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LUXURY OR NECESSITY?IRMS CONFERENCE 2014 18-20 MAY HILTON BRIGHTON METROPOLE HOTELCONFERENCE GUIDE

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On behalf of the Information and RecordsManagement Society, I’d like to welcomeyou to the 2014 IRMS Conference.

The Conference, for many, is the one that theynever miss and I am pleased that so manypeople are taking time out of their busyschedules to join us. This year the conferencepromises to be as useful and engaging as everwith a truly international array of speakers. Wehave some undeniably impressive speakers:Stephen Bonner, Partner at KPMG, CherylMcKinnon, Principle Analyst at ForresterResearch, and Bernadette Resnik, Director ofRecords & Information Management atEnbridge Inc, who will be delivering this year’sKeynotes. They are supported by an excellentrange of plenary, panel, and breakout sessionsover the two days.

We are very grateful to Iron Mountain and Box-it, our Gold and Silver sponsors respectivelyand all our other sponsors, without theirsupport, we simply would not be able to put onthe conference in the way that we do. Theysubsidise all delegate places and are an integralpart of the conference so please do take sometime in the breaks to go round the exhibitors,

say hello and checkout the greatproducts andservices they offer.

Finally, I would strongly encourage you to takethe opportunity of networking with your fellowdelegates. With so many experiencedprofessionals under one roof, you are thegreatest asset this conference has to offer somix, mingle and swap contact details. Shareyour expertise, skills and experience and makethe most of the tremendous opportunities thisconference has to offer.

I hope you have an enjoyable and informativetime in Brighton over the next couple of days. IfI or any of the IRMS Executive Committee canhelp or if you have a comment, please comeand see us at the IRMS stand.

With best wishes,

Nicholas CooperIRMS Chair

WELCOME

CONTENTS

Page

General Information 9

Social Programme 10

Conference Programme Summary 11

Exhibition Floorplan 13

Monday 19th May Programme 14-15

Tuesday 20th May Programme 16-17

Sponsor Profiles 19-38

Full Conference Programme 40-59

Notes

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General Information

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Registration & ConferenceInformation DeskThe registration desk will beopen throughout theconference; however, the mainregistration times will be 1.00-7.00pm on Sunday and from8.00am on Monday and Tuesday.The conference registration deskwill be situated in the hotellobby on Sunday and thenmoves to the Sussex Loungebefore entering the exhibitionarea. Registration will be staffedat all times throughout theconference.

IRMS Conference AppDownload our FREE conferenceapp from the App Store – it willwork on your android, iPhone orWindows phone. You can accessthe programme and readspeaker and exhibitorinformation. Search for IRMSConference 2014.

SecurityPlease wear your name badge atall times; it is your pass to gainaccess to the conferencesessions.

Toilet and CloakroomFacilitiesThe nearest toilets are situatedoutside the Oxford Suite besidethe registration desk, accessibletoilets are also available here.The concierge can store yourluggage and coats uponrequest.

ParkingThe Hilton Brighton Metropolehas its own 150 space car parkwhich costs £16.00 for the first24 hours for residents. Spacesare available on a first come, first

served basis. Alternatively thereare other car parks in the vicinity,with 2500 spaces in the localNCP car parks.

Exhibition & Business LoungeThe exhibition features ourvendors and is situated in theDurham & Cambridge Suite. Allconference catering andrefreshments will be servedwithin the exhibition area. TheBusiness Lounge is situatedwithin the exhibition area, nearto the IRMS stand. There is freeWi-Fi available for all throughoutthe exhibition and a printer forany last minute documents foryour perusal.

Leaving FeedbackWe will email you a link to theonline feedback form after theevent. Please do let us knowwhat we do well, what we canimprove and any suggestions tomake the conference evenbetter next year!

Conference SessionsThe main conference room isthe Oxford Suite. This isaccessed through the exhibitionarea. The other breakout roomsare the, Balmoral, Buckingham,Edinburgh and GloucesterSuites; these are situated on theground floor, the level belowthe main conference room. Theycan be accessed through themain reception of the hotellobby, via the stairs next to theregistration area or via a lift thatis situated at the rear of theSurrey Suites at the QueensburyMews side of the hotel, whichwill be clearly signposted. Allsessions are on a first-come,first-served basis. We suggest

arriving at your chosen sessionpromptly.

IRMS Annual GeneralMeetingThe IRMS Annual GeneralMeeting will be held from4.30pm on Monday 19th May.

Lunch & RefreshmentsTea and coffee and a buffetlunch will be served within theexhibition area, which gives youan ideal opportunity to visit ourexhibiting companies. Pleaseensure you have informed theconference staff if you have anydietary requirements.

TaxisIf you require a taxi, the conciergedesk situated in the main hotellobby on the ground floor (belowthe main conference room andexhibition area) will be able tobook this for you.

LanyardsAll attendees at the conferencewill be wearing a colouredlanyard. The colours define thetype of attendee:

Delegates Speakers

Staff

Press IRMS Executive

Date for your Diary!The IRMS Conference 2015 willtake place at The Celtic ManorResort from 17th-19th May. Ifyou would like to book yourplace at the 2014 conferencerates please visit the registrationdesk. Please note this offer isonly available for those whobook at the conference and isnot valid once the conferencehas closed.

Sponsors

The IRMS Conference is famed for its friendly social programme that all delegates, speakers and sponsorsare encouraged to take part in. If you have registered for a fully inclusive package, both social events areincluded. If you are a day delegate, exhibitor or partner of a delegate, tickets can be purchased at theregistration desk. Please remember to bring your Gala Dinner invitation; you will need this to gain entry.

SOCIAL PROGRAMME

10 · IRMS Conference 2014

Sunday 18th May

Meet the IRMS ExecutiveBoard & WelcomeReception5pm-6pm · To start, we have a new delegate’sreception, where you can meet the executive andlearn how the conference works and meet existingmembers and delegates. There will be an hour’snetworking in the exhibition hall with a few gamesto keep you entertained.

Networking Reception –Welcome to Brighton!6pm-10pm · Sponsored by Box-itDress code: Smart/Casual The fun of the evening will continue downstairs inthe Regency Suite where there will be dinner, drinksa music quiz and other exciting entertainment.Keep an eye out for the caricaturist!

The InternationalRecords ManagementTrustThe IRMS are pleased to be supportingThe International Records ManagementTrust at this year’s conference. TheInternational Records Management Trustwas established as a charity in 1989 tostrengthen democracy through themanagement of records as evidence fornational development, services to citizens,citizens’ rights, access to information andpreservation of the national historicalmemory.

In addition to their practical projects andresearch programme, they supportacademics and students by providingtextbooks to African universities that teachrecords and archives management courses.They also provide books for the referencelibraries of national archive institutions tohelp staff continue their professionaldevelopment.

To make a donation please visit theregistration desk at the conference, or visithttp://irmt.org/education-and-training.There will also be an opportunity to donateat the Gala Dinner.

Monday 19th May

Gala Dinner6.30pm-11pm · Sponsored by Iron MountainDress code: Black tie (preferred)The evening will comprise of a ChampagneReception starting at 6.30pm followed shortly with a3 course meal, awards and our after dinner guestspeaker. To finish the night we have a 5 piece bandcalled Reptilia as well as an opportunity to capturethe night’s atmosphere with fun photographs.

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CONFERENCE PROGRAMME

Sunday 18th May

1pm-7pm · Delegate Registration & Conference Information (Hotel Lobby)

5pm-6pm · Meet the IRMS Executive Board & Welcome Reception

6pm-10pm · Welcome to Brighton! Sponsored by Box-it

An evening of Brighton themed food, drinks & entertainment.

Monday 19th May

8am-7pm · Delegate Registration & Conference Information (Sussex Lounge)

9am-4pm · Conference

1.15pm-2pm · Lunch Break

4.30pm-5.30pm · IRMS AGM

6.30pm-11pm · Gala Dinner sponsored by Iron Mountain

Tuesday 20th May

8am-5pm · Delegate Registration & Conference Information (Sussex Lounge)

9am-4.30pm · Conference

12.45pm-1.30pm · Lunch Break

4.30pm · Close of Conference

Insight Sessions with Iron Mountain

If you would like a 15 minute confidential with Christian Toon, Head ofInformation Security at Iron Mountain, to shed light on your toughestproblems, please visit the registration desk to book your appointment.

EXHIBITION FLOORPLAN

Active NavigationAdetiq LimitedAIIMAlfrescoApperception Automated IntelligenceCrown Records ManagementDeepStore Records ManagementEquiniti

8 EzeScan13 Harwell Restoration18 Hitec Laboratories23 Laserfiche International Ltd5 Nuix Technology Ltd4 Oasis Group UK Ltd12 Objective Corporation1 Oyster IMS Ltd15 PHS DATA SOLUTIONS2 Preservica

3 REB Storage Systems International21 Recall Ltd29 RecordPoint22 RSD20 Smurfit Kappa Cor-Trade9 Tribal17 Twofold Ltd28 Wincanton Records Management10 Wisdom from Daisy

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Iron Mountain - Gold Sponsor Box-it Group - Silver Sponsor Information and Records Management Society (IRMS)

10.00Main Conference Room - Oxford

ManagingInformation andRecords Against aBackground ofChange: A DROPerspective

Brendan Sheehy,Department RecordsOfficer, Department of Health

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MONDAY 19TH MAYCONFERENCE PROGRAMME

Breakout A411.15 · Buckingham Room

Whose Records are They Anyway? How Legislation &Technology areRedefining OwnershipPaul Gibbons, InformationRights Consultant, FOI Man

9am

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Breakout A511.15 · Main ConferenceRoom - Oxford

The Future of DataProtection - TheOverhaul of the EUData ProtectionRegimeSally Annereau, DataProtection Analyst, TaylorWessing LLP

Breakout B512.30 · Balmoral Room

“Strictly Confidential - Dance to a new Beat” - A Necessity not a Luxury!!Denise Lynd, GeneralManager Health & SocialCare Records, Belfast Health& Social Care Trust

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Breakout A211.15 · Edinburgh Room

Politicians, Pilferingand Private Eye -InformationGovernance inWhitehallDavid Smith, AssistantDirector, Department forCommunities and LocalGovernment

Breakout A311.15 · Balmoral Room

Can you do RecordsManagement inGoogledocs?Mark Merifield, The Department for Energyand Climate Change

Breakout B112.30 · Buckingham Room

Compliance andGovernance forControl Freaks:Without Breaking the BankSimon Ellis, Managing Director, Box-it Alan Shipman, Managing Director, Group 5 Training Limited

Breakout B212.30 · Main ConferenceRoom - Oxford

I Thought you Did our InformationGovernance?Chris Tinsley & LindsayBlamires, NHS CentralSouthern CommissioningSupport Unit

Breakout B312.30 · Edinburgh Room

How Can eDiscoveryand InformationGovernance WorkTogether?Christopher Wilcock, SeniorAssociate, PwC

Breakout B412.30 · Gloucester Room

Freedom of Information UpdateIbrahim Hasan, Solicitor &Director, Act Now Training

Keynote 19.15Main Conference Room - Oxford

Luxury orNecessity?Information & RecordsManagementin the World ofGovernance,Risk &Compliance

Stephen Bonner,Partner, KPMG LLP

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Breakout A111.15 · Gloucester Room

Defining andImplementingBusiness Rules forRecords RetentionReynold Leming, IRM Consultant, Informu Solution Ltd

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Key Trends inRecordsManagement:Results of the 2014Joint Survey withForrester Researchand IRMS

Cheryl McKinnon,Principal Analyst, Forrester Research

Breakout C23.15 · Gloucester Room

Why are EDRMSProjects Often Seen as ExpensiveFailures?Patricia Stabbins, Director,Record Solutions

Breakout C33.15 · Edinburgh Room

Mythically Shroudedand Caught at theBoundary: Exploringthe Relevance ofRecord KeepingTheory forPractitionersAlan Bell, Programme Leader, RecordsManagement, University of Dundee

AGM4.30 · Balmoral Room

Information and RecordsManagement Society Annual General Meeting

Champagne Reception6.30

Gala Dinner and Awards7.00- 11.30

Gala Dinner sponsored by Iron Mountain

Lifetime Achievement Awardsponsored by Crown RecordsManagement

New Professionals Award sponsored by Alison North

Black tie (preferred)

6pm

7pm

8pm

9pm

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11pm

2pm

3pm

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Speaker Biographies are available from the Conference Information Desk,the Conference App or www.irms.org.uk/conference

Breakout C13.15 · Oxford Room

Rise of the Machine(Theory): ConvertingInformationGovernance intoUseful WorkTim Callister, SeniorAssociate, PwC

Breakout C53.15 · Buckingham Room

Silent Runnings, Silent Futures: WhyRecords ManagersNeed to Engage withDigital Preservationsand Vice VersaWilliam Kilbride, Executive Director, DigitalPreservation Coalition

Breakout C43.15 · Balmoral Room

Public Records(Scotland Act) 2011:The Story so FarHeather Jack, Director, HJBS Ltd

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TUESDAY 20TH MAYCONFERENCE PROGRAMME


9.45Main Conference Room - Oxford

Are yourInformation andRecords Preparedfor a Disaster?

Alison North, ManagingConsultant, ANInformationPaul Duller, ConsultancyDirector, (InformationManagement), Tribal


InformationManagementStrategy - AnApproach withResults

Bernadette Resnik,Director, Recordsand InformationManagement,Enbridge Inc.

Breakout D110.45 · Balmoral Room

Moving RM Forward:Evolution orRevolution?John Pomeroy, RVP Sales,North Europe, Alfresco

Breakout E512.00 · Main Conference Room - Oxford

You can’t do DPwithout RMTim Turner, Trainer, 2040 Training

Breakout E112.00 · Edinburgh Room

The Transition to a New RecordsManagementParadigmJames Lappin, Records ManagementConsultant and Trainer,Thinking Records

Breakout E212.00 · Gloucester Room

The Changing Role ofthe Digital Archivist inInternational JusticeDr Jones Lukose, Head,Records Management andArchives, InternationalCriminal Court

Breakout E312.00 · Buckingham Room

Integrating DigitalPreservation in yourRecordsManagementStrategyPauline Sinclair, Digital Archiving Consultant, Tessella

Breakout E412.00 · Balmoral Room

When a Spade isn’t aSpade at all...Claire Tunstall, RecordsManager, Unilever Plc

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Breakout D210.45 · Edinburgh Room

Achieving KnowledgeExcellence ThroughImproved UserExperience andInformationGovernance inSharePointSimon Cole, CTO, Automated Intelligence

Breakout D310.45 · Main Conference Room - Oxford

Life Support forInformation ManagersBen Mourra, CreativeDirector, Oyster IMSDominic Johnstone,Enterprise Sales Manager,Oyster IMS

Breakout D410.45 · Gloucester Room

Less Paper for MoreProductivity; LearnHow LBTH SuccessfullyDigitiseDennis O’Brien,Management Systems,London Borough TowerHamlets

Breakout D510.45 · BuckinghamRoom

InformationGovernance MadeSimple? RSD Showswhy Complex doesn’tmean Complicated!Tim Snell, InformationGovernance SolutionSpecialist, RSD

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Breakout F21.30 · Buckingham Room

Luxury to Necessity -Transforming Data GovernancePrograms to Fill the InformationGovernance NecessityTim Callister & Emily Thompson, Senior Associates, PwC

Breakout F3SharePoint FocussedSessions1.30 · Main Conference Room - Oxford

SharePointConfessions: TheGood, the Bad andthe Workflow ofSharePointImplementation

Breakout F11.30 · Balmoral Room

Automating RecordKeeping - What’sHolding us Back?Conni Christensen, FoundingPartner, The Synercon Group

Breakout G22.45 · Buckingham Room

The Skill Deficit: is itreal?Andrea Simmons, Chief RiskOfficer, HP Enterprise SecurityServices

Breakout G3SharePoint FocussedSessions2.45 · Main Conference Room - Oxford

SharePointConfessions: TheGood, the Bad andthe Workflow ofSharePointImplementation

Breakout G12.45 · Balmoral Room

ComplianceStrategies toMinimize Regulatoryand Civil LiabilityRobert Johnson, ChiefExecutive Officer, National Association for Information DestructionInc.

Closing Panel Discussion3.45Main Conference Room - Oxford

SharePointConfessions: TheGood, the Bad andthe Workflow ofSharePointImplementationChaired by Meic Pierce-Owen, Chair Designate, IRMS

Speaker Biographies are available from the Conference Information Desk,the Conference App or www.irms.org.uk/conference

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SPONSOR PROFILES

Gold SponsorIron Mountain

Silver SponsorBox-it UK Ltd

Iron Mountain helps organisations reducethe inefficiencies, risks and costs associatedwith managing their information. Ourinformation management services will enableyour organisation to protect and optimise itsinformation, optimise your business and helpwith your compliance requirements.

Founded in 1951, Iron Mountain managesbillions of information assets, includingbusiness records, medical data and more fororganisations around the world. Organisationsin every major industry and of all sizes,including more than 95% of the Fortune 1000and over 85% of the FTSE 100 companies,employ Iron Mountain as their secureinformation management partner.

www.ironmountain.co.uk0844 560 7080

Box-it is a leading provider of end to enddocument management solutions including,document processing; hosted documentmanagement; hard storage and destruction.

Box-it processes and scans some 200 millionpieces of paper a year; ranging from thesimple to the highly complex. It has investedin building a world class infrastructurecomprising skilled personnel, advancedprocesses, government accredited securityand award winning scanning technology. Box-it process a wide range of critical documentsas well as large client back-files. Someexamples include multi-channel Mailroom,Forums e.g. Customer Contracts, InvoiceProcessing, HR or Pension records.

While services are diverse, there is onecommon goal for Box-it; helping customersincrease their profitability, enabling efficiencyimprovements and supporting regulatorycompliance requirements.

www.boxit.co.uk01962 830200

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ACTIVE NAVIGATION ADETIQ LIMITED

Active Navigation provides leadingproducts for the discovery andtransformation of unstructured data withinany information governance strategy.Uniquely, our products are designedspecifically for the task of dealing with thereal-world digital landfill, based upon manythousands of hours of practical experience intaking control of e-trash and toxic data. Ourclients all face growing cost and compliancepressures and have all chosen to take aproactive lead in addressing their Big Datachallenge.

www.activenavigation.com01962 280161

SPONSOR PROFILES

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Adetiq is the UK based industry expert indocument and data process outsourcing.Specialist in handling any administrationintensive process from an entirely on-shoreperspective; improving businessperformance, lowering costs and offeringgreater flexibility.

Expert in secure information processing,Adetiq offers a PCI DSS secure processingenvironment, with stringent controls in placeto guarantee the security of business criticalinformation within both offline and onlineenvironments.

Adetiq offers perfectly customised processingservices, tailored according to the preciseneeds of each client. Using a combination ofover 40 years' experience, advancedtechnology, best practice and personalisedservice to deliver high quality, cost effectiveprocessing solutions.

Adetiq's client base consists of multi-nationalorganisations, spanning a range of verticalsincluding financial services, retail and leisure,healthcare, utilities, local and centralgovernment, telco's and transportation, allwith a common goal to improveperformance and lower costs by outsourcingto a trusted partner.

www.adetiq.co.uk01273 202006

AIIM ALFRESCO

SPONSOR PROFILES

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Information The World’s new currency.

AIIM is the global community of informationprofessionals. We provide the education,research and certification that informationprofessionals need to manage and shareinformation assets in an era of mobile, social,cloud and big data.

www.aiim.org01905 727600

Alfresco helps teams share, manage andretain content across the extendedenterprise with simplicity that end userslove and excellence that IT can endorse.Alfresco enables organisations in more than180 countries to collaborate moreeffectively, improve business processefficiency and ensure informationgovernance. Across cloud, mobile, hybridand on premise environments, Alfresco issmart enterprise content made easy.

Founded in 2005, Alfresco is headquarteredin Maidenhead, outside of London with U.S.headquarters in San Mateo.

www.alfresco.com01628 876600

APPERCEPTION AUTOMATEDINTELLIGENCE

SPONSOR PROFILES

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Apperception has developed the groundbreaking DataCube suite of datamanagement software tools. Underpinnedby a remarkable LSI conceptual search engine,the DataCube offers a uniquelycomprehensive range of capabilities inrelation to unstructured data. They includeretrospective protective labelling (an industryfirst), categorisation, forensic interrogation,data cleansing, retention management anddata loss prevention - all supported by anaccredited training programme.

Already attracting considerable attention, theDataCube's innovation and transformativepotential has been recognised by theTechnology Strategy Board, which recentlyawarded Apperception a major grant todevelop the product suite to embrace livedata streams.

www.apperception.co.uk0845 644 3479

Automated Intelligence (AI) havedeveloped a suite of user-friendly andautomated software solutions that alloworganisations to analyse, optimise andexploit their existing data holdings, reducingcosts and increasing quality. AI's technologyenables organisations to adopt SharePoint,cloud and mobile platforms to enable cost-effective information governance and recordsmanagement.

www.automated-intelligence.com028 9099 6118

SPONSOR PROFILES

BSI CROWN RECORDSMANAGEMENT


BSI (British Standards Institution) is thebusiness standards company that equipsorganisation's with solutions to turnstandards of best practice into habits ofexcellence. Formed in 1901, BSI was theworld’s first National Standards Body and afounding member of the InternationalOrganisation for Standardisation (ISO). Overa century later it continues to facilitatebusiness improvement, helping its clientsdrive performance, manage risk and growsustainably through the adoption ofinternational management systemsstandards, many of which BSI originated.Renowned for its marks of excellenceincluding the BSI Kitemark™, BSI’s influencespans multiple sectors including aerospace,construction, healthcare and IT.

www.bsigroup.com0845 080 9000

Crown Records Management helps clientsto maximise the value of their ‘corporatememory’ through the storage, activemanagement and smart and timelydistribution of information assets.

With intelligent and experienced peopleworking around the world, Crown RecordsManagement also offers data consultancyservices, helping organisations manage thepracticalities, legalities and risks of copingwith increasing quantities of corporate data.

Crown’s new generation of facilities set thehighest standards in security, safety andwork-flow efficiency. We provide securearchiving and retrieval of information inphysical and electronic format, as well asdigital imaging, media management anddata destruction.

Working with the financial services,healthcare, legal, manufacturing andpharmaceutical industries and many publicsector organisations, Crown RecordsManagement gives organisations the ‘powerof memory’.

www.crownrms.com0845 721 2177

DEEPSTORE RECORDSMANAGEMENT

EQUINITI

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DeepStore has the UK's largest PD5454compliant storage and records managementfacility, with over 1.8 million square metres ofavailable space, providing unrivalledprotection from both Natural and Man MadeDisasters.

DeepStore specialises in long termpreservation, bespoke storage solutions andtailored Document Management Services.

• PD5454 compliant storage environment atcomparable over ground standard storagerates

• Digital/Electronic delivery systems• Focused professionals providing excellent

customer care and service support• Cost reductions, through improved

administration, organisational efficienciesand compliance

DeepStore provides services to both thePrivate and Public sectors along withInstitutions requiring PD5454 storagesolutions for artefacts and historical documentpreservation.

www.deepstore.co.uk0845 056 5759

Equiniti understands that information is themost important asset of any organisation.We work with Microsoft and HP to provide fastand secure information managementincluding assurance of maximum control,traceability and compliance. Our solutionsinclude electronic document and recordmanagement, case management, CRM,scanning and information managementconsultancy. Our clients benefit from: • Reduced response times for document

retrieval• Maximum control over data• Secure, scalable, flexible and robust platform• Consistency and efficiency in document

management

www.equiniti-assured.com028 9045 4166

SPONSOR PROFILES

EZESCAN HARWELL RESTORATION


EzeScan has provided advanced documentscanning solutions for ECM customersglobally since 2002. Our Solution providestime effective ways to batch process forms,documents and invoices to address yourscanning requirements.

EzeScan can tackle those hard scanning issuesthat come across your desk every day,effectively and efficiently, often with a “oneclick” button process from any MFD/scanner orfolder. EzeScan requires no coding or scriptingand has no expensive “per page” click charges.

With 1000’s of happy customers using EzeScanglobally and advanced integrations with thetop document management solutions,EzeScan is your ideal batch scanning solution.

www.ezescan.co.uk020 3535 0646

Harwell Restoration provides specialistemergency planning and disaster recoveryservices for archives and recordsmanagement services. We operatethroughout the UK and Ireland and can alsoprovide dryers overseas for major losses.Over 900 organisations retain Harwell fordisaster recovery support via the disasterrecovery Priority User Service which costsjust £215 annually.

www.hdrs.co.uk01235 432245

HITEC LABORATORIES INFORMATIONAND RECORDSMANAGEMENTSOCIETY (IRMS)

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Do you have a robust records system tokeep track of your Policy Management?

Hitec develop software solutions assistingorganisations to reduce risk and ensurecompliance with regulations, whilst alsoreducing costs and increasing efficiencies.

Our solutions cover:• Governance, Risk and Compliance - enabling

customers to identify, assess and prioritiserisks, to apply and manage controls; and tomanage the lifecycle of Corporate Policies &Procedures, ensuring that all stakeholdersreceive, read, understand and agree to abideby them; and

• Enterprise Content Management - tocapture and index scanned documents,email messages, spreadsheets and computergenerated output amongst other enterprisecontent, into a single digital repository forsecure retention and re-use.

www.hiteclabs.com01628 600900

The Information and Records ManagementSociety (IRMS), launched in 1983, is theforemost professional association for allworking in or concerned with records andinformation management, regardless of anyqualifications.

To date we have 1000+ members in over 30countries and continue to grow.

Through close and regular contact with ourmembers and with related professions andsuppliers, we aim to provide leadership inrecords and information management.

IRMS champions the status of the professionthrough representation, external liaison andpromotion.

We support professional developmentthrough sharing knowledge and expertiseand promoting all aspects of goodinformation and records management.

www.irms.org.uk

SPONSOR PROFILES

LASERFICHEINTERNATIONAL LTD

NUIX TECHNOLOGY LTD


Based in Long Beach, CA, with globalheadquarters in Hong Kong and offices inShanghai, Toronto, Panama, London,Washington, D.C., and Fort Lauderdale, FL,Laserfiche uses its Run Smarter® philosophy tocreate simple and elegant enterprise contentmanagement (ECM) solutions. Since 1987,more than 34,000 organisations worldwide—including federal, state and local governmentagencies and Fortune 1000 companies—haveused Laserfiche® software to streamlinedocument, records and business processmanagement.

Laserfiche®, Run Smarter® and Compulink® areregistered trademarks of CompulinkManagement Center, Inc.

www.laserfiche.com(+852) 3413 9898

Nuix is a worldwide provider of informationmanagement technologies, includingeDiscovery, electronic investigation andinformation governance software. Nuixcustomers include the world’s leadingadvisory firms, litigation support providers,enterprises, government departments, lawenforcement agencies, and all of the world’smajor corporate regulatory bodies.

www.nuix.com020 7877 0300

OASIS GROUP UK LTD OBJECTIVECORPORATION

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The OASIS Group is recognised as one ofthe fastest growing and most dynamiccompanies in the records and informationmanagement (RIM) industry. With services inthe Republic of Ireland, Northern Ireland andGreat Britain, and a team of experiencedindustry leaders with a vision to transformand elevate the RIM industry, the OASISGroup offers a complete RIM service platformenabling its clients to harness the power ofinformation.

OASIS has earned a reputation as a vibrantcompany; expanding into new markets,investing in innovative services andattracting some of the best team membersin the industry. OASIS is recognised as aquality RIM partner by its customers and aconsistent supporter of RIM industry andtrade organisations.

www.oasisgroup.eu01440 760190

Objective is an established leader andspecialist provider of content, collaborationand process management solutions for thepublic sector and regulated industries.

With over 20 years experience and more than400 public sector customers including, TheNational Archives, Scottish Government,Welsh Government and Bedford BoroughCouncil, our Enterprise Content Managementsolutions are widely used and trusted to helporganisations meet their records andinformation management needs.

Through our Information ManagementWorkshop programme, we have developedan approach to working in partnership withour customers to enable them to increaseorganisational efficiency, achieve greatertransparency and deliver demonstrable ROIby driving improved business process.

www.objective.co.uk01628 640460

SPONSOR PROFILES

OYSTER IMS LTD PHS DATA SOLUTIONS


Oyster IMS is an independent, market-leading professional services company thathelps organisations to extract value from thegrowing amounts of information theygenerate, receive and manage.

All organisations must ensure acceptablelevels of compliance, accountability, integrityand transparency in their informationmanagement regimes; Oyster IMS helps this tohappen.

We provide strategic consulting, systemsimplementation and on-going supportaround structured and unstructuredinformation - databases, documents, emails,paper, voice - to clients all over the world fromour London base.

Our experience provides cost-effectiveinformation management solutions across allsectors - financial services, government,health, education, manufacturing, energy andmore.

www.oyster-ims.com020 7199 0620

PHS DATA SOLUTIONS provide secure,efficient and reliable solutions to data anddocument management, working closelywith our clients to tailor make end to endprocesses to help your business run efficientlyand smoothly.

Our total document and data managementservice includes: Scanning, Storage,Shredding, Workflow Management and ITRecycling.

We work with our clients in the public andprivate sectors, to develop appropriate andreliable solutions.

www.phsdatasolutions.co.uk0808 168 3550

PRESERVICA REB STORAGE SYSTEMSINTERNATIONAL

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Tessella is a world leader in digitalpreservation solutions, technology,consulting and research. Customers across 4continents rely on our products to preservetheir priceless digital information. Oursolutions range from our cloud basedSoftware as a Service offering, Preservica, tocustom on premise installations of TessellaSDB. In 2011 Tessella and the UK NationalArchives won the Queen’s Award forEnterprise in the Innovation category forTessella SDB the technology behindPreservica.

www.preservica.com01235 555511

REB has been a leading expert in recordsstorage solutions since 1962. We specialisein both catwalk and order picker style systemsand provide complete project responsibility.This includes space assessment, generatingdesigns to maximise storage, managing allnecessary resources to order and installcomponents, and incorporating the mostsuitable material handling products into theoperation. Additionally, our Rack Repairservice is a cost and time efficient solution torepair damaged uprights in-place withouthaving to remove upper pallets from rack.

www.rebstorage.eu(+353) 1 6854860

SPONSOR PROFILES

RECALL LTD RECORDPOINT


Recall is a global leader in informationmanagement solutions, offering customerscomplete management of their physical anddigital information assets with one partner.Recall’s innovative solutions empowerorganisations to make better businessdecisions throughout the informationlifecycle, while keeping regulatorycompliance and eliminating unnecessaryresources, time and costs. Recall servicesmore than 80,000 customer accounts inmore than 300 dedicated operation centers,spanning five continents in over 20 countries.

www.recall.co.uk0845 673 2255

RecordPoint is an enterprise grade localstandards compliant record managementsolution. Built to extend the native documentand records management capabilities inMicrosoft SharePoint or Office 365,RecordPoint provides a 100% Microsoftsolution. RecordPoint also addresses thechallenge of records management of socialcontent, with our solution now extended toFacebook, Twitter and a growing number ofother Microsoft surfaces. RecordPoint providesrecords management capability to an evergrowing client base within the APAC andEMEA region.

www.recordpoint.com.au020 7193 0712

RESTORE RSD

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Restore cares for millions of boxes,magnetic media back-up tapes and scanneddocuments in a range of storage settings,along with a host of cloud solutions thatserve customers their information at thetouch of a button. Efficiently and cost-effectively managing all your businessinformation in paper and digital form, fromhour-to-hour retrieval through to end-of-lifeconfidential disposal, at Restore we arespecialists in every step of the data journey.

www.restore.co.uk01293 780074

Founded in 1973 in Geneva, with offices inNorth America: New York and Boston; inEurope: Geneva, Paris, London and Madrid;and in Asia-Pacific: Singapore and Sydney,RSD is the leading provider of informationgovernance (IG) solutions for the enterprise.RSD products help companies reduceoperating costs and risk exposure throughrobust information governance programs thatspan multiple jurisdictions and decades-longlifecycles. RSD solutions for informationgovernance, output management, anddocument archiving and retrieval supportmillions of users worldwide.

www.rsd.com01223 078100

SPONSOR PROFILES

SMURFIT KAPPACOR-TRADE

TRIBAL


Smurfit Kappa Cor-Trade specialises in themanufacture and supply of corrugatedarchive boxes. These super strong, stitchedboxes are tamper evident and available as atwo-part or single piece with integral lid.Available in 14 standard sizes or as bespokedesigns to suit specific archiving and recordmanagement requirements. Standard archiveboxes can be supplied in any quantity, large orsmall in brown or white Kraft finish and singleor double wall construction. Bespoke boxescan be printed in up to three-line colours. AllSmurfit Kappa products are FSC certified andare 100% recyclable.

www.cor-trade.co.uk01379 676531

Tribal is a leading provider of technologyproducts and services to the education,training and learning markets around theworld. Our work includes building world-classsoftware from schools to colleges and HigherEducation, along with improvement servicesand skills development programs to supporthigh-quality education worldwide.

Our technology solutions include market-leading software and related services tosupport education, training and learning. Ourstudent-administration systems arestreamlining processes in dozens of educationinstitutions around the world. Tribal employs1,300 staff and our work is established acrossthe globe helping organisations to becomemore effective, saving them time andreducing costs.

www.tribalgroup.com0845 313 3151

TWOFOLD LTD WINCANTON RECORDSMANAGEMENT

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Twofold provide and support traditionaland digital mailrooms which are the onrampfor all information and records managementsystems. With the UK’s only Kofax Diamondpartnership and deep partnerships with allthe main scanner manufacturers we are wellplaced to advise on the quickest and simplestsolution for you.

Whether your records start as paper, digitaldocuments on a mobile, tablet or PC, Twofoldwill help you classify, extract key meta dataand feed your transactional and EDMSsystems. We support over 2,000 customersincluding over 90 of the FTSE 100 and 1 in 2public sector organisations.

www.twofold.co.uk01189 519800

For most organisations, managing theirgrowing body of both hard copy and digitalinformation is a constant challenge. AtWincanton Records Management we prideourselves on helping organisations managethis valuable asset. We do this by looking afteryour documents safely and securely,minimising the inventory, reducing costs andensuring you have them to hand when youwant them. The service is supported by ourcustom-designed premises, modern fleet andthe resources of Wincanton Plc.

But we like to offer more. Our people arededicated record management professionals.Who spend time getting to know you andyour business so we can meet your currentneeds and respond as they evolve.

www.wincantonrm.co.uk01708 527600

SPONSOR PROFILES

WISDOM FROMDAISY


Daisy’s market leading documentmanagement solution, Wisdom™ is well-recognised within the market, providingEDRMS since 1986 to over 50 organisations inthe UK, specialising in Local Government, NonGovernmental Agencies, and HousingAssociations.Benefits include increasedcompliance, improved customer service,increased employee productivity and mobileworking.

The company has recently become part of theDaisy Group, a £350m turnover business,delivering services to over 400 leading brandsand is recognised as one of the fastestgrowing technology businesses in the UK. Wewill shortly be announcing a number ofexciting partnerships taking Wisdom to thecommercial market.

www.wisdom.co.ukwww.daisygroupplc.com01661 529916


PROGRAMME

LUXURY OR NECESSITY?INFORMATION &RECORDS MANAGEMENTIN THE WORLD OFGOVERNANCE, RISK &COMPLIANCE

Stephen Bonner Partner

KPMG LLP

Cyber is the new buzzwordbut records is the importantand last word.

MONDAY 19TH MAY KEYNOTE 19.15 - 10.00MAIN CONFERENCE ROOM - OXFORD

Welcome · Nicholas Cooper IRMS Conference Chair · 9.00

10.00 - 10.45MAIN CONFERENCE ROOM - OXFORD

BREAKOUT A111.15 - 12.00GLOUCESTER ROOM

MANAGING INFORMATIONAND RECORDS AGAINST ABACKGROUND OFCHANGE: A DROPERSPECTIVE

Brendan SheehyDepartmental Records Officer

Department of Health

Brendan Sheehy will introduce an ongoing casestudy of the management of records within DHand reflect on a significant project to deal withthe legacy records following significant structuralchanges to the NHS.

There will be focus on central governmentinitiatives and how this has influenced theapproach taken to dealing with records andinformation within DH, and how we are meetingthe challenge of identifying and protectinginformation which contributes to the history of England.

He will reflect on the use of risk management andmodern records management practices to delivereffective services as a shared service, whilstreducing the total cost of records management tothe organisation. There will also be an outline ofwhat the future brings, and how DH hopes tolevel new technologies to reduce risks and drive efficiencies.

From a DH perspective, broadly ‘Here’s thechallenge’, with insight focusing upon:• Reflect on the scale and the challenges

faced by DH• How we are working to meet the challenge• What we have discovered so far and what

the future holds

DEFINING ANDIMPLEMENTING BUSINESSRULES FOR RECORDSRETENTION

Reynold LemingIRM Consultant

Informu Solutions Ltd

This is a practical ‘how to’ session aboutdefining and implementing a record retentionschedule. It is equally applicable for a private,public or voluntary organisation. It will coverprocesses, tools, roles and responsibilities in thefollowing areas:• The scope of record types to be covered by

retention policies• The approach to organising a retention

schedule - functional versus departmental• The principles behind defining retention rules

- statutory, evidential, fiscal, policy, heritage• Worked example for HR records• Implementing retention policies for paper

records - for both on-site and archive filing• Implementing retention policies for

electronic records - across network drives andusing EDRM systems

• Considerations for implementing policies forother record types - application data, weband social

• Disposal review process• Applying legal holds• Destruction methods for different types of

media

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POLITICIANS, PILFERING,AND PRIVATE EYE –INFORMATIONGOVERNANCE INWHITEHALL

David Smith Assistant Director Department for Communities and Local Government

Information Governance is a core component ofknowledge and information managementactivities across central Government, withrecords managers now required to have highlevel of understanding of how governanceimpacts on their activities. This session looks atsome of the major governance drivers withinWhitehall, and some examples of localinformation governance policies drawn up byCorporate Records Management Services whichare of wider application across a number ofsectors. From the definition of “deleted” to thechallenges of Bring Your Own Device, thissession seeks to show that information andrecords management is an absolute necessityfor any organisation seeking to keep itsinformation risk manageable. The alternatives ofuncontrolled information loss, financialpenalties and special measures are luxuriesnobody can afford.

CAN YOU DO RECORDSMANAGEMENT INGOOGLEDOCS?

Mark MerifieldThe Department for Energy and Climate Change

Everyone agrees on the importance ofinformation as a key business asset and yet we stillsee IRM playing second fiddle in ourorganisations; our senior officials nod but don'tlisten. We operate in a notoriously unsexy fieldthat can't compete with the draw of open databig business or expanding online markets. Ever-changing business concerns push theimportance of information flows without focusingon the management of the information itself, allthe while placing additional burdens on IRM staffto do 'more with less' (time, money or resources)and yet still to be innovative in an approach todelivering efficiencies and improving businesscapability. 'Open source' and 'cloud' sells, 'fileplans' and 'metadata' don't. And yet an accurateand understood evidence base is still the key totransparency, accountability and citizenparticipation. And yet many public sectororganisations are increasingly being lambasted fortheir inability to find or even keep decent records.

Placing IRM at the heart of the governance modelrequires that we strip away our focus on how wedo things and explain to the business what wedo. Doing this allows us to become more flexiblein our use of technology, more efficient in our useof resources, make much needed cost savings(and to be seen to be doing so), and to deliverinnovative ways to drive the information flowswithin our businesses. All you require is to askyourselves one simple question. Can you dorecords management in Googledocs?

MONDAY 19TH MAY BREAKOUT A211.15 - 12.00EDINBURGH ROOM

BREAKOUT A311.15 - 12.00BALMORAL ROOM


WHOSE RECORDS ARETHEY ANYWAY? HOWLEGISLATION ANDTECHNOLOGY AREREDEFINING OWNERSHIP(AND CREATING NEWOPPORTUNITIES FORRECORDS MANAGERS)

Paul GibbonsInformation Rights ConsultantFOI Man

Michael Gove, the Education Secretary, found outthe hard way that the physical location of recordshas very little to do with whether they are held bya public authority under the Freedom ofInformation Act (FOI). And it isn't just FOI that iscausing us to re-evaluate how we defineownership of information in the 21st century.

Paul will look at the technological - such as theCloud and social media - and legal changes(including FOI) that are affecting organisationsand the challenges that they pose. Then he willargue that records managers are uniquely placedto meet them.

THE FUTURE OF DATAPROTECTION - THEOVERHAUL OF THE EUDATA PROTECTION REGIME

Sally AnnereauData Protection AnalystTaylor Wessing LLP

A package of draft measures aimed atfundamentally overhauling and harmonising theEU’s data protection regime has be exercising theminds of legislators, politicians, businesses and EUcivil servants since the proposals were firstpublished by the European Commission inJanuary 2012. When finalised, the new EU dataprotection framework will introduce enhancedrights for individuals, greater focus ondocumenting internal compliance and toughpenalties for breaches of the law.

In this session Sally will look at the objectives andcore concepts of the proposed law, the impact ofthe proposals on processes for recordingcompliance controls and the timeline for finallegislation.

BREAKOUT A411.15 - 12.00BUCKINGHAM ROOM

BREAKOUT A511.15 - 12.00MAIN CONFERENCE ROOM - OXFORD

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COMPLIANCE ANDGOVERNANCE FORCONTROL FREAKS -WITHOUT BREAKING THEBANK

Simon EllisManaging Director Box-it

Alan ShipmanDirector Group 5 Training Ltd

Simon and Alan will take you through themysteries of compliance and governance. Is itpossible to demonstrate compliance with noresource and no budget? As an Information andRecords Manager, what do I have to do toidentify and complete the governance tasksallocated to me by my organisation. How do Idemonstrate maturity in IRM compliance?

Alan will unravel many of the mysteries ofcompliance in relation to Information andRecords Management, Information SecurityManagement, Information Risk Managementand Personal Information ProcessingManagement, so come with your pencils to takecopious notes!

Simon will talk about the new Box-it App thatprovides a cost effective, efficient and robustcataloguing of records with simple validationthat ensures integrity and a tool to apply criteriaand rules for retention management.

I THOUGHT YOU DID OUR INFORMATIONGOVERNANCE?

Chris Tinsley & Lindsay BlamiresNHS Central Southern Commissioning Support Unit

Primary healthcare is a world of diminishingbudgets and increasing responsibilities. It is aworld of sharing and openness and of privacy andopt-outs.

The Central Southern Commissioning SupportUnit came in to being on 1 April 2013 as part ofGovernment reforms and works and supports thecommissioning part of the old Primary Care Trustswith the Clinical Commissioning Groups playingthe rest of the role. The CCG’s and otherscommission services from the CSU’s or any otherprovider they wish.

One of the services that Central Southernprovides is Information Governance to the 500 GPpractices in its area. Each GP practice is anindependent business running within thestrict(ish) health service rules regulations andguidelines.

MONDAY 19TH MAY BREAKOUT B112.30 - 13.15BUCKINGHAM ROOM

BREAKOUT B212.30 - 13.15MAIN CONFERENCE ROOM - OXFORD


HOW CAN EDISCOVERYAND INFORMATIONGOVERNANCE WORKTOGETHER?

Christopher WilcockSenior AssociatePwC

Your organisation faces a growing number ofinformation requests from compliance tolitigation and regulatory enquiries. How wouldyou begin to find the information you need?

We start by exploring the use of electronicdiscovery (eDiscovery) on disputes andinvestigations and how this has developed withchanges in the law. Efficient eDiscovery relies asmuch on knowledge of the information as theinformation itself. We will demonstrate throughreal life examples how implementing aninformation governance framework can makeyou more prepared in the face of informationrequests and ultimately reduce your eDiscoverycosts.

FREEDOM OFINFORMATION UPDATE

Ibrahim HasanSolicitor & DirectorAct Now Training

This is an update on the latest developmentsunder the Freedom of Information Act 2000 (FOI).Every month there are around thirty decisions ofthe Information Commissioner and five from theFirst Tier Tribunal (Information Rights). It isessential that all FOI practitioners and adviserskeep up to date with these and otherdevelopments.

Ibrahim Hasan will examine case law from the lasttwelve months on issues such as vexatiousrequests, time limits, fees and exemptions. He willextract key learning points to which will enabledelegates to do their job better.

FOI (through an amendment made by theProtection of Freedoms Act 2012) now alsorequires datasets to be disclosed in electronicformats capable of re use. In additional re use ofthe same has to be allowed under the terms of aspecified licence. There are also new obligationsto publish more datasets.

Ibrahim will examine recent publications andappeal decisions to provide more details aboutthe new provisions and how public authoritiesshould implement them.

BREAKOUT B312.30 - 13.15EDINBURGH ROOM

BREAKOUT B412.30 - 13.15GLOUCESTER ROOM

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'STRICTLY CONFIDENTIAL -DANCE TO A NEW BEAT' -A NECESSITY NOT ALUXURY!!

Denise LyndGeneral Manager Health & Social Care RecordsBelfast Health & Social Care Trust

In 2012 the Belfast Health & Social Care Trustwas fined £225,000 by the InformationCommissioner when records were discovered ina disused building belonging to the Trust.

This interactive workshop will allow theparticipants to hear from Denise and othersfrom the Trusts Information Governance Teamon how they recovered and used the incidentto drive significant change and improvement indata protection in the Trust.

The Belfast Trust was created in 2007 followingthe merger of 6 Health & Care Trusts acrossBelfast. The Trust is responsible for Health &Social Care across the City and Comprises offour acute hospitals, 3 non-acute hospitals and alarge community area of 340,000 citizens. Itemployees 25,000 staff.

We would hope to provide practical andinnovative examples of how we went about thisgiven the challenges relating to DataProtection/Records Management and the sizeand complexity of our organisation.

KEY TRENDS IN RECORDSMANAGEMENT: RESULTS OFTHE 2014 JOINT SURVEYWITH FORRESTERRESEARCH AND IRMS

Cheryl McKinnonPrincipal AnalystForrester Research

This session will reveal thefindings of the joint researchconducted by ForresterResearch and the IRMS. Attend

this session to understand some of the key trendsand challenges facing records and informationmanagement professionals in 2014. We’ll provideinsights into the top issues specific to the UKmarket, as well as some comparison to peers inglobal markets.

MONDAY 19TH MAY BREAKOUT B512.30 - 13.15BALMORAL ROOM

KEYNOTE 214.00 - 14.45MAIN CONFERENCE ROOM - OXFORD


RISE OF THE MACHINE(THEORY): CONVERTINGINFORMATIONGOVERNANCE INTOUSEFUL WORK

Tim CallisterSenior AssociatePwC

Organisations often define their strategy forinformation governance in terms of whatactions are to be taken and what tools /services should be procured and deployed tomake it happen.

This presentation provides looks at informationgovernance as a way of providing a measurableframework for an organisations informationmanagement infrastructure to determine:• The relative motion between all parts of the

infrastructure• Any risks that may force parts of it to

breakdown• How much effort may be required to start it

up and maintain its momentum?

Tim will then provide a conclusion of whathappens if information governance does notprovide such a framework and the potentialrisks to the organisation and its information.

WHY ARE EDRMS PROJECTSOFTEN SEEN AS EXPENSIVEFAILURES?

Patricia StabbinsDirectorRecords Solutions

Numerous EDRMS projects start out full of hope,enthusiasm and energy. A few months in, themood changes and it becomes more and moredifficult to focus on the positives and be sure thatthe promised deliverables will in fact be achieved.

Through this presentation I will present some ofmy observations and reasons for this change inattitude and failure to fulfil expectations.

This session will focus on the following:• The importance of the Request for Proposal

(RFP) or Tender Document• Disregarding basic records management

principles is a dangerous approach• A clearly defined and delivered Change

Management Strategy is essential• The composition and management of the

Project Team• The importance of having a good

understanding of the selected software• Commonly understood and accepted success

criteria are essential

BREAKOUT C115.15 - 16.00MAIN CONFERENCE ROOM - OXFORD

BREAKOUT C215.15 - 16.00GLOUCESTER ROOM

47

MYTHICALLY SHROUDEDAND CAUGHT AT THEBOUNDARY: EXPLORINGTHE RELEVANCE OFRECORD KEEPING THEORYFOR PRACTITIONERS

Alan BellProgramme Leader, Records ManagementUniversity of Dundee

When was the last time you read anyrecordkeeping theory? Not best practice,legislation, guidance or standards, but theory.The difficult/dull stuff. When you qualified?When you saw an oblique reference tosomething on one of the lists or on twitter?When you undertook a CPD course? This paperwill explore the enduring relevance ofrecordkeeping theory to records managers andinvestigate its practical relevance in respect ofprofessional understanding and engagement.Drawing on his chapter in Brown’s Archives andRecordkeeping: Theory into practice (Facet,2013), Alan will examine whether recordkeepingtheory remains fit for purpose when faced withthe onslaught of technological change andwhether our notions of ‘the record’ and recordsmanagement can, or should, endure.

The session will challenge attendees to engagewith the issues raised and their own ideas onthe relevance of theory in an extendeddiscussion period. Colleagues will be given theopportunity to explore further the issues raisedin the context of their own organisation, that ofthe group and in that provided by the othersessions at the conference.

PUBLIC RECORDS(SCOTLAND ACT) 2011: THESTORY SO FAR

Heather JackDirectorHJBS Ltd

The first new public records legislation in Scotlandfor over 70 years came into force on January 1st,2013. The Public Records (Scotland) Act 2011(PRSA) places an obligation on named Scottishpublic authorities to prepare and implement arecords management plan (RMP) which sets outproper arrangements for the management oftheir public records. In this session Heather Jackshares her own opinions, experience andobservations on the PRSA so far:• The Background to the Act – a very compelling

human story• The passing of the Act – pragmatic, “light touch”,

stakeholder reactions• Statutory obligations and compliance• Supporting implementation – focus group, re-

use of existing resources, roadshows• SWOT analysis of the Act • Impact of the Act – tick box exercise or a force

for positive change?

MONDAY 19TH MAY BREAKOUT C315.15 - 16.00EDINBURGH ROOM

BREAKOUT C415.15 - 16.00BALMORAL ROOM


BREAKOUT C515.15 - 16.00BUCKINGHAM ROOM

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SILENT RUNNINGS, SILENTFUTURES: WHY RECORDSMANAGERS NEED TOENGAGE WITH DIGITALPRESERVATION AND VICEVERSA

William KilbrideExecutive DirectorDigital Preservation Coalition

In the cult 1970’s movie, Silent Running, a spaceshipcarries the last vestiges of Earth’s biodiversity intoorbit. Orders to destroy this precious cargo causeone of the crew to rebel. He kills his crewmates,taking the ship into deep space. But the newcourse lacks sunlight. The situation is rectified whenthe last dome is set on a new orbit. In the finalscene, a well-lit forest greenhouse is tenderly caredfor by the last remaining robot, destined to tendthe forest for all time.

It’s a thought-provoking allegory for digitalpreservation. We use environmental metaphors forthe interdependences within which digitalcollections abide, while well-intentioned actionscan inadvertently making them unsustainable.Perceptions about the value of the cargo vary andinstructions to destroy the cargo may be handeddown without evident consideration for its content.The task appears so large that it is only practicalwith automated tools, insulated from short-terminterference.

This presentation will consider digital preservationfrom a records management perspective. Digitalpreservation necessitates early intervention indigital lifecycles. So, without an active dialoguewith records managers, there is a risk that digitalpreservation, and our digital memory, will float offinto deep space.

Tuesday 20th May Programme overleaf >>

INFORMATIONMANAGEMENT STRATEGY- AN APPROACH WITHRESULTS

Bernadette ResnikDirector, Records and

Information ManagementEnbridge Inc.

Large organisations facechallenges in identifying anddefining requirements for

the successful implementation of informationmanagement strategies. From understandingthe business problems/risks, and gainingexecutive support/sponsorship/funding, toelaborating, staffing and implementing, it canbe a complex journey. In this presentation,Enbridge Inc., a large and federatedorganisation, will share key elements of theirstrategy with a focus on governance, changemanagement and their successfulimplementation of an enterprise wide EmailManagement System.

ARE YOUR INFORMATIONAND RECORDS PREPAREDFOR A DISASTER?

Alison NorthManaging ConsultantAN Information

Paul DullerConsultancy Director (Information Management)Tribal

Every organisation needs to know that itsinformation and records are "traceable, verifiableand complete". Using a case study this paperhighlights the key issues and lessons to be learntfrom a major disaster; explains why poorinformation and records management cancontribute to the loss of life; demonstrates howthis can be avoided; and what part informationprofessionals should play in the future to assistorganisations to improve governance of theirinformation.

The challenge we now face is to makeinformation and records management routine,embed information governance principles andpractices into everyone’s day-to-day activities andaddress the legacy document managementproblems in our own organisations before theybecome of interest to the regulator too.

TUESDAY 20TH MAY WELCOME & KEYNOTE 39.00 - 9.45MAIN CONFERENCE ROOM - OXFORD

9.45 - 10.30MAIN CONFERENCE ROOM - OXFORD


MOVING RM FORWARD:EVOLUTION ORREVOLUTION?

John PomeroyRVP Sales, North EuropeAlfresco

The ways in which organisations useinformation change and expand almost daily.At the same time, compliance becomes anever-bigger issue across an ever-increasing areaof business processes. Helping staff keep pacewith these ever-increasing requirements is aserious challenge in an environment where, ifdoing the right thing is not simple and speedy,staff will like as not simply not do it at all.

This session looks at whether evolving theprocesses that we give to staff is enough andasks whether we should instead be removingthe ‘burden’ of RM from staff altogether andforging new partnerships to put in placesystems that will themselves deliver RM andInformation compliance independently of theuser.

ACHIEVING KNOWLEDGEEXCELLENCE THROUGHIMPROVED USEREXPERIENCE ANDINFORMATIONGOVERNANCE INSHAREPOINT

Simon ColeCTOAutomated Intelligence

Discover how applying Governance, Risk andCompliance rules without reliance on the usercan not only drive good records management butachieve knowledge excellence. Learn from real-life success stories on how organisations are usingSharepoint 2013 to accomplish knowledgeexcellence.

Simon will provide insight on how hiddenknowledge within organisations can impact bothinformation governance strategies and userexperience. He will share his experiences inimplementing successful information governancestrategies using SharePoint. These strategies havehelped organisations to reduce costs, increasetransparency and overall better govern theirinformation.

Delegates will learn how to automatically makesure the right control and policy is in place. Inaddition, find out how to incorporate legacyknowledge assets and understand howinformation can be exposed and exploitedthrough seamless Microsoft user tools, improvinguser experience.

BREAKOUT D110.45 - 11.30BALMORAL ROOM

BREAKOUT D210.45 - 11.30EDINBURGH ROOM

51

LIFE SUPPORT FORINFORMATION MANAGERS

Ben Mourra Creative Director Oyster IMS

Dominic JohnstoneEnterprise Sales ManagerOyster IMS

Information Management professionals knowwhat makes a solution successful: staffengagement, comprehensive buy-in across theorganisation, thorough preparation beforedeployment, effective training and access toexpert support after go-live.

This sounds like a lot of work, but neglecting thesesteps can result in ineffective informationmanagement, leading to wasted expense, losttime, increased risk, loss of confidence and lostopportunities. It can also lead to project failure.

Alongside a great technical plan and well-selectedsoftware, Communications, Training and Supportare critical success factors in effective InformationManagement Regimes. Oyster IMS helpsorganisations around the world to design andoperate Information and Records ManagementSystems, so we understand the pivotal importanceof Preparation, Training and ongoing Support.

That’s why we use TRACTION, a unique videobased solution, which fulfils these requirements.

Come and see how TRACTION can help youensure your IM project is a success.

TUESDAY 20TH MAY BREAKOUT D310.45 - 11.30MAIN CONFERENCE ROOM - OXFORD


LESS PAPER FOR MOREPRODUCTIVITY; LEARNHOW LBTH SUCCESSFULLYDIGITISE

Dennis O’BrienManagement SystemsLondon Borough of Tower Hamlets

Challenged by a need to save money, improveperformance and work with less space for storage,Tower Hamlets Council set out on document anddata back capture projects for its Land Charge,Planning Register and Building Control functions.In doing so, this opened the way for the use ofpaperless workflow systems and more recently, awider adoption of agile, smarter workingstrategies.

BREAKOUT D410.45 - 11.30GLOUCESTER ROOM

INFORMATIONGOVERNANCE MADESIMPLE? RSD SHOW WHYCOMPLEX DOESN’T MEANCOMPLICATED!

Tim SnellInformation Governance Solution SpecialistRSD

All organisations have policies and guidelinesthey must follow, whether dictated internallyfrom the business or externally via regulationsand laws. Corporate information (records andnon-records) must be governed in accordancewith these policies, but often companiesstruggle with defining appropriate policies andsetting up processes to ensure enforcement.While the risk of noncompliance is extreme, thevast amount of rules and regulations isintimidating; organisations thereforeconsistently find themselves lost in a sea ofregulations.

This only becomes more complex when acorporation operates in multiple jurisdictionsor when separate business units maintainunique processes. And it comes across keyfunctions in a company from Legal, RecordsManagers, IT Managers and the relevantBusiness Line managers involved in suchproject.

RSD has developed an unique platform thathelps organisations to set their InformationGovernance environment in 10 Minutes thatallowed all stakeholders to have a concretevisibility on policies, information classification &protection, lifecycle management, and benefitsthrough dashboards.

THE TRANSITION TO ANEW RECORDSMANAGEMENT PARADIGM

James LappinRecords Management Consultant and TrainerThinking Records

A new generation of recordsmanagement/information governance tools hashit the market over the past three years, asfeatures from the eDiscovery and enterprisesearch space (analytics dashboards, indexingengines, metadata enhancement and auto-classification) are combined with the moretraditional records management features of arepository and of a records classification andretention rule holder.

The idea driving this new generation of tools isthe aim of taking the burden of recordsmanagement off the shoulders of end-users.

The tools aim to provide a central recordsmanager with the capability to understand,analyse, clean-up, protect and apply rules tocontent held in whatever applications theorganisation is deploying.

This talk compares these new informationgovernance tools with the previous generation ofelectronic document and records managementsystems, and looks at typical implementationscenarios.

The talk asks whether or not the new tools andthe beliefs underpinning them constitute a newrecords management paradigm. It also discussesthe strengths and weaknesses of the tools andapproaches.

BREAKOUT D510.45 - 11.30BUCKINGHAM ROOM

BREAKOUT E112.00 - 12.45EDINBURGH ROOM

53

THE CHANGING ROLE OFTHE DIGITAL ARCHIVIST ININTERNATIONAL JUSTICE

Dr Jones LukoseHead, Records Management and ArchivesInternational Criminal Court

The human existence has continuously soughtto find information and preserve it for posterity.Information preservation is therefore one of themost important tasks of communities andorganisations. The act of preservation ofelements of human existence does not onlyfeed to aesthetic functions but also to afulfilment of accountability needs of the society.In this digital culture of ‘data everywhere’ thedemand for accountability is high necessitatinga redefinition of information managementpractices. Information is now more correlatedthan ever and found in large quantities knownas ‘big data’; it is pervasive, difficult to capture,store or analyse. In this paper, the InternationalCriminal Court (ICC), a judicial organisation thathas the preservation of its information as acritical aspect of its judicial obligation isdiscussed. Born in the digital age the Court hasadopted an eCourt strategy covering all aspectsof its operations. And to solve the accountabilitychallenge its records and archives functions areredefined towards information orchestrationand less towards traditional preservation.

INTEGRATING DIGITALPRESERVATION IN YOURRECORDS MANAGEMENTSTRATEGY

Pauline SinclairDigital Archiving ConsultantTessella

Digital records can have a retention lifetime ofmany years. Such records might need to bemaintained within a records management systemor transferred to a separate safe system for long-term preservation. Both of these possibilitiesdemonstrate that long-term Digital Preservationneeds to be part of your Records Managementstrategy. In this talk we explore how the twocomplement each other and where theboundaries lie.

Digital Preservation is an emerging discipline thatminimises the threat of data loss. This threatcomes in many forms. The most obvious is digitalmedia failure, ether by obsolescence, damage orloss. On top of this there is the threat of not beingable to find or categorise your content. Lastly, andhardest to anticipate, there is the threat of fileformat obsolesce: having a perfectly preserved filethat no software or system can actually turn intousable information. All of these threats increasewith time - can you be sure you will be able toread that DVD or Excel file in 30 years’ time?

TUESDAY 20TH MAY BREAKOUT E212.00 - 12.45GLOUCESTER ROOM

BREAKOUT E312.00 - 12.45BUCKINGHAM ROOM


WHEN A SPADE ISN’T ASPADE AT ALL...

Claire TunstallRecords ManagementUnilever Plc

Join me to learn about Unilever’s experience oftrying to auto classify the Unilever world.Unilever is one of the world’s leading FMCGcompanies with over 173,000 employeesglobally. Our products are sold in 190 countriesand used by 2 billion consumers every day.Behind this is a vast array of companies,departments and teams who are producing100,000’s of records every day that need to bemanaged. Following a substantial EuropeanCompetition Commission fine for failure toproduce key documents, Unilever knew it hadto manage its data considerably better. As partof a global IT project, the UK RecordsManagement team have been working on howwe can classify Unilever’s vast dataautomatically. We have faced many challengeson the auto classification road – formats,languages and standards to name just a few.

YOU CAN'T DO DPWITHOUT RM

Tim TurnerTrainer2040 Training

Especially since the introduction of FOI included arecords management code of practice, if peoplethink of RM at all, they think of it as an offshoot ofFOI. Sound records management is helpful whentrying to locate information for an FOI. However, itis impossible to comply with Data Protectionwithout a functioning records managementsystem - an organisation that fails to comply withthe FOI Code is in substantial breach of DataProtection, and increasing its risks of being fined.This session explains how.

BREAKOUT E412.00 - 12.45BALMORAL ROOM

BREAKOUT E512.00 - 12.45MAIN CONFERENCE ROOM - OXFORD

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AUTOMATING RECORDKEEPING – WHAT’SHOLDING US BACK?

Conni ChristensenFounding PartnerThe Synercon Group

We live in a world of technology where processautomation is the norm. So why in 2014, isrecords management still a labour intensiveprocess? What’s preventing us from fullyautomating record keeping practices?

Are our record keeping instruments (metadata,classification and disposition) in a fit state forautomation? Our retention schedules are stillwritten as narratives for humans to read. Whatmust we do to make our retention schedulesmachine readable?

Do we have the right skills to enableautomation. Digital recordkeeping requires amultidisciplinary approach embracingtaxonomies, data and metadata design,business analysis, and information architecture.We need a redesign of recordkeeping education– less about filing and much, much more abouttechnology.

Most importantly, we need to determine if theindustry is resisting automation. After all,automation will change the discipline andpractice of recordkeeping as we know it.

LUXURY TO NECESSITY –TRANSFORMING DATAGOVERNANCE PROGRAMSTO FILL THE INFORMATIONGOVERNANCE NECESSITY

Tim Callister & Emily ThompsonSenior AssociatesPwC

Global organisations have invested in DataGovernance programs focused on improving themanagement of structured information. Theseprograms have an opportunity to be transformedinto more encompassing Information Governanceinitiatives suited to meet the emerging andintersecting needs of Records Management,Information Security, Privacy, and eDiscovery.

This interactive presentation will discuss:• Key aspects of information governance

programs relative to their data governanceprogram counterparts

• Key benefits of information governanceprograms relative to their data governancecounterparts and how these drivers can be usedto elevate the profile of the existing initiatives

• Information governance trends and how datagovernance capabilities/skillsets can beleveraged to meet these emerging needs

• Practical approaches and considerations fromprevious experiences from Data Governanceprogram transformations

TUESDAY 20TH MAY BREAKOUT F113.30 - 14.15BALMORAL ROOM

BREAKOUT F213.30 - 14.15BUCKINGHAM ROOM


SHAREPOINTCONFESSIONS: THE GOOD, THE BAD AND THEWORKFLOW OFSHAREPOINTIMPLEMENTATION

Three 15 minute SharePoint focussed sessions

• SharePoint - the opportunities for informationmanagement Richard Jeffrey Cook, Head of Information and RecordsManagement, In-Form Consult Ltd

• Is ‘good enough’ good enough? ImplementingSharePoint records management in financiallyconstrained times Marc Stephenson, Technical Director andSenior Consultant, Metataxis

• Seducing the organisation... The confessionsof a SharePoint TartMichele Noad, Business Analyst - Programme Office, Wiltshire Council

COMPLIANCE STRATEGIESTO MINIMIZE REGULATORYAND CIVIL LIABILITY

Robert JohnsonChief Executive OfficerNational Association for Information Destruction Inc.

Information management policies, employeetraining and vendor selection often overlookelements that improve governance, compliance,utility and security, with the added benefit ofbetter protecting the organisation in the eventthe worst happens.

In this session, the founder and CEO of theinternational watchdog organization for thesecure data destruction will provide specific toolfor minimising the likelihood of a data securityevent as well as tools for demonstrating theorganisation has exercised the due diligenceregulators will find reasonable when assessculpability and consequences.

BREAKOUT F313.30 - 14.15MAIN CONFERENCE ROOM - OXFORD

BREAKOUT G114.45 - 15.30BALMORAL ROOM

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THE SKILLS DEFICIT: IS IT REAL?

Andrea SimmonsChief Risk OfficerHP Enterprise Security Services

Andrea will present the "security" side of thehouse in terms of the current marketing,recruitment and government rhetoric aroundthe "skills crisis". Andrea’s position is founded inPhD research that has been carried out over anumber of years. Evidence exists that the bodyof knowledge in Information Security isimmense. However, what it means to people,the understanding of terminology and how the“skills crisis” is or is not impacted/impacting usall is conflated due to the lack of understandingof said terminology and its flagrant misuse.Andrea will be emphasising that what we, as anindustry, have is a very well informed, well-populated profession that needs to be listenedto. There are many good resources and outletsthrough which people can be kept up to dateand educated. However, breezing into theindustry without an appreciation for thelongevity of the depth and breadth ofunderstanding required leads tomisrepresentations and misalignment – andultimately risk in many realms. This is onlysuccessful if appreciated in the context ofInformation Governance and the ability toprovide leadership with the details they need toprotect the information assets they are chargedwith safeguarding.


Three 15 minute SharePointfocussed sessions

• Cluedo™: the Game of a SharePoint Rollout Ruth Eastham, Project Manager, Webtech

• SharePoint Challenges and Solutions WhenUsed as a DMSRandy Perkins-Smart, Director, Perkins-Smart Consulting Ltd

• Has SharePoint Helped or Hindered RecordsManagement?James Lappin, Records Management Consultant and Trainer, Thinking Records

TUESDAY 20TH MAY BREAKOUT G214.45 - 15.30BUCKINGHAM ROOM

BREAKOUT G314.45 - 15.30MAIN CONFERENCE ROOM - OXFORD



• CHAIR: Meic Pierce-Owen, Chair Designate, IRMS

• Richard Jeffrey Cook, Head of Information and RecordsManagement, In-Form Consult Ltd

• Marc Stephenson, Technical Director andSenior Consultant, Metataxis

• Ruth Eastham, Project Manager, Webtech

• James Lappin, Records ManagementConsultant and Trainer, Thinking Records

• Randy Perkins-Smart, Director,Perkins-Smart Consulting Ltd

Closing Comments by IRMS Chair followedby Official Close at 16.30

CLOSING PANEL DISCUSSION15.45 - 16.15MAIN CONFERENCE ROOM - OXFORD

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