Farmers Insurance Wins Industry’s Highest Award For Records And Information Governance

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.

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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.

-Rafael Moscatel

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June 2016 Member Spotlight: Rafael Moscatel, IGP, CRM

June 2016 Member Spotlight: Rafael Moscatel, IGP, CRM

Very proud to be featured by ARMA’s Info Pro publication this month!

Jun 15, 2016

Meet Rafael Moscatel, IGP, CRMMoscatel - Member Spotlight

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

 

Read More Here….

How Information Management Earned Respect In The Boardroom

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/

-Rafael Moscatel

ARMA Spring Conference

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!

 



Our Annual Spring Conference is back and better than ever!!

THE FUTURE IS NOW:   Managing Digital Records

Join your peers in the records and information management field for a full day of sessions, panels, interactive exchange, and NETWORKING!

Leading RIM and Information Governance Professionals with expertise in corporate, government, and law firms will be sharing insights, case studies, and perspectives on moving into a e-records environment, including Classification, Retention, Repositories, Technology, and General Workflow.

CO-SPONSORED BY GREATER LOS ANGELES ASSOCIATION OF LEGAL ADMINISTRATORS

Full conference details will soon be up on our website, but here is a glimpse at what to expect:

PRESENTER / PANELIST LINE UP:

  • Terry Coan, HBR Consulting

  • Marvin Cross, Kirkland & Ellis

  • April Dmytrenko, Consultant

  • Jim Higdon, Vendor Direct Solutions

  • Rafael Moscatel, Farmers Insurance

  • Jeffrey Lewis, Sheppard Mullin

  • Ali Shahidi, Cooley LLP

  • Carolyn Smallwood, Brutzkus

  • Helen Streck, Kaizen InfoSource

  • Kurt Thies, Tab

  • Greg Weigel, Revolution Software

  • Antoinette M. Mann,  City of Thousand Oaks

  • Justin Slagle, Microsoft


5 hours of ICRM Certification Maintenance Points Have Been Submitted for Approval


DETAILS:

REGISTRATION CUT OFF:   April 8, 2016
CANCELLATION POLICY:  Full Refund if Canceled before April 8.   $50 cancellation fee if cancelled after April 8.
TRANSFER POLICY:  Registrations are transferrable anytime PRIOR to the event.   Attendance can not be SPLIT.  One attendee per admission only.   Please contact Event Organizer for transfer requests.
LOCATION:
The Microsoft Technology Center
130031 West Jefferson Blvd, Suite 200
Playa Vista, CA 90066

What are my transport/parking options getting to the event? The entrance to the parking lot is BEHIND the building YOU MUST TURN ON ALLA ROAD, ENTRANCE IS NOT ON JEFFERSON!!

Where can I contact the organizer with any questions?  Contact Lorrie DeCoursey at mailto:lorrie.decoursey@ricoh-usa.com or Jeffrey Lewis at jlewis@sheppardmullin.com

Takeover target Recall Holdings buys Swiss firm

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.

More here-

http://www.theaustralian.com.au/business/dataroom/takeover-target-recall-holdings-buys-swiss-firm/news-story/37c65afaf7887211bb39c48491d32fab

Email Records Management- Part 1: The Truth

Smaller EmailA few years ago I wrote a widely-read and somewhat controversial article explaining why I no longer supported the US DoD 5015.2 records management functional standard. Up to that point, I had spent most of my records management career working very closely with DoD-certified products and publicly criticizing the 5015.2 Standard would ultimately cost me a great deal of income (and more than a few professional relationships).

But in the end, I don’t regret doing it. As a career records management professional, I had simply gotten to the point that I could no longer sit quietly along the sidelines and watch a horribly constructed standard continue to wreak havoc across the information lifecycle management landscape. And while a few misguided vendors and consultants continue to push their decade-old products and services based on the DoD Standard model of records management, most fair minded industry professionals have since moved on…

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SO 30302. Management system for records. Guide for implementation already published!!

A new product of the series of standards ISO 30300 is now available in ISO store. A preview is available in https://www.iso.org/obp/ui/#iso:std:iso:30302:ed-1:v1:en.

ISO 30302:2015 is intended to be used by any organization implementing a MSR. The standard follows the same structure of ISO 30301 in order to facilitate the implementation of each requirement. It is organized to explain in each clause:

a) the activities necessary to meet the requirements of ISO 30301
b) inputs to the activities – these are the starting points and can be outputs from previous activities;
c) outputs of the activities – these are the results or deliverables on completion of the activities.

In following weeks we will sttart dicussions in this group to comment guidance provide for each clause in the standard. Hope to have feedback to share with the group.

Federal Contractor Groups Decry Clearance System Shutdown

The Paperless Office

By Rafael Moscatel

The extent to which any organization can reduce its dependency on paper is largely determined by laws and the industry regulations it faces, the technology available to it and how well its leaders manage change, internally as well as for customers.

Here are some thoughts on how to begin solving the paper problem around your office:

Understand the affordances of paper  One of the most thorough examinations of the issue of paper and its role in our lives and workplaces came in 2002 when MIT press published The Myth of the Paperless Office.  The book’s findings make a case for the “affordances of paper” and stress that to reduce paper production and consumption we must understand the underlying habits and processes driving how our clients and colleagues work.

Attorneys for example often require a contextual or “case at a glance” perspective that a chronological or issue focused file offers… a “story telling” approach to presenting information which can’t always be matched even with the best software. Similarly, auditors or project managers will often work with and create aggregated records which serve a specific purpose for which imaging might be overkill or too costly. And contrary to popular belief, there still exist quite a few scenarios where it remains more affordable, practical and efficient to even store information in paper form. Conversion costs and risks required to maintain the digital lifecycle of infrequently referenced documents and avoid bitrot* can often exceed those associated with retaining the same materials in paper form.

Make the right policy changes with executive level support  Every Records or Information Governance policy initiative or project your business undertakes should have senior level executive support and reflect the best practices within your industry.

Here are some policy and procedural ideas to consider that can act as catalysts for change.

  • Get a Retention Policy / Schedule, implement it and regularly enforce it -A Retention Schedule (often in line with a data map) is the most effective tool for properly managing records and information and its necessity cannot be understated.  It not only protects an organization and keeps paper and electronic storage costs low, it gives executives a tool for understanding and navigating the massive network of silos and records their businesses create.
  • Institute an E-signature Policy for all contracts under a specified financial threshold
  • De-duplicate emails and all other electronic content repositories systematically
  • Identify where duplicates are created, determine why and what can be done to prevent them going forward
  • Take a “final draft and / or executed version” approach to your document lifecycle rules
  • Establish “uniform” email retention rules.  For example –  enforced retention period, tools and rules for what to do with attachments
  • Standardize e-mail signatures corporate wide
  • Discourage personal chronological or “work” files
  • Place restrictions on file shares and acceptable file formats within repositories
  • Evaluate all forms and documents in all files to identify consolidation opportunities and streamline workflows
  • Train employees to properly recognize records and understand legal holds and custodianship

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