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The History of Records The History of Records ManagementManagement
Part 1Part 1The Sumerians, Incas and
the Dead Sea Scrolls
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Lean Records ManagementLean Records ManagementA Lifecycle ModelA Lifecycle Model
Charlotte ARMA Presentation
October 12, 2006
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The Information StateThe Information StateVolume: The volume of records being received, created and maintained is rapidly increasing
E-mail, IM, spreadsheets, databases….2006 business e-mail- 3.5 exabytes (mega, giga, tera, peta, exa)Stretching our abilities to manage effectively
Compliance: Requirements are growingSarbanes-Oxley, HIPAA, Patriot Act, SEC 17a-4, …..
Legal: Electronic records are becoming a dominant focus
Amendments to Federal Rules of Evidence regarding E-records effective December 2006Skyrocketing discovery and production costs
We are drowning in information and starved for knowledge.
-Unknown
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The Value of InformationThe Value of Information
Information and Knowledge constitute THE major asset of any organization
In 1998, Coca-Cola had a market value of $148 billion, and net assets of $6 billionIt’s hidden value was 96% of its market value
Clearly the value of a company far exceeds that of its physical assets Records represent an organizations attempt to capture that value.
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Using our information?Using our information?
Over 80% of a company’s information is created by individuals at the desktop80-85% of documents created are never referred to after their initial creation or use90% are never referred to after 18 monthsA professional spends on average
5-15% of their time using information and…Up to 50% looking for it (on average 30%)At any one time 3 to 5% of an organizations files are missingThe average cost to recreate a document is over $200
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What is Lean?What is Lean?Connected with Six Sigma Quality programs
Elimination of defectsLess focus on measurement, analysis, and statistics
Lean manufacturing is a management philosophy focusing on reduction of the seven wastes
Over-production Waiting time Transportation Processing Inventory Motion Scrap in manufactured products or any type of business.
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What is records What is records management?management?
The field of management for the efficient and systematic control of the creation, distribution, use, maintenance, and disposition of records and information about business activities and transactions in concordance with legal and operational obligations
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Lean PrinciplesLean Principles
An emphasis on maximizing value Identify the value stream in the eyes of the customer Make value flow at the pull of the customer
Waste minimization – eliminating all activities that do not add value & safety nets, maximize use of scarce resources (capital, people and space) Continuous improvement – reducing costs, improving quality, increasing productivity and information sharing Involve and empower employees
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Lean Records Principles Lean Records Principles
Meet the information needs of our employees and customers (Right information, time, place, form)
Avoid information overload
Reduce the volume of unneeded information Ensure the timeliness and accuracy of the informationReduce costs by eliminating the need to manage unnecessary documents/records/stuffConduct periodic reviews of documents types to evaluate need, use and effectivenessConduct periodic reviews of procedures used to create documents
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Lean Information LifecycleLean Information LifecycleCreation of information
Creating only that which we need Ensuring that it is trustworthy and accurate
Maintenance (Active)Who needs it, in what format,…
UseHow do we use and communicate this information
Storage and retrieval (Inactive)Where, what media, how secure, how long do we keep it?How do we access it?
DispositionEliminating that which we no longer needWhat is the appropriate means for that disposition
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CreateCreateThis is where it all startsDocuments should be created for specific purposesInformation created should add value
Don’t over create
Documents should be created with a lifecycle planReductions in records produced cascade savings
Reduce information overloadEase accessIncrease productivityFewer discoverable documents
Regular review of the creation process and documents to seen that they are still relevant or provide the needed information
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DistributeDistribute
Make team decisions on a value stream
Develop SOP’s for information distributionMaking the information available to those who can use it.
Avoid over distribution, limit copies
Used shared areas rather copies
Regular review
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UseUseGather the needed information for the task at hand
Process and procedure
If information is inadequate for the task at hand revisit distribution
See if the information is already created and acquire access
Otherwise look to adjust your process to find or create the needed information
Best, not perfect use of information
After the work is done, discard the information that is no longer required (as appropriate)
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MaintainMaintain
Does the information qualify as an official record subject to your Records Retention Schedule? If so,
Where is it to be maintained
In what format
How can it accessed
Who is responsible for maintaining
If not,What is the requirement for maintaining this information
Destruction should be systematic
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DisposeDispose
All information created or received needs to have a lifecycle plan that includes the final disposition
This is applies to all records and non-records
Make sure that this is done in a systematic manner that ensures proper approvals
Ensure that document preservation requirements for litigation, audit or investigation are followed
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A Practical Leaned A Practical Leaned ActivityActivity
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Going beyond the Clean Up DayGoing beyond the Clean Up Day
Most companies conduct sporadic Record Clean Up (Office Purge) days
Big trash binsEverybody gets to wear jeansClear off the desksClear overloaded file cabinetsBox up old records Straighten office areasPrizes for the oldest document Donuts and Pizza!
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5S your Clean Up Day5S your Clean Up DayWhat is 5S?
A process to achieve and sustain a clear, clean, safe and workplace focused on organization and quality.
The 5 S’s are:Sort - Eliminate what is not needed
This is an ideal time to train on records procedure and your Records Retention Schedule
Set - A place for everything and everything in its place Organize for productivity and efficiency
Shine - Cleaning and looking for ways to keep it clean
Standardize - Systemize the maintenance of the first 3 S’sWhat process and procedures need to be created, updated or eliminated
Sustain - Stick to the rules. Show real progress. Spread the rules to other areas of the facility. Regular review.
