Thursday, 20 February 2014

Retaining corporate memory....or just fibrous wood pulp?

Just when you thought that paper was making its way to the museum of obsolete objects, somebody decided to clear out the basement!  Perhaps the basement once provided a cheap, quick and easy storage solution…’out of sight, out of mind’; although with many agencies facing backlogs of unsentenced records, the burden of excessive paper weighs heavily over time.
Ah yes, I hear you sigh…that old chestnut!  But there’s a reason we have to keep revisiting this old chestnut – it’s still an issue!  Our experience tells us that projects set up to sentence and dispose of information backlogs are still only being initiated when the agency is planning a move, budgets are strained, or the proverbial hits the fan.  But as you probably well know (preaching to the converted) the financial and business costs will have already begun their march out the front door. 
When delivering disposal courses, participants will often say to us “management should come along to this”, or “we just can’t get resources allocated to deal with the issue”.  So here are some top tips for getting things moving before the proverbial…
1. Conduct a comprehensive information audit to identify the issues associated with your agency’s ever-increasing information holdings, identifying (as a minimum):
o    current information resource holdings (including records)
o    information repositories
o    estimated material generated weekly/monthly/annually
o    quantities of inactive material
o    current storage costs, and
o    retrieval costs;
2.    Assess implications and risks for the ongoing management of your agency’s information holdings, such as:
o    projected financial costs (storage, retrieval and management)
o    space inefficiencies
o    loss of business productivity
o    business inefficiencies
o    non-compliance;
3. Deduce the benefits of implementing a sentencing and disposal program based on steps 1 and 2;
4.  Prepare a comprehensive report/business case to management which clearly and concisely identifies these issues and offers a solution that is capable of realising tangible benefits (inclusive of a financial return that will outweigh the cost of the disposal program…or at least be cost neutral).

If the International Data Corporation’s (IDC) 2013 prediction that the total of all digital data created (and replicated) — will reach 4ZB in 2013’ is anything to go by (Gens, 2013), you might want to think again before you decide to put sentencing and disposal of digital information holdings on the back burner!

References
Gens, F. (2012). Top 10 predictions: competing on the 3rd platform. Retrieved from http://www.idc.com/research/Predictions13/downloadable/238044.pdf

Thursday, 18 July 2013

Then Who is M?


I love an analogy; particularly when it relates to pop culture icons such as James Bond.  Jeffrey Lewis, Records Analyst at Zimmerman Associates Incorporated, blogs that “with managingelectronic records RIM is James Bond and IT is Q” because IT provides the tools and RIM is responsible for the rules.  I’m not sure that 007 was responsible for the rules – or that he always played by them.  And if RIM is James Bond and IT is Q, who is M?  What should M be in an organisational structure, overseeing both James Bond and Q?

Just while I’m up on my hobby horse; can we clarify the use of the RIM acronym; if we’re concerned about using the broader IM (information management) because it confuses the line between the information content and information technology, then let’s use the expansion of RIM used in other countries (e.g. Canada) – recorded information management NOT records and information management).  The role of the RIM practitioner should be to assist with the management of all their organisation’s recorded information, much of which may not be documents and not suitable for capture in an EDRMS.

Friday, 21 June 2013

Records Sentencing Projects highlight poor records keeping practices



Recent disposal projects have shown examples where:
  •  Feedback on important decisions is not shared with other business units
  •  Related and part files are not referenced
  •  Files are poorly titled and lack proper description
  •  Electronic media is attached to hard copy files
  • FOI/GIPA records do not record details of source records

A good disposal project will identify shortcomings in the way information is handled and processed by action officers and by extension it will serve as a gateway to introducing change to existing business practices.  


So any good sentencing project should incorporate provision to provide feedback on the quality of the records being examined and recommend improvements to current and future business processes.

Thursday, 2 May 2013

Communication Failure


Image Provided By: http://www.stockmonkeys.com/
In 2005, our Principal Consultant delivered a presentation concerning the missing link in technology – people.  One of the case studies used related to the FBI/CIA communication failures identified in an inquiry into the September 11 attacks in the US.  It was found that, prior to September 11, the FBI and CIA (and possibly other intelligence agencies), held information concerning the hijackers. There were suggestions that the FBI did not act on intelligence information warning of potential aviation related terrorist threat that it was given in July 2001 by an internal special agent.  Its lack of action included failure to disseminate the information to other intelligence agencies, and to ensure that the Federal Aviation Administration had it in its databases. Other problems were case management systems that had failed to alert intelligence officers and critical electronic communications that were not prioritised.

In the aftermath of the Boston bombings, similar problems may be emerging:

Tuesday, 19 March 2013

Things that make you go ‘hmmm’…..

Proper access to government information is also under the spotlight as a result of developments at the ICAC inquiry into former NSW Government Minister, Eddie Obeid.

It has been revealed that there was potential failure by NSW government agencies to release all relevant information to Parliament under Legislative Council Standing Order 52 (Order for the Production of Documents) - a little like an FOI (GIPA) request. 

It appears that the documents concerning the relevant matters released to Parliament are not as comprehensive as those that have appeared at the ICAC inquiry.  In addition, the agencies ordered to produce the documents do not seem to have provided reasons for non-compliance.  In other words, it was inferred that all relevant documents had been produced for Parliament.

In a recent radio interview concerning this matter, the interviewer asked the interviewee whether production of documents would include email!  Oh dear, the message is still not getting through, is it.

Further information on this interesting situation, see http://www.abc.net.au/pm/content/2013/s3713920.htm

Blunder Down Under!

A ‘communication breakdown’ a ‘reclassification error’ and documents ‘mistakenly shredded’ has led to Nationalbreaking news for the Crime and Conduct Commission (CMC).
The CMC are currently under investigation following a finding that files relating to the Fitzgerald inquiry into police corruption were released decades early.  The documents in question contain information about unproven allegations, surveillance logs, targets and informants at the centre of the corruption probe.  To add insult to injury, it has also come to light that thousands of Fitzgerald inquiry documents have also been mistakenly shredded.

Chairman Ross Martin ‘didn’t realise at the time how significant the blunder was’!

Wednesday, 13 March 2013

Don’t delete that email!

Probably preaching to the converted but just in case….Recover Deleted Emails

The Wall Street Journal February 19 2013 reports that ING was fined $1.2 million by the Financial Industry Regulatory Authority for failing to “retain or review millions of emails for various periods between 2004 and 2012” and thus it had “violated record-keeping provisions under federal securities law as well as Finra rules.