Become an Information Intelligence Genius: 5 Steps to Make Your Life Easier

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

email

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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