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“Getting a Grip” on Records Management

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“Getting a Grip” on Records Management

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  1. “Getting a Grip”on Records Management

  2. Agenda • Records Management • Why are companies doing it? • Where is the value? • What are emerging Best Practices for Implementation? • What is the EMC Documentum Solution Set?

  3. Why Do It? • Because you have to: • Regulatory Compliance (SOX, SEC, Federal Trade Comission, FDA, …) • Risk Avoidance (exposure to litigation, costs of legal discovery, incarceration for CxO’s, • Because it supports efficiency initiatives • Drive “better-faster-cheaper” compliance objectives

  4. What if you don’t? • If you have to and you don’t – consequences are punitive. • Costs and penalties are real if you fail to provide for: • Authenticity and Evidentiary Weight • Completeness of Archive • Enforcement of Policy • Security and Privacy

  5. Port of Portland • Effective Records Management is required: • Must conform to Freedom of Information Act (FOIA) • Must comply with Environmental and Transportation regulations • Subject to substantial litigation costs and risks if failure to meet established policy for retention and access to records.

  6. Port of Portland • Delivering RM as part of a full ECM Strategy that encompasses: • Corporate Content Repository (DCTM platform) for all internal departments • Web content management (DCTM Web Publisher) for intranet and internet • Digital Asset Management for Marketing • Collaboration (DCTM eRoom) • Records Management (DCTM RM) for FOIA and Environmental

  7. Global Semi-Conductor • Chooses to provide effective Records Management • Core company value is ‘intellectual property’ that creates market advantage, drives revenue • As a ‘fab-less’ semi-conductor company, efficient and accurate conveyance of secure information with partners drives quality • Growth creates the need to constantly inform employee population to maintain pace of creative processes

  8. Global Semi-Conductor • Delivering RM as part of a full ECM Strategy that encompasses: • Corporate Content Repository (DCTM platform) for all internal departments • Technical Publications (DCTM) for re-use of information across design cycles • Collaboration (DCTM eRoom) • Records Management (DCTM Core Product) for contracts, legal and patents management

  9. Best Practice • A positive, proactive RM philosophy that is: • Integrated into both Business and IT strategies • Treats requirements across the full spectrum of Enterprise Content Management including paper-based, documentation, web content, and e-mail

  10. Value • Compliance to ‘avoid cost’ can be difficult to justify even given the personal ROI (Risk Of Incarceration) to CxO’s • Compliance around improved business efficiencies has both hard and soft components

  11. Value Opportunities • Content and Records Management enable: • Data Reduction • Soft Compliance • Hard Compliance • Search & Discovery • Data Movement, Protection & Recovery

  12. Scanned Documents 45,000 /day Digital Pictures 5,000 /day Faxed Documents 28,000 /day (inbound + outbound) Computer Documents 300,000 /day Corporate Email 1,200,000 /day (sent & received) Claims Documents 50,000 /day WEB Content 6,000+ Pages Challenge: Exploding Content Volumes Users 15,000 Users Retrievals 250,000/day Internet Channel Content and Records Intranet Channel CRM Applications Portal Applications Storage

  13. Solution: Data Reduction • Reduce the amount of data in production to streamline storage, back-up, archive and compliance demands • Improve access performance • Eliminate redundancies • Reduce storage cost Shared Drive Active Business Content Declared Business Records

  14. Store/ Transfer Expunge Challenge: Manage the full lifecycle Object Becomes A Record Corporate Control Author Control Records Management Legal Rules Regulatory Compliance Business Rules Access Control Declare Classify Retention Activity Disposition Document Creation Collaboration Properties Workflow Time

  15. Solution: Content Management • Virtual repository to encompass active content and formal records • Common data definition (types, categories, metadata) across all formats • Define full range lifecycles that incorporate retention policies • Adjustable access control • Compliance is a natural by-product Active Business Content

  16. Challenge: Cost associated with Risk • Compliance Fulfillment/Operational Costs • Reduce operational costs and human error with centralized control and uniform retention policies • Conform with external mandates for document retention – and be able to prove it • Identify and capture records with minimal burden on employees • Address multiple and/or future unforeseen regulations by deploying recordkeeping and compliance tools within the organization’s IT infrastructure and organization policies

  17. Hardcopy “boxes” Solution: Records Management • Unified virtual repository to encompass active content and formal records • Single source of records managed according to policy • Supports soft and hard compliance • Incorporates storage strategy based on policy, status in lifecycle or usage Active Business Content Declared Business Records Email Records

  18. Challenge: Records Declaration • Purging and normalizing the vast amount of information not under policy control • Limiting user participation in records declaration • Identify and associate retention policy early in the document lifecycle • Leverage process automation using workflow and lifecycles

  19. Migration Shared Drive • Minimize user interaction through automation • Establish persistence & purge policy early in lifecycle • Normalize for a standard data structure Data cleanse and normalization

  20. Challenge: Managing eRecords Currently, are electronic records included in your RM program? Risk –With 92% of all new information being electronic, not having electronic records in RM program significantly reduces credibility of “good faith” RM program in court. Does your organization’s record retention schedule include electronic records? Risk –With nearly half (47%) of organizations not including e-records and their retention schedules, many e-records will not be disposed of in accordance with retention schedule. Source: Cohasset Associates – ARMA - AIIM, 2004

  21. Solution: Soft Compliance • Improve business efficiency with organized, accessible content • Service departments or the enterprise with a non-intrusive interface • Enable policy management (simple to complex) behind the scenes via automated workflow & lifecycles Active Business Content

  22. Hardcopy “boxes” Solution: Hard Compliance “Hard” Compliance • Meet external regulatory obligations • Formally declare records beyond work in process • Enforce formal file plans, retention policies etc • Incorporate multiple formats (email, hardcopy) Declared Busness Records Email Records

  23. Challenge: Cost associated with Risk • Litigation Costs • Identify and enact Litigation-Holds on materials without restoring and analyzing backup tapes • Prove and justify document retention and disposition actions • Produce information in a timely manner, before penalties are triggered • Discovery Costs • Provide a single, central, point of discovery for paper, electronic, and email records • View and produce electronic documents, created in now-obsolete software programs and versions, without maintaining historic versions of software or recreating OS environments. • Eliminate old back-up tapes knowing that records are safely retained and easily accessible

  24. RM Admins Legal SMEs Search & Discovery Business Users • Tailored searching for Legal personel, Records Managers or Business Users • Increased speed of search • More comprehensive search across all sources • Enforces security • Ability to create legal ‘holds’

  25. Challenge: Cost of Storage • Storage Costs • Minimize overall volume of information by regularly and justifiably destroying materials • Allocate and migrate stored records to the most affordable storage medium and service levels

  26. Data Movement, Protection & Recovery • Repository is ‘storage aware’ • Migrate data to desired storage (performance, cost, capacity) based • Application and user transparency • Eliminates redundancy and reduces storage costs • Leverage ‘compliance in storage’ solutions • Enable a singular back-up and recovery strategy that limits legal exposure CAS NAS SAN archive short-term Back-up

  27. Records Management ‘Stack” Content Lifecycle Management Retire Migrate/Capture Index/Categorize Active Declare/Purge Retain Active Information Management Classification Metadata Business Rules Compliance Versioning Auditing Integrated Protection & RecoveryTiered Storage Policy-Based Automated

  28. Best Practice • Identify key challenges within organization across the records management ‘stack’ • Design implementation phases to address highest return opportunities earliest • Identify components of the Documentum Platform that directly support phases and anticipate unification

  29. Content Management Records Management Email Management 2005 – 2006 Roadmap Common interface within Outlook & Notes • Applications provide “layers” of functionality • Licensed separately to enable mix-and-match Common Repository within Documentum

  30. Q1 ‘06 Q1 ‘05 RPS 5.3 RM 5.3 RM – Release Roadmap Mar Mar • RPS will be a core component of the complete RM5.3 product that provides basic retention management capabilities for content in a secured repository. • It will manage chronological and event based retention periods assigned to specific objects, provide compliance holds on content disposition, and allow for multiple conditions and authorities before authorizing event triggers • It will not require a traditional file plan and will not be suitable for certifications against RM standards.

  31. Business Users Approved Retention Policy Disposition Policy Managers Active Business Content Retention Policy Services

  32. RM 5.3 & RPS • Records Manager 5.3 will be built as modular software. This will allow customers to select which components will be installed and used. • The modules are: • Access, Notifications, Retention Policy Services (RPS), Search, Paper, Reporting, Space Management (electronic and non-electronic), File Plan, Configuration, User & Group, Auditing, Activators, Bulk Operations (including Import & Export) and Records • The first module to be built will be the Retention Policy Services (RPS) which will stand on its own or as a part of RM 5.3

  33. Business Users Declaration RM Policy Disposition RM Admins Records Mgt Records Manager 5.3

  34. Records Manager 5.3 • Existing RM application re-built against Documentum 5.3 stack • Maintains full compliance / certification standards: • DOD 5015.2 (North America) • PRO (UK) • VERS (Australia) • Targets new installations with first release • Migration tools for existing customers to follow in point release

  35. Business Users Declaration RM Policy Disposition RM Admins Records Mgt Records Manager 5.3 Email Records CAS

  36. Business Users Business Users RM Admins Records Manager 5.3 RM Policy Disposition Approved Publish Declaration Records Mgt Active Business Content

  37. Q&A Contact Information: Scott Abel 303-350-1112