m12s16 - case study: implementing successful information governance amidst industry economic...

Cohasset Associates, Inc.

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2012 Managing Electronic Records Conference 16.1

Case Study: Implementing Successful Information Governance

Anne TülekPresident

Access Sciences

Bonnie McClintonSr. Ops Manager, LPM/RIM

Halliburton

Objectives

Today you will hear about one company’s journey toward implementing an information governance program. Along the way we hope you will learn a few things about:

Key information governance principles

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Key information governance principles,

The importance of staying tuned into pragmatic realities, and

How to demonstrate tangible outcomes that will engender ongoing business support.

Disclaimers

A successful information governance program is never completed. By definition, continuous improvement introduces ongoing changes.So we are not claiming that this program is “done”.

We don’t think the case studies we will discuss today

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We don t think the case studies we will discuss today represent perfection. We think they represent marked improvement.

Because we are discussing Halliburton, we will discuss some contextual oil and gas industry trends. We work for most of them, and being from Texas, we’re expected to know!


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Contents

Introducing Halliburton and the Energy Industry

Introducing GARP

Halliburton’s Information Governance RoadmapHow Employees Consume Information

Pragmatism is Key

Program Objectives

GARP O l

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GARP Overlay

Roadmap Timeline

Case StudiesRIM Inventories

CRRS

Technology

File Plans

Email

Unstructured Content

Observations and Recommendations

Halliburton Energy Services, Inc.

Founded in 1919, Halliburton is one of the world’s largest providers of products and services to the energy industry. With more than 58,000 employees in approximately 80 countries, the company serves the upstream oil and gas industry throughout the lifecycle of the reservoir – from

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locating hydrocarbons and managing geological data, to drilling and formation evaluation, well construction and completion, and optimizing production through the life of the field.

Halliburton - Upstream

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NOTES


Upstream oil and gas (exploration and production) has been impacted in the past several years by a few things:

Major projects recessionary behavior in 2008 curbed in 2009 by shale gas drilling, new exploration and economic rebound

Energy Industry

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gas drilling, new exploration and economic rebound– Halliburton’s financials are strong; strong pipeline of client deals

– Finding employees in the right places is a bigger challenge than ever

Changing regulations and fear of unknowns related to future regulations; a lot of scrutiny on fracking*

Public scrutiny and perception challenges – oil spills

Global politics of supply, demand, and societal instability, and pricing impacts based on perceptions about supply and demand

*experts don’t yet agree on the spelling of this word

Fossil Fuels are in High Demand

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Source: The Guardian, June 2010

Not Just the Middle East…. And With that Come Complex Global Info Needs

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Source: The Guardian, June 2010


NOTES


Contents

• Introducing Halliburton and the Energy Industry

• Introducing GARP

• Halliburton’s Information Governance Roadmap

• How Employees Consume Information

• Pragmatism is Key

• Program Objectives

• GARP Overlay

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• GARP Overlay

• Roadmap Timeline

• Case Studies

• RIM Inventories

• CRRS

• Technology

• File Plans

• Email

• Unstructured Content

• Observations and Recommendations

GARP Model

• Eight principles Accountability

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• Five levels of maturity

◦ Level 1: Sub Standard

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Transparency Integrity Protection Compliance Availability Retention Disposition

◦ Level 1: Sub‐Standard◦ Level 2: In Development

◦ Level 3: Essential◦ Level 4: Proactive◦ Level 5: Transformational

GARP Principles

Accountability Transparency Integrity

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NOTES


GARP Principles

Protection Compliance Availability

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GARP Principles

Retention Disposition

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How Information is Consumed

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NOTES


Pragmatism is Key

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OrganizationOrganization

Establish records Establish records management structuremanagement structure

Systems StrategySystems Strategy

Develop a Develop a multimulti‐‐year year systems systems strategy for strategy for electronic recordselectronic records

DispositionDisposition

Overall Program Objective

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TrainingTrainingDevelop Develop record content record content training training programs, using programs, using existing software for existing software for delivery where applicabledelivery where applicable

Communication Communication Inform employees of the Inform employees of the direction the Company direction the Company is taking regarding the is taking regarding the management of recordsmanagement of records

Dispose of records past Dispose of records past their retention period their retention period with the exception of with the exception of

those on hold those on hold

Overall Program Objectives and GARP

Integrity

Compliance

Pr

Avil

ity

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Disposition

RetentionTransparency

rote

ctio

nv

aila

bility

Ac

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tab


NOTES


Halliburton’s Journey

Physical Inventory

CRRS Update

Technology Evaluation

File Plan Development

E-Mail Management Deployment


Management

Taxonomy & File Plan Update

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y2005 2006 - open 2006 - 2007

p2007 - 2011 Deployment

2007-2012Management

2011 - openUpdate

2012-2014

Project: Surveyed Known Storage Locations

RIM Inventories

• Identified what Halliburton has onsite and offsite• Compared findings with outside storage vendors and reconciled the numbers• Used as input to RIM data cleanup activities, updates to CRRS, disposition efforts, and

ongoing management of information

Finding Out What is There

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Where We Are Now:

• Inventories reconciled within reason

• Dispositions managed using logical process and supporting analysis

• Golden master for inventory information is within Halliburton, not with storage vendors

ongoing management of information

Project: Update the CRRS

Corporate Records Retention Schedule

• Ensure the CRRS reflects the global nature of Halliburton’s work • Obtain a complete understand of all of Halliburton’s work• Modernize and establish an update process for the CRRS• Reviewing CRRS annually minimizing records series’ where possible etc

Going Global

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Where We Are Now:• Global• Straightforward process for updates (as time passes and as business changes through

acquisitions, etc.)• Implemented consistently for electronic and physical records

• Reviewing CRRS annually, minimizing records series where possible, etc.


NOTES


Project: Implement a Technology Stack

Technology

• Migrated from TRIM to OpenText for physical objects

• Implemented Records Management, OpenText Email Management for Microsoft Exchange and Physical Objects

Enabling Information Governance with Technology

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Where We Are Now:• OpenText is transparent to end users except for those in RIM

• Working on unstructured content program that will use OpenText Application Governance and Archiving (AGA) for Microsoft SharePoint

• Structured content is still not a concern due to legal holds

Project: Create and Maintain Global File Plans

File Plans

• Impact the “keep everything” culture to keep just what we have to keep• Implement globally – don’t give up within geographies or functions• Determine who the real record holders really are

Helping Employees Know What to Keep

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Where We Are Now:• Completed file plans and are currently in the update review process (ongoing)• Side benefit of this “high touch” approach was the understanding and buy‐in achieved

globally for the EMS project• Contemplating an update of where the actual file plans should reside so that employees can

more easily assess them

Project: Design and Implement a Method to Control E-mail

E‐mail Management

• Dispose of content not needed for business or records management purposes• Provide a repository to retain business records for the time period required by law• Provide a mailbox big enough for the average email user• Avoid breaking business processes and interfering with day‐to‐day jobs

Living with Auto Disposition for Addicts

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Where We Are Now:• Global deployment to be completed July 2012• Estimating 55K employees on the solution• Use two instances: 1 for western hemisphere and 1 for all else• Three zone system, linked to CRRS• Auto Disposition

• Avoid breaking business processes and interfering with day‐to‐day jobs


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Project: Manage Content from Ungoverned Areas


• Migrate from and manage within as appropriate: File Shares, SharePoint, Desktops, etc.• Clean and classify all information• Create an easy method for employees to store their daily content• Implement Auto Disposition

Everything but SAP

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Where We Are Now:• Completed initial POC involving OpenText ContentServer10, OpenText AGA for SharePoint,

and SharePoint 2010• Looking at internal architecture and storage methodologies to support the incoming

volumes

• Implement Auto Disposition

Contents

• Introducing Halliburton and the Energy Industry

• Introducing GARP

• Halliburton’s Information Governance Roadmap• How Employees Consume Information

• Pragmatism is Key

• Program Objectives

GARP O l

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• GARP Overlay

• Roadmap Timeline

• Case Studies• RIM Inventories

• CRRS

• Technology

• File Plans

• Email

• Unstructured Content

• Observations and Recommendations

Observations and Recommendations

Who your sponsor is makes all the difference. CEO and GC are pretty good ones.

Ensure that you have a full IT team. Not just system owners! You need an architect, a program manager, application leads, and the support of the CIO.

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pp

People can rig remote training. Following up with in-person coaching sessions is required in decentralized cultures.

Do not assume that you can do this without help. RIM help... Software development help... Systems architecture help… You will need some kind of help. Count on it. Budget for it.


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Observations and Recommendations, cont’d

Be bold when you see things start to drift away from the targets. Get help from your sponsors, your mentors and your company colleagues.

Sometimes you have to be first.

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Don’t be afraid to fire your consultants. Not all advisors are the right ones for the whole journey.

Recap

Today you heard about one company’s journey toward implementing an information governance program. Along the way we hope you learned a few things about:

Key information governance principles,

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The importance of staying tuned into pragmatic realities, and

How to demonstrate tangible outcomes that engender ongoing business support.

Please call us with further questions!

Bonnie McClinton713-839-4550

[email protected]

Thank You

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Anne Tülek713-554-7570

[email protected]

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