IRMS
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IRMS Conference 2017

2007 Sessions & Speakers

Monday 30 April 2007

TIMETITLEPRESENTER
9:00 - 9:15 Welcome Address Dr Paul Duller
IRMS Chair
9:15 - 10:00 Keynote Address
Once Information is a Low Cost Commodity How do you Add Value?
Euan Semple
Euan Semple Ltd
10:00 - 10:30 Refreshment Break
10.30 - 11.10 Global Success for RM? Microsoft Recognises its Importance Jeremy Stimson
Compliance Consulting Limited
11:10 - 11:50 Intellectual Property: Managing Your Most Critical Records Gold Sponsor
Frank Bruno, Iron Mountain
11:50 - 12:30 IRMS Annual General Meeting
12:30 - 2:00 Lunch
2:00 - 5:20 Session B1 - Collaborative Event - "Is Classification Necessary?"
  Event Explanation
  "Classification is not important, it is metadata" Bob Bater
InfoPlex Associates
  "Tagging and folksonomy is the answer!" Euan Semple
Euan Semple Ltd
  "Classifications work if they are understood" James Lappin
TFPL
  "Yes classification is necessary" Clare Cowling
  Reporteurs Meeting
  Feedback
3:25 - 3:55 Refreshment Break
2.00 - 5.20 Session B2
2.00 - 2.40 B2.1
EDRM Evolution or Resolution What's Right for You?
Mike Parsons
Bramble.cc
2.45 - 3.25 B2.2
Learning by Doing
Anne Thompson
University of Edinburgh
3:25 - 3:55 Refreshment Break
3.55 - 4.35 B2.3
Ensuring Successful Management of Document Damage
Emma Dadson
Harwell Document Restoration Services
4:40 - 5:20 B2.4
Training and Small Steps: Working Through the Change Cycle to Create Confident EDIRMS Users
David Bowen
Audata
2.00 - 5.20 Session B3
2:00 - 2:40 B3.1
Electronic Archiving & Associated ISO 15489 Project
Alan Shipman
Group 5 Training Limited
2:45 - 3:25 B3.2
The Key to Success: Records Management and Archives in Partnership
Wendy Walker
East Sussex County Council
3:25 - 3:55 Refreshment Break
3:55 - 4:35 B3.3
15 into 1 Does Go: A Storage Rationalisation Case Study
Michael Trotter
Atkins
4.:40 - 5:20 B3.4
Reducing the HR in Human Resources A Case Study
Peter Gawen
Sydoc
2.00 - 5.20 Session B4
2:00 - 2:40 B4.1
Product Demonstration 1
Gold Sponsor
Iron Mountain
2:45 - 3:25 B4.2
Electronic Document and Records Management Demonstration
Harvey Burgess Laserfiche
3:25 - 3:55 Refreshment Break
3.55 - 4.35 B4.3
How to roll out EDRMS, even if you're not a Records Management specialist
David Jenkins
Wiltshire County Council
4:40 - 5:20 B4.4
Web Content Management Demonstration
Stuart Sweetman
FileNet - an IBM company
6:30 - 8:00 Gala Reception
8:00 Gala Dinner

Tuesday 1 May 2007

TIMETITLEPRESENTER
9:00 - 9:10 Welcome
9.10 - 9.50 Building Upon Success Whilst Evolving To Address The Future Richard Blake
The National Archives for England
9.50 - 10.30 An eDRM Success Story - and What the Future Holds Ben Plouviez
Scottish Executive
10:30 - 11:00 Refreshment Break
11.05 - 11.45 'MoReq 2' : Standards Driven Success? Marc Fresko
Cornwell Management Consultants plc
11:45 - 12:30 Transformational Government - An Information Management Issue? Simon Forster
Morse - Silver Sponsor
12:30 - 2:00 Lunch
2.00 - 3.25 Session B5
2.00 - 2.40 B5.1
Are we Prepared to Take a Risk?
Eldin Rammell
Rammell Consulting
2.45 - 3.25 B5.2
Authenticity, Reliability, Integrity and Usability of Records
John Wilson
JMW Mosaic
2.00 - 3.25 Session B6
2.00 - 2.40 B6.1
Records Management for the Financial Sector: the Challenges; the Achievements; the Work in Progress
John Ramsey
Barclays Bank
2.45 - 3.25 B6.2
Aligning Records Management with Business Objectives and the Strategic Agenda
Claire Johnson
University of Glasgow
2.00 - 3.25 Session B7
2.00 - 2.40 B7.1
The Challenges for Automatic Classification
Paul Billingham
Concept Searching Limited
2:45 - 3:25 B7.2
Critical Success Factors: Culture and Behaviours
Jaqueline Spence
University of Wales, Aberystwyth
2.00 - 3.25 Session B8
2.00 - 2.40 B8.1
Managing Emails as Records
Graham Hadingham
FileNet, an IBM company
2.45 - 3.25 B8.2
E-mail Management and Curation: a Life-cycle Approach
Maureen Pennock
UKOLN/Digital Curation Centre
3:25 Conference Close

Wednesday 2 May 2007 - Master Classes

TIMETITLEINSTRUCTOR
9.30 - 15.30 Master Class 1
Developing a Functional File Plan
John Wilson
JMW Mosaic Limited
9.30 - 15.30 Master Class 2
Successfully Managing a Records Management and EDRM Project
Tony Hendley
Cimtech Ltd
9:30 - 15:30 Master Class 3
How to Recruit a Records Manager
Nicola Franklin
Sue Hill Recruitment

Conference 2007 Sessions and Speakers

Dr Paul Duller

Welcome Address

Dr Paul Duller - IRMS Chair

Monday 9:00 - 9:15

In his opening address, IRMS Chair Dr Paul Duller will focus on the changing role of records managers in the twenty-first century and their increasing role in information rights and information governance activities.

Paul is a chartered scientist and international records management consultant. He has over 20 years' experience in the management of large-scale records management projects, and specialises in the development and implementation of records management policies, systems and strategies in both the public and private sector. He has worked as the Information Advisor in the Ministry of Petroleum and Minerals in the Sultanate of Oman as well as a number of leading oil companies and consultancy groups. As Information Services Director for Tribal, Paul is responsible for a team of over 60 consultants and support staff. He still finds time to "get-out-of-the-office" and over the last 6 years he has undertaken a wide range of records management projects in the UK, Norway, Denmark, USA, Canada, Malaysia, India, Bangladesh, Algeria and South Africa. Paul has published extensively in the field of data, records and knowledge management and lectures widely in this field.

Euan Semple

Once Information is a Low Cost Commodity How do you Add Value?

Euan Semple - Euan Semple Ltd

Keynote Address - Monday 9:15 - 10:00

The internet enables "globally distributed, near instant, person to person conversations" - are you enabling such conversations inside your organisation? Are you interested in helping your people find each other, learn from each other and to use these connections to improve you efficiency and increase your ability to innovate? Networks have existed since organisational life began but social tools for enterprises such as forums, social networking tools, weblogs and wikis look set to put them on steroids. Euan Semple will discuss the implementation of Social Computing tools at the BBC which grew to include 18,500 staff using online forums, 2,500 wikis and hundreds of weblogs. He will also reveal the impact these tools had on the corporate culture, individual behaviours and how, ultimately, they transformed the ability to get things done.

Euan Semple is an independent advisor on social computing for business. He is a well known writer, thinker and public speaker on the subject and in recognition of his many accomplishments he was voted Information Professional Of The Year (2005) by Information World Review. Euan pioneered the use of weblogs, wikis and online forums while at the BBC and his work there continues to enable staff to work more effectively and more collaboratively across the entire organisation. While at the BBC Euan also worked on their award winning leadership programme and gained unparalleled experience in how to engage and inspire people with the possibilities of social computing as a business tool. As a frequent speaker and author on social computing topics, Euan has presented at many industry events including ix 2006 in Singapore, KM World in California, Reboot 8.0 in Denmark, EU eLearning Conference in Finland and UpFing '06 in France. Euan has also worked with wide range of clients including the BBC, BP, AIG Insurance, Bell Pottinger PR, ARM Processor Design Cambridge and Scottish Enterprise. He has also run workshops for The World Health Organisation, The British Council and a number of UK government departments. Euan has been the subject of articles in Information World Review, Inside Knowledge, KM World and Computing. His work has been covered by The Guardian, The Economist, and The Financial Times, and he has been interviewed for BBC Radio Five Live's Pods And Blogs programme. His unique experience enables him to provide inspiration on this wired-up world of work and strategies for how businesses can prepare themselves for the challenges and the opportunities these new technologies represent. He is connected to the most influential movers and shakers of the Internet, and his workshops, which have been described as inspirational, have already been experienced by many diverse audiences worldwide.

Jeremy Stimson

Global Success for RM? Microsoft Recognises its Importance

Jeremy Stimson - Compliance Consulting Limited

Monday 10.30 - 11.10

Records Management and Information Management for compliance has become a key issue for every corporate and public sector organisation. The priority given to Records Management has never been higher. Microsoft Office 2007 claims records management as a key capability, but has yet to be proven in this area. This presentation will look at why Microsoft is moving into Records Management, what capabilities are in Office 2007, and what are the issues we should be aware of? Does Office 2007 live up to the hype?

Jeremy Stimson has over 10 years experience implementing Information Management solutions on a variety of platforms for a range of Government, Military and Commercial customers in the UK and the USA. Until recently Jeremy was a Platform Strategy Advisor in the Developer group with Microsoft, and involved in the Office 2007 product strategy. Prior to joining Microsoft Jeremy was an independent consultant, leading projects for customers such as Deutsche Telekom, Unilever, MoD, IRS and others. Jeremy is now a Director of Compliance Consulting, advising customers on technical and change management aspects of implementing successful information management solutions.

Bob Bater

"Classification is not important, it is metadata"

Bob Bater - InfoPlex Associates

B1 - Monday

Everything humans do is mediated by our ability to categorize. Categorization is fundamental to human cognition - everywhere: from personal relationships to the supermarket. The way we categorize is culture-dependent e.g. fire and dangerous things (a single category in one culture);- being aware of other cultures (in an organization). The RM sub-culture: how do we relate to 'the others'- document managers, content managers, knowledge managers?

Bob Bater is Principal Associate of InfoPlex Associates who provide advice and development services in information and knowledge management across all types of organizations in both the public and private sectors. Bob began his career as a scientist, later migrating into information science, where he worked as a multimedia librarian, then as a technical librarian in the consulting engineering and aerospace sectors. Increasing involvement with information technology eventually induced a further migration into IT management, and then information management. He formed InfoPlex in 1994 in order to focus more on the issues involved in managing information rather than technology.

Euan Semple

"Tagging and folksonomy is the answer!"

Euan Semple - Euan Semple Ltd

B1 - Monday

Euan Semple is an independent advisor on social computing for business. He is a well known writer, thinker and public speaker on the subject and in recognition of his many accomplishments he was voted Information Professional Of The Year (2005) by Information World Review. Euan pioneered the use of weblogs, wikis and online forums while at the BBC and his work there continues to enable staff to work more effectively and more collaboratively across the entire organisation. While at the BBC Euan also worked on their award winning leadership programme and gained unparalleled experience in how to engage and inspire people with the possibilities of social computing as a business tool. As a frequent speaker and author on social computing topics, Euan has presented at many industry events including ix 2006 in Singapore, KM World in California, Reboot 8.0 in Denmark, EU eLearning Conference in Finland and UpFing '06 in France. Euan has also worked with wide range of clients including the BBC, BP, AIG Insurance, Bell Pottinger PR, ARM Processor Design Cambridge and Scottish Enterprise. He has also run workshops for The World Health Organisation, The British Council and a number of UK government departments. Euan has been the subject of articles in Information World Review, Inside Knowledge, KM World and Computing. His work has been covered by The Guardian, The Economist, and The Financial Times, and he has been interviewed for BBC Radio Five Live's Pods And Blogs programme. His unique experience enables him to provide inspiration on this wired-up world of work and strategies for how businesses can prepare themselves for the challenges and the opportunities these new technologies represent. He is connected to the most influential movers and shakers of the Internet, and his workshops, which have been described as inspirational, have already been experienced by many diverse audiences worldwide.

James Lappin

"Classifications work if they are understood"

James Lappin - TFPL

B1 - Monday

Records management has always involved some degree of classification. Classification helps us to keep like records with like; to ensure continuity over time; and to apply retention and access rules to records. The advent of corporate electronic records systems brings with it a step-change in our use of classifications. Traditionally our classifications have covered local areas of an organisation. Now we are building business classifications (fileplans) that span whole organisations. We have gone from building bridges over streams to building bridges over estuaries. And the new type of classification has a new expectation to support: the expectation that the fileplan brings knowledge sharing benefits by providing a route for people to find records held elsewhere in the organisation. We may be able to force people to use a business classification to classify the records they create, but there is no conceivable way we could force people to use the classification to seek out records that may be of use to them from different areas of the organisation. I will argue that the need to deliver knowledge sharing benefits as well as record-keeping benefits poses a significant challenge for our existing ways of generating and presenting records classifications.

James has pioneered an approach to building a business classification scheme that harnesses the knowledge and perspectives of people in the organisation. He has built business classification schemes for a number of organisations and regularly trains and presents on the subject. James obtained his MA in Archives and Records Management at UCL in 1994. Prior to becoming a consultant he held records management roles at The National Archives, the London Borough of Hammersmith and Fulham, and the Wellcome Trust. Since becoming a consultant James has helped several central and local government bodies make the transition to electronic record keeping and to the Freedom of Information regime. He has delivered training in electronic records management to Government bodies in the UK and Europe, audited record keeping in a County Council; and developed an Agency s records management policy and retention schedule.

Clare Cowling

"Yes classification is necessary"

Clare Cowling -

B1 - Monday

We have to classify in various ways to manage and retrieve information and records e.g. functional/business classification/file plans etc. Classification by function for management: in practical terms, must be by business function so that we know what we are doing, which transactions have been/are being processed etc. Classification by function for disposal purposes - it s not possible to have sensible disposal rules unless records and information are classified by function. Organisational classification within business units is a practical measure so that business units understand their activities within the broader functional classification e.g. the group folder for a business unit, structured in such a way so that all staff can easily use it e.g. by subject folders within broad functional headings. Classification by subject (taxonomy; thesaurus; index) is not absolutely necessary if functional classification is clear, but a useful extra tool to enhance retrieval of records covering

Born in Australia, Clare began her career as an archivist/records manager in the Archives Office of Tasmania, moving on to the National Archives of Australia. She settled in the UK in 1979 and spent the next 20 years bringing up her three children, at the same time undertaking a variety of temporary and part-time jobs, from tea lady to typist to filing clerk to legal records researcher, before becoming the Archivist (concurrently) for the Institute of Advanced Legal Studies and the Royal College of Obstetricians and Gynaecologists. Clare moved back into full-time work in 2001 as the Records Manager for the University of London, then for King s College London and, from December 2004, for the Law Society. Clare is an active member of the Information and Records Management Society and is particularly focussed on the need for records managers to actively market their products and skills within their organisations. This has become something of a personal quest since the Law Society s decision in December 2006

Mike Parsons

EDRM Evolution or Resolution What s Right for You?

Mike Parsons - Bramble.cc

B2.1 - Monday 2.00 - 2.40

Over recent years there has been an explosion in the market place offering EDRM solutions to the public and private sectors. There is now a choice of about 175 suppliers offering solutions of all different kinds and configurations. Finding the right solution can be a nightmare and trying to select a shortlist of suppliers can be just as daunting. Even with your carefully defined requirements, it s easy to get confused by the many totally different solutions offered to you at vastly varying costs. How do you keep up with the ever changing marketplace and its evolution?

Mike is a principal business consultant and experienced programme and project manager with particular expertise in cultural change and EDRM. As well as giving seminar presentations on these subjects for some years, his work for numerous clients has included defining and leading management of change, communications, business process and policy, requirements definition, business case and benefits development, training, package and supplier selection and negotiation, security accreditation, infrastructure upgrades and roll out. Mike is experienced in interviewing and workshop techniques to define requirements and get buy-in from staff at all levels. For ERDM programmes, Mike has defined and implemented strategies for management of change, communications (internal and external), information management, information technology and desktop, business process re-alignment and records management. He has been a main developer of eDREAM, a PRINCE2 based, flexible approach for the holistic delivery of EDRM projects into business which focuses on business and culture change, as well as legal admissibility and compliance.

Anne Thompson

Learning by Doing

Anne Thompson - University of Edinburgh

B2.2 - Monday 2.45 - 3.25

You receive provided training courses, procedures, guidance and advice but still actually implementing records management is a significant challenge. The University of Edinburgh has developed a new methodology which helps staff to implement records management and provides them with targeted training along the way. The methodology is based on "action learning" which was developed by Professor Revans in the 1940s. The new methodology is proving to be a success as University staff gradually work to address their records management challenges. Anne Thompson will look at some of the short comings of traditional training approaches and describe the University's "action learning" methodology. She will then describe the successes they have had and assess the results so far.

Anne Thompson is the Deputy Records Manager at the University of Edinburgh. She is part of the Records Management Section which provides support to all units of the University on information management issues including records management practices and procedures, freedom of information and data protection. She was a member of the team that won the Information and Records Management Society Team Award in 2005. Anne currently leads on the Records Management Section s training programme (including an action learning initiative), the University s freedom of information publication scheme, and the Records Management Section s website work, both as the Section s web editor and as liaison with the University web team to capture and retention schedule website content. Previously Anne worked as an archivist in special collections at her Alma Mata, the University of St Andrews.

Emma Dadson

Ensuring Successful Management of Document Damage

Emma Dadson - Harwell Document Restoration Services

B2.3 - Monday 3.55 - 4.35

This breakout session will focus on the key components of making a records management emergency plan successful if ever implemented. Topics covered will include: Top tips on content, presentation, structure for a workable emergency plan; Communication and training: ensuring staff can successfully implement the plan; Avoidance of common pitfalls; Case studies where disaster recovery has worked successfully; How to approach fires and floods if you do not have a plan in place.

Emma Dadson is a Director and the Priority User Service Divisional Manager of Harwell Document Restoration Services, the leading service provider of specialist salvage for paper in the UK and Ireland. She has spent the last five years developing HDRS' Priority User Service, used by over 700 local authorities and businesses providing a dedicated, specialist response to document or book damage, thus minimising costs and disruption to business continuity. The membership has trebled since 2000 and the range of services has been extended to include environmental consultancy, specialist logistical support and conservation. Emma also composes and reviews contingency and disaster plans for clients to advise them on their likely efficacy and to recommend improvements. In-house training in disaster recovery techniques is also regularly provided for libraries, information services and archives, and well-attended courses in disaster plan composition are regularly held. Emma holds a Masters degree in Classics from Oxford University and is an accredited Disaster Recovery Technician of the British Damage Management Association, as well as holding the Vice Chair position on the BDMA

David Bowen

Training and Small Steps: Working Through the Change Cycle to Create Confident EDIRMS Users

David Bowen - Audata

B2.4 - Monday 4:40 - 5:20

Electronic document and records management systems (EDRMS) shift some or all of the responsibility for record creation, declaration, and management from the Records Manager to the user community. The Records Manager's role is to develop policies and procedures, to teach and support users, and to monitor compliance. The new user roles and the new roles of the Records Manager are major changes in any organisation, so working through the change cycle is the key to successful implementations. I will illustrate these ideas with real project examples.

After obtaining degrees in Chemistry at Cambridge and Sir John Cass College, London, David worked in university and industrial research in the USA for 10 years. As an analytical chemist, he generated large volumes of information to be shared, protected, preserved and managed. In 1980, he joined Pfizer Central Research in Sandwich, UK, and in 1994 moved to their Information Management function. He was project manager for their Records Centre software and for two digital archives. In 1998, David started Audata, and he and his colleagues have been providing money-saving solutions to government, business and industry ever since.

Alan Shipman

Electronic Archiving & Associated ISO 15489 Project

Alan Shipman - Group 5 Training Limited

B3.1 - Monday 2:00 - 2:40

Records management in the 21st Century means getting to grips with electronic documents, Does the Records Manager get involved with electronic archiving, or is it an IT function? There are many issues, both technical and organisational, that need to be considered when developing an e-archiving policy. This presentation will discuss these issues, and propose solutions applicable to the modern business.

Alan Shipman is Managing Director and Principle Consultant for Group 5 Training Limited, a leading independent consortium of technical experts and consultants providing practical guidance on the implementation of Information Management Systems. Group 5 Training specialise in the application of the BSI Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically (BIP 0008), for achieving real business benefits, with particular emphasis on management policies and operational procedures, in both traditional and e-commerce environments. They also provide consultancy services relating to the practical implementation of the Data Protection Act 1998, to the International Standard on Records Management (ISO 15489) and to BS ISO 17799 / BS 7799-2 (Information Security Management). Alan is Chairman of the BSI Document Imaging Applications committee, and is convenor of the International Standards Organisation (ISO) Document Imaging Quality sub-committee. He is a member of the UKAIIM Standards Committee, having previously chaired the committee for over 5 years. He received the Master of Information Technology award from the Association of Information and Image Management International in 1998, and was awarded their Standards Excellence Award in 1999. Alan chairs the BSI Data Protection Editorial Board, which is responsible for the 'Guide to the Practical Implementation of the Data Protection Act 1998', and the BSI Freedom of Information Editorial Board, which is responsible for the 'Freedom of Information - A practical guide'. This email address is being protected from spambots. You need JavaScript enabled to view it.

Wendy Walker

The Key to Success: Records Management and Archives in Partnership

Wendy Walker - East Sussex County Council

B3.2 - Monday 2:45 - 3:25

This presentation outlines the setting up of East Sussex Record Centre in 1974 and its development to the present service currently in 4 warehouses with 10 miles of shelving at Newhaven. Building on that success, providing a Records Management Service for external clients such as Brighton and Hove City Council (1997); East Sussex Fire and Rescue Service; CAFCASS; Parish Councils. Further services include work for Sussex University, undertaking a Records Management survey in 2002/3; the challenge of FOI: audits; building up relationships and advice to external bodies, work on EDRM: pilot projects; file plan; electronic archive. Place of RM in ESCC central structure as RM reaches all parts; the raising of the RM profile and development of strong internal links with all departments and with IT Services through E-Business Managers. Further discussion on the RM/Archive partnership; the combined strength of the 2 services; benefits to each; with a good relationship with your Archive being critical to the success of RM and vice versa. Finally, the Keep, a New Record Office/ Record Centre Project: the work as Project Manager; the story so far and timetable for the future and the need to include RM within this project; partnership needs; search of similar examples of successful combined projects in new purposes built buildings where ISO 15489 and BS 5454 can be built into the specifications from the outset.

Wendy Walker is a Senior Archivist and until recently was also the Records Manager for East Sussex County Council. She joined East Sussex County Council in 1993 having worked at the Essex Record Office since 1978. As the Brighton and Hove Archivist, 1997-2003, she was instrumental in setting up Records Management for Brighton and Hove City Council. In 2002-2003 she carried out a Records Management Survey for the University of Sussex. She is a member of the ESCC EDRM Project Board and the East Sussex FOI and DP Liaison Group, and has also provided advice and support for district and borough councils. Wendy has also been an active member of the Local Government Group of the Information and Records Management Society of Great Britain. In 2006 she was seconded for two years as the Project Manager for The Keep, the proposed Historical Resource Centre for East Sussex and Brighton and Hove, and is keen to see Records Management as an integral part of this project. Wendy has a BA in History and Archaeology from the University of Southampton and a postgraduate Diploma in Archive Administration from UCL. Wendy is a member of both the Society of Archivists and the Information and Records Management Society of Great Britain. In 2006 she completed the Prince2 Project Management Foundation course. In January 2006 she was awarded one of six MLA SE bursaries to train in fundraising for the sector.

Michael Trotter

15 into 1 Does Go: A Storage Rationalisation Case Study

Michael Trotter - Atkins

B3.3 - Monday 3:55 - 4:35

Atkins, a project based company that continues to grow and requires a records management policy and storage supplier relationship to meet its increasingly growing demands. Historical each business area has been responsible for their own documentation, which has lead to varying standards of records management and records holding with fifteen suppliers.

Michael has been a records manager over 20 years starting out in a French Bank Societe Generale, over a fifteen year period he managed financial records for Banks, Leasing Companies and was involved in a bank acquisition administration team. In these rolls he gained first hand experience of every records management function. Michael moved on to work for Hayes Offices Services, managing the back office processes for four different contracts and providing records management consultancy for other clients. Currently, Michael is working at Atkins Shared Service Facilities managing workflow, centralising Archive holdings and Records Management Policy for the Group.

Peter Gawen

Reducing the HR in Human Resources A Case Study

Peter Gawen - Sydoc

B3.4 - Monday 4.:40 - 5:20

A case study exploring the management, conversion and ongoing storage of Anglian Waters HR Records explaining the project to move the HR records into an electronic domain, highlighting specific challenges, successes and benefits.

Peter Gawen is Sydoc UK Sales Director, Sydoc is a business unit of the Elision group. Peter has worked in capture and document management for some 20 years. Having worked in the micrographic industry with Kodak, he has a strong appreciation of document management and made the transition to digital technology almost 14 years ago. In the past 12 months, Peter has been instrumental in developing Sydoc s outsourced capture of daily post for councils. He worked for Scanmedia one of the pioneer scanning out sourced companies that project managed a programme to capture 20,000,000 pages for the European Patent office. More recently, he was Scanning Business Unit Manager for EMEA for Bell & Howell and held various UK management roles within the Dicom Group (owners of Kofax the leader in capture technology). He sat on a Project Board at the Land Registry acting as advisor to the project for the capture of some 15,000,000 land charge documents. The Land Registry met a published Key Performance Indicator based on the project s success.

David Jenkins

How to roll out EDRMS, even if you're not a Records Management specialist

David Jenkins - Wiltshire County Council

B4.3 - Monday 3.55 - 4.35

David will talk about different approaches to implement an EDRMS, including selling an EDIRMS to users, and the different ways to ensure success in the rollout.

Council David has spent all of his career (rather longer than he cares to admit) in IT - progressing from programming through systems to project management & dept management. He has worked mainly in the commercial sector, but more recently (since 2002) has been working for Wiltshire County Council based in Trowbridge. He moved from managing the support of the IT Applications to the EDIRMS project team as of last November.

Richard Blake

Building Upon Success Whilst Evolving To Address The Future

Richard Blake - The National Archives for England

Tuesday 9.10 - 9.50

My presentation will reflect on the very real achievements and progress across the public sector made over the last 3 years to embed effective records and information management processes within the electronic domain. Records management is a discipline whose time has come and it is increasingly recognised as a core component to underpin corporate governance. In this context the impact of The National Archive s Functional Requirements for Electronic Records Management and its associated software testing programme which closed in August 2006 will be explored and the contribution this has made to the scope of the proposed new European electronic records management standard, MoReq2 (Model Requirements for Management of Electronic Records 2. The presentation will then discuss the potential for MoReq2 to enhance and enable records management and its relationship with other evolving international standards and initiatives.

Richard Blake leads the Records Management Advisory Service (RMAS), which is a service provided by The National Archives National Advisory Service. RMAS works with public authorities in local government, health, police and emergency services to support their development of effective record and information management systems. As an electronic record management specialist he has focused on developing and publishing guidance on implementing electronic record management. He contributed to the development of the Functional Requirements for Electronic Records Management, which underpins the ERM software compliance-testing programme, which formally closed in August 2006. In this context he was also the author of a number of PRO publications on planning for EDRM and was one of the contributing authors of the earlier Guidelines for the management, appraisal and preservation of electronic records. He is coordinating TNA s response to the proposal from the Document Lifecycle Management (DLM) Forum to revise and extend the European Commission s MoReq standard (Model Requirements for the Management of Electronic Records) now known as MoReq2. He and his team will provide expert advice to the DLM on the interpretation of technical requirements and will be reviewing the drafts as they are released for comment by the European Commission. Other activities have focused on development of guidance on the maintenance of sustainable electronic records to meet the needs of public bodies to maintain authentic electronic records in accordance with ISO 15489 and he was the author of the Generic Requirements for Sustaining of Electronic Information over Time. More recently he has been charged with the development of a methodology to evaluate the performance of records management systems and he is the author of the first product of this work - the first edition of the workbook entitled Complying with the Records Management Code: Evaluation Workbook and Methodology, which was published in March 2006.

Ben Plouviez

An eDRM Success Story - and What the Future Holds

Ben Plouviez - Scottish Executive

Tuesday 9.50 - 10.30

A case study relating to the introduction of an electronic records and document management system and why did it work for the Scottish Executive? The presentation will then deal with how the Executive are now building on that success and what are the key themes for the future.

Ben is based in Edinburgh and is responsible for records, library and information services, other information management policies and procedures, and the delivery of ICT-enabled business change. He was closely involved in the project to implement electronic records and document management (eRDM) across the Executive and increasingly into other areas of the Scottish public sector. Before joining the Executive, Ben worked for the British Library in London, in which he held a number of positions, including managing an eRDM pilot project and as project planner on the Library's move into its new St Pancras building (part of which comprised the largest book move in history).

Marc Fresko

'MoReq 2' : Standards Driven Success?

Marc Fresko - Cornwell Management Consultants plc

Tuesday 11.05 - 11.45

The surge of EDRM projects over the past few years has been driven largely by standards, in particular the National Archives de facto standard for electronic records management functionality (affectionately known as PRO 02). Standards are always a good thing. But despite the huge advantage of this and other standards a luxury not available in other subjects many EDRM projects have failed, some at great cost to the taxpayer. This presentation looks at some of the attributes of standards-driven projects that can turn a failure into a success, based in part on original research conducted by Cornwell. It also describes MoReq2, a new electronic records management functionality standard that will, very shortly, achieve dominant importance in the UK, in Europe, and probably beyond. The outlook for MoReq2 will be described, along with ways in which attendees with specific interests in electronic records management standards can contribute to its development.

Marc Fresko is EDM & ERM Consulting Services Director at Cornwell Management Consultants plc an independent consultancy. He has provided consultancy and advice since 1979, specialising since 1992 solely on electronic document management and records management (EDRM). He is recognised as an authority on EDRM, and advises clients throughout the UK and in other countries. He contributed significantly to the de facto standard for EDRM in the public sector, the Functional Requirements for EIRMS published by The National Archives (then the Public Record Office); and was the project leader and architect of the European Commission s MoReq Specification (Model Requirements for ERMS). He is now leading the MoReq2 development project.

Simon Forster

Transformational Government - An Information Management Issue?

Simon Forster - Morse - Silver Sponsor

Tuesday 11:45 - 12:30

The public sector, through the initiation of the Transformational Government Program, has declared the primary importance of information technology to the future of delivering citizen centric services. This is as a result of Government’s desire to reflect the collaborative approach to service delivery being adopted both inside and outside of Government. As a UK centric supplier of IT services and solutions, Morse has an established position designed to help the UK Government deliver against their stated objectives. This presentation discusses the key role that information management has to play in the transformation of public services.

Simon is the Sales and Marketing Director at Morse. He has worked in software sales and marketing for almost 20 years, many of those spent providing information management solutions to the public sector. Simon has held senior management positions with Wang UK, Fujitsu ICL, Brooktrout Technology, Envox BV and now Morse.

Elden Rammell

Are we Prepared to Take a Risk?

Eldin Rammell - Rammell Consulting

B5.1 - Tuesday 2.00 - 2.40

Records management has sometimes been viewed particularly by those outside the profession as simply identifying the retention period mandated by statute and then protecting those records until the retention period has expired. In practice, many of the skills of most use to a records manager are typically seen in the area of risk management. In determining the retention period for a retention schedule and then in decision-making throughout a record s life-cycle, the records manager needs to balance the requirements of numerous, often conflicting, regulations and statutes with the needs of the legal department, the boardroom and the need for operational efficiency. Through a series of case studies, we ll see how the understanding and application of risk management is central to the effective management of records.

Eldin began his records management career in 1986 at Glaxo. He held a variety of information and records management positions of increasing seniority, which continued following his move to Pfizer in 1993. Prior to being made redundant in 2003, Eldin was Associate Director of Records Management. His experience spans most areas of information and records management, including: DMSs and ERMS/EDMSs; file plans and retention schedules; classification schemes and taxonomies; microfilming; disaster recovery; data protection; imaging and workflow solutions; mergers and acquisitions; litigation support; change management; archive and active file management. In 2004, Eldin established Rammell Consulting, specialising in the provision of expert records and information management support, primarily to the pharmaceutical and biotech industries.

John Wilson

Authenticity, Reliability, Integrity and Usability of Records

John Wilson - JMW Mosaic

B5.2 - Tuesday 2.45 - 3.25

I would like to look at some of the things that records management has given to organisations in recent years, but rather than look at the traditional benefits of records management which we are all used to seeing in business cases I want to see if, like in the famous Monty Python sketch, there are any things, like aqueducts and sanitation, that senior managers take for granted but which would not exist but for the contribution made by records managers.

John is the Managing Director of JMW Mosaic Limited, an independent company established in 1994 to provide records and information management training and consulting. John has undertaken projects for clients in a range of sectors including central and local government, international agencies, banking, energy, biotechnology and the utilities in the UK and overseas. Prior to establishing JMW Mosaic John worked in both the public and private sectors and was Head of Information Services with BP Exploration.

John Ramsay

Records Management for the Financial Sector: the Challenges; the Achievements; the Work in Progress

John Ramsey - Barclays Bank

B6.1 - Tuesday 2.00 - 2.40

Initially this presentation will discuss the need for alignment particularly from the point of view of the competing objectives and priorities of legal and compliance, business operations, and the technology solutions available. Next, the key content from an operational perspective is highlighted together with ssimplifying the legal research using records retention classifications. After identifying key work streams, assessments in each business, identification of the supporting systems and applications into 3 broad categories: email; other unstructured data and mainframes where relevant IT systems need to be identified and assessed for their ability to meet policy requirements. Finally, key lessons and emerging issues are identified.

John is currently the Programme Director, Group Records Management, of Barclays Bank. This programme will improve the Bank’s management of records across the Group, to ensure the bank is compliant with the growing demands of legislation and regulation in all the countries where it operates. Previously, John was Head of Group Governance, CIO at Barclays with main responsibilities to design, implement and manage the policies and operational procedures to establish Group wide governance for Operations, Change Execution, and Technology and to build reporting mechanisms to support both business performance and risk. Prior to working with Barclays, John worked for 3 years with Royal Bank of Scotland Corporate Banking and Financial Markets Division Director of Operations Strategy and Operational Risk where he was responsible for Operations strategy, process redesign required by systems integration of RBS and NatWest and Head of Operational Risk for the Division. From 1995 2000 John was Director of Operations and Change Management, Corporate Banking Services at NatWest involved in portfolio management of major change programmes, leadership of IT development team, management of BAU services from Manufacturing Division.

Claire Johnson

Aligning Records Management with Business Objectives and the Strategic Agenda

Claire Johnson - University of Glasgow

B6.2 - Tuesday 2.45 - 3.25

"Senior managers do not understand why I need more resources. I have lots of ideas of how to bring more benefit to the organisation, but I cannot get them to listen . Is this a familiar experience to you? Then the work of the espida project [http://www.gla.ac.uk/espida/] at the University of Glasgow will be relevant to you. The espida methodology offers a way of getting senior management and other funders to listen. It seeks to give clarity to the expression of values that are intangible or difficult to communicate. It is an approach and set of tools to express the value in proposals for projects or the preservation of information objects.

Claire joined the University in 1997 and the main focus of her role is to integrate record-keeping in both paper and digital domains and to provide a strategic focus for a digital records management strategy within the University s Information Strategy. Her research interests include the development of records management for an age of digital governance and the usability of digitally disseminated information. She teaches on several courses and is a member of an editorial board (Journal of E-Government). Her previous work experience includes the public sector (Higher Education and the Victoria & Albert Museum) and the private sector (Unilever) and a charitable housing trust. She has also contributed to a British Academy funded research project.

Paul Billingham

The Challenges for Automatic Classification

Paul Billingham - Concept Searching Limited

B7.1 - Tuesday 2.00 - 2.40

Automatic document classification can be used to add structure to unstructured information in the form of a browsable taxonomy as well as the assignment of document metadata properties. This structure can then be used to bring documents that lie outside any Record Management infrastructure back under control. The classifications can form the source of File Planning as well as identifying documents that potentially breach security restrictions. This talk looks at the challenges of automatic document classification, against both standard and custom taxonomies, and discusses solutions based on concept searching. ConceptSearching supports standard taxonomies (such as the IPSV) and works with documents from multiple sources including: file systems, web servers, databases, Microsoft Exchange, SharePoint, Lotus Notes, and many of the leading document and records management systems.

Paul Billingham is a founder member of Concept Searching Limited that provides a unique compound term based Classification and Search technology. He was previously with Xionics and ImageSolve and was delivering PC based Document Imaging Systems since 1985. Since then he has been involved in workflow and on-line training technologies. Since the formation of Concept Searching he has been delivering solutions for document Classification across various industries including Local Councils where classification against the IPSV Taxonomy is an important requirement.

Jaqueline Spence

Critical Success Factors: Culture and Behaviours

Jaqueline Spence - University of Wales, Aberystwyth

B7.2 - Tuesday 2:45 - 3:25

The paper presents an interim report on the speaker s doctoral work investigating the management of digital records in small and voluntary organisations. It focuses on findings relating to critical success factors for good records management, taken from live case studies, and poses questions about the transportability of these factors into larger organisations.

Graham Hadingham

Managing Emails as Records

Graham Hadingham - FileNet, an IBM company

B8.1 - Tuesday 2.00 - 2.40

How RM is taming the email tiger and bringing order and compliance to organisations. A look at how emails have become one of the biggest issues for Records Managers, and how emails treated as records not only increase productivity and bring ROI, but also cut discovery costs in the event of legal challenges. Customer case studies would be used to illustrate the point.

Graham has spent most of his working life in records management and is a member of both the Information and Records Management Society and the Society of Archivists. He joined FileNet (now an IBM Company) in 2005 where he is now a Compliance and Records Management Best Practice Advisor. Prior to this, he spent over six years as a Records Management Consultant with Iron Mountain, a leading global records management company. He previously worked in both the public and private sectors as a Records Manager for approximately ten years.

Maureen Pennock

E-mail Management and Curation: a Life-cycle Approach

Maureen Pennock - UKOLN/Digital Curation Centre

B8.2 - Tuesday 2.45 - 3.25

The question of how best to manage and curate e-mail messages has posed significant problems for records managers and archivists over the past decade. International efforts in recent years have begun to provide insight into how the multifarious challenge of e-mail management can be best tackled, on not only a technical level but also organisational and cultural levels. This presentation will summarise research from the Digital Curation Centre (DCC) that explores these challenges and issues, and outlines a business-driven life-cycle approach to ensure successful management of e-mail messages from creation to disposal or preservation.

Maureen Pennock is a Research Officer for the UK Digital Curation Centre (DCC), which provides research, advice and support services on digital preservation and curation issues to UK institutions. Maureen is based at UKOLN, a centre of expertise in digital information management based at the University of Bath. Before joining UKOLN, Maureen was based in the Netherlands and worked on or for, several European and Dutch initiatives, including the ERPANET project on electronic resource preservation and access, the national Dutch eGovernment Knowledge Centre, the Digital Preservation Testbed project, and at the Dutch National Archives Digital Longevity department.

 

 

Master Classes 2007

The IRMS were proud to present three excellent Master Class courses as part of their ongoing training programme.

Developing a Functional File Plan

Master Class 1 - Wednesday 9.30 - 15.30

The course is aimed at records managers and other information professionals who need to develop or manage a functional file plan as part of a records management programme or in preparation for the introduction of an electronic records management system.

The course consists of the following sections:

  • Classification schemes and file plans - what they are, what they are not and why they are needed.
  • Types of classification schemes - a look at different types of classification schemes functional versus subject based classification schemes.
  • How to create a functional file plan - a look at the steps involved in creating a functional file plan to meet the needs of your organisation.
  • Example file plans - a look at some file plans and classification schemes.
  • Implementing a functional file plan - managing the changes associated with implementing a functional file plan.

John Wilson

John Wilson - JMW Mosaic Limited

John is the Managing Director of JMW Mosaic Limited, an independent company established in 1994 to provide records and information management training and consulting. John has undertaken projects for clients in a range of sectors including central and local government, banking, energy, biotechnology and the utilities in the UK and overseas. Prior to establishing JMW Mosaic, John worked in both the public and private sectors and was Head of Information Services with BP Exploration.

Successfully Managing a Records Management and EDRM Project

Master Class 2 - Wednesday 9.30 - 15.30

  • A guide to managing a successful project based on the JISC EDRM system implementation Toolkit authored by Cimtech
  • What is an EDRM system?
  • A checklist for successfully managing a records management programme and an EDRM system implementation
  • Information gathering and analysis
  • Project management
  • Conducting a feasibility study and making the business case
  • Defining your requirements
  • A review of the marketplace
  • Discussion session

Tony Hendley

Tony Hendley - Cimtech Ltd

Tony Hendley is Managing Director of Cimtech Ltd the UK Centre for Information Management and Technology based at the University of Hertfordshire. Tony heads up Cimtech s consultancy services and has advised hundreds of clients. Cimtech has its own methodology for successfully managing a records management programme and implementing an EDRM solution. This was documented for JISC in their EDRM System Implementation Toolkit. Tony will draw on the JISC toolkit and his considerable experience in the EDRM field in presenting this intensive one day master class.

How to Recruit a Records Manager

Master Class 3 - Wednesday 9:30 - 15:30

  • Skills Identification - Presentation on how to define the job and identify the skills needed to undertake the role
  • Taking the opportunity to review department skill mix/organisational fit of role
  • CV Assessment - Presentation on CV layout, format and content how to interpret information in CVs
  • CV Surgery - Exercise applying principals of skill identification and CV assessment to delegate s own CVs
  • Interview Techniques - Presentation on interviewing skills and questions to ask/not ask including review of relevant legislation and what do the answers mean?
  • Interview Practice - role play exercise
  • The learning from the day

Nicola Franklin

Nicola Franklin - Sue Hill Recruitment

Nicola Franklin is Head of Information Recruitment at Sue Hill, where she has worked with clients across the public and private sectors for the past five years, providing advice and guidance on salary benchmarking, job descriptions and the recruitment process. Prior to this she was Research Manager for two years at Phee Farrer Jones, following two years at Informed Business Services as Recruitment Consultant. Nicola is a graduate who developed her early career at a major high street recruiter, before moving into information sector recruitment in 1997.

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