Content Management

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Content Management Records RetentionA RIM
Perspective

• Nancy M. Maglothin, Records and Information
  Manager
• Kentucky Employers Mutual Insurance

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Information Retention A RIM Perspective

• Content Management Records RetentionA RIM
  Perspective

Information
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Information Retention A RIM Perspective

• Think of your garage
• What if you kept everything?
• How do you know what you have?
• Would you be able to find everything?

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Information Retention A RIM Perspective

• If you kept EVERYTHING wouldnt your garage look
  like this?

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Information Retention A RIM Perspective

• Why cant we keep everything forever?
• How long is forever?
• What happens when you cant find it?
• What about when someone does get rid of it?What
  risk does that create?

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Information Retention A RIM Perspective

• Does your organization have a RIM Program in
  place?
• A Records Retention Schedule?
• Does the program account for management of
  Electronic Records? Or Emails?
• How are Legal Holds handled?

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Information Retention A RIM Perspective

• KEMIs Records and Information Management
  Policy
• The Goal of the RIM Program is to comply with
  all statutory and regulatory requirements, while
  minimizing legal risks, safeguarding information,
  reducing or avoiding costs associated with
  managing paper records, electronic data and
  files, and other KEMI information resources

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Information Retention A RIM Perspective

• Records Information Management What is it?
• Appropriate maintenance and destruction of
  company records

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Records Retention Schedule - Sample
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Information Retention A RIM Perspective

• Legal Requirements Litigation Support
• Have you have had to produce information to
  support litigation?
• If you have it, a court can order you to produce
  it.
• Can you share what happened? How difficult was
  it?

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Information Retention A RIM Perspective

• Request for Legal Documents
• How easy was it to identify, find and produce
  documents requested?
• What about cost? How expensive was it?
• How much time did it take?

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Information Retention A RIM Perspective

• Back-up Tapes
• Has a back-up tape ever been used to locate a
  document to support litigation?
• If so, is it really being used for what it was
  intended?
• How do you insure your information stored on your
  oldest back up tape is still accessible?
• How long will the tape media itself last?
• How about equipment, do you still have the
  hardware to load and read the tape?

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Information Retention A RIM Perspective

• Do you have a Legal Hold process in place?
• Legal Hold process implemented in May 2009
• KEMI defines Legal Hold as cease destruction and
  preserve all records (both Electronic and Paper)
  related to the subject of the legal hold.
• Legal Holds include
• Claims Litigation
• Subrogation
• Collections
• General Litigation (includes Subpoenas, Fraud
  Investigations and Agency Reporting, and other
  litigation matters)

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Information Retention A RIM Perspective

• Active Holds as of July 2010

Claims Litigation 766
Collections 887
Subrogation 158
General Litigation 41
Total 1852
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Information Retention A RIM Perspective

• Employees are notified of the Legal Hold based on
  a File Mark placed in our business system,
  Power Comp and our Imaging System, Image Right.
• If employees have documents that pertain to the
  matter out-side of our business systems (i.e.
  Word, Excel, Outlook, etc.) they are asked to
  place a copy in a secure area created for the
  matter.
• Today this is a manual effort.
• Process of implementing an Enterprise Content
  Management (ECM) System that will Automate our
  Legal Hold process.

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Information Retention A RIM Perspective

• Enterprise Content Management OpenText Livelink
• Main Features
• Content Management System will identify documents
  in the system that contain the specified matter
  number or name (Policy, Claim, General
  Litigation) and maintain a copy for Litigation
  purposes.
• Document Retention, based on our Records
  Retention Schedule is applied at a top level
  folder. All documents placed in the folder or
  sub-folders created take on the specified
  retention.
• An automated review and disposition of records
  once retention has been met via the use of a
  workflow.

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Information Retention A RIM Perspective

• Email Management Considerations
• Should email be a type of record on the Records
  Retention Schedule?
• How is email today any different than snail mail
  of yesterday?
• Share ideas and thoughts. How is your
  organization managing email today?

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Information Retention A RIM Perspective

• Looking Ahead _at_ KEMI
• Implementation of ECM then Email Management.
• ImageRight our Core business Imaging System
• Deletion of Images once retention has been met
• Power Comp our Business System
• What data can be eliminated to support retention?

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Information Retention A RIM Perspective

• ARMA International www.ARMA.org
• Professional association and the authority on
  managing records and information paper and
  electronic.
• Membership more than 11,000 Including
• Records and Information Managers
• Compliance and Privacy Officers
• Information Technology Managers
• Attorneys
• Archivists Librarians
• Educators in both the public and private sectors
• ARMA Established in 1955

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Information Retention A RIM Perspective

• ARMA continued
• ARMA also develops and publishes standards and
  guidelines related to records and information
  management.
• It was a key contributor to the international
  records management standard ISO-15489.
• Local chapter meetings in most cities. Good
  opportunity for networking and educational
  sessions.

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Information Retention A RIM Perspective

• Questions / Discussion
• Nancy M. Maglothin
• RIM Manager, KEMI
• nmaglothin_at_kemi.com
• 859-389-1217