Even the most vigilant observer of records management trends could be forgiven for not noticing, but over the last year or so, a revolution has come to Federal agency records management.
This revolution has been a long time coming and the seeds of change were probably first planted more than seven years ago with the Obama administration’s release of thePresidential Memorandum on Managing Government Records, as well as the resulting NARA/OMB joint memorandum M-12-18, which provided both a strategy and a set of agency deadlines for complying with the Presidential Memorandum.
The Universal Electronic Records Management Requirements
But despite the Presidential Memorandum and M-12-18, things really didn’t heat up until earlier this year with NARA’s somewhat surprising release of their Universal Electronic Records Management Requirements (UERM), a simplified, broadly defined set of high-level program and functional requirements for managing electronic records at all Federal agencies.
The UERM requirements…
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Earlier this month, Farmers Insurance Group, Inc. was honored with the highest award for Records Management and Information Governance, “Excellence for an Organization,” by ARMA International. The award recognized the achievements that our organization has made in the implementation and enhancement of our Records and Information Governance program as defined by the Generally Accepted Recordkeeping Principles® and the ARMA Maturity Model®. ARMA announced the award in InfoPro Magazine and at the ARMA Live Conference in Orlando.
Farmers recognized an opportunity to modernize its overarching Information Governance strategy. The organization invested in research, eDiscovery tools and policy development based on a holistic approach to Records and Information Management.
Key takeaways from our approach:
1 – Less Is More – In a world where employees are being bombarded with information in both their personal and professional lives, less is often more. An Information Governance framework should aim to mitigate risks related to records retention, legal holds, privacy and other challenges with clear, digestible policies and well defined initiatives.
2- Gaps Are Opportunities – Treat gaps, vulnerabilities and risks on the horizon like shared opportunities for all stakeholders. Help reshape the optics around a problem by encouraging colleagues to help build a better future state instead of harping on old pain points and finger pointing.
3- Relationships Are Key – Success at relationship building requires the right cadence and can’t be taught in school. Don’t be perceived as demanding executive support for IG and trying to force it on your colleagues. Focus on facilitating environments and spirited organic discussions that support IG dialogue and help determine consensus. Build your case carefully by developing relationships with peers across the enterprise and synthesizing that expertise and collaboration into a real solution everyone can stand behind.
Information Governance, when properly introduced and deployed can help organizations make effective decisions that both protect their assets and reputation while reducing costs associated with records, data security, knowledge management and litigation support. To lead and become successful at these efforts you must remain an evangelist for the very process and approach. In order to conquer indecisiveness and achieve you must coral the best independent minds around you, agree on your common goals and then address them methodically and professionally.
My father turns 86 years old today. Like many of his generation, he has great pride in the achievements and potential of the human race, its awesome computing power and the marvelous scientific inventions it has recently given birth to. His memories are rich and full of detail, but the records that are most important to him are those that tell the story of his family, that remind him of the ones he loves. It’s wonderful that we now have so many new ways of creating and sharing those records, but for me it has always been the content that defines a good record, not the container it comes in.
Dad’s life has been subtle and yet epic. He was part of the first college basketball game where opposing teams scored over 100 points. In 1952, the same squad from Seattle University overcame Goose Tatum’s Harlem Globetrotters in a historical buzz beater. In his later years, he developed incredible friendships with great talents, helped elect a Governor and built a fine career as a doctor. While I may never experience all that my Father has, making sure I preserve his records helps the whole family appreciate not just Dad, but what Dad and Mom represent, the importance of hard work, self-reliance, treating everybody with dignity and the spirit of living life to its fullest.
It’s that poise and perspective that has always served Raymond Moscatel well in life and why I believe that at the end of the day, the only information and data that matters are the records that remind us of the people we love and how lucky we are to live another day together. Everything else on the periphery, is more or less a minor detail that will ultimately be lost to our collective history.
Keeping good family records, whether they be old movies, the family tree, scrap books or diaries is as critical to maintaining a family’s legacy as vital records are to corporations. By collecting and preserving these records we help pass on, not just the amazing stories and experiences of our ancestors, but their values, their compassion, and contextual reminders of what really matters in life.
Happy Birthday, Dad. To me you will always be the most interesting man in the world.
June 2016 Member Spotlight: Rafael Moscatel, IGP, CRM
Meet Rafael Moscatel, IGP, CRM
ARMA received the following nomination from April Dmytrenko, CRM, FAI, for the Member Spotlight:
Rafael Moscatel is a Certified Records Manager (CRM) and Information Governance Professional (IGP) with more than 20 years of experience implementing world-class records retention, data governance, and compliance programs for large enterprises. He designed process transformations, led team-building efforts, and spearheaded change management initiatives in a variety of complex and highly regulated industries. His expertise includes developing document management strategies, decommissioning legacy systems, performing risk assessments, and performing audit remediation.
Rafael truly understands his field and specifically IG and technology. He was instrumental in rolling out the enterprise-wide program at Paramount Pictures. Now he is working for Farmers Group, where he has established an outstanding IG framework from which to continue to support an effective program. He is proactive, strategic, and not only a talented RIM professional but an excellent business professional. He develops outstanding collaborative relationships, understands the value of senior management support and involving the business units, and is a strategic risk taker.
Moscatel lives and works in Los Angeles. He serves as the director of information governance for Farmers Group, Inc. He has been an ARMA member for 12 years.
As you can tell, Rafael is a great fit for the Member Spotlight, an honor meant to recognize members’ involvement within the profession and the association. If you would like to network with him, you can contact him through LinkedIn www.linkedin.com/in/rafaelmoscatel or at rafaelmoscatelcrm.wordpress.com
Pam Doyle writes eloquently on Information Governance in this CMS Wire post from 3/29/16-
Until recent years, records management has been a behind-the-scenes operation. Today, driven by the plethora of highly visible data breaches, the exponential growth of digital data, regulatory demands and the need for digital transformation to support insight and intelligence, records management has been thrust into the spotlight.
This has not been simply a shift from the back office to the front office, but rather from the back office to the boardroom.
What were once considered records management activities are now part of a broader range of practices and strategies that have been labeled Information Governance (IG).
The IG Umbrella
Coalescing under the Information Governance umbrella are privacy, security, accessibility, lifecycle management, auditability, insight and much more. The information governance stakeholders start at the top with C-level executives and include line-of-business managers, information management professionals, legal, compliance and IT….
READ MORE HERE: http://www.cmswire.com/information-management/how-information-management-earned-respect-in-the-boardroom/
Please join me and some of my esteemed colleagues at the Annual ARMA-GLA Spring conference taking place this April at the Microsoft Technology Center in Playa Vista on April 15th, 2016!
Australian data management firm Recall Holdings has bought Swiss document storage and management company Secur Archiv.
Recall (REC), which is subject to an ongoing $US3.4 billion ($A4.8 billion) takeover attempt by US logistics giant Iron Mountain, says the acquisition will add $US14 million in annualised revenue.