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.

Accountability at the OPM in wake of breach

FEDERAL GOVERNMENT’S PERSONNEL AND RECORDS CHIEF Katherine Archuleta resigns in wake of massive data breach that allowed hackers to steal the records of more than 21 million people under her watch

Federal Contractor Groups Decry Clearance System Shutdown

ARMA International announces new mission statement…

armabannerColleagues,

As I mentioned in my previous letter to you, the board of directors and HQ staff have been working on making strategic changes, largely based on your feedback. In that letter I told you that our first goal would be to better define who we are and address some existing confusion in the market place.

I am pleased today to announce that the ARMA International board of directors has approved a change to our formal vision, core purpose, and mission statement on behalf of the international association.

Our vision:
ARMA International is a leader in information governance because we are the authority on records and information management (RIM). RIM is broadly recognized as the foundation of information governance.

With this shift, we affirm our long-held commitment to the aims and outcomes of the records and information management profession and establish our goal to be a strategic thought leader in information governance.

Our core purpose:
To promote principles and practices that 1) result in organizations understanding that their success relies on the effective management and governance of information and 2) create career and professional development opportunities in RIM and information governance.

Our mission statement:
To provide information professionals the resources, tools, and training they need to effectively manage records and information within an established information governance framework.

I speak on behalf of ARMA headquarters staff in saying that these newly approved statements reflect our focus on helping you better manage information as the strategic asset it is so that you and your organizations can meet with greater success.

Sincerely,
Bob

ARMA International, 11880 College Blvd., Suite 450, Overland Park, KS, 66210, USA

You are receiving this message as a benefit of your membership or other association with ARMA International. If you do not wish to receive future e-mail updates from ARMA International, you can opt out by visiting the My ARMA section of our site at www.arma.org/myarma.

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From the CEO: Changes to Happen at ARMA International-Great Changes

New ARMA CEO introduces himself to the records management community… Looks like a great start!

Good morning,

My name is Robert Baird, and I’m excited to officially introduce myself as ARMA International’s chief executive officer. I can’t begin to express how excited I am to lead this organization into the future. In my first week onboard, I have learned two things. First, I have a terrific board of directors dedicated to making ARMA International the best it can be. Second, I have amazing staff who can execute the board’s vision.

Over the last few months I have been listening and learning. And, frankly, what I have learned is that we’ve got some work to do. The good news is that we definitely have something solid to build on–our members, our volunteers, our staff, and this association’s incredible history.

Where will we start?

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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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Information Governance vs. Data Governance – Who Cares?

From Informatica:

I just discovered this post Information Governance is more than just Data Governance by E.G. Nadhan.  In general, the terms “Data” and “Information” have been used by many to mean the same thing. Nadhan raises some valid points which I will reinforce in this post – specifically, that as data management practices mature there is value in differentiating between data and information. I first wrote about this a few months ago in To Engage Business, Focus on Information Management rather than Data Management. This blog takes the next step to discuss the difference between Information Governance and Data Governance.

As a reminder, “Information = Data + Context.”  The context we are talking about is the business process context.  If we have policies that are relevant regardless of process context, it is Data Governance.  If the policies are relevant in the context of a specific process context, then it is Information Governance.  Examples of data governance policies are “never store the credit card security code”, “always validate a new address against a common validation service”, and “the first letter of the product serial number is a code that refers to the plant that manufactured the product.”

Read More by clicking the link below:

Information Governance vs. Data Governance – Who Cares?.

Preserving the Fleischer Brothers 1934 Short Love Thy Neighbor!