M12S08 - Transforming RIM to 'Responsible Information Management'
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Cohasset Associates, Inc. NOTES 2012 Managing Electronic Records Conference 8.1 The MER 2012 Conference 0 Delivered at MER 2012 Conference Transforming RIM to ‘Responsible Information Management’ Karen V. Strong Senior Director, Gimmal Group May 7, 2012 Records and Information Management A few definitions… “A logical and practical approach to the creation, maintenance, use and disposition of records and, therefore, the information that those records contain.” Records Management Handbook (1994) 1 Delivered at MER 2012 Conference Records Management Handbook (1994) “The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.” ARMA International Records and Information Management A few more definitions… “The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records" 2 Delivered at MER 2012 Conference in the form of records . ISO 15489-1: 2001 standard “The planning, controlling, directing, organizing, training, promoting, and other managerial activities involving the life cycle of information, including creation, maintenance (use, storage, retrieval), and disposal, regardless of media." DoD 5015.2-STD (2007)
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From the MER Conference 2012 Speaker: Karen Strong For many years "RIM" has been the name of the function within organizations responsible for Records & Information Management. RIM represents the discipline of managing an organization's records and information according to standards, guidelines, laws, and regulations with a focus on compliance. It is time, however, to re-think some of the traditional assumptions about Records & Information Management. This session details the transformational value in a change to "Responsible Information Management (RIM)". Responsible Information Management re-sets the vision and direction of RIM and can put your organization on a path to adopt and sustain "best practice" information management behaviors. Responsible Information Management takes into consideration the roles and responsibilities of every user who creates and receives information in their daily work activities with clear expectations regarding individual and organizational accountability. In this session, learn: The necessary changes in behavior at the individual and organizational level to achieve Responsible Information Management, and The steps you can take to achieve the required business results of Responsible Information Management by leveraging best practices in organizational transformation and change management.
Transcript of M12S08 - Transforming RIM to 'Responsible Information Management'
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 8.1
The MER 2012 Conference
0Delivered at MER 2012 Conference
Transforming RIM to ‘Responsible Information Management’
Karen V. Strong
Senior Director, Gimmal Group
May 7, 2012
Records and Information Management
A few definitions…
“A logical and practical approach to the creation, maintenance, use and disposition of records and, therefore, the information that those
records contain.”
Records Management Handbook (1994)
1Delivered at MER 2012 Conference
Records Management Handbook (1994)
“The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of
records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of
records.”
ARMA International
Records and Information Management
A few more definitions…
“The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of
records, including the processes for capturing and maintaining evidence of and information about business activities and transactions
in the form of records"
2Delivered at MER 2012 Conference
in the form of records .
ISO 15489-1: 2001 standard
“The planning, controlling, directing, organizing, training, promoting, and other managerial activities involving the life cycle of information,
including creation, maintenance (use, storage, retrieval), and disposal, regardless of media."
DoD 5015.2-STD (2007)
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 8.2
RIM Word Cloud #1: Current State
3Delivered at MER 2012 Conference
Why is it so Difficult?
• Discipline and control
• Standards and guidelines
• Laws and regulations
• Compliance message
4Delivered at MER 2012 Conference
• Age of big information
• Time and effort
• Lots of ‘them’ fewer of ‘you’
• Requires ownership and accountability
More Definitions
Ownership - the state or fact of being an owner
Accountable - subject to the obligation to report, explain,
5Delivered at MER 2012 Conference
ccou tab e subjec o e ob ga o o epo , e p a ,or justify something; responsible; answerable
Responsible - answerable or accountable, as for something within one's power, control, or management
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 8.3
Responsible Information Management
A new definition…
Responsible Information Management (RIM) is the outcome achieved through changes in
information management processes,
6Delivered at MER 2012 Conference
g ptechnology tools, and behaviors…
Information Management
Challenges
Costs & Risk
7Delivered at MER 2012 Conference
Costs & Risk
Opportunities
Processes Tools Behaviors
Used to control and leverage information to realize the desired results
Responsible Information Management
A new definition…
Responsible Information Management (RIM) is the outcome achieved through changes in
information management processes, technology
8Delivered at MER 2012 Conference
g p gytools, and behaviors…driven by ownership
and accountability to improve the effectiveness of records and information management.
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 8.4
RIM Word Cloud #2: Future State
9Delivered at MER 2012 Conference
Reset Vision and Direction of RIM
Discipline and Control
Ownership and Accountability
10Delivered at MER 2012 Conference
Just do it! You own it!
Transformational Value
• Transfers ownership and accountability to everyone
• Scalable
• Measurable
• Aligns with business
11Delivered at MER 2012 Conference
• Aligns with business objectives and goals
• Sponsorship is critical
• Structured and intentional change process
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 8.5
12Delivered at MER 2012 Conference
Active and Visible Sponsorship: Greatest Contributor to Success
Change Components
• Organization Culture
• Shared vision
• Values
13Delivered at MER 2012 Conference
Processes
• Individual Behaviors
• Follow best practices
• Integrated with daily work activities
Culture &
Behaviors
Culture and Behaviors
Vision Values Practices Processes
Work Methods And Tools
Integrated with Daily Work Activities
Future State or Outcome
Words andActions
14Delivered at MER 2012 Conference
Leadership Team
Line Managers
Employees & Contractors
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 8.6
RIM (Responsible) Future State
ACHIEVE: Organizational Objectives
Key Business Drivers
SUPPORT: Information Lifecycle Management
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Operational Models
Policies, Processes, Procedures, Guidelines
Information Technology
Tools
EMPOWER: Users
Control & Authority
Responsibility & Accountability
RIM Project Portfolio: Examples
RIM
Project 1
Project 2
Project 6
Define roles, responsibility, and accountability (individual
and organizational)
Define support structure (policies,
procedures, guidelines, information lifecycle)
Reward and reinforce behaviors to drive sustainability
16Delivered at MER 2012 Conference
RIM Program
Project 3
Project 4
Project 5
information lifecycle)
Review/investigatetechnology tools and
solutions
Engage organizational leadersand define key business drivers
Implement improvedIM processes, tools,and best practice behaviors
Prosci’s Change Management Process
Follow a Structured
Change M t
• World leader in change
management research and
product d l t
Prosci, Inc.
17Delivered at MER 2012 Conference
Prosci copyright 2009
Management Approach
development
• Focused on building internal change
management competency
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 8.7
Individual Change Process
AwarenessDesireK l d
18Delivered at MER 2012 Conference
ADKAR and ADKAR terms are a registered trademark of Prosci. All Rights Reserved. Used with permission. www.change-management.com
KnowledgeAbilityReinforcement
RIM Transformation Process
Project 2
Project 1IntegratedRoadmap
19Delivered at MER 2012 Conference
OrganizationalAssessments
(Readiness)
RIM Transformation Process
Change Assessments(Impact)
20Delivered at MER 2012 Conference
TacticalPlans
ADKAR and ADKAR terms are a registered trademark of Prosci. All Rights Reserved. Used with permission. www.change-management.com
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 8.8
21Delivered at MER 2012 Conference
Outcome: Embrace, adopt, and utilize processes
and tools demonstrating best practice behaviors
Key Messages Summary
• Rethink traditional models and assumptions about Records & Information Management (RIM)
• Establish a new vision:
22Delivered at MER 2012 Conference
Responsible Information Management (RIM)
• Secure sponsorship and drive progress through a structured change management process
The Outcome
23Delivered at MER 2012 Conference
Cohasset Associates, Inc.
NOTES
2012 Managing Electronic Records Conference 8.9
The MER 2012 Conference
24Delivered at MER 2012 Conference
Transforming RIM to ‘Responsible Information Management’
Karen V. Strong
Senior Director, Gimmal Group
May 7, 2012
