information superheroes enabling business excellence irms ... · suites at the queensbury mews side...

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INFORMATION SUPERHEROES ENABLING BUSINESS EXCELLENCE IRMS CONFERENCE 2016 · 15-17 MAY HILTON BRIGHTON METROPOLE HOTEL

Conference Fringe Sponsor

Monday Sponsor

@IRMSConference #IRMS16

CONFERENCE GUIDE

Sunday Sponsor

32 · IRMS Conference 2016

GENERAL INFORMATION

Sunday 15 MayHosted by

Monday 16 MayHosted by

Tuesday 17 May

Hilton Brighton Metropole

Conference Fringe (Sunday afternoon), Access from lifts outside Oxford Suite

Exhibition Hall & Keynote Theatre (Oxford Suite), Monday Night Gala Dinner

Conference Registration & Enquiries

Hotel Reception & Concierge, Metropole Bar & Lounge, Breakout Rooms (Balmoral, Buckingham, Edinburgh & Gloucester), Lifts to Underground Car Park (Charges Apply), Lifts to Hotel Bedrooms, Super Sunday Social Event (Regency Suite)

1st Floor

Ground Floor

Lower Ground Floor (Street Level)

Lifts

Underground Car Park

13.00-19.00Registration & Conference Information Desk open

15.00-17.00Conference Fringe Sponsored by

17.00-18.00Drinks Reception in Exhibition Hall

18.00-22.00Super Sunday Social

22.00-LateInformal Networking – Metropole Bar

8.00-17.30 Registration & Conference Information Desk open

9.00-16.30Conference

16.30-17.30IRMS AGM – all Society members are encouraged to attend

18.30Champagne Reception

19.00-00.00Gala Dinner, IRMS Industry Awards & Entertainment Sponsored by

00.00 onwardsInformal Networking – Metropole Bar

8.00-16.40Registration & Conference Information Desk open

9.00-16.40Conference

16.40IRMS Conference 2016 Official Close

Consultancy Clinic

Do you have Information Governance challenges that you’re tackling? Our onsite Consultancy Clinic is here to help you.

Take this unique opportunity to tap into experts for independent advice on your Information Management and Governance needs. Our experts offer the experience of planning and managing information governance solutions across a wide range of Public and Private sector organisations, from Central and Local Government, to Legal, Financial, Health and Industrial applications.

Each session is scheduled for 15 minutes a in a private room for confidentiality and implies no further obligations.

Visit the HPE stand to book your place and to find out more.


Storage / Scanning / Shredding / Out-Sourcing

boxit.co.uk0800 220 707 Freephone

[email protected]

At Box-it we strive to provide the highest levels of service and support. Whatever your needs - whether they be for physical or online document storage and scanning, cataloguing, or document destruction - you can rely on our team to provide dynamic service at great prices.

Our team of heroes are here to protect your valuable archive and have the power to...

SAVE YOU MONEYUNITE YOUR ARCHIVEPROTECT YOUR DATAELIMINATE BAD PRACTICEREGULATE RETENTION

Learn more about how we can empower you!

ORDINARY PEOPLE, EXTRAORDINARY SOLUTIONS

GENERAL INFORMATION

Registration & Conference Information DeskThe registration desk will be open throughout the conference; however, the main registration times will be 13.00-19.00 on Sunday and from 8.00 on Monday & Tuesday.

The conference registration desk is situated in the Sussex Lounge before entering the exhibition area. Registration will be staffed at all times throughout the conference.

IRMS Conference AppDownload our FREE conference app from the App Store – it will work on your android, iPhone or Windows phone. You can personalise your agenda and socialise with other attendees. Search for IRMS Conference 2016.

SecurityPlease wear your name badge at all times; it is your pass to gain access to the conference sessions.

Toilet and Cloakroom FacilitiesThe nearest toilets are situated outside the Oxford Suite. The concierge can store your luggage and coats upon request.

ParkingThe Hilton Brighton Metropole has its own 150 space car park which costs £16.00 for the first 24 hours for residents. Spaces are available on a first come, first served basis. Alternatively there are other car parks in the vicinity, with 2500 spaces in the local NCP car parks.

Exhibition & Casual CornerThe exhibition features our sponsors and is situated in the Durham & Cambridge Suite. All conference catering and refreshments will be served within the exhibition area. There is free Wi-Fi available for all throughout the exhibition, as well as charging points for laptops, tablets and mobile phones.

Leaving FeedbackWe will email you a link to the online feedback form after the event. Please do let us know what we do well, what we can improve and any suggestions to make the conference even better next year!

Conference SessionsThe main conference room is the Oxford Suite. This is accessed through the exhibition area.

The other breakout rooms are the, Balmoral, Buckingham, Edinburgh and Gloucester Suites; these are situated on the ground floor, the level below the main Conference room. They can be accessed through the main reception of the hotel lobby, via the stairs next to the registration area or via a lift that is situated at the rear of the Surrey Suites at the Queensbury Mews side of the hotel, which will be clearly signposted.

All sessions are on a first-come, first-served basis. We suggest arriving at your chosen session promptly.

IRMS Annual General MeetingThe IRMS Annual General Meeting will be held from 16.30 on Monday 16th May.

Lunch & RefreshmentsTea and coffee and a buffet lunch will be served within the exhibition area, which gives you an ideal opportunity to visit our exhibiting companies. Please ensure you have informed the conference staff if you have any dietary requirements.

TaxisIf you require a taxi the concierge desk in the main hotel lobby will be able to book this for you.

LanyardsAll attendees at the conference will be wearing a coloured lanyard. The colours define the type of attendee:

IRMS Conference Charity 2016We are delighted to be supporting The Albert Kennedy Trust this year. The AKT is the LGBT youth homeless charity who provide safe homes for those in need. To donate/buy raffle tickets please visit the Conference Registration & Information Desk.

Date for your Diary!The IRMS Conference 2017 will take place at Hilton Glasgow from 21st-23rd May. If you would like to book your place at the 2016 conference rates please visit the registration desk.

DelegatesSpeakersSponsorsStaff

PressIRMS Executive & Group Chairs


CONTENTS

7

Page

Welcome 9

Exhibition Floorplan 11

Sunday 15 May Programme 13

Monday 16 May Programme 14-17

Tuesday 17 May Programme 18-21

Sponsor Profiles 23-42

Full Conference Programme 43-67

Notes 68-71

9

WELCOME

Hi! Welcome one and all to the 2016 Annual IRMS Conference – welcome IRMS members, non-members, sponsors, suppliers – old friends and first time attendees alike to Brighton for this the latest chapter in our ‘Grand Annual Conversation’ on all things ‘informationy’ and celebration of innovation and achievement across the information professions!

It is not our first time in either Brighton or the Metropole Hilton Hotel and as I sit here writing this on a chilly Sunday winter’s morning in Fife, my mind’s eye is drawn to the Sun from the Prom streaming into the familiar Foyer of the Hotel as delegates book-in on the Sunday afternoon.

I am tremendously excited about this year’s Conference. Not only do we have a great programme of speakers and content (I for one have my copy of Shepherd and Yeo with me to get it signed and have been quietly humming ‘reunited’ to myself since their keynote was confirmed) but we also have an amazing array of supplier innovation on display this year. I am not saying this because it is a contractual obligation (which it is not btw!) – I am saying it because I think it is true!

We also, for the first time have a Conference Fringe – which is happening on the Sunday afternoon – and an e-fringe that will offer live discussion on conference themes as Conference develops.

Moreover, on top of this we have a completely new-look Oscar-style Awards Evening as part of Monday’s glittering Gala Dinner – and an after-dinner speaker the announcement of whom sent the infocrat Twittersphere into meltdown – though that all said, Scott Quinnell is no easy act to follow!

But the core of the Event – and what really excites me – are the new ideas and great case studies I am going to hear – both in session and informally – and the friends old and new I am going to meet over the next three days!

So, welcome to Brighton one and all – and let the conversations begin!

Meic Pierce Owen – AMIRMS, FIIMIRMS Chair

When it comes to retention schedules, the last thing you need are surprises. Iron Mountain offers the latest advice on policy and compliance to help you make the right decisions.

Talk to us and save surprises for your boss’ birthday.

Please visit our stand, call us on 08455-60-70-80 or go to www.ironmountain.co.uk/ records-retention

DiD you know ThaT some meDical recorDs shoulD be reTaineD for aT leasT 50 years?

11

EXHIBITION FLOORPLAN

Entrance to the Oxford Suite

(Keynote Theatre)

Casual Corner

Active NavigationAIIM: the global community of information professionalsAlfresco Software LtdAutomated IntelligenceAvePointBox-it UK Ltd – Sunday HostDeepstore Records ManagementEquinitiEzeScanHewlett Packard Enterprise – Monday Host

422

23

810

21

247

272825

65

1420191732

Hitachi Data Systems ibmlInformation Commissioner's OfficeIRMS (the Information and Records Management Society)Iron MountainIsle of Man Post OfficeLaserfiche International LtdMetaCompleteM-FilesOASIS GroupObjective Corporation

1223

2915

269

16182313

1

OnBase by HylandPreservicaREB Storage Systems InternationalRecordPointRestore Document ManagementStar StorageTwofold LtdVersion 1Wisdom by DaisyZaiziZeutschel UK LtdZL Technologies

21-23 May · Hilton Glasgow

Register now at the Conference Information Desk for preferential rates

15.00-17.00 Hall 4

Conference FringeNEW For 2016! The IRMS Conference kicks off with the Conference Fringe event. This is for all delegates, speakers and exhibitors to attend. The fringe will combine learning, knowledge sharing and fun in a slightly unconventional manner!

IG and RM topics will be discussed creatively in a “makery”, there will be some lightening talks “out of a hat” and unconference corners.

There will also be a “casual corner” throughout the conference for delegates to organise their own mini events/conversations, this is part of the e-fringe that will also run through Monday and Tuesday of the conference.

Hosted by

17.00-18.00 Exhibition Hall

Exhibition Opens & Drinks Reception for all Attendees

Hosted by the IRMS Executive Team, Group Chairs and Fellows

SUNDAY 15 MAY

18.00-22.00 Regency Suite

Super Sunday Social Event

Sponsored by

13

Sunday Host


9.00-9.15 Welcome · Oxford RoomMeic Pierce Owen AMIRMS, IRMS Chair

9.15-10.00 Opening Keynote 1 · Oxford Room

Records, Analytics and BeyondProfessor Paul Morrissey, BolgiaTen Limited

10.00-10.45 Plenary 1 · Oxford Room

Innovation to Innovation to INNOVATIONUse Cloud to Enable Individual, Team, and Enterprise InnovationChris Walker, PHIGs IMC Inc.

Coffee - 30mins

Breakout A1 · Oxford Room

Goddard Inquiry WorkshopMadi McAllister & David Smith, Records and Information Governance Services

Breakout A2 · Balmoral Room

Pervasive and All-Encompassing. Ensuring Records Management is Incorporated in all Aspects of the BusinessSarah Norman, The Content Group

Breakout A3 · Buckingham Room

Fighting the Information Management SupervillainsJo Moorshead, The National Archives

Coffee - 30mins

Breakout A4 · Gloucester Room

Fundamentals of Document Control and How it Relates to Records ManagementMalcolm Beach, MichMal Ltd

Breakout A5 · Edinburgh Room

Zero to Hero – Creating a Records Management Solution within 45 minutesAndrew Hughes, Equiniti

Lunch - 45minsLunch - 45mins

12.45-13.30 Breakout B1 · Oxford Room

Give Your Documents Superpowers, Automated Classification at Speeds the Flash Would be Proud OfSimon Ellis, Box-it Group & George Harpur, Focal Point Software

Breakout B2 · Balmoral Room

Resilience – A New Superpower to Save the WorldRobin Gaddum, IBM

Breakout B3 · Buckingham Room

Government Administrative Data: is there a Recordkeeping Role?Eizabeth Shepherd, University College London

Breakout B4 · Gloucester Room

Everybody is an Information Manager – the Role of the Information Specialist in the Modern OrganisationKatherine Schopflin, Gorkana

Breakout B5 · Edinburgh Room

Records Management – The End of the File Plan?Jeff Nott, Alfresco & Aingaran Pillai, Zaizi

MONDAY 16 MAY

11.15-12.00

Monday Host

Monday Host


14.00-14.45 Lunchtime Keynote 2 · Oxford Room

Managing Records – Fourteen Years OnElizabeth Shepherd & Geoffrey Yeo, University College London

Coffee - 30mins

Breakout C1 · Oxford Room

How do you Become an Information Superhero? (…lessons learnt from 80 years of comic books and films)Dr Paul Duller, Tribal Group plc

Breakout C2 · Balmoral Room

Project Management: Things to Consider Before Starting a ProjectLiz Pitt, Amberson

Breakout C3 · Buckingham Room

‘BOND, James Bond – Licence to Thrill’ A Retention Schedule – the Deadliest Weapon a Records Manager Can Have!Deirdre Allison, Belfast Health and Social Care Trust & Denise Nixon, Dept of Health Social Services and Public Safety for NI

Coffee - 30mins

Breakout C4 · Gloucester Room

The Future is NowNoeleen Schenk, Metataxis

Breakout C5 · Edinburgh Room

Untangle the Complicated Web of Records RetentionGavin Siggers, Iron Mountain

MONDAY 16 MAY

15.15-16.00

Coffee - 30mins Coffee - 30mins

Coffee - 30mins Coffee - 30mins

16.30-17.30 AGM · Buckingham Room

Information and Records Management Society Annual General Meeting(all Society members are encouraged to attend)

18.30-00.00 Champagne Reception · 18.30 · Oxford Room

Gala Dinner & Industry Awards Ceremony(black tie preferred)

Sponsored by


TUESDAY 17 MAY

9.00-9.45 Opening Keynote 3 · Oxford Room

Hero or Villain? The Evolution of Business Information ManagementRalph O’Brien, TRUSTe

Coffee - 15 mins

Breakout D1 · Oxford Room

Contract Issues in Cloud ComputingDai Davis, Percy Crow Davis & Co

Breakout D2 · Balmoral Room

Secure and Ethical ‘On-Site’ Electronic Data Destruction and IT Equipment DisposalDavid Aitken, Greenworld

Breakout D3 · Buckingham Room

The Challenging and Changing Face of NHS Information GovernanceAndrew Harvey, Western Sussex Hospitals NHS Foundation Trust

Coffee - 15 mins

Breakout D4 · Gloucester Room

Like Keeping your Sock Drawer in Order: Developing and Embedding a File Naming Standard at Historic Royal PalacesLouise Bruton, Historic Royal Palaces (HRP)

Breakout D5 · Edinburgh Room

Becoming a “Super Agent” of Change within your OrganisationScott McIntyre, Objective

9.45-10.30 Keynote 4 · Oxford Room

States of Jersey – The Challenges and Successes of an FOI and Information Management JourneyAlison Marshall, States of Jersey in the Chief Minister’s Department

10.45-11.30

12.00-12.45 Breakout E1 · Oxford Room

How to be an Information SuperstarLee Edwards, DAMA UK

Breakout E2 · Balmoral Room

Going Beyond Digitisation in the Heritage SectorCharlotte Atkinson, Lloyd’s Register Foundation Heritage and Education Centre

Breakout E3 · Buckingham Room

The Records Management Code of Practice for Health and Social Care 2016 and the Information Governance AllianceRichard Birmingham & Tim Dalby, Health and Social Care Information Centre

Breakout E4 · Gloucester Room

Data Guardians of the Information GalaxyScott Sammons, @PrivacyMinion

Breakout E5 · Edinburgh Room

With Great Confidence Comes Great RM InfluenceCarole Machin, UK BodyTalk on behalf of Restore

Coffee - 30 mins Coffee - 30 mins


Coffee & Raffle Draw - 25 mins

Breakout F1 · Oxford Room

Digital Preservation & Web Archiving Café

F1.1 Preserving Transactional Data: a DPC Study for the Big Data NetworkSara Day Thompson, Digital Preservation Coalition

F1.2 Web Preservation, or Managing Your Organisation’s Online Presence After the Organisation Ceases to ExistBrian Kelly, UK Web Focus Ltd

F1.3 Web Archiving in the UK: Why, By Whom, For Whom?Dr Peter Webster, Webster Research and Consulting Ltd

Breakout F2 · Balmoral Room

Job Market & Recruitment Café

F2.1 Jack of all TradesLesley Holmes, Nottinghamshire Council

F2.2 Effective Recruitment and How to Write Good Job Specs and Interview Really WellJeremy Clarke, Sue Hill Recruitment

F2.3 Information Superheroes: How to get Issued Your Choice of CapeBilal Ghafoor, Amber Consulting Ltd

Breakout F3 · Buckingham Room

Standards Café

F3.1 Freedom of Information and Re-use of Public Sector InformationIbrahim Hasan, Act Now Training

F3.2 Have Records Management Fundamentals Changed with the Revision of ISO 15489?Richard Jeffrey-Cook, In-Form Consult Ltd

F3.3 Enabling Records Excellence from Cradle to Grave – Managing Legal AdmissibilityAlan Shipman, Group 5 Training Limited

Coffee & Raffle Draw - 25 mins

Breakout F4 · Gloucester Room

SharePoint Café

F4.1 SharePoint and O365: Avengers of Information Management Across the (Jisc) Universe David Reeve & Nicole Convery, Jisc

F4.2 How to Reach SharePoint Heaven: A Best Practice Guide to Making the Most of Document and Records Management in SharePointMelody Allsebrook, In-Form Consult Ltd

F4.3 Metadata Unplugged – Taking the First Steps to Making Metadata Work for YouMadi McAllister, London Borough of Merton

Breakout F5 · Edinburgh Room

Case Study Café

F5.1 Simplify Compliance by Automating Records ManagementHosted by Laserfiche

F5.2 Will Your Vital Long-Term Electronic Records Still be Readable in 10 years?Martin Springell, Preservica

F5.3 How to Become an Information Superhero with SharePoint and AzureSimon Cole, Automated Intelligence

TUESDAY 17 MAY

13.30-15.15

Lunch - 45 minsLunch - 45 mins

15.40-16.25 Closing Panel Discussion · Oxford Room

The Changing World of Privacy and Data Protection and What the New EU Regulations Mean in Practice

16.25-16.40 Oxford Room

Conference Close by the IRMS Chair

23

Solving the Complexity of Records Management for SharePoint and Office365www.recordpoint.com

Solving the Complexity of Records Management for SharePoint and Office365www.recordpoint.com

Active Navigation AIIM: the global community of information professionals

Stand 4

Active Navigation provides leading products for the discovery and transformation of unstructured data within any information governance strategy.

Uniquely, our products are designed specifically for the task of dealing with the real-world digital landfill based upon many thousands of hours of practical experience.

Active Navigation can enable you to visualise and act on dark data, reduce risk and cost, add value to migrated content, as well as keep on top of content compliance.

Our solutions are powered by a proven Discovery Center file analysis platform, matching it's capabilities to your specific needs.

Come and talk to us during the conference.

www.activenavigation.com01962 280161@ActiveNav

Stand 22

AIIM, believe information is your most important asset, and we’re here to help you learn the skills to manage it. With a community of almost 200,000 professionals, our mission is to improve organisational performance by empowering a community of leaders committed to information-driven innovation. We do this by offering industry training, independent research, and a network of industry connections. Learn through online webinars, in person events, industry reports, shared expert advice, and training certificate courses.

www.aiim.org01905 727606@aiimintl

SPONSOR PROFILES

The complexity of the Enterprise Information Management (EIM) challenge can be overwhelming, with a tide of information problems soon becoming a flood:

� Non-compliance � Risk to security and privacy of information � Inefficient, wasteful ways of working � Reputational damage � Too much data; not enough information

In-Form Consult has been helping businesses transform enterprise wide information into a powerful business asset for more than 28 years.

We are an independent information management consultancy with a refreshingly pragmatic approach to helping companies uncover, manage and exploit information, transforming the value of both unstructured and structured content.

Our complete solutions - encompassing consultancy, technology, training and resourcing - help to solve your holistic information management needs, help to drive innovation and create new business realities.

Are you drowning in information?

Cardinal Point, Park Road, Rickmansworth, WD3 1RE | T: 08456 80 40 47 | E: [email protected] | W: www.inform-consult.com

Let us throw you a lifeline.Call us on 08456 80 40 47

Or visit www.inform-consult.com

Alfresco Software Ltd Automated Intelligence

Stand 23

Alfresco provides modern enterprise content management (ECM) and business process management (BPM) software built on open standards that enables organisations to unlock the power of their business-critical content. With the controls that IT demand and the simplicity that end users love, Alfresco's open source technology enables global organisations to collaborate more effectively across cloud, hybrid and on-premise environments. Innovating at the intersection of content, collaboration and business process, Alfresco’s software manages over seven billion documents, powering the daily tasks of more than 11 million users worldwide. Select Alfresco customers include: Amnesty International, Cisco, DAB Bank, FOX, NASA, PGA Tour, and Sony Entertainment. Founded in 2005, Alfresco’s U.S. headquarters are in San Mateo, California and European headquarters are in Maidenhead, UK.

www.alfresco.com01628 876600@Alfresco

Stand 8

Automated Intelligence (AI) provides market-leading SharePoint, information governance and cloud solutions and services. AI’s technology enables organisations to manage their information end-to-end through its lifecycle, significantly reducing the cost of managing and storing unstructured data. AI’s solutions enable customers to comply with legal, government and internal policy obligations, whilst improving user experience, user acceptance, information discovery and data quality.

Some of the customers benefitting from AI solutions include: The Department for Education, Department of Health, HM Treasury, Department of Energy and Climate Change, London Borough of Islington, City of Cardiff Council, British Red Cross and Amnesty International.

www.automated-intelligence.com028 9099 6118@automatedintel

SPONSOR PROFILES

25

Training

Contact Angela at: [email protected] • +44 (0) 1905-727-600 • www.aiim.org/training

Visit theAIIM Stand #22to hear aboutour eventoffers

Electronic Records Management - Learn what to discard as volume, variety, and velocity of digital information.ERM Specialist - This course covers concepts and technologies associated with managing electronic records.ERM Master Class - Consists of the ERM Specialist content, the AIIM Implementation Specialist course and the Master Class Case Study.

Taxonomy and Metadata - Optimise navigation, findability, and information discovery through content classification.Enterprise Content Management - Improve customer engagement, compliance, automate business processes.Knowledge Management - Understand the tools and techniques to harvest and retain knowledge.

Develop essential skills with AIIM training and certification for the social, mobile, cloud, and big data era.

AvePoint Box-it UK Limited

Stand 10

AvePoint is the Microsoft Cloud expert. Over 15,000 companies and 3 million cloud users worldwide trust AvePoint to migrate, manage, and protect their Office 365 and SharePoint data. AvePoint’s integrated cloud, hybrid, and on-premises software solutions are enhanced by 24/7 support. AvePoint is a Microsoft Global ISV Partner and two-time Microsoft Partner of the Year Award winner. Founded in 2001 and headquartered in Jersey City, NJ, AvePoint is privately held and backed by Goldman Sachs.

www.avepoint.com0207 421 5199@AvePoint_Inc

Sunday Sponsor

Box-it, established in 1986, is a specialist Document Management solutions provider offering a local service with national reach.

Operating a comprehensive range of services and solutions spanning both digital and paper document (and records) management, facilitated through our own long established Cloud based product Omnidox.

We service clients from varying sectors including numerous NHS Trusts, Government Agencies and Blue Chip organisations.

www.boxit.co.uk01962 830200@BoxitData

SPONSOR PROFILES

27

Unlock innovation.

www.metacomplete.com

DeepStore Records Management

Document Manager Magazine

Stand 21

DeepStore has the UK's largest compliant storage and records management facility, with over 1.8 million square metres of available space, providing unrivalled protection from both Natural and Man Made Disasters.

DeepStore specialises in long term preservation, bespoke storage solutions and tailored Document Management Services. PD5454 compliant storage environment at comparable over ground standard storage rates Digital/Electronic delivery systems, Focused professionals providing excellent customer care and service support Cost reductions, through improved administration, organisational efficiencies and compliance.

DeepStore provides services to both the Private and Public sectors along with Institutions requiring PD5454 storage solutions for artefacts and historical document preservation.

www.deepstore.co.uk08450 565759

Media Partner

Document Manager is a bi-monthly UK publication with a circulation of over 13,000 copies and has been published for 23 years. The magazine is dedicated to addressing the key issues of document & content management.

We also publish the Document Manager Resource Guide Directory in both hard copy and on-line formats and every month we send an e-newsletter to 10,000 registered readers.

We manage the premier social event for the industry the annual Document Manager Awards www.dmawards.com. Our website is www.document-manager.com and has on average 20,000 page impressions a month.We can offer various marketing opportunities for you from advertising, product reviews, case studies, e-blasts, articles and the resource guide directory. A monthly e-newsletter and web-site banners and sponsorship for the Document Manager Awards.

www.document-manager.com

SPONSOR PROFILES

29

Would you like to be able to reach IRMS members all year round?For advertising rates and information contact Ellen Turner at [email protected] or call 01892 820934

EzeScan Hewlett Packard Enterprise

Stand 7

EzeScan is an award winning document digitisation software developed by Outback Imaging, a Research and Development Company operating since 2002.

With 1000’s of seats deployed world-wide, EzeScan enables its clients to substantially reduce the cost of deploying production batch scanning and data capture solutions for documents of all types.

EzeScan provides all the tools needed to “Scan, Capture, Automate and Integrate” documents into many supported EDRMS, eliminating hours of manual data entry, document processing and document registration.

With simple configuration and deployment, EzeScan installations are performed in days, not weeks or months.

www.ezescan.co.uk020 3535 0648@ezescan

Monday Sponsor

Hewlett Packard Enterprise is an industry leading technology company that enables customers to go further, faster. With the industry's most comprehensive portfolio, spanning the cloud to the data center to workplace applications, our technology and services help customers around the world make IT more efficient, more productive and more secure.

Our Information Governance portfolio provides modular solutions that help you take back control of your data, whilst lowering costs and reducing risks. So, put your data to work!

www.hpe.com/software03305 871322@HPE_UKI

SPONSOR PROFILES

Hitachi Data Systems

Stand 27

Hitachi Data Systems, a wholly owned subsidiary of Hitachi Ltd, builds information management and Social Innovation solutions that help businesses succeed and societies be safer, healthier and smarter. We focus on big data that offers real value – what we call the Internet of Things that matter. Our IT infrastructure, analytics, content and cloud solutions and services drive strategic management and analysis of the world’s data. Only Hitachi Data Systems integrates the best information technology and operational technology from across the Hitachi family of companies to deliver the exceptional insight that business and society need to transform and thrive.

www.hds.com01753 618000@HDS_UK

Hitachi Data Systems

Equiniti

Stand 24

Equiniti is a specialist provider of business process solutions and IT Services.

We help businesses and the government better define their processes – especially processes designed to manage customer, citizen and employee interactions.

With over 20 years’ experience, we have a proven track record in case and complaint management, document management, SharePoint, Customer Relationship Management and infrastructure and hosting.

Our people are smart, highly skilled and highly experienced experts whose thought processes enable them to formulate and deliver new ways of working for the benefit of our clients.

Combining this with cutting-edge technology and intuitive business processes ensures that our clients are smarter, faster and equipped to excel.

www.equiniti-assured.com028 9045 4166@Equiniti_BTS


Iron Mountain

Stand 6

Iron Mountain helps organisations reduce the inefficiencies, risks and costs associated with managing their information. Our information management services will enable your organisation to protect and optimise its information, optimise your business and help with your compliance requirements.

Founded in 1951, Iron Mountain manages billions of information assets, including business records, medical data and more for organisations around the world. Organisations in every major industry and of all sizes employ Iron Mountain as their secure information management partner.

www.ironmountain.co.uk08445 60 70 80@IronMountainEUR

SPONSOR PROFILES

Information Commissioner's Office

Stand 25

The ICO is the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.

Our vision is to be recognised by our stakeholders as the authoritative arbiter of information rights, delivering high-quality, relevant and timely outcomes, responsive and outward-looking in our approach, and with committed and high performing staff – a model of good regulation and a great place to work and develop.

www.ico.org.uk0303 123 1113@ICOnews

IRMS (the Information and Records Management Society)

The IRMS (the Information and Records Management Society) is the leading professional association for all those engaged in the management, control or use of information. Founded in 1983, IRMS now has over 1200 members in all sectors and in over 20 countries. The Society offers both inclusive membership rates and dynamic professional accreditation available to all professionals independent of academic attainment. IRMS activity includes staging this Conference, operating a vibrant network of group activity, advocacy and the issuing of a highly-regarded and high quality bi-monthly bulletin. For further information on how to join IRMS, please visit our stand or email [email protected].

www.irms.org.uk01625 664520@IRMSociety

ibml

Stand 28

ibml provides intelligent information capture solutions that drive business process improvements. Combining intelligent scanners, software and services, ibml’s comprehensive solutions automate the most demanding document applications in banking, financial services, healthcare, federal and state government, outsourcing and more. Every day, ibml customers in 48 countries rely on our technology to accurately and efficiently capture and process millions of documents.

www.ibml.com01483 549523@ibmlnews


MetaComplete

Stand 20

MetaComplete is an innovative software platform developed to provide standardised information management to a wider range of line of business applications. This year we are ready to present the first two fruits of our labour: ArchivComplete and Open Data Store.

ArchivComplete is a professional and lightweight tool for organising and controlling of digitalised content. It aligns you with international and professional standards – ISO 15489, ISAD (G), and MoReq2010.

Open Data Store is a SaaS which enables the use of data that result in managing cities, and contains an easy to use library of services that scale in time.

www.metacomplete.com+385 16659 780@odatastore

SPONSOR PROFILES

Laserfiche International Ltd M-Files

Stand 14

Laserfiche Enterprise Content Management transforms how organisations manage information, automate document-driven business processes and make timely, informed decisions. Using Laserfiche, organisations can innovate how documents and unstructured information are processed and analysed to achieve business results. Laserfiche provides intuitive solutions for capture, electronic forms, workflow, case management, cloud, mobile and government-certified records management. Since 1987, Laserfiche has been the trusted choice of more than 35,000 organisations worldwide. For more information, visit www.laserfiche.com or follow Laserfiche on Twitter, LinkedIn, Facebook and Google+.

Laserfiche®, Run Smarter® and Compulink® are registered trademarks of Compulink Management Center, Inc.

www.laserfiche.com01923 819 159@Laserfiche

Stand 19

M-Files enterprise information management (EIM) solutions improve and simplify how businesses manage documents and other information in order to become more productive, more efficient and stay compliant.

M-Files eliminates information silos and provides quick and easy access to the right content from any core business system and device, and achieves higher levels of user adoption with an intuitive approach based on managing information by “what” it is versus “where” it’s stored.

M-Files reduces demands on IT by enabling users closest to the business need to access and control content based on their requirements.

www.m-files.com03300 889569@M_Files

Isle of Man Post Office

Stand 5 Conference Fringe Sponsor

The way we communicate has changed dramatically with the emergence of email, text and online channels such as Skype. Yet one form of traditional communication is still very prevalent in today’s world – the post. Isle of Man Post Office has been operating for over 40 years, enabling people to communicate, serving as the main point of contact for delivering communication around the world from the Isle of Man. Integrated Mailing Solutions (IMS) is the business’ specialist business communications division and is one of its main success stories. It’s seen a dramatic growth in its operation through the success of its digital mailing services which include mail opening, document scanning, response handling, data capture, printing, fulfilment and franking, box storage and data management.

www.iompost.com01624 664 664@IoMPostOffice


Preservica

Stand 2

Preservica is a world leader in digital preservation technology, consulting and research. Our active preservation solutions are used by leading businesses, archives, libraries, museums and government organisations globally, to safeguard and share valuable digital content, collections and electronic records, for decades to come. These include the UK National Archives, the Met Office, Oxfordshire County Council, Wellcome Library and HSBC.

Preservica’s award-winning digital preservation and access software is a complete, standards-based (OAIS ISO 14721) trusted repository that includes connectors to leading Enterprise Content and Records Management systems to ensure long-term usability, trustworthiness and preservation of vital digital records, emails and content.

www.preservica.com01235 555511@preservica

SPONSOR PROFILES

Objective Corporation OnBase by Hyland

Stand 32

In the increasingly complex world of information overload, organisations who adopt a more agile approach to Information Management are better equipped to identify and then extract real business value from their corporate information assets.

Visit the Objective stand to find out how we have already helped organisations such as yours improve their information governance and frontline services whilst saving over a million pounds from their annual revenue budgets through the streamlining and automation of their key document centric business processes.

www.objective.co.uk01628 640 460@ObjectiveCCC

Stand 12

One platform. Unlimited potential.

Transform your organisation by managing your content, processes and cases on a single enterprise information platform. Whether you implement a single departmental solution or deploy solutions across your entire enterprise, you will increase productivity, reduce operating costs and minimise risk. OnBase provides organisations with an ‘always on’ view of compliance offering full visibility of information and focused workflows. Integrating with everyday business applications, OnBase provides instant access to critical information when you need, wherever you are.

For more information, please visit us at Stand 12 or view our website at OnBase.com.

www.onbase.com0207 147 1004@OnBase

OASIS Group

Stand 17

OASIS is recognised as one of the fastest growing and most dynamic companies in the records and information management (RIM) industry. With services in the Republic of Ireland, Northern Ireland, Great Britain, Belgium, The Netherlands and a team of experienced industry leaders with a vision to transform and elevate the RIM industry, OASIS offers a complete RIM service platform enabling its clients to harness the power of information.

www.oasisgroup.com01440 760 190


Star Storage

Stand 26

Star Storage is a top vendor for storage, archiving and information management solutions, with 15 years experience and over 500 customers. The company plays a key role in the digital transformation of any size company in industries as banking, telecom, manufacturing, utilities and public administration. Leading supplier of digital content, mobile technologies and cloud computing solutions, Star Storage has customers on 4 continents in countries like USA, UK, Germany, Spain, Italy, Sweden and South Africa. www.star-storage.eu+40 21 242 13 95@StarStorage

SPONSOR PROFILES

RecordPoint Restore Document Management

Stand 29

RecordPoint provides globally standards compliant, enterprise grade, automated records management solutions that solve the complexity of record management for SharePoint and Office 365.

Built to leverage the native capabilities of these Microsoft platforms, to provide a cost effective solution, adaptable to On Premise, Hybrid and Cloud deployment scenarios. RecordPoint is a multi-award winning Software Company and Microsoft Gold Application Development Partner.

www.recordpoint.com07715 356655@recordpoint

Stand 15 Gala Dinner Sponsor

With over 100 storage, scanning and disposal centres nationwide, we are the largest UK-owned document management company. We support business transformation across local authorities, NHS trusts, heritage organisations, legal, accounting and engineering firms – to name but a few. We are innovators in systems, processes and solutions for business and are proud of our excellent customer service and the relationships we build. We're not comic book heroes, we are enthusiastic real-life people who are experts in information management. Come and challenge us to find new ways of enabling your organisation's productivity and efficiency to excel and discover why our customers think we're super.

www.restore.co.uk0333 220 9689@RestoreStorage

REB Storage Systems International

Stand 3

REB has been a leading expert in the records storage industry since 1962. Our records storage system offerings include catwalk and order picker style systems as well as open file shelving and mobile shelving. Additionally, we offer media storage solutions for DTL and LTL tape.

We offer complete project management of your racking or shelving implementation. This includes space assessment, generating designs to maximise storage, installation, and incorporating the most suitable material handling products into the system.

www.rebstorage.eu+353 1 6854860@REB_Storage


SPONSOR PROFILES

Wisdom by Daisy Zaizi

Stand 18

Wisdom EDRM (part of the Daisy Group) is a well established, leading player in the electronic document and records management space. With high profile clients in the Local Government, Housing Association and Government Agency sectors Wisdom has been used by existing customers for more than 15 years.The Daisy Corporate Services division provides leading UK businesses and public sector bodies with a range of end-to-end solutions: EDRM, Business Mobile, Voice Networking, Connectivity, Security, Workplace Networks, Cloud Services, Unified Communications and Collaboration, Contact Centres, People Services, Business Continuity and Managed Services – we make our customers’ businesses better connected, agile and efficient.

www.wisdom.co.uk01661 429916@Daisy_Corporate

Stand 23

Empowering data-driven government. Zaizi implements the technologies and platforms needed to help government bodies become high performing, data-driven organisations. Advocating open source and open standards technology, Zaizi empowers government departments to reinvent their end-to- end processes, creating actionable data with a view to continuous refinement and improved service delivery.

www.zaizi.com07554 886016@zaizi

Twofold Ltd

Stand 9

Twofold Limited provide and support traditional and digital mailroom solutions. With a diamond partnership with Kofax and an elite partnership with Fujitsu Twofold are able to advise you on the quickest and simplest solution for you. With over 2000 customers currently being supplied and maintained by our service we understand the need to provide the best value and ensure targets and deadlines are met. Why not pop over to our stand to see what solution will suit you?

www.twofold.co.uk0118 951 9800@twofoldltd

Version 1

Stand 16

Version 1 is a leading UK Microsoft Partner with 11 Gold partner certifications and 3 Silver. We deliver integrated technology solutions that leverage the entire Microsoft technology stack on premise and in the cloud. We have successfully delivered large-scale SharePoint solutions to Public and Private sector organisations – we recently completed the migration of 15,000 users to SharePoint-Online/Office 365 for one of our clients.Version 1 implement SharePoint as a platform for EDRMS, Information Governance and Collaboration requirements and also as a foundation for Digital Transformation projects.

www.version1.com0203 135 6030@Version1Tweets


Welcome9.00 · Oxford Room

Meic Pierce Owen AMIRMS, IRMS Chair

9.15-10.00 · Oxford Room

Records, Analytics and Beyond

Professor Paul MorrisseyChairman, BolgiaTen Limited

In this session, Professor Morrissey will explore how the accumulation of Massive Data Sets can be

used to gain further insights into data driven decision based management techniques. He will set out the landscape for managing and harmonising the Big Data environment and discuss the insights that can be gained and leveraged from this asset. Data has been described as the ‘New Oil’ of the digital economy but with it comes responsibility, data governance and security issues. Our records define our business but can we squeeze them to sustain our business in new areas in the twenty first century?

PROGRAMMEMonday 16 May Opening Keynote 1

Monday Host

Zeutschel UK Ltd ZL Technologies

Stand 13

Zeutschel UK are sole UK distributor for Zeutschel, the leading specialist provider of digital and analogue storage systems for documentation and archive management.

Zeutschel manufacture a range of book scanning systems which are able to digitise material up to A0 and a range of film scanning systems which are able to digitise any form of microfilm or microfiche.

The latest product in the Zeutschel range is the new OS16000 A2 scanner this compact high resolution scanner is perfect for companies internal book scanning or service bureau wishing to provide book scanning within customer premises.

www.zeutscheluk.co.uk0330 2230170@Zeutschelukltd

Stand 1

Data management must come before data analytics. ZL Unified Archive’s unique governance architecture establishes one true population of enterprise content on which to conduct core governance functions AND powerful analytics, all within the same framework. One environment frees the enterprise from the data silos, duplicates, bottlenecks, and skewed samples associated with stand-alone governance and analytics tools. ZL Unified Archive, in conjunction with ZL Enterprise Analytics, provides a single platform for the leverage of People Data, Business Data, and Machine Data together for unparalleled control and insight.

www.zlti.com+1 408 240-8989@zltechnologies

ZEUTSCHELUK

SPONSOR PROFILES




Innovation to Innovation to INNOVATION. Use Cloud to Enable Individual, Team and Enterprise Innovation

Chris WalkerPrincipal/Consultant, PHIGs IMC Inc.

This session will explore, through stories and discussion, how cloud

technologies enable individual, team, and organisation innovation. We’ll also look at what rules and organisational attributes and attitudes are required to allow innovation.


Goddard Inquiry WorkshopMadi McAllisterInformation Governance and RM Officer, Records and Information Governance Services

David SmithAssistant Director, Records and Information Governance Services

This session will look at IICSA (the Goddard Inquiry) to review what the Goddard Inquiry is and how its findings affect records and information managers and organisations. There will also be an introduction to the IRMS Goddard Working Group and information on how to contact them.

There will be a short presentation covering early lessons learned and advice from the perspective of Local and Central Government on suggested approaches to complying with IICSA requirements.

The majority of the session will be a Q&A and contributions from colleagues from Scotland and Wales who have experience of similar Inquiries.

Plenary 1 Breakout A1

MONDAY 16 MAY

Breakout A2

11.15-12.00 · Balmoral Room

Pervasive and All-Encompassing. Ensuring Records Management is Incorporated in all Aspects of the BusinessSarah NormanInformation and Records Management Consultant, The Content Group

Have you ever seen a Service Level Agreement? What about a Client Contract? How about a Legal Contract or even a Regulatory submission? All of these can be impacted through good records management. For example if a client stipulates that they want their records to be kept for 10 years and your retention schedule states 5, would you be aware of this? Would you have a procedure in place to manage this? What about if your SLA stated that it was the responsibility of the service provider to manage the records. Would you be able to manage it?

The above examples show the need for Records Managers to be involved in all areas of the business to ensure that the requirements stipulated can be managed effectively, that we can do what we promised and that the requirements are, above all, accurate! By getting involved in the drafting of these documents and by providing our subject matter expertise we can truly add value as a partner to mitigate potential risks.

11.15-12.00 · Buckingham Room

Fighting the Information Management SupervillainsJo MoorsheadStandards and Assessment Manager, The National Archives

Our story starts in the city of Govtropolis. Organisations across the city are experiencing attacks on the management of their information by the dastardly Dr Digital Continuity Disaster and his band of villains. Ordinary government department, the Department of Random Activities (DoRA), is suffering more than most, its Senior Managers are not interested in information issues and staff are not complying with the records management policy. Its latest attempt at introducing an ERM system is close to failure and it is drowning in the vast amount of digital information it holds. However, help is on hand in the shape of its very own brave team of Information Management Superheroes who are fighting back….

Sound familiar? This session is based on genuine problems faced across UK government in managing information and includes real examples of what departments are doing to tackle these issues.

Breakout A3


MONDAY 16 MAY

Breakout B1


Give Your Documents Superpowers, Automated Classification at Speeds the Flash Would be Proud OfSimon EllisManaging Director, Box-it Group

George HarpurDirector-Co-founder, Focal Point Software

Remove the need for costly time consuming template building. Rapid deployment enables business excellence without gold plating.

Classification technology has developed significantly over the past few years with leading edge applications enabling rapid and cost effective deployment through learning driven by knowledge workers.

The presentation will show how technology has advanced away from painstaking set up of each individual condition/document type to a process that can be taught about content as a whole so resulting in output of content in a number of ways that add value to the user experience in accessing critical information quickly and providing a platform to analyse and assess compliance or knowledge gaps inherent in paper files.


Resilience – A New Superpower to Save the WorldRobin GaddumAssociate Partner, Resilience, IBM

I will explain what this new thing called Resilience is, why it is a Superpower, and how can it save the world.

Then we’ll consider how your organisation may develop its own Resilience Superpower; harnessing technology to dynamically capture and visualise data; turning data into information that enhances resilience and performance. Including the Internet of Things, Smarter Cities, Cloud, Big Data, Dark Data, Watson and other cool stuff.

Lastly, we’ll explore Resilience’s kryptonite. An interactive exploration of new data protection and privacy implications to identify the (new controls) responsibility that must come with great power. It will be fun!

Breakout B2Breakout A4

11.15-12.00 · Gloucester Room

Fundamentals of Document Control and How it Relates to Records ManagementMalcolm BeachSenior Consultant, MichMal Ltd

This session provides an overview to the fundamentals of document control. The 7 main functions are described and the primary artefacts used to control documents.

The session also looks at how document control interacts with Records Management.

11.15-12.00 · Edinburgh Room

Zero to Hero – Creating a Records Management Solution within 45 minutesAndrew HughesSolutions Architect, Equiniti

Do you want to know how you can create a content and records management solution within 45 minutes?

Content and records management solutions based on SharePoint platforms can suffer from some common issues:

• Expensive to design and maintain. Needs input from IT departments of external organisations to configure and deploy solutions

• Site sprawl. Business teams or users creating more and more portals, leads to an unstructured, ungoverned and slow sprawl of sites

We will demonstrate how it is possible to address these issues. We will design an information architecture, configure and customise a solution using the EQ Rapid Deployment App, migrate content using EQ Migrate and deliver a records management solution with interfaces to line of business applications and saves you 70 percent reduction in solution delivery time.

Breakout A5


MONDAY 16 MAY

Breakout B5


Records Management – The End of the File Plan?Jeff NottHead of Public Sector, Alfresco

Aingaran PillaiCEO & Founder, Zaizi

Current systems for storing documents and records require individual users to identify documents that should constitute official records, and then to save them into a corporate file plan. Even in solutions like Alfresco, where this process is reduced to a single click success has been limited. The processes are still seen as burdensome and compliance is poor, resulting in much digital data not being declared as records when it should be.

In this forward looking talk we will see how technology advances will make the file plan redundant. We will discuss how records management concepts such as classification, disposal schedules, holds and the like can move beyond Records Management transitioning to collaboration areas to govern all unstructured information. Combined with “smarts” in the system such as virtual folders and content rules these new paradigms can take away the requirement for users to declare records themselves.


Managing Records – Fourteen Years On

Elizabeth Shepherd & Geoffrey YeoDepartment of Information Studies, UCL

At Christmas 2016, our book Managing Records: A Handbook of Principles and Practice will be 14 years old. Over those 14 years it has been a consistent best-seller in the RM field. This session reviews the book from a

present-day perspective: What contributions has it made to developments in RM thinking and practice? What role has it played in professional education? What have been the principal changes in the RM discipline since the book was published? What place does a RM textbook have in the new world of digital information resources? What lessons does it have for today’s Records Managers?

Lunchtime Keynote 2Breakout B3


Government Administrative Data: is there a Recordkeeping Role?Eizabeth ShepherdProfessor of Archives and Records Management, UCL

Researchers at UCL in the Department of Information Studies are engaged in several research projects which focus on the management of records and administrative data in the public sector. This session will report findings from research (part of an ESRC-funded five year project, ADRC-E) which is studying the requirements for information governance and the management of administrative data. The paper will also report on findings from a parallel project, part of INTERPARES Trust, which is looking at the management of records and information in an open government environment, in local government and the health sector, and provide some analysis of similarities and differences between the two cases. It will reflect on how this research might inform professional practice.


Everybody is an Information Manager – the Role of the Information Specialist in the Modern OrganisationKatherine SchopflinHead of Content, Gorkana

Information Managers today work in a chaotic world whereby employees can and do create content in multiple repositories as part of their work. They have control over their information but lack motivation and skills to manage it in a responsible and practical manner. How did we get to this point and what is the role of the information specialist in facilitating good information management practices?

Breakout B4


MONDAY 16 MAY

Breakout C3


‘BOND, James Bond – Licence to Thrill’ A Retention Schedule – the Deadliest Weapon a Records Manager Can Have!Deirdre AllisonCorporate Records Manager, Belfast Health and Social Care Trust

Denise NixonRecords Information Manager, Department of Health Social Services and Public Safety for Northern Ireland

The Department of Health and Social Services in NI published ‘Good Management, Good Records’ implementing the recommendations of an Audit Office Report into clinical negligence in 2002. Initial guidance was reviewed and GMGR became a retention schedule approved by the NI Assembly for 18 public Authorities. It’s unique composition, regional scope and stake-holder engagement provides a definitive records retention and disposal tool.

Published in 2011 the promotional roller-coaster began! The Belfast Health & Social Care Trust created new operational processes, training and GMGR was launched. ‘Refer to GMGR’ became buzz words and a new superhero was born.

Be prepared to be shaken and stirred!


The Future is NowNoeleen SchenkDirector, Metataxis

Information and records are critical to corporate success – and failure. A whirlwind of change is also transforming how we generate, collect and use information and knowledge within an effective governance framework. Current developments such as wearable technologies, virtual and augmented reality, Artificial Intelligence, biometrics, and social media are individually and collectively having a significant impact on information and knowledge generation and application. In additional to technological changes we have a wider set of trends such as the shifts in the global economy, open innovation, resource pressures, the changing face of the workforce, rising customer expectations, and new ways of doing business will all affect the use and application of knowledge and information. During this presentation Noeleen will share the outcomes from her recent research focusing on the key trends emerging, considering the longer term implications of these trends for information and knowledge management.

Breakout C4Breakout C1


How do you Become an Information Superhero? (…lessons learnt from 80 years of comic books and films)Dr Paul DullerIM Consultancy Director, Tribal Group plc

In 1938 Action Comics #1 introduced the world to Superman. Within a few years the skies of our imaginations were filled with mutants, aliens and vigilantes. Less than a century later these superhero archetypes have gone on to become one of the most enduring genres of cinema today and the basis of our own twenty-first-century mythology.

This session considers the characteristics, competencies, skills and toolkits of these modern-day superheroes and considers which competencies, skills and toolkits we might want to nurture ourselves in order to develop the “Information Superhero” that exists within us all.


Project Management: Things to Consider Before Starting a ProjectLiz PittChange Consultant, Amberson

What do you need to set up and run a successful project?

Before starting a project, any organisation should be sure it is investing in the right change so we will look at portfolio management and the difference between programmes and projects. We will then focus on project management and the key elements every project should have, and what to do if things go awry. Finally we’ll explore some skills a project manager needs to help them deliver change successfully. Come along if you’re new to project management or just want a refresh on project essentials.

Breakout C2



Hero or Villain? The Evolution of Business Information Management

Ralph O’BrienPrincipal Consultant Europe – Compliance Solutions, TRUSTe

Join Ralph O’Brien as he takes a whistle stop tour through the last 20 years

of information management, from memo to email, from paper to digital, from private to connected. He will endeavour to make us ask ourselves questions of our role as information custodians, and how we’ve dealt with the balancing act of control with innovation and privacy with security. Will future generations will see as heroes or villains?

PROGRAMMETuesday 17 May Opening Keynote 3

Welcome9.00 · Oxford Room

Fiona Kearney AMIRMS, IRMS Secretary

Breakout C5


Untangle the Complicated Web of Records RetentionGavin SiggersDirector Professional Services, Iron Mountain

Records & Information Management can be summarised with a superhero lesson: with great power comes great responsibility. Information is power and you have the responsibility to retain it according to the regulations that govern you. The European landscape affecting records retention is a complex web that even Spiderman would have a tough time untangling! There are many layers to the web: local laws, your own operational requirements, risk appetite, and the regulatory environment is only getting more complex with the proposed General Data Protection Regulation. With increased risk and fines comes a heightened need to make sure your policies, rules and data map are all up-to-date, especially for personally identifiable information.

IRMS Annual General Meeting16.30-17.30 · Buckingham Room

Champagne Reception, Gala Dinner & Industry Awards18.30–Late · Oxford Room


TUESDAY 17 MAY

Breakout D2


Secure and Ethical ‘On-Site’ Electronic Data Destruction and IT Equipment DisposalDavid AitkenManaging Director, Greenworld

The legal obligations, best practices (in alignment to recognised international standards) and methods to be utilised for secure and ethical ‘On-Site’data destruction and electronic IT equipment disposal. This will take a particular look at the risks and issues, data destruction essentials, and considerations arising from the forthcoming EU General Data Protection Regulations and the revised WEEE Asset Disposal Legislation. It will also look at a monitoring and audit approach and the commercial considerations.


The Challenging and Changing Face of NHS Information GovernanceAndrew HarveyInformation Governance Lead, Western Sussex Hospitals NHS Foundation Trust

Andrew’s session will start by assessing current definitions of NHS Information Governance (IG) and suggest an acceptable approach going forward. He will continue, assessing what is to be learned from the challenges faced by NHS IG professionals and their colleagues, first in the macro environment, such as centrally-led changes from government and government agencies; changes in legislation, especially the pending Data Protection Act; confusion over responsibilities between agencies; and unhelpful centralised publicity over poorly-run communications and programmes. Andrew will then move the discussion into challenges within the micro environment, such as problems caused by staff lack in knowledge; accidents; process issues; careless breaches; malicious intent and evidence from internal audit. He will conclude by suggesting a prioritised list of issues and concerns and some potential means to overcome them.

Breakout D3


States of Jersey – The Challenges and Successes of an FOI and Information Management Journey

Alison MarshallHead of Information Management, States of Jersey in the Chief Minister’s Department

The States of Jersey passed the Freedom of Information (Jersey) 2011 Law without an agreed implementation plan or a comprehensive approach to information management. Alison will discuss how she used the funding and high profile of the FOI programme to establish a long term information management infrastructure via direct and stealth approaches.

FOI preparation work involved conducting information audits for all departments, the creation and execution of retention schedules, development of the FOI handling process and presentations to politicians, civil servants and the media. Strong key relationships with the States Law Officers’ Department, departmental FOI points of contact, Jersey Archive and the Jersey Office of the Information Commissioner also contributed to the successful implementation of FOI in Jersey.


Contract Issues in Cloud ComputingDai DavisSolicitor and Partner, Percy Crow Davis & Co

Cloud computing has been an information technology (IT) buzzword for many years and now it’s firmly ensconced in the mainstream of ICT and business.

However, cloud computing can be used in a less high profile manner in other areas of a business, from marketing to engineering, from contact database management to employees management and word processing. Cloud computing solutions can easily be adopted, but those solutions come with difficulties, some obvious some hidden, of great importance. But what are the contractual and legal risks of cloud computing? How should they be addressed? How can they be minimised and avoided? This talk examines how cloud computing can be adopted while minimising the dangers in practice.

Keynote 4 Breakout D1


TUESDAY 17 MAY

Breakout E1


How to be an Information SuperstarLee EdwardsChair, DAMA UK

Approaching from the viewpoint of a Data Manager, this session will look at the main characteristics displayed by great data and information people and ideas on how to develop them. In the ever busy corporate environment, personality and approach can be the key to getting noticed and succeeding in your goals. This session builds upon a real example of integrating data from across Europe and the US augmenting examples of practical techniques with winning characteristics and strategies that have been learned during twenty years working to tame and improve data. We will look at a variety of things that all great data and information people do, how to spot and exploit opportunities for personal development and discuss tips on what has worked (and what didn’t)!


Going Beyond Digitisation in the Heritage SectorCharlotte AtkinsonProject Undaunted Digitisation Project Co-ordinator, Lloyd’s Register Foundation Heritage and Education Centre

This session covers the trends that emerged from Lloyd’s Register Foundation’s conference, ‘Going Beyond Digitisation’ in October 2015. The Foundation is undertaking an immense project to restore, conserve and digitise its archive so it can be used for public education. Many heritage organisations are also undertaking digitisation projects at the moment but the majority are not considering what happens to this information when it has been made accessible on the internet. The conference explored this further; identifying innovative currents projects, as well as exploring areas that are likely to be developed in the future. The session summarises these trends and opportunities that could help heritage organisations complete their aims with their collection, digital counterparts and associated metadata.

Breakout E2Breakout D4


Like Keeping your Sock Drawer in Order: Developing and Embedding a File Naming Standard at Historic Royal PalacesLouise BrutonRecords and Archives Officer, Historic Royal Palaces (HRP)

Historic Royal Palaces (HRP) is the charity which looks after one royal residence and five royal palaces including the Tower of London and Hampton Court Palace. In 2014-15 HRP developed an organisation-wide file naming standard. The introduction of the standard represented a major cultural change in the information management working practices of HRP and achieved successful adoption through a campaign based on simplicity, advocacy, promotion and user support.

This case study shares HRP’s experiences in developing, reviewing, approving, artworking, printing, distributing, communicating, promoting and producing an e-learning package for the naming standard. It describes the challenges and opportunities encountered and shares our top tips learned for the development of organisation-wide naming conventions.


Becoming a “Super Agent” of Change within your OrganisationScott McIntyreManaging Director EMEA, Objective

For many organisations, Records Management is simply about delivering a level of compliance or governance across their unstructured information assets and for most the journey stops there. Objective’s experience in over 200 Public Sector EDRM implementations is that, for those that are deemed to be successful, governance is only the start of the Journey, with the real value being delivered through process integration, automation and through the ability to enhance collaboration across the organisation and its partners.

Objective’s journey to value demonstrates real world examples of the new areas of expertise and which Records Managers must adopt and embrace if they are to elevate their systems to deliver real corporate value and become the “super agents” of change within their organisations.

Breakout D5


TUESDAY 17 MAY

Breakout E5


With Great Confidence Comes Great RM InfluenceCarole MachinUK BodyTalk on behalf of Restore

Restore Document Management present UK Body Talk to help bring out the Superhero inside you. Achieved with an upbeat and interactive workshop that teaches you how to better communicate and present your RM ideas to the powers that be and will surely leaving you feeling inspired.

Make every interaction count with your new compelling, memorable and persuasive powers. Learn the essential techniques that are used by professional speakers, advertising companies and even Hollywood films to bring your words to life.

What’s included? • Scripting principles to help you create

winning RM ideas• How to harness the superhuman instincts

that help communicate captivating, memorable and motivational ideas

• Interactive exercises that show you how to apply these techniques in the world of Records Management


Preserving Transactional Data: a DPC Study for the Big Data NetworkSara Day ThomsonProject Officer, Digital Preservation Coalition

This session is an adaptation of a longer report commissioned by the UK Data Service.

Preserving Transactional Data tackles the requirements for preserving transactional data and the accompanying challenges facing the companies and institutions who aim to re-use these data for analysis or research. The session presents a range of use cases – examples of transactional data – in order to describe the characteristics and difficulties of these ‘big’ data for long-term access. Based on overarching trends, the session will demonstrate potential solutions for maintaining these data in a secure environment based on end user needs and regulatory frameworks.


Breakout F1-1Breakout E3


The Records Management Code of Practice for Health and Social Care 2016 and the Information Governance AllianceRichard BirminghamExternal IG Delivery Manager with responsibility for Records Management, Project Manager, Health and Social Care Information Centre

Tim DalbySocial Care Expert for the Information Governance Alliance, Health and Social Care Information Centre

The Department of Health explored managing information and records against a background of change at Conference 2014.

Feedback following that presentation suggested that a review of the 2009 NHS Records Management Code of Practice was overdue. The code gives instruction and guidance to the NHS on how to meet the legal and contractual obligations for the proper management of records. The Department of Health asked the Information Governance Alliance to lead that update. With a group from across health and social care organisations and colleagues from Scotland, Wales and Northern Ireland a new version was drafted, a public consultation followed and the new code was published in early 2016.


Data Guardians of the Information GalaxyScott SammonsInformation Governance & Risk Practitioner, @Privacyminion

The session will link in all aspects of Information Governance & Management and how the defence of our “information galaxy” isn’t just ours; we have some allies in unsuspecting places. The session is designed to facilitate discussion, share experiences and best practices and determine if there are indeed guardians in some unsuspecting places including information from other sectors and professions that look at data management as well as how guardians can help with some of the changes in the upcoming Data Protection Regulation from the EU.

Breakout E4


TUESDAY 17 MAY


Jack of all Trades Lesley HolmesInformation Manager, Nottinghamshire Council

Information and Records Manager who or what are they? An investigation of the skills and experience required to meet the role of information and records managers as evidenced through the advertised jobs over the last year and the commentary on social media.


Effective Recruitment and How to Write Good Job Specs and Interview Really WellJeremy ClarkeRecruitment Manager, Sue Hill Recruitment

Recruitment is one of the biggest challenges for employers, with the time and cost flagged as main concerns. How can you make this process easier? Writing a comprehensive job specification and putting together an effective interviewing strategy will help.

Jeremy Clarke will lead an interactive workshop on how to create quality job documents, how to work productively with HR colleagues in the recruitment process and how to build an effective interviewing toolkit.

The aim of this session is to offer guidance in recruitment best practice and to give attendees the opportunity to share experiences with and learn from industry peers.


Breakout F2-2Job Market & Recruitment Café

Breakout F2-1


Web Preservation, or Managing Your Organisation’s Online Presence After the Organisation Ceases to Exist Brian KellyDirector, UK Web Focus Ltd.

Your organisation has failed to survive cutbacks and will shortly close. Public sector organisations may feel responsibilities for ensuring that information about their activities is not lost if their organisation is closed down. This talk summarises approaches taken to managing web content provided by UKOLN, a national centre of expertise in digital information management at the University of Bath, which closed in July 2015.

UKOLN existed for 30+ years and had an important role to play in development of online services for the UK’s higher education sector. This case study summarises approaches taken to minimising loss of this history.


Web Archiving in the UK: Why, By Whom, For Whom?Dr Peter WebsterManaging Director, Webster Research and Consulting Ltd

The web archiving scene has an asymmetric shape, involving a single global organisation, the Internet Archive, alongside many national memory institutions. Many other organisations also engage in archiving the web, including universities and other institutions in the galleries, libraries, archives and museums sector. Alongside these is a proliferation of private sector providers of web archiving services, and a small but highly diverse group of individuals acting on their own behalf. This paper outlines the current state of the sector, the varying drivers behind web archiving for different types of organisations, and emerging trends amongst users of the archived web.


Breakout F1-2Digital Preservation & Web Archiving Café

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TUESDAY 17 MAY


Have Records Management Fundamentals Changed with the Revision of ISO 15489? Richard Jeffrey-CookHead of Information & Records Management, In-Form Consult Ltd

ISO 15489, the international record keeping standard, was first issued in 1999. It has recently been revised after 15 years. The session looks at the differences between the 1999 standard and the revised standard and examines whether any of the fundamentals of records management have been changed.

The session will provide an overview of the revised standard and the concepts and principles that it incorporates. It will explain the rationale for some of the changes and how it might impact on any current working practices used by Records Managers.


Enabling Records Excellence from Cradle to Grave – Managing Legal AdmissibilityAlan ShipmanManaging Director, Group 5 Training Limited

Alan will dissect BSI’s Legal Admissibility Standard (BS 10008:2014) and give practical guidance on how to implement its requirements. Included will be references to a number of case studies where the BS has been used to achieve business benefits

BS 10008 is widely known as relating to legal admissibility and evidential weight, but does it have other attributes that can be leveraged for business benefits? Alan will give his thoughts on how to justify compliance to BS 10008 to corporate management.

Standards Café

Breakout F3-3Standards Café

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Information Superheroes: How to get Issued Your Choice of Cape Bilal GhafoorDirector/IG Manager, Amber Information Consulting Ltd

Records Managers, Information Rights Practitioners and Information Governance Practitioners are specialist staff who are often not good at being able to represent their skills well, especially to non-specialist staff.

As an interim who has been on many interview panels for several organisations, I want to explore the pitfalls and techniques of interviewing well.

The session will develop your skills by offering advice on how to prepare for your interview, research corporate information and rationalise your technical skills. Learn about the STAR technique and how to adapt your hexperiences to convincing narratives by gauging the right level of detail. Understand the importance of body language and being uninhibited, as well as advice on effective ways on closing the interview.

There will also be practical advice on what to do if it goes wrong.


Freedom of Information and Re-use of Public Sector InformationIbrahim HasanSolicitor and Director, Act Now Training

Freedom of Information was previously just about access to information not its re use. This is no longer the case. First came along the FOI dataset provisions via an amendment made by the Protection of Freedoms Act 2012.

Now, since July 2015, we have the re-use of Public Sector Information Regulations 2015 replacing the 2005 version. These regulations contain some important changes to the public sector information re-use regime and have a big impact on how FOI requests are dealt with by public authorities.

For the first time the re use regime will have teeth similar to FOI. This session will look at all the key provisions of the new legislation and give delegates an action plan for compliance.


Breakout F2-3Standards Café

Breakout F3-1


TUESDAY 17 MAY


Metadata Unplugged – Taking the First Steps to Making Metadata Work for You Madi McAllisterInformation Governance and Records Management Officer, London Borough of Merton

This is an introductory session for Records Managers with little or no experience of using metadata. The aim of the session is to help Records Managers begin to think about and understand how to work with metadata, how to establish what they want to put in place in their organisations and show them an organisational metadata standard from the Merton SharePoint project. The session will look at why Records Managers should care about metadata, where they can find out about metadata standards and how useful they are, developing a metadata standard and why it is useful, using basic metadata in SharePoint, and finally what other possibilities there are with using metadata more fully.


Simplify Compliance by Automating Records ManagementHosted by Laserfiche

Compliance is getting more complicated as regulations change and increase in numbers. In this session, you will learn about how you can simplify compliance by automating records management. We will show you how you can effectively tackle major issues such as auto-filing newly created records according to regulations, providing business units with multiple ways to view records without impacting the overall file plan, giving records managers control over how information is categorised and filed, managing business units’ record access, and transparent records management that enables records managers to create a file plan and manage retention schedules without interfering with any department’s line of business.

Case Study Café

Breakout F5-1SharePoint Café

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SharePoint and O365: Avengers of Information Management Across the (Jisc) UniverseDavid ReeveHead of information Strategy, Jisc

Nicole ConverySubject Specialist Systems, Tools and Information Management, Jisc

This session focuses on utilising O365 and SharePoint to maximise use of information within a digital business and subsequently across a sector.

Jisc’s new Enterprise Information Strategy has been developed to realise the maximum potential of our information to enable Jisc’s knowledge workers to create sector-leading services and innovation that deliver our customer requirements. The talk will focus on practical ways in which Office 365 and SharePoint can support new ways of working within a digital business.

Building on its internal technology strategy, Jisc also has a role in supporting the HE/FE sector in using technology to enhance teaching and learning. This part of the talk will focus on the requirements of the sector in using O365 and SharePoint for managing and sharing information and how Jisc is trying to address these requirements to enable truly digitally capable institutions.


How to Reach SharePoint Heaven: A Best Practice Guide to Making the Most of Document and Records Management in SharePointMelody AllsebrookSenior Consultant, In-Form Consult Ltd

SharePoint provides a valuable one stop shop for business needs and can provide a consistent approach to managing information. Our message is the importance of considering the governance plan before implementation, to successfully meet business expectations, objectives and requirements, provide a good user experience as well as remain compliant with information laws and standards.

SharePoint gives users more control, but they aren’t Information Managers – to achieve consistency across the business users need a stress free steer on best practice information management in their day to day activities without actually realising they are doing it.

SharePoint Café

Breakout F4-1SharePoint Café

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The Changing World of Privacy and Data Protection and What the New EU Regulations Mean in Practice The panel members are:

Dai DavisPercy Crow Davis & Co

Richard Jeffrey-CookIn-Form Consult Ltd

Ibrahim HasanAct Now Training

Ralph O’BrienTRUSTe

Particularly with the recent judicial decisions on Safe Harbour and forthcoming EU General Data Protection regulations, the world of privacy and personal data is changing fast. This Panel session will bring leading experts together to discuss the implications for your organisations and the steps to take, both in terms of tactical “quick wins” and longer term strategy.

Closing Panel Discussion

Closing Comments16.25-16.40 · Oxford Room

Conference Close · 16.40

TUESDAY 17 MAY


Will Your Vital Long-Term Electronic Records Still be Readable in 10 years?Martin SpringellProduct Director, Preservica

Join this interactive session to discover how and why government and commercial organisations are building digital preservation into their overall information governance in order to ensure vital long-term electronic records (10+ year retention) remain finable, useable and trustworthy into the future. The session will include examples of how to integrate digital preservation with SharePoint and Email systems, and explore the considerations of using Cloud-based storage.


How to become an Information Superhero with SharePoint and AzureSimon ColeCTO, Automated Intelligence

Many organisations are currently facing cost reductions with little guidance on how to easily make budget cuts. These organisations need a simple way to transform organisational data and drastically reduce cost and risk without this affecting other important business resources such as staff, services and property.Through a unique information strategy that combines data remediation with Microsoft SharePoint and Azure, organisations can reduce cost and risk while elevating their information governance and records management to the next level.

In this session, attendees will learn:• The cost savings that can be achieved

through cleansing, organising and migrating information and records to future platforms, including Cloud

• How governance can be extended to ensure Microsoft SharePoint and Azure meet organisational, industry and regulatory requirements

• How to adopt Cloud technology without increasing risk through an intelligent hybrid approach

• How existing customers have become information superheroes with real-life examples

Case Study Café

Breakout F5-2Case Study Café

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