Become an Information Intelligence Genius:
5 Steps to Make Your Life Easier
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About the Presenter
Jim Merrifield – Director of Information Governance - FileTrail
» Certified Information Governance Professional (IGP)
» Certified Information Professional (CIP)» Co-Author of ARMA IGP Prep Course» AIIM Education Partner» ARMA Connecticut Chapter President
Today’s Webinar – What to Expect
» Hear practical solutions for implementing a Unified Records and Information Governance (URIG) program that really works
» Learn from real companies who have done it» Take away key tips that will make your life easier» Become a Information Intelligence Genius
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Define a Records Management Program
Step 1
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Define a Records Management Program
» Before you can execute, you need to understand: Goals Benefits Risk Outcomes
» Understanding how Information Intelligence can work for you is the key to success
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3 Pillars of Information Intelligence
Access and
Visibility
The new paradigm for finding and developing operational efficiency for Unified Records Management & Information Governance
Experienceand
Results
Compliance and
Control
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• Boost Productivity
• Resource savings
• Time savings
Information Intelligence Value
• Efficiency
• Compliance
• Reduce Risk
• Return On Investment
• Total Cost of
Ownership
• Innovation
Access & Visibility Compliance & Control Experience & Results
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“In just a day or two, I was able to put together a list of every production handling agreement we have; previously, this would have taken a month. The ability to immediately lay our hands on needed documents translates into money in our pockets.”
David Cantu, Vice President of IT
Black Elk Energy deployed FileTrail for SharePoint and has improved paper records handling efficiency by 25% and avoided hiring more staff, saving them $100k/yr
Real Example: Black Elk Energy
Embrace Information Governance
Step 2
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Information Management Challenges
The paper problem» Managing the vast volume of files» Active files move around and are used by many» Lost/misplaced files are expensive and add risk» Managing documents off-site surrenders control» Audits consume significant time and resources
Compliance issues» Managing documents according to the retention
schedule» Defensible and consistent disposition» Enforcing RM and privacy policies
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Framework to deploy best practices for information intelligence across the enterprise
Best Practices Engine
20 years of experience in the unified records management and information governance space, using the latest tools
and finest design
A Best Practices engine should be built into your solution
Dashboard Driven Processes
Leverage Personal and Secure Dashboards to Trigger Action for
Summary Metrics
Manage By Exception
Step 3
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Manual Processes are Costing You $
» Keeping Spreadsheets» Managers sign-off» Searching for records in multiple locations» Emails to find out who has a file
Manual URIG management can cause errors and cost organizations time and resources
Automation is Key
Cut Employee Search time by
90%
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Improve Efficiency by 25%
Chain of Custody
» Who owns the document» Who decides who gets a file?» Who retrieves the file?» Who has clearance for certain
files?» Who monitors how long a
document is checked out?
Exhausted yet?16
Your Current Process is King
Step 4
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You know Better than Anyone
» You have spent time perfecting your URIG process» You know what you internal customers expect» You are aware of SLA’s» You may have multiple location expectations
A URIG program should COMPLIMENT your current process, not define it.
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Expertise should be built in
» Long Term consulting engagements are expensive» A solution should be your expert, not a person» Make sure any system you choose can configure to fit YOUR
processes
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You need Configurable TechnologyDefine any type of process, methodology and office process across locations, types of businesses and industries.
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Eliminate expensive
custom development, lowering the total cost of ownership
Speed up implementation time with fewer
review cycles
Adapt to reflect your
organizational structure,
records type, and media you want
to manage
Automatically bridge the gap between user
knowledge and applied
methodology
Create an actionable
records and information governance
program
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“Flexibility is essential to map to our internal processes. I was able to customize and configure the solution to fit our specific needs.”
Jim Merrifield, Records Information Manager
Finn Dixon & Herling deployed FileTrail’s hosted solution to track and manage client and business
records.• Reduced records management staff by 50%• Saved over $30k/yr• Sourced and Located files in under 3 minutes
Real Example: Finn Dixon & Herling LLP
Easy Access for All
Step 5
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Search - Request - Locate - Manage
» Easy search for any user, no matter their role» Download desired content or simply request
materials» Records managers can locate files instantly » Intuitive retrieval orders file pick up by destination» Easily manage checked out files
RFID Technology
RFID allows you to locate information assets without line of sight. It’s the next generation technology after
barcodes
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Improve the validation process:
Quickly find items and conduct audits
Monitor files and self-heal critical tasks
Generate problem alerts and status reports by
Reduce errors and effortlessly know:
Where information lives
What attributes it possesses
Edits made
The last time it was checked out, when and by whom
Tracking Down Information Should be Easy
» Visibility: Minimize time and resources searching for info» Ease of Use: Modern design, simple UI » Highly Configurable: Map to your business processes » Product Depth: Adapt to any environment » Reliability: Quality design and execution» Automation: No User involvement for long-distance searches
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Commercial Offsite Vendor Management
» File request should be just as easy the file room retrieval» Effortlessly locating files to save time» Manage records from your own dashboard, not theirs
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About FileTrail
450 Clients and 20% Annual Growth
North America: 80%
Europe: 20%
APAC & Africa
Information IntelligenceLeader in Management, Asset Tracking and process improvement
HQ in San Jose, CAEast Coast:
Washington DC
Founded in 2000Over 20 years of URIG Experience
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Recap of 5 Steps
Define Your Records Management Program
Embrace Information Governance
Manage By Exception
Your Current Process Is King
Easy Access For All
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Questions?
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