1. 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

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

3. 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

4. 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

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

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

7. 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

8. 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

9. 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

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

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

12. Creating a New Record Series in WA State

13. Retention Schedule Example

14. 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

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

16. Content Inventory Example

17. 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.]

18. Questions?
Sally Beahan
Christine Taylor