T14 sustainability - 3 keys to avoiding ig failures - keith atteck
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Sustainability - 3 Keys to Avoiding IG Failures Presented by Keith Atteck Atteck Consulting ARMA Canada Conference 2016: Halifax, June 13 - Session T14
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Transcript of T14 sustainability - 3 keys to avoiding ig failures - keith atteck
Sustainability - 3 Keys to Avoiding IG FailuresPresented by Keith AtteckAtteck Consulting
ARMA Canada Conference 2016: Halifax, June 13 - Session T14
Simplicity of vision & messagingis important!
First Key
Single Authoritative Source of Evidence Based Records and Information!
The one resource to ask for all information.
The only place to look for what you are looking for.
What does it mean?Evidence BasedWhen you find it - you can trust its
value!
You know its pedigree and chain of custody!
It is the original: not a copy!
Key attributes are tracked!
Second Key
Manage only one copy of the record
Its all about Create & Capture
Business rules
Storage & management
Communications & transactions
Third Key
The First Point of Contact Principle?
Whoever is the first point of contact is accountable to file and manage the input process.
Every employee builds trust in the process and must guarantee the trust is maintained over time.
The First Point of Contact Principle: Applied
Only the originator or the designated recipient knows what the record is about to ensure its value is appropriately attributed.
Understanding your Organizations Roles
Create
Use Drive strategy and make decisions.
Direct tactical work product to align with strategy.
The primary doers of the work process generating high volumes of similar work.
• High value work product.• Highest Risk.• Most difficult to manage.• Needs connection to strategic
objectives.
• Most diverse creation and use of information.
• Hardest to train.• Needs understanding of value.• Needs connection to tactical
objectives.
• Largest group of employees.• Focused on specific areas of
business activity.• Easiest to train.• Task oriented.
SeniorManagement
Middle Management
General Employees
Governance Framework
Policy
Program
Detailed Guides and Procedures
Sta
ndar
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Sta
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Sta
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Sta
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Sta
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Rich Ecosystem of Tools Document Creation or Capture Tools
Document Management Tools
Work Process Automation Tools
Document Mark-up and Review Tools
Digital Signature Tools
Knowledge Management and Collaborative Tools
Records Lifecycle Management Tools
Integrations with ERP and Management Tools, Etc.
Establishing New Habits &Business LanguageOld Vocabulary
“Put it…”
“E-mail a copy…”
“Give me…”
“File…”
“Create a Folder…?
“Scan...”
New Vocabulary
“Describe it…”
“Send a link…”
“Search…”
“Organize…”
“Relate…”
“Image…”
TodayPast Forward
Day Forward Approach
Planned Backfileconversion
Learning & GrowingOne Month
Optimizing
Change of Mindset
RequestorAccesses the document to complete the
Task
ResearchersSearch for a document that may support
their current Task
DocumentOnly filed once
Used many timesIn many ways
Task PerformerUses the document to support ongoing
work or future work
CollaboratorsAccess and use the document to support
their Tasks
What makes it Sustainable? Accountability everyone is empowered to be accountable,
Integrity the process is initiated by the right people,
Protection being in the System of Record is the best protection,
Compliance the users trust in the system helps assure compliance,
Availability it is easier to track one copy of a record,
Retention is easer to manage a single copy of a record,
Disposition once disposed of - it is gone, and
Transparency It is core to the program, and is easy to train & audit.
Sustainability - 3 Keysto avoiding IG failures!1. Single Authoritative
Source of Evidence Based Records and Information
2. Manage only Onerecord
3. The First Point of Contact Principle
Keystone
Single One
First
Questions?Keith AtteckAtteck [email protected]
