Records Mgmt & Archiving

The team around B. Wildhaber is currently working on the new edition:

It will contain an extension on Information Governance and other topics.

see: http://wildhaber.com/index.php/materialien/6-news/127-pla3rm2014

It is planned to appear in Q1 / 2015

The term "disruption" or "disruptive" is quite inflationary for the moment .

allbeit IT or collaboration - Clay Shirky: http://bit.ly/1crXRXo, processes, behavior etc.
C. McKinnon has written a nice article: http://bit.ly/1ibMFAD
Rethinking IM in the age of digital disruption; ....
everything is breaking in an extremely disruptive world: continuity seems to be out. Building trust in a disruptive age? - no more possible.

Bill Jensen (Simplicity) came up with a simple reader and a call to DISRUPT! BE EPIC AND THINK EPIC (25 successful habits about anything goes)
http://disruptmovement.com/

What for?

In the guiding principles for instance (p.148) it is suggested that HOW is the wrong question. Instead all about WHY is most important .

This is exactly the opposite of the core message of Dov Seidman's HOW book.
HOW we do anything means everything.
http://www.howistheanswer.com/

When it comes to the difficult question of information governance implementation, I prefer the HOW. It's much more ambitious ... a real task to build and orchestrate.

Professor William H.J. Hubbard from the University of Chicago Law School recently concluded his Preservation Costs Survey and the results are now available.

go to: http://bit.ly/1lx8gnx
download of executive summary and full report (for free)

The survey “is the first, and to date only, systematic effort to measure the extent and costs of preservation activity across a broad sample of companies,” and collected data from 128 companies, “including companies of all sizes and from a broad range of industries.”
The Survey generated conservative estimates of costs that are solely attributable to preservation obligations (scheduled records).
somehow a restricted scope of ESI.

No surprise, one of the results: Preservation of email and hard drives is the most common source of problems.

As stated in my last article in the Records Mgmt Journal (https://jhagmann.twoday.net/stories/600001224/)
one of the most difficult challenges in IG implementation is to develop a sustainable value proposition for specific business functions.

Top 10 Information Governance trends discovered during Legal Tech NY 2014 seem to confirm this!
especially the second trend is exactly the hard one:
" ....only benefits/value consideration would be able to sustain an IG program designed to take control of your information."

How true! excellent statement.

see:
http://animeshkum.wordpress.com/2014/02/10/top-10-ig-trends-ltny2014/

Yes. "Law firm partners and attorneys are increasingly being asked by their clients to advise on proactive information governance options rather than help with reactive e-discovery actions."

...this would mean more investments in content driven IM (appraisal of information and master data, metadata, tagging etc.) instead of "garbage in garbage out" activities of uncontrolled big data.
Enterprise search and predictive coding cannot help much when the input quality of the data (description) is so poor. Automation is not yet ripe to fully replace intellectual intervention.
Professional records managers have to take a resonsibility in this orchestration.


SEE ALSO: the summary of #LTNY by Barclay Blair
https://twitter.com/btblair/status/433372609053741056

The schedule for the first European ARMA conference in Amsterdam is here:

http://europe.arma.org/2014-european-conference/schedule

Registrations: http://europe.arma.org/2014-european-conference

Reported by Chris Walker
http://bit.ly/1nbGHiO

Interesting incident.


http://edmonton.ctvnews.ca/laptop-containing-health-information-for-thousands-stolen-province-seeking-investigation-1.1651500

http://edmonton.ctvnews.ca/privacy-commissioner-frustrated-after-laptop-with-personal-information-stolen-1.1653696

This is a bonus story - http://edmonton.ctvnews.ca/patient-information-stolen-from-covenant-health-1.1656104#commentsForm-478263

Compliance cases: December 2013
Boehringer Ingelheim US

http://www.fiercebiotechit.com/story/court-fines-boehringer-1m-gross-inadequacy-record-keeping/2013-12-12

http://nextgenrm.org/2013/12/15/court-fines-boehringer-1m-for-gross-inadequacy-of-record-keeping/

2014 ARMA European Educational Conference

Join us March 24-25, 2014 for “Information Governance: Minimising the Risk of Missed Opportunity” the ARMA International European Conference in Amsterdam, Netherlands at the Radisson Blue Hotel.

Don’t miss this opportunity to engage, learn, connect and be at the forefront of industry trends. World-class speakers, trend-setting exhibitors and your European peers make this the must-attend event of the year.

Spread the word to your colleagues and invite them to join you. Sync your calendars, tweet the date and get ready to network! Details and registration announced in early January 2014.

Who Should Plan to Attend:

Information Governance, Document and Records Management professionals
Archivists
Chief Information Officers
Chief Compliance Officers
In house counsel

Submission form is on the website:

http://europe.arma.org/2014-european-conference

Jason Stearns, Director Information Governance at UBS (US, NJ), has published his study at ARMA 2013 (Las Vegas) entitled

"Employing the Generally Accepted Recordkeeping Principles® to Identify
Practices for Efficient and Compliant Electronic Records and Information
Management"

as part of the fulfillment of his master degree at the Univesity of applied sciences of Oregon 2010.

download: Stearns (pdf, 672 KB)

abstract:
This study, based on literature published between 2005 and 2010, employs the Generally Accepted Recordkeeping Principles® (GARP®) to identify 23 practices for effective and compliant electronic RIM. Practices, framed in relation to eight GARP® principles, are presented as a comprehensive guide for RIM and IT professionals tasked with recordkeeping responsibilities.

the 23 practices are:
Practice #1: Employ technical architectures to improve accountability
Practice #2: Log user information actions to perform audits
Practice #3: Update and maintain accountability structures
Practice #4: Implement usage controls
Practice #5: Capture metadata to validate record characteristics
Practice #6: Use database watermarking to ensure record integrity
Practice #7: Implement integrity checks
Practice #8: Create detailed plans and manage metadata for records data migrations
Practice #9: Implement an information security control framework
Practice #10: Establish vital record and BC&R programs
Practice #11: Use control mapping to develop a compliance framework
Practice #12: Conduct information system compliance audits
Practice #13: Use digital audit trails, secure deletion & authenticated encryption
Practice #14: Adopt relevant DoD5015.2 design specifications
Practice #15: Use well constructed file plans
Practice #16: Plan for technology obsolescence
Practice #17: Develop a retention schedule that includes electronic records
Practice #18: Leverage records management application software
Practice #19: Combine IT and RIM support efforts
Practice #20: Implement a litigation hold process
Practice #21: Implement a discovery compliant records management policy
Practice #22: Establish data provenance queries
Practice #23: Adopt the “Information Management Compliance” (IMC) Methodology. (R.Kahn, B. Blair , Information nation)

In many organisations content or RIM driven information governance (IG) initiatives have already failed or have turned into a purely IT governance and security driven activity. Some IG roles had partially become suicide roles when it came to real time implementation.

for the time being there is little practical experience with successful content driven IM / ECM use cases.

At the ARMA 2013 annual conference (Las Vegas) the topic was omnipresent again but the perception has changed since last year in terms of a better differentiation and critical voices rising (e.g. Information governance heretics (Cunningham), panels like "The cure for IG analysis paralysis" etc...).

I have tried to summarize some lessons learned in a generic way from my three years experience in a large Pharma company.

Records Management Journal, Vol. 23 Issue: 3, pp.228 - 240.
Information governance - beyond the buzz

see abstract: http://t.co/1ZFsiUZnq2

Fulltext download with Emerald.

IG is always an ambitious multi-year journey. There is no royal way or recipe and it depends heavily on the ability of an organisation to build up trust and the desirable behaviour to improve information management compliance (B. Blair).
The biggest challenges from my experience are:
- Make a clear distinction btw IT governance and information governance and bring it to life by the next point !
- Developing a realistic value proposition of IG for specific business functions (Selling IG to the business)
- No department alone is able to achieve the intended benefits and results for the enterprise (corp. culture and collaboration is crucial)

see also:
Kooper: On the governance of information
Kooper-IMJ (pdf, 130 KB)

http://ediscoveryinsight.com/2012/10/the-7-deadly-sins-of-information-governance