Enterprise Information Management (EIM): … Information Management (EIM): Implementation Strategies ... Changing Regulatory Environment Physical & Digital Record Convergence
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Session Objectives
• Upon completion of this session, participants will be able to:
Explain the importance of a compliant EIM program
Prepare an appropriate scope for initiating an EIM program
Identify the appropriate team members & support requirements
Outline an implementation strategy “option”
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Session Outline
• Background
• Foundation of an EIM
• One-Stop-Shop EIM Solution
• Obstacles to EIM Implementation
• Areas of Common Ground
• Suggested EIM Implementation Strategy
• Next Steps
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Background: Information Growth
79,857,143cf of new storageLaid end-to-end from NYC to LAStacked 6 high20,271 miles
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Background: Regulatory Environment
Martha Stewart Dennis Kozlowski
Ken Lay
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Background: Regulatory Environment
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Background: Physical & Digital Records
“Inside” Your Enterprise “Outside” Your Enterprise
RecordManagement
Email Backup Images
MediaManagement
DigitalManagement
RecordCenter
ITApplication
RecordsManagement
System
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Background: EIM Trends
Exponential Information
Growth
Changing Regulatory Environment
Physical & Digital RecordConvergence
IT & RecordsManagement Teams
Rule 26 ofCivil Procedure
FACTA
Patriot Act
SECRule 17
HIPAA
Sarbanes-OxleyGramm-Leach-Bliley
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Background: Moving Towards Compliance
Legislation Life Cycle
Initial Compliance
Readiness Assessment
Ongoing Monitoring & Testing
Ongoing Documentation
Updates & Remediation
Process Improvement
Continuous Improvement
Achieving Compliance Realizing Value
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Building On The Foundation
Storage
Compliance
Service
CapacitySecurity
Cost
SearchRetrieve
AccurateResponsive
Reliable
RetentionLitigation
PrivacyStorage Control
Disposal
EIM Software
Suite
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EIM Software Suite: Functional Capabilities
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The One-Stop-Shop EIM Solution
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Obstacles With The One-Stop-Shop EIM Solution
• Exponential Information GrowthVolume of information
• Changing Regulatory EnvironmentVolume of rules & regulations
• Convergence of Physical & Digital RecordsVarity of media formats stored in a variety of locations
• The “Fourth Element”Unique business function or departmental requirementsConstantly moving target
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Obstacles To EIM Implementation
• Where do I start?
• Varying degrees of executive sponsorship
• No budget
• Organizational resistance to change
• Organizational attitude that compliance is “optional”
• A wish that ONE policy statement, technology or system fits all!
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Areas of Common Ground
• The BusinessEase & speed of access to required informationAccess to information on a “Need to Know” basisStableCompliant
• Supporting the BusinessSecureAbility to recover from an “event”Ease of management, administration & maintenanceScalable solutionCost effectiveRepeatable
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Common Vision
“Within an Enterprise, provide the ability to securely manage ALL information regardless of
the format or location, in a cost effective & compliant manner.”
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Sharing The Common Vision
Physical Onsite
Information / Records ManagementIdentity Management
Retention
Access Security
Digital Onsite
Physical Offsite Digital Offsite
Off-Site Storage
On-Site Storage
EIMSoftware
Suite
MultipleLocations
MultipleFormats
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Suggested Implementation Strategy
Based upon successful existing enterprise methods:Where are we now?Where do we need to be?How do we get there?How do we measure progress?How do we know when we are there?
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Step 1: Organize
• Establish ownershipExecutive sponsorDedicated EIM program teamSteering committee
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Step 4: Implement
• Launch as a formal program• Design & roll-out training by audience• Phased approach
First implement comprehensive “base” programThen implement best opportunities for “win”
• Tailor umbrella company policy & procedures for each application
Prioritize by risk & business value • Securely destroy ALL eligible inventory • Consolidate inventory• Apply retention schedule to existing records
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Step 4: Implementation Checkpoint
• Communication is KEY!Newsletter, Intranet, Open House
• Presenting SolutionsPrioritize solution aligned with your audiences key issuesTie features & benefits to the audiences needsUse your audiences language, so avoid jargon, abbreviations & acronymsSummarize how your audience will benefit
• Seek employee feedbackWhat is it?Why is it important to me?What are the benefits of doing it?
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Step 5: Manage
• Manage security, access & integrity of data• Enforce classification & destruction review via reports &