1. “Meet the Document Family”
A Story About Engaging Your Constituents
Sabrina Lozano, CRM, MBA, CIP – Sr. Dir., Records & Info Governance – June 21, 2017
©Freddie Mac

2. Why engagement matters
Like many organizations, you do a lot of planning…
Assess the information risks and make recommendations
Build the business case
Get management approval and the funding
Implement the changes
Set the kick-off date
And now you are ready, but unless your constituents understand why they should care or what they need to do, your projects and initiatives sit on the vine…
Why engagement matters
©Freddie Mac

3. One company’s approach
Background
Freddie Mac – headquartered in McLean, VA with offices across the nation
Financial Services – Mortgage Lending
Government-sponsored enterprise
Chartered by Congress in 1970 to help keep the housing market liquid, stable, and affordable
Approximately 6000 employees
Records & Information Management (RIM) Program
RIM Office situated in the Legal Division
Facilitates a cross-divisional Working Group
Over 30 organizations from throughout the company
Meets regularly 1-2 times/month
Performs activities to manage records and evidence compliance
One company’s approach
©Freddie Mac

4. The immediate concern Company space modernization Potential risks
Multi-year project
4 buildings in McLean
Reduction of individual work and filing space
Paper storage reduced to approximately 2 feet per person
Potential risks
Contractors in/out of buildings during construction
Handling of documents without known owners
Employees unaware of company retention policies on what must be kept or not
Information being improperly protected during moves
From RIM perspective
Reduced on-site storage of obsolete and inactive files
More digitization of long-term hard copy records
Improved processes resulting from a shift to electronic documents
The immediate concern
©Freddie Mac

5. Stakeholders got together to address concerns
Goal: Increase awareness in Information Protection during space modernization activities
How: Partnership formed and led by Privacy Office:
Privacy Office and Champions
Records & Information Management (RIM)
Corporate Services - Workplace Transformation
Information Security
Corporate Security
Corporate Communications
Expectation: Meaningful, impactful and fun communications
Original content created internally
Creative approaches
Multimedia
Multiple channels
Stakeholders got together to address concerns
©Freddie Mac

6. Awareness Campaign Elements
Using “OneNote” to promote use of technology rather than paper (article)
“Are you an Accessory to Information Leakage?” (cartoon)
From Storing to Reducing and Moving – “The Real Moves of Freddie Mac” (video)
©Freddie Mac

7. Awareness Campaign Project Protect 21-day Data Protection challenge
Interactive web-based game
New games released every week
Specific to company policies
Competitive
“Meet the Document Family” an interview to find out how one family of documents felt about the space moves
©Freddie Mac

8. Resources that may help you in your programs
Some resources that may make campaigns more interesting
Resources that may help you in your programs
Training gadgets, games, buzzers, awards, toys - Trainers Warehouse
Puzzle makers to create word puzzles and games – Discovery Education
Fast-paced presentation style to meet, show work and share ideas - PechaKucha.org has examples of how its done
Create a Jeopardy! game – free, on-line resources at Jeopardy Labs
Create an interactive presentation using animation – Prezi for Education
Note: Resources are not endorsed by the speaker or by the Northern Virginia Chapter of ARMA
©Freddie Mac

9. Meet the Document Family
Let’s take a moment to check out the interview in tonight’s episode of “As the Paige Turns” where we examine how space modernization has affected the Document Family
Performance is based on Freddie Mac’s “Meet the Document Family” article and adapted for ARMA NOVA
Performers:
Ms. Paige Turner: Sabrina Lozano
Mr. H.C. Document: Tom Myers
Mrs. E. Document: Mary Beth Weaver
©Freddie Mac

10. Special thanks to Tom Myers and Mary Beth Weaver for their performance tonight!
©Freddie Mac