Flipping the Script on Content Retention #content-management


Elizabeth Winter
 

Hi, KM Colleagues—

 

I’m interested in your current thinking and practices around content retention in today’s business environment.

 

For context: My background prior to pivoting to corporate KM was academic librarianship, and in the last ~15 years I’ve witnessed the shift of the primary problem we face going from information scarcity (why we started libraries in the first place) to its opposite—information overload. You’re all well aware of the phenomenon.


That said, I’m looking to flip the script on content retention from “We’d better keep this just in case” to “Justify why we need to keep this.” The content in mind is market-facing—not contracts, financials, etc., and this is mainly about what to archive.

 

Question: Have any of you done this? If so, are you willing to share your retention philosophies/criteria? Usage metrics come to mind as a powerful one, for example.

 

Many thanks!

Lizzi

 

LIZZI WINTER
Knowledge Management Program Manager


3333 Piedmont Road, NE | Suite 1000 | Atlanta, GA 30305
O: +1.404.975.6298
www.northhighland.com | Connect With Us

 




This message may contain confidential information, legally privileged information or other information subject to legal restrictions. If you are not a designated recipient of this message, or an agent responsible for delivering it to a designated recipient, please do not read, copy, use or disclose this message or its attachments, and notify the sender by replying to this message and delete or destroy all copies of this message and attachments. Visiting North Highland? We look forward to welcoming you to North Highland. As our guest, your health and safety are top priorities. To mitigate the risks of transmission of COVID-19, please know that North Highland is committed to maintaining compliant safety and health protocols across our locations. Effective November 1, all fully-vaccinated visitors are broadly welcome to access our locations but are still expected to adhere to any current and applicable health and safety protocols at the time of their visit, including recommended hygiene practices. Because vaccination is the most powerful and effective mitigation against COVID-19 we are only accepting fully vaccinated visitors to our offices at this time. Visitors accessing our facilities are expected to voluntarily align with these policies and procedures and such access shall indicate agreement to follow North Highland’s relevant protocols. As such, North Highland does not require proof of vaccination from guests but does reserve the right to revoke the access of any non-compliant visitor. All North Highland health and safety protocols are administered in accordance with applicable law. Should you have any questions and/or require any accommodation with respect to such requirements, please contact our VP of Human Resources Jennifer Mancuso before your arrival at jennifer.mancuso@.... Finally, prior to arrival, we also ask that all visitors self-assess for any potential COVID symptoms. If you are experiencing any cold or flu-like symptoms, we ask that you please arrange to reschedule your visit for a later date. Thank you for your cooperation in helping us maintain a safe and healthy environment.


 

Maybe also…”Who also might find value in its use?”

 

Bill

 

From: main@SIKM.groups.io <main@SIKM.groups.io> On Behalf Of Elizabeth Winter via groups.io
Sent: Tuesday, March 22, 2022 19:03
To: main@SIKM.groups.io
Subject: [SIKM] Flipping the Script on Content Retention

 

Hi, KM Colleagues—

 

I’m interested in your current thinking and practices around content retention in today’s business environment.

 

For context: My background prior to pivoting to corporate KM was academic librarianship, and in the last ~15 years I’ve witnessed the shift of the primary problem we face going from information scarcity (why we started libraries in the first place) to its opposite—information overload. You’re all well aware of the phenomenon.


That said, I’m looking to flip the script on content retention from “We’d better keep this just in case” to “Justify why we need to keep this.” The content in mind is market-facing—not contracts, financials, etc., and this is mainly about what to archive.

 

Question: Have any of you done this? If so, are you willing to share your retention philosophies/criteria? Usage metrics come to mind as a powerful one, for example.

 

Many thanks!

Lizzi

 

LIZZI WINTER
Knowledge Management Program Manager


3333 Piedmont Road, NE | Suite 1000 | Atlanta, GA 30305
O: +1.404.975.6298
www.northhighland.com | Connect With Us

 

 



This message may contain confidential information, legally privileged information or other information subject to legal restrictions. If you are not a designated recipient of this message, or an agent responsible for delivering it to a designated recipient, please do not read, copy, use or disclose this message or its attachments, and notify the sender by replying to this message and delete or destroy all copies of this message and attachments. Visiting North Highland? We look forward to welcoming you to North Highland. As our guest, your health and safety are top priorities. To mitigate the risks of transmission of COVID-19, please know that North Highland is committed to maintaining compliant safety and health protocols across our locations. Effective November 1, all fully-vaccinated visitors are broadly welcome to access our locations but are still expected to adhere to any current and applicable health and safety protocols at the time of their visit, including recommended hygiene practices. Because vaccination is the most powerful and effective mitigation against COVID-19 we are only accepting fully vaccinated visitors to our offices at this time. Visitors accessing our facilities are expected to voluntarily align with these policies and procedures and such access shall indicate agreement to follow North Highland’s relevant protocols. As such, North Highland does not require proof of vaccination from guests but does reserve the right to revoke the access of any non-compliant visitor. All North Highland health and safety protocols are administered in accordance with applicable law. Should you have any questions and/or require any accommodation with respect to such requirements, please contact our VP of Human Resources Jennifer Mancuso before your arrival at jennifer.mancuso@.... Finally, prior to arrival, we also ask that all visitors self-assess for any potential COVID symptoms. If you are experiencing any cold or flu-like symptoms, we ask that you please arrange to reschedule your visit for a later date. Thank you for your cooperation in helping us maintain a safe and healthy environment.


Robert L. Bogue
 

Lizzi –

 

You’re working against human psychology here.  We have loss aversion and thus losses are felt more strongly.  I’ve attached a document we did with ShareGate that describes the logical decision – but it’s not every effective.  It’s simply hard to get people to let go of things.  (Thinking, Fast and Slow speaks of loss aversion and Bridges’ Transitions model speaks of the loss of intangibles like nostalgia.)

 

The place where I’ve been able to get people to talk about getting rid of records is in the case of PII.  Because there’s a real exposure risk we can use that to counter balance the tendency to want to hold the documents.

 

Rob

 

-------------------

Robert L. Bogue

O: (317) 844-5310  M: (317) 506-4977 Blog: http://www.thorprojects.com/blog

Want to be confident about your change management efforts?  https://ConfidentChangeManagement.com

Are you burned out?  https://ExtinguishBurnout.com can help you get out of it (for free)

 

From: main@SIKM.groups.io <main@SIKM.groups.io> On Behalf Of Elizabeth Winter via groups.io
Sent: Tuesday, March 22, 2022 10:03 PM
To: main@SIKM.groups.io
Subject: [SIKM] Flipping the Script on Content Retention

 

Hi, KM Colleagues—

 

I’m interested in your current thinking and practices around content retention in today’s business environment.

 

For context: My background prior to pivoting to corporate KM was academic librarianship, and in the last ~15 years I’ve witnessed the shift of the primary problem we face going from information scarcity (why we started libraries in the first place) to its opposite—information overload. You’re all well aware of the phenomenon.


That said, I’m looking to flip the script on content retention from “We’d better keep this just in case” to “Justify why we need to keep this.” The content in mind is market-facing—not contracts, financials, etc., and this is mainly about what to archive.

 

Question: Have any of you done this? If so, are you willing to share your retention philosophies/criteria? Usage metrics come to mind as a powerful one, for example.

 

Many thanks!

Lizzi

 

LIZZI WINTER
Knowledge Management Program Manager


3333 Piedmont Road, NE | Suite 1000 | Atlanta, GA 30305
O: +1.404.975.6298
www.northhighland.com | Connect With Us

 

 



This message may contain confidential information, legally privileged information or other information subject to legal restrictions. If you are not a designated recipient of this message, or an agent responsible for delivering it to a designated recipient, please do not read, copy, use or disclose this message or its attachments, and notify the sender by replying to this message and delete or destroy all copies of this message and attachments. Visiting North Highland? We look forward to welcoming you to North Highland. As our guest, your health and safety are top priorities. To mitigate the risks of transmission of COVID-19, please know that North Highland is committed to maintaining compliant safety and health protocols across our locations. Effective November 1, all fully-vaccinated visitors are broadly welcome to access our locations but are still expected to adhere to any current and applicable health and safety protocols at the time of their visit, including recommended hygiene practices. Because vaccination is the most powerful and effective mitigation against COVID-19 we are only accepting fully vaccinated visitors to our offices at this time. Visitors accessing our facilities are expected to voluntarily align with these policies and procedures and such access shall indicate agreement to follow North Highland’s relevant protocols. As such, North Highland does not require proof of vaccination from guests but does reserve the right to revoke the access of any non-compliant visitor. All North Highland health and safety protocols are administered in accordance with applicable law. Should you have any questions and/or require any accommodation with respect to such requirements, please contact our VP of Human Resources Jennifer Mancuso before your arrival at jennifer.mancuso@.... Finally, prior to arrival, we also ask that all visitors self-assess for any potential COVID symptoms. If you are experiencing any cold or flu-like symptoms, we ask that you please arrange to reschedule your visit for a later date. Thank you for your cooperation in helping us maintain a safe and healthy environment.


Monica Leftwich
 

Good morning Elizabeth,

DON Records and Information supervisor for almost 4 years here.

I would start with the requirement: what does policy say to keep and for how long? And what laws/mandates/directives are these retention protocols based on? And if there is not a requirement, there must be. Additionally, does that policy detail consequences of NOT following proper content retention? If not, it should. I believe the National Archives and Records Administration provides government and industry training on how to develop a records program and proper retention but it comes with a fee.

Secondly, maybe get in front of leadership and have a high level brief discussion about the importance of proper content retention and how it should be everyone's responsibility in the command/organization/business. What may not be valuable in the engineering department could make or break a lawsuit for the accounting department, know what I mean?

Third, perhaps having the discussion in unison with the legal department. Records are put in place to protect a company's people and assets and what better department to stress that fact than the legal folks!

Fourth, consider electronic retention models, particularly those on the cloud. We have one we use with the Navy and the entire records lifecycle management can be done in one place. There are many industry products that can accomplish the same thing. This will remove a ton of the admin guesswork out of questions like "How long should I keep this? What is my retention schedule for my records? When can I shred this?"

Lastly, consider assigning a records POC for each department who has the primary responsibility of collecting records for their unique business functions and needs. For example, content retention for engineering will not be the same for content retention for accounting.

Also lastly, providing training in each department so these records POCs know what is a record and what is just office working papers. I would also train other people in the office so they know how to identify what should be retained for record and what can not.

Hope that helps!


On Tue, Mar 22, 2022 at 10:03 PM Elizabeth Winter <elizabeth.winter@...> wrote:

Hi, KM Colleagues—

 

I’m interested in your current thinking and practices around content retention in today’s business environment.

 

For context: My background prior to pivoting to corporate KM was academic librarianship, and in the last ~15 years I’ve witnessed the shift of the primary problem we face going from information scarcity (why we started libraries in the first place) to its opposite—information overload. You’re all well aware of the phenomenon.


That said, I’m looking to flip the script on content retention from “We’d better keep this just in case” to “Justify why we need to keep this.” The content in mind is market-facing—not contracts, financials, etc., and this is mainly about what to archive.

 

Question: Have any of you done this? If so, are you willing to share your retention philosophies/criteria? Usage metrics come to mind as a powerful one, for example.

 

Many thanks!

Lizzi

 

LIZZI WINTER
Knowledge Management Program Manager


3333 Piedmont Road, NE | Suite 1000 | Atlanta, GA 30305
O: +1.404.975.6298
www.northhighland.com | Connect With Us

 




This message may contain confidential information, legally privileged information or other information subject to legal restrictions. If you are not a designated recipient of this message, or an agent responsible for delivering it to a designated recipient, please do not read, copy, use or disclose this message or its attachments, and notify the sender by replying to this message and delete or destroy all copies of this message and attachments. Visiting North Highland? We look forward to welcoming you to North Highland. As our guest, your health and safety are top priorities. To mitigate the risks of transmission of COVID-19, please know that North Highland is committed to maintaining compliant safety and health protocols across our locations. Effective November 1, all fully-vaccinated visitors are broadly welcome to access our locations but are still expected to adhere to any current and applicable health and safety protocols at the time of their visit, including recommended hygiene practices. Because vaccination is the most powerful and effective mitigation against COVID-19 we are only accepting fully vaccinated visitors to our offices at this time. Visitors accessing our facilities are expected to voluntarily align with these policies and procedures and such access shall indicate agreement to follow North Highland’s relevant protocols. As such, North Highland does not require proof of vaccination from guests but does reserve the right to revoke the access of any non-compliant visitor. All North Highland health and safety protocols are administered in accordance with applicable law. Should you have any questions and/or require any accommodation with respect to such requirements, please contact our VP of Human Resources Jennifer Mancuso before your arrival at jennifer.mancuso@.... Finally, prior to arrival, we also ask that all visitors self-assess for any potential COVID symptoms. If you are experiencing any cold or flu-like symptoms, we ask that you please arrange to reschedule your visit for a later date. Thank you for your cooperation in helping us maintain a safe and healthy environment.



--
Best,



Monica Leftwich


 

Hi KM colleagues;

I would like to share my experience and maybe add something to this discussion.

My Background: I am an entrepreneur and have been creating curation solutions to help manage access to information.

I also studied humanities with Roger Weir for 15 years in Los Angeles, where we often talked about change and resistance to change!

In our education, we characterized this as a process and objectivity. The process of experience and the objectivity of the mind! People resist change because they have internalized their process and decided on how they approach a problem.

Hence, the process of change is an attempt to change someone's mindset.

In my experience, the most effective method to get them involved is to offer them a role in a process that they can control.

My company offers a curation solution that empowers everyone in the group to continually curate and index information and optimize access to it by optimizing the taxonomy.

When people have a role in the process, the resistance to change will diminish, because it's their own process that informs their minds!

A customer study shows that their process of optimization per project took about 2 months and produced measurable results.

Best; Karan


Karan Bavandi
Optimal Access, Inc
Curation Made Easy!


On Tue, Mar 22, 2022 at 11:00 PM bill@... <bill@...> wrote:

Maybe also…”Who also might find value in its use?”

 

Bill

 

From: main@SIKM.groups.io <main@SIKM.groups.io> On Behalf Of Elizabeth Winter via groups.io
Sent: Tuesday, March 22, 2022 19:03
To: main@SIKM.groups.io
Subject: [SIKM] Flipping the Script on Content Retention

 

Hi, KM Colleagues—

 

I’m interested in your current thinking and practices around content retention in today’s business environment.

 

For context: My background prior to pivoting to corporate KM was academic librarianship, and in the last ~15 years I’ve witnessed the shift of the primary problem we face going from information scarcity (why we started libraries in the first place) to its opposite—information overload. You’re all well aware of the phenomenon.


That said, I’m looking to flip the script on content retention from “We’d better keep this just in case” to “Justify why we need to keep this.” The content in mind is market-facing—not contracts, financials, etc., and this is mainly about what to archive.

 

Question: Have any of you done this? If so, are you willing to share your retention philosophies/criteria? Usage metrics come to mind as a powerful one, for example.

 

Many thanks!

Lizzi

 

LIZZI WINTER
Knowledge Management Program Manager


3333 Piedmont Road, NE | Suite 1000 | Atlanta, GA 30305
O: +1.404.975.6298
www.northhighland.com | Connect With Us

 

 



This message may contain confidential information, legally privileged information or other information subject to legal restrictions. If you are not a designated recipient of this message, or an agent responsible for delivering it to a designated recipient, please do not read, copy, use or disclose this message or its attachments, and notify the sender by replying to this message and delete or destroy all copies of this message and attachments. Visiting North Highland? We look forward to welcoming you to North Highland. As our guest, your health and safety are top priorities. To mitigate the risks of transmission of COVID-19, please know that North Highland is committed to maintaining compliant safety and health protocols across our locations. Effective November 1, all fully-vaccinated visitors are broadly welcome to access our locations but are still expected to adhere to any current and applicable health and safety protocols at the time of their visit, including recommended hygiene practices. Because vaccination is the most powerful and effective mitigation against COVID-19 we are only accepting fully vaccinated visitors to our offices at this time. Visitors accessing our facilities are expected to voluntarily align with these policies and procedures and such access shall indicate agreement to follow North Highland’s relevant protocols. As such, North Highland does not require proof of vaccination from guests but does reserve the right to revoke the access of any non-compliant visitor. All North Highland health and safety protocols are administered in accordance with applicable law. Should you have any questions and/or require any accommodation with respect to such requirements, please contact our VP of Human Resources Jennifer Mancuso before your arrival at jennifer.mancuso@.... Finally, prior to arrival, we also ask that all visitors self-assess for any potential COVID symptoms. If you are experiencing any cold or flu-like symptoms, we ask that you please arrange to reschedule your visit for a later date. Thank you for your cooperation in helping us maintain a safe and healthy environment.


Yasmin Khan
 

Hi Lizzi,

A few thoughts come to mind:

Prioritizing the value of the information to be archived - how does it advance the business for knowledge workers and the organization? Perhaps prioritizing the content by mapping it to the organization's strategic and operational objectives for greater alignment?

Developing a retention plan for the archived information and where people will go if the information is not held in the organization - is the information available in other organizations? other libraries or archives? Google? etc.

Speaking directly with users to gain insight and synthesize these for decision makers - user discovery would shed light on what is of value for the organization

Yasmin


On Tue, Mar 22, 2022 at 10:03 PM Elizabeth Winter <elizabeth.winter@...> wrote:

Hi, KM Colleagues—

 

I’m interested in your current thinking and practices around content retention in today’s business environment.

 

For context: My background prior to pivoting to corporate KM was academic librarianship, and in the last ~15 years I’ve witnessed the shift of the primary problem we face going from information scarcity (why we started libraries in the first place) to its opposite—information overload. You’re all well aware of the phenomenon.


That said, I’m looking to flip the script on content retention from “We’d better keep this just in case” to “Justify why we need to keep this.” The content in mind is market-facing—not contracts, financials, etc., and this is mainly about what to archive.

 

Question: Have any of you done this? If so, are you willing to share your retention philosophies/criteria? Usage metrics come to mind as a powerful one, for example.

 

Many thanks!

Lizzi

 

LIZZI WINTER
Knowledge Management Program Manager


3333 Piedmont Road, NE | Suite 1000 | Atlanta, GA 30305
O: +1.404.975.6298
www.northhighland.com | Connect With Us

 




This message may contain confidential information, legally privileged information or other information subject to legal restrictions. If you are not a designated recipient of this message, or an agent responsible for delivering it to a designated recipient, please do not read, copy, use or disclose this message or its attachments, and notify the sender by replying to this message and delete or destroy all copies of this message and attachments. Visiting North Highland? We look forward to welcoming you to North Highland. As our guest, your health and safety are top priorities. To mitigate the risks of transmission of COVID-19, please know that North Highland is committed to maintaining compliant safety and health protocols across our locations. Effective November 1, all fully-vaccinated visitors are broadly welcome to access our locations but are still expected to adhere to any current and applicable health and safety protocols at the time of their visit, including recommended hygiene practices. Because vaccination is the most powerful and effective mitigation against COVID-19 we are only accepting fully vaccinated visitors to our offices at this time. Visitors accessing our facilities are expected to voluntarily align with these policies and procedures and such access shall indicate agreement to follow North Highland’s relevant protocols. As such, North Highland does not require proof of vaccination from guests but does reserve the right to revoke the access of any non-compliant visitor. All North Highland health and safety protocols are administered in accordance with applicable law. Should you have any questions and/or require any accommodation with respect to such requirements, please contact our VP of Human Resources Jennifer Mancuso before your arrival at jennifer.mancuso@.... Finally, prior to arrival, we also ask that all visitors self-assess for any potential COVID symptoms. If you are experiencing any cold or flu-like symptoms, we ask that you please arrange to reschedule your visit for a later date. Thank you for your cooperation in helping us maintain a safe and healthy environment.


Endro Catur
 

Hi Lizzie

Knowledge Mapping method has never failed me to address situations like this.

In many of my projects, I also advocate my clients to not only institutionalize this method, but build individual capacity to quickly internalize this.

In past few projects, I further pushed this method into behavior qnd help individuals to:

1. Get the map context -> organisational, business etc.

2. Align the map with business process -> to assess knowledge that are mandatory, nice to have or no longer relevant

As for the K Map, it is a simple matrix of: What knowledge is needed, what for, in what format, when, who has it, etc. The goal to turn this method to become behavior is for the map to become a way of thinking.

 
--- Salam. Regards. ---

 


Endro Catur Nugroho 
IAF Certified Professional Facilitator

Resume: http://bit.ly/EndroCatur-Resume
CV: http://bit.ly/EndroCatur-CV
LinkedIn: http://bit.ly/endrocn
Email: endro.catur@...
Mobile: +628558884441

Thank you for your email. If you expected reply but have not yet received it from me in three days, please contact me at the mobile number above. 

This e-mail and its attachment, if any, is intended for the addressee. The content is private and confidential and may contain copyright and/or legally privileged information. If you receive this email in error, please notify me immediately and delete this email together with any attachment. Any unauthorised use, dissemination, or copying of this message, or any attachment, is strictly prohibited.

   


On Wed, Mar 23, 2022, 09:03 Elizabeth Winter <elizabeth.winter@...> wrote:

Hi, KM Colleagues—

 

I’m interested in your current thinking and practices around content retention in today’s business environment.

 

For context: My background prior to pivoting to corporate KM was academic librarianship, and in the last ~15 years I’ve witnessed the shift of the primary problem we face going from information scarcity (why we started libraries in the first place) to its opposite—information overload. You’re all well aware of the phenomenon.


That said, I’m looking to flip the script on content retention from “We’d better keep this just in case” to “Justify why we need to keep this.” The content in mind is market-facing—not contracts, financials, etc., and this is mainly about what to archive.

 

Question: Have any of you done this? If so, are you willing to share your retention philosophies/criteria? Usage metrics come to mind as a powerful one, for example.

 

Many thanks!

Lizzi

 

LIZZI WINTER
Knowledge Management Program Manager


3333 Piedmont Road, NE | Suite 1000 | Atlanta, GA 30305
O: +1.404.975.6298
www.northhighland.com | Connect With Us

 




This message may contain confidential information, legally privileged information or other information subject to legal restrictions. If you are not a designated recipient of this message, or an agent responsible for delivering it to a designated recipient, please do not read, copy, use or disclose this message or its attachments, and notify the sender by replying to this message and delete or destroy all copies of this message and attachments. Visiting North Highland? We look forward to welcoming you to North Highland. As our guest, your health and safety are top priorities. To mitigate the risks of transmission of COVID-19, please know that North Highland is committed to maintaining compliant safety and health protocols across our locations. Effective November 1, all fully-vaccinated visitors are broadly welcome to access our locations but are still expected to adhere to any current and applicable health and safety protocols at the time of their visit, including recommended hygiene practices. Because vaccination is the most powerful and effective mitigation against COVID-19 we are only accepting fully vaccinated visitors to our offices at this time. Visitors accessing our facilities are expected to voluntarily align with these policies and procedures and such access shall indicate agreement to follow North Highland’s relevant protocols. As such, North Highland does not require proof of vaccination from guests but does reserve the right to revoke the access of any non-compliant visitor. All North Highland health and safety protocols are administered in accordance with applicable law. Should you have any questions and/or require any accommodation with respect to such requirements, please contact our VP of Human Resources Jennifer Mancuso before your arrival at jennifer.mancuso@.... Finally, prior to arrival, we also ask that all visitors self-assess for any potential COVID symptoms. If you are experiencing any cold or flu-like symptoms, we ask that you please arrange to reschedule your visit for a later date. Thank you for your cooperation in helping us maintain a safe and healthy environment.


Elizabeth Winter
 

Many thanks, Endro! This is an exercise I have been hoping to dig into, so appreciate the validation that it is relevant here.

 

All the best,

Lizzi

 

LIZZI WINTER
Knowledge Management Program Manager


3333 Piedmont Road, NE | Suite 1000 | Atlanta, GA 30305
O: +1.404.975.6298
www.northhighland.com | Connect With Us

 

From: main@SIKM.groups.io <main@SIKM.groups.io> On Behalf Of Endro Catur via groups.io
Sent: Wednesday, March 23, 2022 8:45 PM
To: main@sikm.groups.io
Subject: Re: [SIKM] Flipping the Script on Content Retention

 

Hi Lizzie

 

Knowledge Mapping method has never failed me to address situations like this.

 

In many of my projects, I also advocate my clients to not only institutionalize this method, but build individual capacity to quickly internalize this.

 

In past few projects, I further pushed this method into behavior qnd help individuals to:

 

1. Get the map context -> organisational, business etc.

 

2. Align the map with business process -> to assess knowledge that are mandatory, nice to have or no longer relevant

 

As for the K Map, it is a simple matrix of: What knowledge is needed, what for, in what format, when, who has it, etc. The goal to turn this method to become behavior is for the map to become a way of thinking.

 

 
--- Salam. Regards. ---

 


Endro Catur Nugroho 
IAF Certified Professional Facilitator

Resume: http://bit.ly/EndroCatur-Resume
CV: http://bit.ly/EndroCatur-CV
LinkedIn: http://bit.ly/endrocn
Email: endro.catur@...
Mobile: +628558884441

Thank you for your email. If you expected reply but have not yet received it from me in three days, please contact me at the mobile number above. 

This e-mail and its attachment, if any, is intended for the addressee. The content is private and confidential and may contain copyright and/or legally privileged information. If you receive this email in error, please notify me immediately and delete this email together with any attachment. Any unauthorised use, dissemination, or copying of this message, or any attachment, is strictly prohibited.

   

 

On Wed, Mar 23, 2022, 09:03 Elizabeth Winter <elizabeth.winter@...> wrote:

Hi, KM Colleagues—

 

I’m interested in your current thinking and practices around content retention in today’s business environment.

 

For context: My background prior to pivoting to corporate KM was academic librarianship, and in the last ~15 years I’ve witnessed the shift of the primary problem we face going from information scarcity (why we started libraries in the first place) to its opposite—information overload. You’re all well aware of the phenomenon.


That said, I’m looking to flip the script on content retention from “We’d better keep this just in case” to “Justify why we need to keep this.” The content in mind is market-facing—not contracts, financials, etc., and this is mainly about what to archive.

 

Question: Have any of you done this? If so, are you willing to share your retention philosophies/criteria? Usage metrics come to mind as a powerful one, for example.

 

Many thanks!

Lizzi

 

LIZZI WINTER
Knowledge Management Program Manager


3333 Piedmont Road, NE | Suite 1000 | Atlanta, GA 30305
O: +1.404.975.6298
www.northhighland.com | Connect With Us

 

 



This message may contain confidential information, legally privileged information or other information subject to legal restrictions. If you are not a designated recipient of this message, or an agent responsible for delivering it to a designated recipient, please do not read, copy, use or disclose this message or its attachments, and notify the sender by replying to this message and delete or destroy all copies of this message and attachments. Visiting North Highland? We look forward to welcoming you to North Highland. As our guest, your health and safety are top priorities. To mitigate the risks of transmission of COVID-19, please know that North Highland is committed to maintaining compliant safety and health protocols across our locations. Effective November 1, all fully-vaccinated visitors are broadly welcome to access our locations but are still expected to adhere to any current and applicable health and safety protocols at the time of their visit, including recommended hygiene practices. Because vaccination is the most powerful and effective mitigation against COVID-19 we are only accepting fully vaccinated visitors to our offices at this time. Visitors accessing our facilities are expected to voluntarily align with these policies and procedures and such access shall indicate agreement to follow North Highland’s relevant protocols. As such, North Highland does not require proof of vaccination from guests but does reserve the right to revoke the access of any non-compliant visitor. All North Highland health and safety protocols are administered in accordance with applicable law. Should you have any questions and/or require any accommodation with respect to such requirements, please contact our VP of Human Resources Jennifer Mancuso before your arrival at jennifer.mancuso@.... Finally, prior to arrival, we also ask that all visitors self-assess for any potential COVID symptoms. If you are experiencing any cold or flu-like symptoms, we ask that you please arrange to reschedule your visit for a later date. Thank you for your cooperation in helping us maintain a safe and healthy environment.




This message may contain confidential information, legally privileged information or other information subject to legal restrictions. If you are not a designated recipient of this message, or an agent responsible for delivering it to a designated recipient, please do not read, copy, use or disclose this message or its attachments, and notify the sender by replying to this message and delete or destroy all copies of this message and attachments. Visiting North Highland? We look forward to welcoming you to North Highland. As our guest, your health and safety are top priorities. To mitigate the risks of transmission of COVID-19, please know that North Highland is committed to maintaining compliant safety and health protocols across our locations. Effective November 1, all fully-vaccinated visitors are broadly welcome to access our locations but are still expected to adhere to any current and applicable health and safety protocols at the time of their visit, including recommended hygiene practices. Because vaccination is the most powerful and effective mitigation against COVID-19 we are only accepting fully vaccinated visitors to our offices at this time. Visitors accessing our facilities are expected to voluntarily align with these policies and procedures and such access shall indicate agreement to follow North Highland’s relevant protocols. As such, North Highland does not require proof of vaccination from guests but does reserve the right to revoke the access of any non-compliant visitor. All North Highland health and safety protocols are administered in accordance with applicable law. Should you have any questions and/or require any accommodation with respect to such requirements, please contact our VP of Human Resources Jennifer Mancuso before your arrival at jennifer.mancuso@.... Finally, prior to arrival, we also ask that all visitors self-assess for any potential COVID symptoms. If you are experiencing any cold or flu-like symptoms, we ask that you please arrange to reschedule your visit for a later date. Thank you for your cooperation in helping us maintain a safe and healthy environment.


Sarah Emes
 

Some great experience and focus points in this thread. I'd emphasise the need to provide a framework for disposition of all content types referenced in the organizational code of conduct- both removal after mandatory retention (based on organizational policies) as well as the requirement to move valuable content to long-term archives for both secure retention and future analysis.  Privacy compliance and the "infonomics" of data retention need to be understood by all the experts managing data (subject matter experts- users, security, privacy experts, legal and risk experts, and record retention and archival experts). The industrial and geographic sector of the business activities will ultimately dictate how big a "flip" you can make, because in most areas of business, lawyers can still see value in keeping more rather than less, except what is specifically and clearly regulated for short retention (such as PII).
 
Having spent 25 years in an international, diversified business group, one-size-fits-all is definitely not defensible because the "value" depends on so many perspectives.  However, it is possible to codify and to automate so that certain content categories do not accumulate creating unnecessary cost and risk, 

Sarah Emes CRM IGP
832 319 8611



On Tue, Mar 22, 2022 at 9:03 PM Elizabeth Winter <elizabeth.winter@...> wrote:

Hi, KM Colleagues—

 

I’m interested in your current thinking and practices around content retention in today’s business environment.

 

For context: My background prior to pivoting to corporate KM was academic librarianship, and in the last ~15 years I’ve witnessed the shift of the primary problem we face going from information scarcity (why we started libraries in the first place) to its opposite—information overload. You’re all well aware of the phenomenon.


That said, I’m looking to flip the script on content retention from “We’d better keep this just in case” to “Justify why we need to keep this.” The content in mind is market-facing—not contracts, financials, etc., and this is mainly about what to archive.

 

Question: Have any of you done this? If so, are you willing to share your retention philosophies/criteria? Usage metrics come to mind as a powerful one, for example.

 

Many thanks!

Lizzi

 

LIZZI WINTER
Knowledge Management Program Manager


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This message may contain confidential information, legally privileged information or other information subject to legal restrictions. If you are not a designated recipient of this message, or an agent responsible for delivering it to a designated recipient, please do not read, copy, use or disclose this message or its attachments, and notify the sender by replying to this message and delete or destroy all copies of this message and attachments. Visiting North Highland? We look forward to welcoming you to North Highland. As our guest, your health and safety are top priorities. To mitigate the risks of transmission of COVID-19, please know that North Highland is committed to maintaining compliant safety and health protocols across our locations. Effective November 1, all fully-vaccinated visitors are broadly welcome to access our locations but are still expected to adhere to any current and applicable health and safety protocols at the time of their visit, including recommended hygiene practices. Because vaccination is the most powerful and effective mitigation against COVID-19 we are only accepting fully vaccinated visitors to our offices at this time. Visitors accessing our facilities are expected to voluntarily align with these policies and procedures and such access shall indicate agreement to follow North Highland’s relevant protocols. As such, North Highland does not require proof of vaccination from guests but does reserve the right to revoke the access of any non-compliant visitor. All North Highland health and safety protocols are administered in accordance with applicable law. Should you have any questions and/or require any accommodation with respect to such requirements, please contact our VP of Human Resources Jennifer Mancuso before your arrival at jennifer.mancuso@.... Finally, prior to arrival, we also ask that all visitors self-assess for any potential COVID symptoms. If you are experiencing any cold or flu-like symptoms, we ask that you please arrange to reschedule your visit for a later date. Thank you for your cooperation in helping us maintain a safe and healthy environment.


Stan Garfield
 

Reply from Ian Fry in LinkedIn: If so, ARCHIVE not DELETE. I have painful examples where cases become rarer, content gets deleted; and then it happens again!


Robert M. Taylor
 

It's a nice point. Everyone sees that nobody feels any need to hold back creating documents and copies, nor any need to delete anything. So raw content is produced and held in mass and grows phenomenally. It creates a very hard job around reducing it.
What I have very frequently heard is:
"Data is free or nearly free so it doesn't matter how many copies of fundamentally rubbish I keep" (wrong and wrong - data costs a lot once you look at all the processes and people around it)
"It does no harm to keep everything" (wrong everything you keep makes it harder to find what you need and contains latent risk)
"We might need it one day" (or you might not - and you'll probably never find it anyway)

I spent 5 years trying to get a major UK business to accept automated deletion. It was all agreed - probably after three years - but still not yet implemented when I left. Fundamentally, everyone prefers to accept the everyday real life issue (actual issue not risk, mark you) of degraded performance over the small potential risk associated with having deleted something. Well, we know that human psychology makes wrong risk judgements and this is one clear case.

It's actually very difficult to really delete anything beyond recovery anyway....