BRINGING YOUR INFORMATION TO LIFE ERecords Forum April 14, 2009 Karen V. Strong Director, Gimmal Gro - PowerPoint PPT Presentation

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BRINGING YOUR INFORMATION TO LIFE ERecords Forum April 14, 2009 Karen V. Strong Director, Gimmal Gro

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Out of date. Duplicate. Irrelevant. Relevant. GOING FORWARD: MAKE A CHOICE ... Classify Business Information by Content Type and Select the Information State ... – PowerPoint PPT presentation

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Title: BRINGING YOUR INFORMATION TO LIFE ERecords Forum April 14, 2009 Karen V. Strong Director, Gimmal Gro


1
BRINGING YOUR INFORMATION TO LIFE E-Records
Forum April 14, 2009 Karen V. Strong Director,
Gimmal Group 513-480-4096 (office) 513-490-0100
(cell) karen.strong_at_gimmal.com www.gimmal.com
2
Gimmal Company Facts
  • Experts in Enterprise Content/Records Management
  • Content and Records Management Specialists
  • Trusted Advisors on some large ECM/RM programs
  • 125 clients with household names
  • Thought Leadership
  • Nationally Recognized
  • Offices in Houston, Austin, NYC, Washington D.C.
  • Team averages 15 years of experience
  • Some of industrys best known experts
  • Broad Experience
  • Clientele Fortune 200 and government
  • Experience with all leading vendors
  • Implementing most of the major ECRM suites

3
Gimmal Clients
4
Mountain of information
Relevant
Cost Risk
5
Mountain of information
Relevant
Cost Risk
6
What the Mountain contains
  • Structured data
  • Files on individual computers
  • E-mail messages
  • SharePoint sites
  • File shares
  • Images
  • Multi-media
  • Technical data
  • Web pages

7
GOING FORWARD make a choice
  • Continuing to do what you have always done
    creates more of the same a bigger mountain!
  • Increase cost, risk, legal exposure

Make a Choice
8
GOING FORWARD make a choice
  • Begin focusing on the value of information
  • Create, organize, find and share relevant
    information
  • Preserve information needed for compliance

Make a Choice
Information Value
9
Think about information value
Information Conference Invitation Temporary
Purpose Served Business Information Summary/Recom
mendations Draft/In Review/Final Records Policy
Update/Modification Record All media/All
formats KEY MESSAGE Focus on managing
information with the highest value
Information
B
Business Information
Records
10
Think about information value
Information
B
Business Information
Records
Policy Scope KEY MESSAGE Retention Management
(Not Records Management)
11
Lifecycle ACTIVITIES Standard PROCESSES
Create Create/receive content Classify
Assign a content type Organize Save in a
particular file location or library Publish
Make it available (internal/external) Find
Search box or browsing Dispose
Automated/managed Use Share, collaborate,
update, re-purpose
12
Information States model
  • Temporary
  • Draft (In Review)
  • Final
  • Record

13
Information States Business rules
  • Security
  • Location
  • Version
  • Metadata
  • Retention
  • Disposition
  • Hold Exceptions

14
Lifecycle ACTIVITIES Use Results
Create All Information NOTE If unclassified
then delete Classify Business Information by
Content Type and Select the Information
State Organize Rules-based Publish
Rules-based Find Enterprise search Dispose
Rules-based Use Share, collaborate, update,
re-purpose
15
State-of-the-art technology
  • Enterprise Content and Records Management (ECRM)
  • EMC/Documentum
  • OpenText
  • IBM/FileNet
  • Oracle
  • SharePoint (MOSS 2007)
  • Other EC/RM solutions

16
Engaged people Change management
  • Education and awareness messages
  • Organizational responsibility (policy/governance)
  • Personal/professional responsibility (ownership)
  • What teams/individuals are responsible for
    managing (accountability)
  • How teams/individuals should be managing
    information (measure/assess compliance)
  • Available tools and training to achieve success

17
Summary key messages
  • Focus resources on highest value information
  • Enterprise policies must address retention
    management and lifecycle management (including
    hold order management)
  • Lifecycle activities and information states lay
    the foundation for consistent processes and
    improved automation
  • Classification/indexing strategy
  • Security model
  • Core technology architecture/infrastructure
  • People must be engaged in and lead the change

18
Gimmal Models
  • Maturity
  • Integration
  • Deployment
  • Architecture
  • Usage
  • Solution Specific

19
BRINGING YOUR INFORMATION TO LIFE Thank
You!
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