The document outlines three keys to achieving sustainability in information governance programs: 1. Having a single authoritative source for all evidence-based records and information to ensure trust in the information. 2. Managing only one copy of each record to simplify retention, disposition, and transparency. 3. Applying the "first point of contact" principle where the person first receiving information is accountable for filing and managing it to build trust in the process over time.

1. Sustainability - 3 Keys to
Avoiding IG Failures
Presented by Keith Atteck
Atteck Consulting
ARMA Canada Conference 2016: Halifax, June 13 - Session T14

2. Simplicity of vision & messaging
is important!

3. First Key
 Single Authoritative
Source of Evidence
Based Records and
Information!
 The one resource to
ask for all information.
 The only place to look
for what you are
looking for.

4. What does it mean?
Evidence Based
 When you find it - you can trust its
value!
 You know its pedigree and chain of
custody!
 It is the original: not a copy!
 Key attributes are tracked!

5. Second Key
 Manage only one copy of the record
 Its all about Create & Capture
 Business rules
 Storage & management
 Communications & transactions

6. Third Key
 The First Point of Contact
Principle?
 Whoever is the first point of
contact is accountable to
file and manage the input
process.
 Every employee builds
trust in the process and
must guarantee the trust is
maintained over time.

7. The First Point of Contact
Principle: Applied
 Only the originator or the
designated recipient
knows what the record is
about to ensure its value
is appropriately
attributed.

8. Understanding your
Organizations Roles
Create
Use Drive strategy and
make decisions.
Direct tactical work
product to align with
strategy.
The primary doers of
the work process
generating high
volumes of similar
work.
• High value work product.
• Highest Risk.
• Most difficult to manage.
• Needs connection to strategic
objectives.
• Most diverse creation and use of
information.
• Hardest to train.
• Needs understanding of value.
• Needs connection to tactical
objectives.
• Largest group of employees.
• Focused on specific areas of
business activity.
• Easiest to train.
• Task oriented.
Senior
Management
Middle
Management
General
Employees

9. Governance Framework
Policy
Program
Detailed Guides and Procedures
Standards
Standards
Standards
Standards
Standards
Standards
Standards
Standards

10. Rich Ecosystem of Tools
 Document Creation or Capture Tools
 Document Management Tools
 Work Process Automation Tools
 Document Mark-up and Review Tools
 Digital Signature Tools
 Knowledge Management and Collaborative Tools
 Records Lifecycle Management Tools
 Integrations with ERP and Management Tools, Etc.

11. Establishing New Habits &
Business Language
 Old Vocabulary
 “Put it…”
 “E-mail a copy…”
 “Give me…”
 “File…”
 “Create a Folder…?
 “Scan...”
 New Vocabulary
 “Describe it…”
 “Send a link…”
 “Search…”
 “Organize…”
 “Relate…”
 “Image…”

12. TodayPast Forward
Day Forward Approach
Planned Backfile
conversion
Learning & Growing
One Month
Optimizing


13. Change of Mindset
Requestor
Accesses the document to complete the
Task
Researchers
Search for a document that may support
their current Task
Document
Only filed once
Used many times
In many ways
Task Performer
Uses the document to support ongoing
work or future work
Collaborators
Access and use the document to support
their Tasks

14. What makes it Sustainable?
 Accountability everyone is empowered to be accountable,
 Integrity the process is initiated by the right people,
 Protection being in the System of Record is the best protection,
 Compliance the users trust in the system helps assure compliance,
 Availability it is easier to track one copy of a record,
 Retention is easer to manage a single copy of a record,
 Disposition once disposed of - it is gone, and
 Transparency It is core to the program, and is easy to train & audit.

15. Sustainability - 3 Keys
to avoiding IG failures!
1. Single Authoritative
Source of Evidence
Based Records and
Information
2. Manage only One
record
3. The First Point of
Contact Principle
Keystone
Single One
First

16. Questions?
Keith Atteck
Atteck Consulting
katteck@icloud.com
416.428.0674