Hong Kong Knowledge Management Society October 31 2006 IBM, Taikoo Place John James O’Brien, BA, CRM, MALT Partner & Principal Consultant Information Resource Management (IRM) Strategies Hong Kong Insights on Records Management Programs Practical Realities
35
Embed
Hong Kong Knowledge Management Society October 31 2006 IBM, Taikoo Place John James OBrien, BA, CRM, MALT Partner & Principal Consultant Information Resource.
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Hong Kong Knowledge Management Society
October 31 2006
IBM, Taikoo Place
John James O’Brien, BA, CRM, MALT
Partner & Principal ConsultantInformation Resource Management (IRM) StrategiesHong Kong
• The records management (RM) market is projected to grow at a robust 25 percent per year over the next five years, according to Gartner, reaching nearly $200 million per year in software revenue.
• More broadly, the costs of compliance, including products and professional services, are predicted by IDC to reach $20 billion within the next three years.
• Information created, received and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business ISO 15489
Accepted case law has held that a 'document' means anything upon which evidence or information is recorded in a manner intelligible to the senses or capable of being made intelligible by the use of equipment.
• Information is recorded and stored within containers (e.g. paper, DVD, servers, etc.)
• Format and media of containers are constraints on managing records, but are not of primary value in defining the needs and implications of retaining, using, disclosing and disposing recorded information.
• Official (& unofficial)• Exist in context• Contain content • Structured• Accessible• Readability (usability)• Authenticity & integrity• Legally admissible• Exist through time• Can be migrated or
converted to another mediaCouncil Decree inscribed circa 196 BC, Egypt
Traditional approaches to RM can be effective for communicating the basics and it is possible to achieve cost reductions adopting the model above.
Advances in RM theory shift effort from the end of the life cycle to the start. Today, the Australian Continuum Model integrates RM into business strategy. The model below supports corporate risk management needs while enabling learning communities and knowledge management.
From “Factors for Influence” by John James O’Brien, 1999
Ordinance, legislation, regulation =• need to prove the matter under review was not done wrongly• compliance is about what you did and did not do
The Recordkeeping Imperative
Litigation =• discovery process(es) can cost you MORE than settlement• e-records and unstructured record collections are “landmines”
Increasing collection of data and information =• exponential growth in e-records, particularly e-mail• reliance on paper to extend the usability of e-records• globalisation / mergers increases the size and complexity of
• ISO 15489 – Records Management Standard• ISO 17799 – Information Security Management• ISO 9000, 14000 Series: Quality & Environmental• BIP 0008 – Admissibility of E-Records• BSI PD 5000 – Admissibility of E-mails• DoD 5015.2• MOREQ/MOREQ II • ANSI/ARMA 5-2003 – Vital Records Protection
• Court procedure in Hong Kong is largely unchanged since 1997
• Generally, the High Court requires each party to litigation to disclose all relevant documents in existence (favourable and not) when making discovery, and requires confirmation that:
• neither he nor his solicitor has “now, or ever had, in his possession, custody or power any document of any description whatever relating to any matter in question in this action, other than the documents [set out in his list of documents].”
• Furthermore, if the parties and their legal advisers do not adopt a 'sensible and responsible approach in dealing with discovery', they face cost penalties meted out by the Court (Re: Shun On Co. Ltd, Hon Kwan J., Court of First InstanceDecember 2002).
Seven questions simplify the answer. Managing recorded information is a complex business. But with the right expertise, it doesn’t have to be complicated.
Adapted from a White Paper by John James O’Brien, 2006
In Australia, Canada and the United States, the trend indicates a shift from a traditional, administrative support model to a strategic, enterprise knowledge & risk management focus as seen in these three representative organisations.
Some organisations are ready and able to leverage recorded information in a receptive environment and can build and maintain capacity with habit reinforcing tools such as the S4K Research Management Update and support for communities of practice.
Some require an investment in knowledge resource development to make needed change.
• Compliance with relevant standards• Compliance with Global Legal and Regulatory requirements• Team/Enterprise/Global knowledge capacity building• Integrated Information Resource• Efficiencies of scale, expertise and staffing• Public perception management - ISO Accreditation, etc.• Business continuity through “Vital Records Management”• Defensible practices• Quality Improvements
References• An, X. A Chinese view of Records Continuum methodology and implications for
managing Electronic Records. (Accessed January, 11 2005). http://www.caldeson.com/RIMOS/xanuum.html
• Duranti, L.; Eastwood, T. and MacNeill, H. Preservation of the Integrity of Electronic Records , Kluwer Academic Publishers, Dordrecht, The Netherlands, 2002.
• European Union, Cornwall Management Consultants. Model Requirements for the Management of Electronic Records (MoReq). (Accessed August 25, 2006) MoReq
• International Organization for Standards. ISO 15489-1 and ISO 15289-2, Information and Documentation—Records Management. Geneva: International Organization for Standards, 15 September, 2001.
• Myers, E. The ABCs of Records Retention Schedule Development. (Accessed August 25, 2006). http://www.aiim.org/article-aiim.asp?ID=31458
• O’Brien, J. Factors for Influence: Organizational Context and Leadership in Recorded Information Management. Thesis in partial completion of a Master of Arts degree in Leadership and Training at Royal Roads University, Canada, 1999.
• Pelz-Sharpe, A. Records management redux: the nudge toward compliance. (Accessed 29 October, 2006). http://www.kmworld.com
Visit our Insights page for current RSS feeds in relevant topic areas.