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Setting yourself up for success

Real-world success with retention, defensible disposition and legal holds

With electronic data growing exponentially, the pressure to effectively manage retention and legal holds and defensibly dispose of content is increasing. But which path should enterprises follow to achieve information governance success in today’s complex business environment?

At our most recent Enterprise World, we discussed this topic with an accomplished group of panelists who have planned and implemented successful records management programs. The panel included:

    • David Fong, Director, Information and Records Compliance at CenturyLink
    • Kim Scharf, Senior Vice President of Information Technology at Site Centers
    • Andy Teichholz, OpenText Global Industry Strategist, Legal

During the session, the panelists discussed the importance of setting yourself up for success. David encouraged line-of-business stakeholders to get involved in the process early on when IT is first implementing an ECM system. Ask your IT team questions like: Who will be supporting? Where do tickets get routed? Who is our IT contact? How do we work together to determine retention, ensure PI is private and how highly confidential information will be managed?

It seems like a no brainer, right? But according to David, “They [IT] don’t think about those things until the very end. So, that’s one of the things that we ended up doing to try to get more things done by design.”

Kim emphasized the need to take a top-down, EIM-centered approach to records management. As Kim shared, this cannot be optional. Take a look at the video below to learn a little more about her organization’s approach:

Our third panelist, Andy, stressed the importance of realistically analyzing the level of maturity within your organization. He advised doing a current-state assessment before developing and implementing your plan. He went on to say, “Everyone’s dream is perfection or that magic unicorn of perfect information governance. But you’ve got to establish a program based on your risk exposure, based on your organizational structure, and your resources.”

In summary, having stakeholders from all impacted groups involved from the beginning, ensuring top-down buy-in and direction and generating a realistic assessment of your organization’s needs, strengths and weaknesses as you begin the process will help you get started on the right foot.

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Mike Christie

Mike is a Product Marketing Manager supporting Content Suite, based in Waterloo, Canada. Mike has over ten years of communications experience in Human Resources, Marketing, Customer Support, education, start-up, and corporate environments in Waterloo’s tech hub.

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