Las Vegas, Nevada April 3 rd – 5 th, 2005 Confidential – Do Not Distribute Drivers of Change in Information Management A Real-Life View: Case Study Special.

Las Vegas, NevadaApril 3rd – 5th, 2005

Confidential – Do Not Distribute

Drivers of Change in Information ManagementA Real-Life View: Case Study

Special Libraries AssociationSpring MeetingPharmaceutical and Health Technology Division

Sylvia C. Diaz, MS, MBADirector, BMS Records ManagementOffice of Corporate ComplianceBristol-Myers Squibb [email protected]

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Table of Contents

Objectives

What’s Driving the Change

Closing

References

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Objectives

Provide a glimpse of drivers of change causing the new landscape from my experience

Technological and content drivers

Cultural, ethical and legislative factors

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Table of Contents

Objectives

Technological and Content Drivers

Cultural, Ethical and Legislative Factors

Closing

References

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Special Libraries

Association

Special Libraries

Association

DocbaseDocbase

WWW

HTMLpdf

XML

Origin of Recorded Information – Theory of Evolution

Tablets Paper Digital

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The Current Situation

Technological and Content Explosion 700 – 2,400 terabytes – annual worldwide production of new information

Each terabyte is equivalent of a million ordinary books

One-fifth of the information can be found in books, newspapers, periodicals, etc.

The rest – OFFICE DOCUMENTS!

200% - growth rate of unstructured information

44 – 100 billion – growth rate of storage market, driven by data, video, and e-business

50 years – time it took telephone to saturate the market

7 years – time it took internet to do so

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The Current SituationTechnological and Content Explosion

150 – 250 hours per year – time spent by executives looking for documents that are misplaced, misfiled or lost.

75 – 125k – minimum loss to an organization from this type of paper chase 15% - time an organization spend on information creation and management 60% - of worker’s day is spent on working on one form or another with records

and information 75% - of all information still maintained in paper form 65% - time average worker spends of the work day looking for necessary

information.

Digital information is complex What constitutes a record (paper or electronic) is still under debate A “record” may be a combination of components Different formats, pdf, xml, html… Shift from paper to the electronic legal model Challenges with long-term archiving

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Table of Contents

Objectives

Technological and Content Drivers

Cultural, Ethical and Legislative Factors

Closing

References

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Corporate Corruption, Misconduct, Malfeasance…and Tragedy

9/11

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Arthur Andersen’s Houston Branch Office

“…perhaps nothing can bring a company down with such amazing speed as misconduct.”M. Ingerbretsen, Why Companies Fail: The 10 Big Reasons Businesses Crumble, and How to Keep Yours Strong and Solid. (2003)

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Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002

Criminalizes records management practices misconduct

Increases sanctions for improper document management

- falsifying - altering - concealing - destroying Maximum sentence of 20 years Applies to documents regarding all matters under U.S. government jurisdiction

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Post 9/11 Legislative Factors – USA Patriot Act

Enhances Counter-terrorism efforts

Allows use of surveillance methods against crimes of terror Permits “roving wiretap” to a particular suspect, rather than a particular device Conduct investigation without tipping of terrorists Obtain business records in national security cases

Facilitates information sharing and cooperation among government agencies

Updated the law to reflect new technologies and threats

Increased penalties for those who commit terrorist crimes.

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Paradigm Shift…as society is changing, records management is fundamentally the same.

A Records Management program still has the same fundamental building blocks:

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTraining/Education Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession.

New industry terms being coined: Assured Records Management Information Lifecycle Management Strategic Information Management

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A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholders…

Corporate Governance and Policy

Program Implementation

Compliance and Risk Management

Awareness and Training

Standardization

Legal

Audit

Software Development

Records Management

Program

Know

ledg

e

Managem

ent

Info

rmat

ion

Tech

nolog

y

Legal and

Compliance

Business Areas Core Enablers

Corpora

te

Securit

y/Ris

k

Man

agem

ent

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Capability/Skills Direction

Capability/Skills

Strategic Records Management Services• worldwide policy, retention schedules and governance

Advisory Services• Information Classification (taxonomy/metadata)• RM functionality, system upgrades and data migration

Operations - Compliance• Program audit •Disposal management

Operations - Administrative• Lab notebook management, scanning/indexing, retrieval•Paper archive and public release•IT support for RM software

Average Staff Size* Direction**

2-15

2-11

2-20

12.5-30

* External Peer Benchmark Study** My opinion

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Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and country/region specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education, review, and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

All records are company assets

Actionable corporate policies with clear divisional implementation directives and SOP’s

All divisions will review records at least annually according to approved retention schedules

Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control, allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data, metadata, and other similar standards for identifying, storing, and managing information

Standards Information Technology

Governance Policy

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Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved.

Conduct program audits with a constructive and helpful attitude, not an accusatory one.

Participate and engage “communities of practice” in solving problems.

Develop more relevant and responsive services oriented to need of the company.

Developing criteria for measuring information quality.

Understanding of systems and technologies.

Understanding of human behavior on how records are created and share information

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Closing

Great opportunity for people in information management profession and in particular records management to: advance the most senior levels Make a positive difference in their organization in the way information,

records and knowledge is managed. Go from Records and Information Management professional to a

Strategic Information Management professional

… the platform is there.

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References

Cox, R. Archives, Records and Knowledge Management in the Twenty-First Century: What is the future of the Records Professional? Records & Information Management Report, vol.20 (4), 2004

Cox, R. Truth and the Records in the Post-Truth Society. Records & Information Management Report, vol.21(2), 2005

Cox, R. The World is a Dangerous Place. Records & Information Management Report, vol.20 (9), 2004

Dietel, J.D. Recordkeeping Integrity: Assessing Records’ Content After Enron. The Information Management Journal, vol. 37 (3), 2003, p. 43

Eiring, H.L. The Evolving Information World. The Information Management Journal, vol. 36 (1), 2002, p. 20.

Myburgh, S. From Records to intelligence: A Survival Manual. Records & Information Management Report, vol.19 (2), 2003.

Myburgh, S. Strategic Information Management: Understanding a New Reality. The Information Management Journal, vol. 36 (1), 2002, p. 36.

Swartz, N. Six Months that Changed the Face of Information Management. The Information Management Journal, vol. 36 (4), 2002, p. 18.

The Yankee Group (statistics)