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									BRINGING YOUR
INFORMATION TO LIFE

E-RECORDS FORUM
April 14, 2009


Karen V. Strong
Director, Gimmal Group
513-480-4096 (office)
513-490-0100 (cell)
karen.strong@gimmal.com
www.gimmal.com


                          1
GIMMAL COMPANY FACTS
           • Experts in Enterprise Content/Records
              Management
               •   Content and Records Management Specialists
               •   Trusted Advisors on some large ECM/RM programs
               •   125 + clients with household names
               •   Thought Leadership

           • Nationally Recognized
               • Offices in Houston, Austin, NYC, Washington D.C.
               • Team averages 15+ years of experience
               • Some of industry’s best known experts
           • Broad Experience
               •   Clientele – Fortune 200 and government
               •   Experience with all leading vendors
               •   Implementing most of the major ECRM suites




                                                                    2
GIMMAL CLIENTS


          A Goldman Sachs Company




                                    3
MOUNTAIN OF INFORMATION

                   Relevant

                 Irrelevant


              Duplicate




         Out of date




                              Cost & Risk


                                            4
MOUNTAIN OF INFORMATION




                               Relevant




                      Cost & Risk


                                          5
WHAT THE MOUNTAIN CONTAINS
•   Structured data
•   Files on individual computers
•   E-mail messages
•   SharePoint sites
•   File shares
•   Images
•   Multi-media
•   Technical data
•   Web pages

                                    6
GOING FORWARD: MAKE A CHOICE
• Continuing to do what you have always done
 creates more of the same – a bigger mountain!
  • Increase cost, risk, legal exposure

      Relevant

     Irrelevant

                    Make a
     Duplicate
                    Choice
     Out of date




                                                 7
GOING FORWARD: MAKE A CHOICE
• Begin focusing on the ‘value’ of information:
  • Create, organize, find and share relevant information
  • Preserve information needed for compliance

       Relevant

      Irrelevant

                       Make a
      Duplicate
                       Choice
     Out of date




                                                            8
THINK ABOUT INFORMATION ‘VALUE’

        Information        Information:
                           Conference Invitation
                           Temporary: Purpose Served
    Business Information   Business Information:
                           Summary/Recommendations
                           Draft/In Review/Final
         Records           Records:
                           Policy Update/Modification
                           Record All media/All formats

                           KEY MESSAGE: Focus on
                           managing information with
                           the highest ‘value’




                                                          9
THINK ABOUT INFORMATION ‘VALUE’

        Information


    Business Information



         Records


                           KEY MESSAGE:
                           Retention Management
                           (Not Records
                           Management)




                                                  10
LIFECYCLE ACTIVITIES: STANDARD PROCESSES

                          Create – Create/receive content

                          Classify – Assign a content type

                          Organize – Save in a particular
                          file location or library

                          Publish – Make it available
                          (internal/external)

                          Find – Search box or browsing

                          Dispose – Automated/managed

                          Use – Share, collaborate,
                          update, re-purpose



                                                             11
INFORMATION STATES MODEL
•   Temporary
•   Draft (In Review)
•   Final
•   Record
                                                                      Declare


    Create                Classify                Mark                           Declare
    Receive   Temporary              Draft     In Review                                               Record
                                                           In Review                         Declare
                                                 Mark                     Mark
                                                 Draft                    F
                                                                          inal
                                                                                    Final

               Dispose               Dispose                Dispose                Dispose             Dispose



                                                           Disposed




                                                                                                                 12
INFORMATION STATES: BUSINESS RULES
           •    Security                                  • Retention
           •    Location                                  • Disposition
           •    Version                                   • Hold Exceptions
           •    Metadata
                                                                     Declare


 Create                  Classify                Mark                           Declare
 Receive   Temporary                Draft     In Review                                               Record
                                                          In Review                         Declare
                                                Mark                     Mark
                                                Draft                    F
                                                                         inal
                                                                                   Final

               Dispose              Dispose                Dispose                Dispose             Dispose



                                                          Disposed




                                                                                                                13
LIFECYCLE ACTIVITIES: USE RESULTS
                        Create – All Information
                        NOTE: If ‘unclassified’ then delete

                        Classify – Business Information by
                        Content Type and Select the
                        Information State

                        Organize – Rules-based

                        Publish – Rules-based

                        Find – Enterprise search

                        Dispose – Rules-based

                        Use – Share, collaborate, update,
                        re-purpose


                                                         14
STATE-OF-THE-ART TECHNOLOGY
• Enterprise Content and Records Management
  (ECRM)
   • EMC/Documentum
   • OpenText
   • IBM/FileNet
   • Oracle
• SharePoint (MOSS 2007)
• Other EC/RM solutions


                                              15
ENGAGED PEOPLE: CHANGE MANAGEMENT
• Education and awareness messages
  • Organizational responsibility (policy/governance)
  • Personal/professional responsibility (ownership)
  • What teams/individuals are responsible for
    managing (accountability)
  • How teams/individuals should be managing
    information (measure/assess compliance)
  • Available tools and training to achieve success



                                                        16
SUMMARY: KEY MESSAGES
• Focus resources on highest ‘value’ information
• Enterprise policies must address retention
  management and lifecycle management (including
  hold order management)
• Lifecycle activities and information states lay the
  foundation for consistent processes and improved
  automation
   • Classification/indexing strategy
   • Security model
   • Core technology architecture/infrastructure
• People must be engaged in and lead the change


                                                        17
GIMMAL MODELS

•   Maturity
•   Integration
•   Deployment
•   Architecture
•   Usage
•   Solution Specific
                                                                                          Declare


                        Create                Classify                Mark                           Declare
                        Receive   Temporary              Draft     In Review                                               Record
                                                                               In Review                         Declare
                                                                     Mark                     Mark
                                                                     Draft                    F
                                                                                              inal
                                                                                                        Final

                                   Dispose               Dispose                Dispose                Dispose             Dispose



                                                                               Disposed




                                                                                                                                     18
BRINGING YOUR
INFORMATION TO LIFE




Thank You!



                      19

								
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