1. Records Management Is Not an Option Anymore
Gail Ann McCreary, CRM
Records Manager
Mississippi Power Company

2. History of Records Management
Cave paintings were first records
First retention schedule in 1200 A.D.
Governments began controlling records in early 1900s
Records Management became a vital business practice with the advent of the computer

3. Records and Information
One of organization’s most valuable resources
One of its greatest problems
Considered to be a corporate asset
Should be managed like any other corporate asset

4. Information Life Cycle
Create
Retain
Dispose
Archive
Use
Organize
Access,
Distribute

5. What is Records and Information Management?

6. What?
Record – recorded information that supports activity or documents a business transaction
Corporate Information – any data, document or record that is created, received, acquired or maintained
Records Management – systematic control of records from creation to final disposition

7. What?
Media  paper, hard drive, CD, microfilm, computer tape, diskette
Format  spreadsheet, database, voice mail, instant message, CAD drawing, Word doc,
Location  offices, file rooms, PC, laptop, thumb drive, tape library, home office, employee garage

8. Why do we need to manage information?

9. Why? Comply with regulatory requirements Reduce corporate liability
DOL, OSHA, EEOC
Industry regulations
Reduce corporate liability
Litigation / e-discovery,
fines / jail sentences
Promote employee productivity
Employee time, office space

10. Why? Reduce costs Expedite disaster recovery efforts
Dispose of obsolete information
Minimize discovery expense
Electronic storage
Expedite disaster recovery efforts
Recover critical information after fire / flood / sabotage

11. Why? Heightened compliance and security requirements
SOX, HIPPA
Corporate scandals
Virus attacks
Stakeholders have high expectations
Need quick access
Need access at any time
Need access from a multitude of devices
Need access to information they did not create

12. Why? Employee behavior has changed Information explosion
More work done personally
Mobile work force – not just mobile devices
Orphaned information
Information explosion
Websites
Databases
No paperless office

13. How should records and information be managed?

14. How? Ensure information is used and maintained properly
Basic elements of a RIM program
Records Management policy
Retention schedule
Filing / classification system
Manual / procedures / training
Records storage facility
Destruction

15. Who is responsible for managing records and information?

16. Who? Every employee is a Records Manager
Every employee is responsible for accessibility, reliability and accuracy

17. Records & Information Management is simply not an option anymore!!

18. Questions?