Due to the complexity of information in its various forms, your local government offices and state agencies may need to create a records management data map, showing the location of the records within your organization. This is an important project because it allows everyone to see what records they have and where they are located. The purpose of this presentation is to show a real-world example of how data mapping enhances the ability to manage your records effectively.
According to Dennis Kiker, Director of KPMG LLP, the benefits of data mapping in records management include:
- Records Information Management (RIM) – Policy; Records Retention; Standards
- Legal – eDiscovery; Legal Holds; Consistency
- Privacy – Confidential Information; Risk; PCI; PII
- Compliance – Regulatory; Industry Specific; Audits
- IT Security – Cybersecurity; Access Controls; Breach Detection
In addition to the benefits Mr. Kiker provided, data mapping improves communication and data sharing within a local government office/state agency and promotes greater efficiency within your business operations.
At this point, the presentation transitions to the planning and execution of the data mapping project, conducted by KPMG. When KPMG began planning the data mapping project within this organization, Mr. Kiker stated that four things needed to take place in order to be successful.
First, KPMG developed a RIM program roadmap. The purpose of the roadmap was to:
- Define the RIM Program Objectives
- Tie RIM Program success to understanding where records reside
- Demonstrate how data map supports RIM Program Objectives
Second, KPMG approached the executives and shareholders to receive buy-in for the project. In doing so, the KPMG team demonstrated the value in doing a data mapping project. This is a crucial step because you want to make sure that all stakeholders provide the necessary resources needed for the project as well as champion the project.
Third, KPMG identified a RIM Committee to support the project. To note, the RIM Committee must consist of one or more members per department. In addition, you must designate a records liaison for the duration of the lifecycle and beyond. The reason why is to assist the next team on future data mapping projects within the organization. Lastly, KPMG educated the RIM Committee members on:
- What RIM is
- RIM Program Charter
- RIM Program Roadmap
Fourth, during the execution phase of the project, the following tasks needed to be completed:
- Define the data elements needed in the data map
- Develop questionnaires to capture data elements
- Administer questionnaire to pilot group
- Refine questionnaires
- Administer questionnaire to business users
- Transformed the data from questionnaire
- Validate/Cleanse the data
- Compile data and populate database
- Finalize data map application
In summary, MR. Kiker pointed out the following lessons learned from the project:
- Define scope of tool up front – be stingy with data elements
- Choose data collection tool carefully – understand its capabilities and limitations
- Consider phased implementation to reduce scope
- Plan for IT support and maintenance of data map
Data mapping is crucial in managing your records effectively. Before taking on this project, apply the lessons learned from KPMG case study so you do not encounter the same issues that slowed them down.