generally accepted recordkeeping principles ® where it’s at, what it means, and what to look for
TRANSCRIPT
Generally Accepted Recordkeeping Principles®
Where it’s at, what it means, and what to look for
What is GARP®?GARP® is an Acronym for
Generally Accepted Recordkeeping Principles
ARMA understands that records must be created, organized, secured, maintained, and used in a way that effectively supports the activity of that organization.
“As to methods there may be a million and then some, but principles are few. The man who grasps principles can successfully select his own methods. The man who tries methods, ignoring principles, is sure to have trouble.”
• Ralph Waldo Emerson
Quotation
What Are They?
• A common language and imperative to use with executive management when describing the tenets of a solid program
• A model for program development• A benchmark against your peers• A legislative and judicial roadmap
to best practices
Where Did They Come From?
• Committee of 7 widely-respected professional practitioners on the task force
• Using standards, best practices, and practical experience
• Sent to public review by ARMA International members and stakeholders
• Finalized and released March 31, 2009
How will GARP® be Used?By Regulators…
To protect the public by assuring access about the operations, policies and procedures of regulated companies
By RIM Professionals…
To measure the records management programs of a companies in a consistent and systematic manner
By Businesses…
To document to regulators and the public that information will be available from these companies if ever needed
Generally Accepted Recordkeeping Principles®
• Accountability • Integrity• Protection• Compliance
• Availability • Retention • Disposition • Transparency
http://www.arma.org/garp/
Principle of Accountability
• An organization – assign a senior executive to oversee
recordkeeping program – delegate program responsibility to
appropriate individuals– adopt policies and procedures to guide
personnel, and ensure program auditability
Principle of Accountability
• Senior executive– Establish method to design and implement a
structure to support recordkeeping program– Establish governance structure for program
development and implementation• Recordkeeping program
– Have documented and approved policies and procedures to guide implementation
• Auditability enables program to validate its mission
Principle of Integrity
• Recordkeeping program– Construct so organizational records and
information have a reasonable and suitable guarantee of authenticity and reliability
Integrity of Records
Should include the following:– Correctness of and adherence to the policies
and procedures of the organization– Reliability of information management training– Reliability of records created– Acceptable audit trail– Reliability of systems that control the
recordkeeping
Principle of Protection
Recordkeeping Program• Construct to ensure protection to records
and information that are:– Private– Confidential– Privileged– Secret– Essential to business continuity
Protection Controls for Information– Systems must have appropriate security so
only approved personnel can access to information
– Sensitive records must be safeguarded from inadvertent or malicious leaks
– Security and confidentiality must be integral parts of final disposition
– Audit program must have a clear process to determine whether sensitive information is being handled in accordance with the principle of protection
Principle of Compliance
•Recordkeeping program – Comply with laws and other binding
authorities, as well as the organization’s policies
Principle of Availability
• An organization– Maintain records to ensure timely, efficient,
and accurate retrieval of information
Principle of Availability– Organizations must have the ability to
identify, locate, and retrieve the records and information required to support its business activities
– Information must be described during the capture, maintenance, and storage processes to make retrieval effective and efficient
– Routinely back up electronic information– Manage availability of information assets at a
reasonable cost from creation through disposition
Principle of Retention
Organization must maintain its records and information for an appropriate time, taking into account– legal– regulatory– fiscal– operational– historical requirements
Principle of Retention• Records retention program based on information
life cycle– Time period from record creation to disposition
• Retention decisions based on content and purpose of records– Retention periods determined by legal and
regulatory, fiscal, operational and historical requirements
• Organization must conduct a risk assessment to determine retention period for each record type
• Minimize risks and costs associated with records retention, by immediately disposing of records after their retention period expires
Principle of Disposition
• An organization– Provide secure and appropriate disposition for
records that are no longer required to be maintained by laws and organizational policies
Principle of Disposition– Records must be designated for disposition– Organization must make reasonable effort to
ensure all versions of the records are included in disposition
– Disposition of records must be suspended for pending or ongoing litigation or audit
– Destruction of records must be performed in a secure manner
– Transfer of records to historical archives, library, or museum should be documented as part of the organization’s records retention policy
Principle of Transparency
• An Organization’s – Recordkeeping program shall be documented
and be available to all personnel and appropriate interested parties
Principle of Transparency– In best interest for all parties to understand that an
organization conducts its activities in a lawful and appropriate manner by having recordkeeping systems that accurately and completely record the activities of the organization
– An organization that is subject to open records laws may need to make all records available to any person upon request, and other organizations may have a legitimate need to protect confidential or proprietary information
– Every organization must create and manage the records documenting its recordkeeping program to ensure the structure, processes, and activities of the program are apparent and understandable to legitimately interested parties
The Value of GARP® to Your Organization
• Regulatory requirements
• Maturity model
• Benchmark among peers
Regulatory Requirements
• Provide common framework among jurisdictions and industries
• Demonstrate reasonable adherence to best practices
Maturity Model
• Apply proven methodology to measure progress toward optimization
• Measure current state and identify gaps against common framework
• Develop remediation plan• Audit and test against metrics
Benchmark Among Peers
• Establish industry norms
• Calibrate resources accordingly
• Maintain competitive advantage
GARP® Roadmap
• ARMA is introducing GARP® to regulators• ARMA is promoting GARP® awareness• ARMA is providing training sessions on
GARP®
• Measurements and testing are being developed
• GARP® compliance will become a barometer of records management health
What’s Next?• Look for more resources to help measure
your organization against GARP®
• Look for resources from ARMA International that directly connects each principle to related resources and education
• And more!
Thank You!