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ARMA Florida Conference Presentation
Digital Transformation: Planning a Modern,
Connected RIM StrategyPresented by Kurt Thies, Infolinx | Feb. 20, 2020
RIM Role in Digital Transformation
Knowing what your organization wants to accomplish - and how you can support their digital transformation objectives
Real Life CasesWhat other organizations did when looking ahead to plan their future RIM system
4 Key Considerations for PlanningReview these 4 key planning considerations and steps for planning a modern, connected RIM system & strategy
Main Discussion Points
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DigitalTransformation
Standardizes platforms to allow for easy, real -time access to data - and drive business by improving efficiencies and enhancing customer experiences
Playing a pivotal role in digital
transformation
The demand for more effective information management practices
and technology is growing -a s o rg a n iza tio n s c o n tin u e to fa c e
c h a lle n g e s o f d ig ita l tra n s fo rm a tio n
Digital Spectrum:Shared DriveBusiness Line SystemsDigital RepositoryCollaboration SystemDocument ManagementContent ServicesLong Term Digital Preservation
Digital Spectrum:Shared DriveBusiness Line SystemsDigital RepositoryCollaboration SystemDocument ManagementContent ServicesLong Term Digital Preservation
DigitalSpectrum
• Shared Drive
• Business Line Systems
• Digital Repository
• Collaboration System
• Document Management
• Content Services
• Long -Term Digital
• Preservation
Global Pharmaceutical
How Th e se Org a n iza t ion s Ta c kle d a Ne w RIM Stra te g y
• Standardized taxonomy and records classification during and after mergers & acquisitions - led to improved compliance and access to information
Glo b a l Ph a rm a c e u t ic a l Am g e n
• Conso lid a te d exis ting syste ms and ad d ing a frame work to au tomatica lly e n fo rce in fo rmation g ove rnance ru le s
How it transformed core processes
State & Local Government
How Th e se Org a n iza t ion s Ta c kle d a Ne w RIM Stra te g y
• City of Detroit starts new records program, building processes and implementing technology tools
Lo c a l Go ve rn m e n t :Cit y o f De t ro itRa m s e y Co u n t y , MN
• Ramsey County, MN make s case manag e me n t imp rove me n ts fo r Ch ild Se rvice s De p t - ne w syste m tha t id e n tifie s re cord s s to re d in d iffe re n t me d ia fo rmats and syste ms
Library of Virginia is a great use case for digital transfo rmation b e cause they mad e o the rwise inacce ssib le s ta te a rch iva l ma te ria ls ava ilab le
St a t e Go ve rn m e n t : Lib ra ry o f Virg in ia
Stat
e G
over
nmen
t:
Lib
rary
of V
irg
inia
• More than 16 million vital records have b e e n d ig itize d and ind exe d as a re su lt o f co llab ora tion b e twe e n VA De p t. o f He a lth and Ance stry.com
St a t e Go ve rn m e n t : Lib ra ry o f Virg in ia
• Acce ss to d a tab ase o f re cord s is ava ilab le fo r fre e th roug h Lib ra ry o f Virg in ia
• Birth re cord s , marriag e re cord s , and d ivorce from 1918-2014 have b e e n d ig itize d
Stat
e G
over
nmen
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Lib
rary
of V
irg
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Higher Education
How Th e se Org a n iza t ion s Ta c kle d a Ne w RIM Stra te g y
• Goal was to completely modernize their records management p rog ram – with focus on re d uc ing he ad ache s with p hysica l s to rag e and looking ahe ad to manag ing a ll file typ e s
Hig h e r Ed u c a t io n :Prin c e to n Un ive rs it y
• Te ame d up with Legal and IT departments in o rd e r to show the fu ll va lue o f p rod uc tivity and comp liance imp rove me n ts
• Migrating and standardizing information stored in multiple systems
To p Ca n a d ia n La w Firm :McCarthy Tétrault
• Le ve rag e d d a ta mig ra tion from le g acy syste m to ad d re ss p roce ss manag e me n t - to e nsu re a ll 6 o ffice s u se one p roce ss manag e the ir in fo rmation
4 Steps to Planning Your New System
4 Steps to Planning Your New System
• What is the universe of records, across office locations and departments?
• Ask your IT department : list of all app lications in use , descrip tion of each, and if they are currently supported
1Know What You
Have
1Audit: Know What
You Have
1Add items to cart
2Who Are Record
Custodians?
1Audit: Know What
You Have
• Who's responsible for records , at each location or department?
• Where do the records/data reside ? Use data mapping to confirm: what data is collected, it's location, who has access, long it's retained, and it's purpose.
4 Steps to Planning Your New System
1Add items to cart
2Who Are Record
Custodians?
1Audit: Know What
You Have
• Who's responsible for records , at each location or department?
• Where do the records/data reside ? Use data mapping to confirm: what data is collected, it's location, who has access, long it's retained, and it's purpose.
PRO TIP: Leverage your IT department for data mapping help and tools
4 Steps to Planning Your New System
1Add items to cart
1Audit: Know What
You Have
2Who Are Record
Custodians?
• Are records in the correct record series, according to an established retention schedule?
• Planning for the future means knowing how useful records and information are to your organization
3Determine the
Lifecycle of Records
4 Steps to Planning Your New System
1Add items to cart
1Audit: Know What
You Have
2Who Are Record
Custodians?
• Do records stored in different systems and applications have standard taxonomy and classifications?
• Are systems able to connect and sync related data and records?
3Determine the
Lifecycle of Records
4 Steps to Planning Your New System
Are Applications Connected?
4
In fo rm a t io n c a n b e m o re d iffic u lt t o g o ve rn if it 's in d is p a ra t e s ys t e m s
In addition to managing who's responsible for re c o rd s - le a rn in g th e value of the information a n d h o w it c a n b e u se fu l th ro u g h o u t th e o rg a n iza tio n
Th a n k Yo u
Thank you ARMA Florida for being a great a u d ie n c e to d a y.
Fe e l fre e to g e t in to u c h if yo u h a ve a n y q u e s tio n s o r wa n t to le a rn m o re a b o u t to d a y’s p re se n ta tio n .
