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A Lean Approach to Your Records Strategy

Andrew SanAgustin, Program Manager (CELA)

DPMO (Defects Per Million Opportunities) calculates Sigma Level

DPMO = 125,000

87.5% Defective Rate

Sigma = 2.65

500 (Defects) /

4000 (Opportunity X

Forms) =

0.125

X 1,000,000

Form = 20 fields

(OPPORTUNITIES)

Review set = 200

(FORMS)

Defects found = 500

(DEFECTS)

Example – Data Form Review

Values Formula Results

Lean

• Eliminates waste

• Increases speed

• Removes non-value added steps

• Fixes disconnects between steps

• Focus on customer

Six Sigma

• Reduces variations

• Quality improvement

• Reduces variation with remaining steps

• Optimizes remaining steps

• Focus on customer

Deliverables | Quality | Satisfied Staff | Happy Customers

I Am Chairman Of Chrysler Corporation of America

IACOCCA

”Change before you have to.”

”Control your own destiny or somebody else will.”

What’s missing? Best selling clamshell phone of all time.

Boeing 737’s will have 50% more space for carry-on luggage

The Process: At-A-Glance

The DMAIC Process Phases

Define Measure Analyze Improve Control

1 - Define

Define the problem and desired goal/outcome

• Problem Statement | Goal Statement | Charter | Owner | Executive Sponsor |

Road Map | Opportunities | Stakeholders/Principals | Assumptions

What is the current process?

• Existing process map | Select the project | Boundaries/Risks | SIPOC/COPIS

| (VOC) Voice of the Customer

Customers and requirements

• RACI (Responsible, Accountable, Consulted, Informed) | BRD (Business

Requirements Document | In/Out scope | Scenarios/Personas

DMAIC

2 - Measure

Select measures

• Defining Measurements | Interviews | Performance Variables

Data collection

• Checksheets | Collection Plan | Process/culture learning

Baseline and charter update

• Value Stream Maps | Understand the business

DMAIC

3 - Analyze

Process review/examination

• Analysis | Cause & Effect issues | Defects | 5-Whys

Visually display data and brainstorm potential problems

• Pitfalls and their Causes | Breakdowns | Affinity Diagram | Pareto Chart |

Swimlanes

Charter update

• Developments and nuances are captured

DMAIC

4 - Improve

Solutionizing

• Possible fixes | Resolve the specific problem | Weighted Criteria Scorecard

Final implementation strategy

• Additional benefits of solutions | Impact Effort Matrix (potential adverse

effects) | FMEA (Failure Mode and Effect Analysis

Improvement measurement

• Developments and nuances are captured | Select the best fix | Operationalizing

limits

DMAIC

5 - Control

Continued improvements

• Changes in business, needs, or team | Onboarding new duties | Technology

enhancements/upgrades/and sunsets

Compliance

• Monitor | Communicate | Redefine Owner(s) and responsibilities

Sustainable and scalable

• Future State Documentation | Review | Audit | Repurpose learned lessons

DMAIC

User experience

Design

Design

User experience

My “Mea Culpa”

Understanding the business, culture, &

how to manage change.

Collaborate Externally – upload, view, manage documents and data

Outside

Counsel Vendor

Outsourcing

eRecords Business Process

Devices Apps Users

Enable users

Allow users to work on the devices of their choice and provide consistent access to corporate resources.

Hybrid Identity

Deliver a unified application and device management on-premises and in the cloud.

Protect your data

Help protect corporate information and manage risk. Management. Access. Protection.

Data

At Microsoft we have established standards with tools and processes to secure and protect

our information assets on premise and in the cloud

Enabling Information Governance

Andrew J. SanAgustin

Q&A

124 Operations – MS Boxes with IM, NOT at Kent

Use

rR

eco

rds

Op

era

tio

ns

Off

site

Ve

nd

or

Processed by Records Operations Team

Complete MS

Inventory Form

Via MS

Intranet

Box supply/

barcodes

delivered if

necessary

Requests

filtered thru

RECMAN

Inventory form

received by

Records Operations

No Reconciliation

between Inventory

and Box, as the box

doesn t come to

Records Operations

Accutrac updated

with physical box/

content

descriptions

Request for pick-up

is managed via

IMConnect thru

Redmond

SKP is

updated via

IMConnect

request

Records are

sent offsiteEND

Eligible for

destruction?

Policy/Compliance

approves

destruction order

Vendor facilitates

destruction

No

Yes

Road Map

Define the Problem

• Creation | Intake | Business Use | Sharing | Management | Archive | Retrieval

Destruction

Tools and Solutions

• O365 | SharePoint Records Center | Imaging Software | RMS |

Vendor Partners | Immutability | Media Agnostic and Format Neutral

Enterprise Delivery

• Driven Compliance | Proper Retention Mapping | Continuity | Business Diversity

5 • Inventory

6 • Motion

7 • Extra Processing

1 • Defects

2 • Overproduction

3 • Wait Time

4 • Transportation

LEAN - 7 Deadly Sins

Lean Six Sigma and Microsoft Records Management

THANK YOU!

The Journey

Current

• Improve Phase

• BRD and Solutioning

• QBE and Mentor Meetings

Future

• Implementation

• Multi-Generational Project Plan

• Board Certification

Lessons

• Too big of an initial project

• Re-directioning

• Re-aligned to existing projects

A Plan to Connect

Operational Governance Model

Centrally manage access control and audit polices from Windows Server Active Directory.

Automatically identify and classify data based on content. Classification applies as files are created or modified.

Integration with Active Directory Rights Management Services provides automated encryption of documents.

Central access and audit policies can be applied across multiple file servers, with near real-time classification and processing of new and modified documents.

File classification, access policies and automated Rights Management works against client distributed data through Work Folders.

Holly Hanna: Leveraging SharePoint in Legal Organization

Joanna Elazrak: (Session 4) Tuesday, 5-20, 10am to 11am

Joe Do: Records Management in SharePoint (Session 5) Tuesday, 5-20, 11:30am to 12:30pm Sara Manning Dawson: eDiscovery in SharePoint 2013 (Session 6) Tuesday, 5-20, 2pm to 3pm

Understanding of the business, culture, a ability to effectively manage and implement change