One of the things I am most looking forward to be AIIM 2014 is the opportunity to meet and talk with other information professionals who are facing some of the same challenges that I am currently facing. One of the marvels of the internet and social media is that many of us already talk about some of these issues online. Today there is an organized event sponsored by AIIM at 1:00 EST called an, #Infochat where myself and three other panelists will be fielding questions on information governance. You can read more about it here: Information Governance #InfoChat
Here is a brief introduction to the other panelists via blog posts that preview their sessions at AIIM 2014.
What is dead is the concept of a record. We have been deluding ourselves into believing that our user population can accurately identify and file content as records. The fact is, that this experiment in user empowerment has failed. We’re declaring records in a haphazard manner where policy is being applied inconsistently, multiple versions of information are being declared (or not declared) as records, and our inconsistencies are one of the primary ways that we’re losing lawsuits.
So if our need to categorize and dispose of information remains, but our concept of a record has failed, what are we left with? We’re left with managing all of our information but the veiled curtain of records management has been torn. Instead of categorizing and retaining just these mythical creatures called records, all of our information, however, can be categorized and retained.
To make policy compliance “the path of least resistance” we have an enterprise-wide, cloud-based file sharing service. This solution can be leveraged for individuals and business units. It also gives business units the ability to grant file-specific access to external business partners. And, we apply the “convenience copy” retention period to those documents, based on our understanding of the use case for documents stored there.
Simple rules…simple solutions. At least from the perspective of the people trying to do their jobs. Behind the scenes, significant research and planning is required to deploy these solutions. Each simple policy is supported with multiple standards and procedures. But not everyone needs to know the standards (like how to configure the default retention on the Exchange email server) so we don’t muddy the policies with unnecessary detail.
We didn’t do this because we’re super smart. We did it because we were desperate. One division wanted to use iPads to access sales materials; another needed to exchange large files with an advertising agency; and an independent records management survey revealed widespread use of thumb drives to make documents portable. We needed a solution enabling access to content from any device and any location. We didn’t embrace the cloud so much as grasp it in a panic.
Excerpted from: A Walk in The Clouds (Without the Bad Acting by Keanu Reeves)
The PHIGs (Principles of Holistic Information Governance) are there to help organizations take a look at how and why information exists and affects all relevant stakeholders. The PHIGs aren’t about technology; they’re about business and doing it better by understanding what you need from information.
By reordering and rewording some of the RM strategy objectives, and adding a couple of new ones, we were able to change the focus from an RM project that would provide very limited benefits, to an organization-wide information management program that will benefit all stakeholders. Of course it’ll take longer to get to the end, but at least the client has taken the first step and realized the importance of information to the proper running of the business.
Excerpted from: PHIGs Take Phlyte – Changing a Project to a Program
You can learn more about other AIIM 2014 sessions at this sneak peak.