Information Governance: A Grassroots Success Story Future of Healthcare in Washington March 30, 2017 Sally Beahan, RHIA, MHA, HIM Director, UW Medicine Christine Taylor, Records Officer, UW Medicine

Goals of Session General Concepts Information Governance: What’s happening at UW Medicine Questions, Answers, Discussion

Concepts Information Governance AHIMA definition Accountability framework to achieve Enterprise Information Management (EIM) Sedona Conference® definition Interdisciplinary approach to managing information Full understanding and purpose still being developed

Why is IG Important Reduces risk to organization Supports organizational infrastructure Supports culture of compliance Standardizes approach to information management Retrievals E-discovery Information managed as assets

Concepts (continued) Principles of EIM (IGPHCTM and GARP®) Accountability Transparency Integrity Protection Compliance Availability Retention Disposition

Concepts (continued) Information Life Cycle Creation Use Storage/maintenance Disposition (destroy or preserve) Information is available, readable, accessible, retrievable, etc., throughout life cycle

Concepts (continued) Summary Information Governance (IG) is a strategy IG is directly related to effective and legally defensible information life cycle management Information principles define goals of information life cycle

Information Governance: What’s happening at UW Medicine 8 Entities University of Washington Medical Center Harborview Medical Center Northwest Hospital Valley Medical Center UW Physicians UW Neighborhood Clinics Airlift Northwest University of Washington School of Medicine

Grassroots Approach UW Medicine approach to IG Grassroots efforts; support from leadership Crosswalk of HIM IG initiatives Long-term projects vs. short term successes Language and culture shifts EIM

IG Examples IG Projects and Collaborations - Case Studies: 1. Retention Schedules/Life cycle Management 2. IT Projects 3. Contracts

Retention Schedules Retention Schedules Broad Consultation Elements Legal research SME’s Public agency process Elements Record series Retention: trigger and time

Creating a New Record Series in WA State

Retention Schedule Example

Retention Schedule Example Records Series Conferences and Seminars, Agency A record of information used to organize and conduct conferences, seminars and similar events. May include preparation material, registration and confirmation records, flyers and/or brochures, presentation material and other related documentation. Note: This series is relevant to conferences that the agency presents, not conferences attended by employees outside of the agency, nor does it include training where a certificate is provided. This series does not include fiscal records or conferences which are grant or contract funded. Retention and Disposition End of event +3; destroy/delete

Information Technology 2. IT Projects Database surveys Content/information IT Project Management Team Involvement in planning and decisions

Content Inventory Example

Contracts 3. Contracts Sample language: Lifecycle and Retention language Ownership language Disposition and legal hold language Sample language: Customer and X understand, acknowledge and agree that Customer requires lifecycle management functionality for its records. This functionality includes the ability to manage legal holds, retention, and disposition of all records, including log data. [X agrees to provide this functionality to Customer upon request.]

Questions? Sally Beahan sbeahan@uw.edu Christine Taylor ct24@uw.edu