in reducing our environmental impact Reduce telephony, transportation and office costs Improve the quality of life for employees Become an employer of choice

15. The role of DRM in reducing our environmental impact Store only what is required, and only for the required period –Records management with solid retention rules is essential –Destroy duplicates –Reduce storage space –Store records in one format only –Decrease back-up requirements –Reduce IT costs –Single instance e-mail management –Use electronic forms and templates

16. A planned approach to “green- focused” DRM implementations Build a team that is committed to the initiative –Executive management, IT, Records management, compliance and legal officers, users, environmental officers. –Find and foster an environmental champion

17. A planned approach to “green- focused” DRM implementations Develop a business case –Take financial and environmental aspects into account –Include at least: Cost savings Environmental benefits Customer service improvements Process and productivity improvements Employee satisfaction

18. A planned approach to “green- focused” DRM implementations Build and implement a robust change and communications plan –This requires a fundamental shift in the way business is conducted –Don’t underestimate the challenge –Must be deliberate, comprehensive and have executive buy-in

19. A planned approach to “green- focused” DRM implementations Ensure that a robust framework of policies, procedures and technology is in place –“Going Green” must become part of the corporate culture –It must be visible, tangible and part of induction

20. A planned approach to “green- focused” DRM implementations Implement electronic records management systems and processes –Retention and disposal rules must be adhered to –User trust needs to be created to prevent the storage of “just in case” paper copies

21. A planned approach to “green- focused” DRM implementations Implement scanning into those processes where clear value can be seen –Choose the processes carefully –Deliver quick wins, measure the results, and broadcast the benefits –Don’t forget the “other” non-environmental benefits –Scan using rigid processes, and don’t keep the source paper for ever

22. A planned approach to “green- focused” DRM implementations Find a relatively risk free process and go digital from start to finish –Build user comfort in doing things digitally –Use electronic forms where appropriate –Leave applications, or expense claim processes could be good starting points

23. A planned approach to “green- focused” DRM implementations Implement digital signatures wherever possible –Understand the legal environment first –Contracts, agendas, minutes of meetings should be considered –Liaise with suppliers and customers to uncover opportunities

24. A planned approach to “green- focused” DRM implementations Implement e-forms wherever possible –Avoid printing and storing paper forms wherever possible –Follow a process approach and see which processes are forms intensive –Ask whether the populated form is important, or merely the captured data

25. A planned approach to “green- focused” DRM implementations Provide a controlled mechanism and technology for e-mail archive –Review auto-delete rules and mailbox quotas –Are these the reason why paper copies are printed? –The system must be scalable, robust and trusted

26. A planned approach to “green- focused” DRM implementations Implement output management –Offer and encourage customers to receive electronic statements and invoices –Reduce internal printing of reports and employee wide documentation such as pay slips –Make sure it complies with your legal requirements

27. A planned approach to “green- focused” DRM implementations Monitor, track and market the benefits –Ensure that everyone knows about the benefits –Employees, management, and your stakeholders

28. Closing comments DRM can assist in meeting the environmental challenge It involves more than just reducing paper It won’t happen by itself A corporate wide cultural shift is required It does not conflict with profitability or other strategic drivers Going Green has moved from being a nice-to- have to a corporate imperative

29. Questions? Final questions? Paul Mullon COR Concepts +27 83 273 6087 paulm@corconcepts.co.za www.corconcepts.co.za