20100818 Aiimwebinar Final

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Presented August 18, 2010

Records Management forTodays Knowledge Workers

This presentation will begin at 2:00 pm ET

1 pm Central, 12 pm Mountain, 11 am Pacific

Please check that the volume on your computer is at thehighest setting since we stream our presentation in Voice over IP (VoIP)

In association with:In association with: Presented by: TK Train, CRM, EMCp, MIT

NOTE: You will not hear any sound until 2:00 pm


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About AIIM

AIIM is the community that provides education, research, and bestpractices to help organizations find, control, and optimize their information.As a neutral and unbiased source of information AIIM serves the needs of

its members and the industry through the following activities:

Market Education Peer Networking Professional Development Industry Advocacy

Learn more about AIIM at www.aiim.organd join www.AIIMcommunities.org



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www.aiim.org Join the conversation now at

For intelligent

information management

www.AIIMcommunities.org

focusing on ERM and

n erpr se .

. . . .



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Focus OnElectronic Records ManagementControl. Compliance. Information Governance.

Visit the new AIIM portal at aiim.org/erm

Case Studies / White Pa ers

Industry Research and Articles

News and Information

Podcasts and Video

Webinars and Seminars

In-person and Online Training

Tools and Resources



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AIIM Presents:

eggy n on ce res en ,

Terrylynn TK Train, CRM, ECMp, MIT

Carl D. McVoy Senior Manager , Global Administrative Services,Jones Lang LaSalle

Ian Lee Senior Product Marketing Manager, Iron Mountain



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Introducing our Featured Speaker

TK Train

CRM, ECMp, MIT



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Agenda

e c ang ng env ronmen

Past

Present

Future

Where is the Paperless Office?

Current Environment

Current RM demands

Advantages/Challenges of Automation

Challenges/Solutions



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ast

Paper Centric

Filing/Manual processes labor intensive Huge amount of office space

Chain of custody

Security s r u e access cu

Retention/Disposition difficult to control



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resen

Paper Centric with automation

Printing copies out and filing Single source of truth ambiguous

Security better with automation

IT and some executives dont get it

ome ecor s anagers on ge

About Information, not just records

IT and Records Managers roles blurring



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Future

More automated information systems

Better compliance Less paper

Records Managers become more technical

IT become more educated about retention/disposition



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Where is the Paperless Office?

Promise prevalent 1980s/early 1990s

Still not there

Why?

Schools

Generation currently in K-3rd grade

Will go paperless as adults (2023) o e comput ng

IPads

E-books



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Current Environment

Hybrid both paper and electronic

90% + of all documents today originate electronically

Printers

Copiers



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Current Demands on RM

Need to understand/partner with IT

How much there is getting less relevant How many places is more relevant than ever

Retention schedules cover both paper and electronic

2 retention schedules?

Where is the official record stored?

All others are not records they are copies ONLY if they are not altered in anyway



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Unofficial Retention Retention Office of Media System

Legal Retention Period of Copies Record

6 3 6 MAX1 A/P

electronic Pier

6 3 6 MAX1 A/P

electronic Pier

6 3 6 MAX1 A/P m cro m

6 3 6 MAX1 A/P

electronic contracts

6 3 6 MAX1 A/P

electronic Gelco

6 6 6 MAX1 HR

electronic Compensation Tracker


6 3 6 MAX1 HR Paper N/A


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Advantages/Challenges of Automation

Advantages Challenges

Better security

Easier distributed access

Less office s ace

RM doesnt understand IT & vice

versa

Executives dont understand

Less labor intensive

Audit trails and reports

ons era on o comp ance requ remen s

SOX

21 CFR Part 11

HIPAA/privacy issues

Electronic Official Record

spos t on o a cop es st ex sts



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Challenges/Solutions

How can RM understand IT and how can IT understand RM

Ask questions (Learn a bit about IT)

Involve yourself

Share our knowled e

Help show how you can assist them

Form a partnership



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a enges o u ons

How do you get Executives to understand?

Executive Briefing educate them

Articles

News events

Case studies

Compare current to future processes

Include actual data

Tie to regulations/compliance

Tie to cost of litigation discovery current vs future

Recruit an executive champion



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uca e, uca e, uca e

Never stop educating employees and executives

Remind

Re-train

Demonstrate



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a enges o u ons

Disposition of all copies:

Develop clearly written procedures

Completely train all employees

So they can destroy copies

Can lead a horse



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Current RM Solutions

RM and IT work together

Responsibility of managing information

A word about email



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utomat ng

A word about automation:

Choose a small pilot program

Distributed



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RM Solutions

utomat on s not a s ver u et

MUST HAVE: processes, procedures and governance around the use ofautomated systems

Technolo is onl a art of the solution

Before looking/implementing a system or outsourcing learn about:

Ca ture methods

Longevity of storage media

Disaster recovery plans

Sample procedures

Sample taxonomies

Leverage knowledge of others

AIIM Communities


,

Conferences


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ummary

RM is evolving

Paper centric but evolving into a paperless society

Many challenges

RM not understanding technology

IT not understanding RM

Executives not understanding RM Information is like oxygen you dont miss it until it isnt there

Educate, Educate, Educate others and educate yourself

Rely on experts

Blogs, Wikis, AIIM Community, Conferences, etc.



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Thank You!

[email protected]

- -



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Introducing our Sponsor

Carl D. McVoySenior Mana er for Global Administrative Services at

Jones Lang LaSalle

and

Ian Lee

,



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Records Management for Todays Knowledge



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Schering Plough/Merck



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Business Challenges

, ,provide a more self-service approach for its accounts payable department.



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The Solution

, - ,imaging center

Stored documents are scanned on an as needed basis using Image on

Iron Mountain uploads the scanned

documents to the Digital Record Center

accessible for over 245 users in the U.S.



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Solution Benefits

Reduced response time image requests

Decreased time from 3-5 days (at best) to one day

Improved audit capabilities Can now perform bulk searches for documents

ncrease searc capa t es

Search fields increased from 1 field to 12 fields

Reduction in errors-

Streamlined process. Documents are now: Scanned the same day, stored digitally in the Digital Record Center for Images, and available

to authorized employees at any time, from any location

No initial hardware or software costs No additional burden to internal IT group

AP staff can now focus on their core business practice



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Lessons Learned

Pay close attention to detail

Understand the rocess

Involve the stakeholders

Test and refine the solution

SOW review



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Thank you!

Visit

. .



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Questions?On the bottom left hand side

of your screen,

type your question in the white boxand hit Submit Question Button.



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