the 7 habits of a highly successful program...the 7 habits of a highly successful program. arma...

ARMA AtlantaDave Foley

December 2019

The 7 Habits of aHighly Successful Program

ARMA AtlantaDave Foley

December 2019

The 7 Habits of aHighly Successful Program

IGRIM

Change???

1

7 Habits of Highly Effective People

2

7 Habits of Highly Effective People

1

7 Habits of a Highly Successful Program7 Habits and RIM Program Strategy Models

Who We Are What We Do

8

#1 – Be ProactiveTake and give responsibilityOwn your Role and the RIM Policy

From: “How do I gain senior leader support?”To: “What expectations are upon me and how do I exceed them?”

“How can I best represent my organization and RIM?”“Make your work to be in keeping with your purpose” Da Vinci

YOU

Own your role; remain accountable to your positionPresent RIM in a positive light; a benefit for others Write the policy; know it; speak it

Policy

Sets expectations Assigns ownership for program & RRS Business determines how to applyBusiness accountable to achieve compliance

Program Establishment

Program Foundation

Communicate & Train

BusinessEngagement

InformationGovernance

AccountabilityFramework

RecordsRetention Schedule

FundamentalComponents

RIM Policy

Define Compliance & Set RIM

Strategy

Program Maturity

1

#2 - Begin With The End In MindSee the potentialDefine Compliance & RIM Strategy


Program Foundation

Communicate & Train

BusinessEngagement





RIM Policy


Strategy

Program Maturity

“The end” is compliance for records, employees, and the business

Clarify your values and goalsProgram strategy / yearly goalsYour strategy remains constant while processes evolve Unstructured records Structured records Physical records Disposition & destruction E-Mail

Imaging Record review Abandoned datasets Onboard training LHO / record preservation And more…

2



Program Foundation

Communicate & Train

BusinessEngagement





RIM Policy


Strategy

Program Maturity




3



Program Foundation

Communicate & Train

BusinessEngagement





RIM Policy


Strategy

Program Maturity




“Continue to evolve our records and information management program by implementing standardized tools and processes with a focus on employee awareness and education” (company key goal, rev. 2016)

4



Program Foundation

Communicate & Train

BusinessEngagement





RIM Policy


Strategy

Program Maturity




10

#3 – Put First Things FirstVisualize desired resultsRetention Schedule


Program Foundation

Communicate & Train

BusinessEngagement





RIM PolicyDefine

Compliance & Set RIM Strategy

Program Maturity

Resources, toolsets and processes

What’s important? Records Retention ScheduleWrite tenets for use and to manageEstablish buy-in through RRS Committee

Need Solution

Reliable and useable Regulatory and legal research Business validation

Helpful and usefulSingle, enterprise-wideFunctionalProcess groupsRecord series / retention code numbering

12

7 Habits of a Highly Successful Program


Program Foundation

Communicate & Train Business

Engagement





RIM Policy

Define Compliance &

Set RIM Strategy

Program Maturity

13

#4 – Think Win-WinSeek mutually beneficial solutionsCreate Accountability

Mutually beneficial solutions and agreements

Establish a steering committee / have executive sponsor

Create the win-win with accountability throughout the entire organization

Accountability Framework1: Leadership2: Record Leader3: Record Owner4: Record Coordinator5: Employee

6: RIM Dept.7: RIM Training8: Assessment and

Improvement9: Record Unit

Your Company

formalizing the roles and responsibilities within a

business unit and helping them manage their

information in a consistent and systematic way


Program Foundation

Communicate & Train

BusinessEngagement





RIM PolicyDefine


Program Maturity

14

#5 – Seek First To Understand, Then To Be Understood

Take the paradigm plunge : Communicate & Train

Communicate and train with easy to understand messages


Program Foundation

Communicate & Train

BusinessEngagement





RIM PolicyDefine


Program Maturity

published resources

FAQ

website

Marketing

Communication Plan

TrainingPlan / Curriculum

blognewsletter

and more

lunch and learnpromotional items

events posters

RIM 100RIM 200

RIM 300RIM …

15


Take the paradigm plunge : Communicate & TrainProgram Establishment

Program Foundation

Communicate & Train

BusinessEngagement





RIM PolicyDefine


Program Maturity

GuestSpeakers

SeniorLeadership

Record Coordinator Network

16



Program Foundation

Communicate & Train

BusinessEngagement





RIM PolicyDefine


Program Maturity

Information Lifecycle

Cohesive design and “tagline” as building blocks

Included in all correspondence: email signature, posters, marketing and training material

17



Program Foundation

Communicate & Train

BusinessEngagement





RIM PolicyDefine


Program Maturity

RIM101

1

#6 – SynergizeInstill teamworkInformation Governance


Program Foundation

Communicate & Train

BusinessEngagement





RIM PolicyDefine


Program Maturity

“Value of information decreases over time; cost and risk do not”* Electronic Discovery Reference Model

“Managing information through its lifecycle witha broaderperspectivethan justretention,legal obligation or automation”

“Meeting enterprise needs (legal, obligation, compliance, & business value) withoptimizedinformation management practices”

16

Synergies Are Everywhere

#6 – SynergizeInstill teamwork

Business ContextBusiness Need

Strategical / Planned / Long Term

Tactical / Actionable / Immediate


Program Foundation

Communicate & Train

BusinessEngagement





RIM PolicyDefine


Program Maturity

17


#6 – SynergizeStrategic teamwork

Because softwareis developed forINFORMATIONsystems

19


Environmental Sustainability

Information Security

Plant and Pipeline Operations

Gov’t Relations / PAC

(many, many more)

#6 – Synergize Tactical teamwork

20



Program Foundation


Engagement





RIM Policy

Define Compliance &

Set RIM Strategy

Program Maturity

21

#7 – Sharpen the SawReach new levelsMeasure and Improve


Program Foundation

Communicate & Train

BusinessEngagement





RIM PolicyDefine


Program Maturity

Lumberjack

Sharpen your skills, resources, and tools Focus on fundamentals (proactive, begin with the end, first things first)Keep business engaged (win-win, seek first to understand…,

synergize)Apply technology for efficiencyUse professional networking & training

Sharpen the Saw means preserving and enhancing the greatest asset you have – You.

Stephen R. Covey

21

#7 – Sharpen the SawReach new levelsMeasure and Improve


Program Foundation

Communicate & Train

BusinessEngagement





RIM PolicyDefine


Program Maturity

Measure program usage & effectiveness

Measure policy complianceImplement improvements

23


Program Foundation


Engagement





RIM PolicyCompliance &

Strategy

Program Maturity

7 Habits of a Highly Successful ProgramUniversal Truths and Strategy Model

Reach new levels; measure program effectiveness, use, and compliance; implement improvements

Instill teamwork; integrate processes for effectiveness; automate for efficiencies

Take the paradigm plunge; train everyone; keep the RIM message simple and easy

Create mutually beneficial solutions; create company-wide accountability

Visualize desired results; enjoy one company-wide records retention schedule

See the potential; define compliance; establish the strategy

Take and give responsibility; have your company-wide policy be the foundation

5

ONEOK – A mid-stream natural gas (pipeline) company: 42,000pipeline miles for gathering, processing, storage and transportation of natural gas and natural gas liquids for producers, processors and distribution / utility companies

7 Habits of a Highly Successful ProgramRe-Set

‘Dave–isms’

InstinctExperience

1

Policy and Strategy30(b)6 witness knowledgeable of RIM program

30(b)6 witness knowledgeable of RIM program

RIM key goal in strategic plan updated as program advances

(D)

RIM key goal updated as program advances


Strategy developed. Maturity Model developed

Strategy reviewed annually ensuring measureable progress Maturity Model updated as needed; Note where completed.


(D)

Strategy reviewed annually ensuring measurable progress Maturity Model updated as needed; Note where completed.


RIM included as key goal in Corporate Strategic Plan



(D)



Enterprise RIM Policy revised and published

remains evergreen

Policy remains evergreen Enterprise RIM Policy revised, revised and published

remains evergreen

(D)

remains evergreen remains evergreen

Year 1 Year 2 Year 3 Year 4 Year 5




(D)






(D)






(D)




remains evergreen


remains evergreen

(D)






(D)






(D)






(D)




remains evergreen


remains evergreen

(D)






(D)




Strategy reviewed annually giving measureable progress Maturity Model updated as needed; Note where completed.

Strategy reviewed annually giving measureable progress Maturity Model updated as needed; Note where completed.

(D)

Strategy reviewed annually giving measurable progress Maturity Model updated as needed; Note where completed.

Strategy reviewed annually giving measurable progress Maturity Model updated as needed; Note where completed.




(D)




remains evergreen


remains evergreen

(D)



"If you don't know where you're going, any road will take you there“Lewis Carroll's Alice's Adventures in Wonderland

7 Habits of a Highly Successful ProgramInstinct: Strategy -> Goals -> Actions -> Results

1DEPT. ORGANIZATION VALUE Enterprise

LOW

P

RO

GR

AM V

ALU

E H

IGH

Est. RIM Dept.

RIM added asCompany Goal

Retention Policy

Physical Record Retention Schedule

Business AccountabilityDefined

Defensible Retention Schedule (RRS)

RIM Strategy

Online Blogs

MAOP Review;Physical Box Inventory

New Hire & InternTraining

Define / DocumentDept. Processes

RIM ResourceWeb Page

ECM Requirements

Physical RecordIndex Application

Standardize FormManagement

Experienced Hires

IA TestingTools

ECM Design

Annual AwarenessTraining

Est. RIM Coordinator Network in Bus.

FAQ and Glossary

Training Curriculum

Build / Roll OutTraining

Employ measurements; Maturity Heat Map

Update RIMCompany Goal

Revise RIM Policy

Pilot Acct Framework in Corp Svcs.

2nd Pilot AcctFramework

ECM Build

ECM Pilot

Improve training;close gaps

‘Magic Quadrant’

2011 - 2014

Refresh RRS

ECM Rollout

Acct Framework

Code of Conduct

7 Habits of a Highly Successful ProgramInstinct: Strategy -> Goals -> Actions -> Results

27

7 Habits of a Highly Successful ProgramExperience

ResultsProcessPlanNeed =

28


ProcessXResultsProcessPlanNeed =People

29


People

Process Applied Technology

Effective Program(SYSTEMATIC CONTROL OF RECORDS)

Efficient Usage(LEADS TO INFORMATION GOVERNANCE)

ResultsPlanNeed =

6

7 Habits of a Highly Successful ProgramDave-isms

can’t soar with eagles, plan without actionnow, think about a dogWhen your ship is sinking

32

7 Habits of a Highly Successful ProgramISO 15489-1

33

Having a great vision and a worthy cause is not enough to have people follow you. You need people to buy into you; it is the price to pay if you want your vision to have a chance of becoming reality. John C. Maxwell

7 Habits of a Highly Successful ProgramLessons Learned

34

“The key is taking responsibility and initiative, deciding what

your life is about and prioritizing your life around the

most important things.” Stephen R. Covey

Who We Are What We Do

The key is taking responsibility and initiative, deciding what your program is about and

prioritizing your program around the most important things.

7 Habits of a Highly Successful ProgramLessons Learned

35

Dave FoleyDirector

Records and Information Management918-595-1564

[email protected] ONEOK, Records Count


“The greatest challenge for most of us is not that our aim is too high and we miss it; but that our aim is too low and we reach it”

Michelangelo

mailto:[email protected]

the 7 habits of a highly successful program...the 7 habits of a highly successful program. arma...

Documents