Risk Mitigation: Guilty Until Documented!

As every discrete manufacturer knows, a customer audit can make or break a company. One of the most infamous cases illustrating this would be the “Big Dig” in Boston (a megaproject rerouting convoluted streets into 3.5 mile underground tunnel).  A July 17, 2008 article in The Boston Globe stated, “In all, the project will cost an additional $7 billion in interest, bringing the total to a staggering $22 billion, according to a Globe review of hundreds of pages of state documents. It will not be paid off until 2038.” Although construction began in 1991 (and ended in 2007), audits and settlements continued to plague this project, with complaints of leaks, substandard materials, and even a fatal ceiling collapse.

Protecting your manufacturing company with a Document Management System (DMS) against audits and lawsuits should be at the top of your Risk Mitigation Plan. Failure to produce such a document (lost, destroyed, misfiled) is an automatic non-compliance for most regulatory bodies; producing that critical document protects your company from litigious attacks.

When considering a DMS, there are performance factors relevant to risk mitigation. The system must:

  • Search and retrieve business-critical information instantly
  • Incorporate Records Retention, Revision Control, Workflows and Digital Rights Management components
  • Provide secure limited access to third parties
  • Comply with quality requirements and government regulations

While your primary decision driver may be Risk Mitigation, benefits will be realized across all business divisions with a DMS. These cost-saving features benefit other stakeholders:

  • Eliminate misfiled and lost documents
  • Manage audits with immediate access to records
  • Speed up and control engineering specification changes
  • Manage and improve production safety

Don’t allow your company to risk a ‘guilty’ verdict in an audit. The ICM Risk Management solution is composed of software, professional services, workflow development, and scanning functionality built around ICM Document Management’s ViewCenter® software. ViewCenter is a secure document library and workflow management application that is currently being used successfully in a number of discrete manufacturing companies, such as Lockheed Martin, Ducommun Technologies, Honeywell, and Motorola.

Call (800)676-4261 today to speak with a sales representative, or visit our website at www.icmdocs.com.

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NEW White Paper – Reducing Paper in Today’s Digital World

In today’s digital world, there have been enormous strides to reducing the paper we work with on a daily basis and all the paper that represent the accumulation of paper over the last 20 to 40 years. That is the good news. The bad news is there is still tons of paper that makes up the “backfile” that is typically stored in facilities were access is difficult. There is still an enormous amount of paper used daily in operating most companies around the globe. Some have taken the technology and process steps to reduce the amount of paper and streamline the operations that previously processed the paper. Other are sticking with paper and paying the price of not doing anything. What can be done with technology and what is the payback stepping into the digital world where there is significantly less paper. This paper addresses this technology and points out the associated benefit over and above the elimination of the physical paper.

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Free Whitepaper – Key Factors in Selecting a Scanning Vendor

With the significant improvements in scanning technology today and the increased importance of all aspects of security, it is a good time to take another look at and update the factors that are important in selecting a scanning vendor in order to guarantee a successful project at current competitive pricing. The internet has also been an enabler for maximizing the use of scanned documents and this in turn has influenced the scanning process and file formats.

Key Factors in Selecting a Scanning Vendor

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Breaking Industry News – Civil War documents to be preserved through digital archiving

Library helps Virginians preserve Civil War documents in cyberspace

By Michael Paul Williams
Published: February 13, 2011

For years, Kent Seabury Rowe of Henrico County has preserved the Civil War-era documents of her ancestors in an acid-free box.

Soon, images of her documents will be preserved in cyberspace.

Rowe’s photos, letters and other materials were among about 500 items scanned at the Library of Virginia as part of a digitization project the library is doing in partnership with the Virginia Sesquicentennial of the American Civil War Commission.

Area residents poured into the state library for the scanning, a statewide effort that began in September.

Library of Virginia archivists Laura Drake Davis and Renee M. Savits are doing the scanning, usually on weekends, with Davis working in the western part of the state and Savits the east. “It’s amazing what people have. It just astounds me,” Davis said.

So far, they’ve scanned more than 5,000 documents, all of which will eventually be on display at www.virginiamemory.com/cw150.

“We’re so overwhelmed with materials, it’s taking us awhile to get them online,” Savits said.

Among the diary, photos and other items Rowe had scanned was an April 13, 1865, parole slip that granted permission to her great-grandfather, William James Seabury, to return home after the Confederate surrender. But perhaps the most poignant document was a letter great-great-uncle Kirk Seabury wrote to his father on April 20, 1862.

“Tonight we have orders to go into the trenches within six or seven hundred yards of the enemy’s lines and we anticipate a most miserable night both from the rain and annoyance from the enemy,” he wrote.

“I do not fear to die except when I think of the judgment … Pray for me dear Father.”

Kirk Seabury died in battle the next day.

Bruce Strong’s great-grandfather, Albert Nathaniel Husted, was a New York educator who established a Union infantry company with two other professors. Among the documents Strong had scanned Saturday was a letter Husted wrote to his mother after the Battle of Gettysburg’s second day at Little Round Top.

Rowe plans to donate the family documents to a museum someday but, in six to nine months, their images should be accessible worldwide. She said her father, who gave her the family history materials, would be pleased.

“I think it’s wonderful,” she said of the digital archiving, “because he knew I would be interested and that I would take good care of them.”

Read article here:  http://www2.timesdispatch.com/news/news/2011/feb/13/tdmet01-library-helps-virginians-preserve-civil-wa-ar-839312/

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Pentagon General gives stinging rebuke to contractors

Receiving sharp directions from the Pentagon, DoD Contractors have been put on alert to watch costs and notified that projects will be further scrutinized.

Managing internal and overhead costs is one step for Contractors to tighten their belts. ICM Document Solutions has partnered with Government Agencies and Contractors for over 20 years. With ISO 9001:2008 Compliance, ICM can assist with all of your document needs: digitization of backfiles, dayforward strategies, secured and compliant document management software and workflows, CAD drafting services, technical writers, configuration management, and IT professional services.

ICM has received government SECRET clearance and can help you prepare for the NISPOM 5-303 initiative to safeguard all “Confidential” documents by October 1, 2012.

Contact us today!

General gives stinging rebuke to contractors
By John T. Bennett – 02/09/11 08:07 PM ET

The top brass at the Pentagon is signaling in no uncertain terms that the defense industry needs to clean up its act and accept that the government can no longer throw away money on ill-conceived military projects.

Air Force Chief of Staff Gen. Norton Schwartz on Wednesday had some tough talk for defense contractors, saying firms must stop “blowing smoke” and over-promising about what they can deliver.

“Don’t blow smoke up my ass” about what a military platform can do and when it will be ready, Schwartz told a tense and silent ballroom filled with defense industry executives. “There’s no time for it. There’s no patience for it. OK?”

The comments were the latest example of Pentagon officials speaking bluntly about the future of the U.S. defense sector, which they say must change rapidly to accommodate the nation’s new fiscal reality.

“If industry makes a commitment, you will have to deliver,” Schwartz said. “There will be less tolerance … for not delivering.”

Officials say the future of the defense sector will be considerably different from the flush days after 9/11, when companies were handed what amounted to a blank check as the country fought two wars and took on terrorism.

Now, budgets are shrinking in Washington, and this time even the military isn’t immune. There is general agreement among Democrats and Republicans that defense cuts must be “on the table” as the country looks to pare back the spiraling deficit, though differences remain over how large those reductions should be.

Defense Secretary Robert Gates has already announced that the service will reduce its spending by $78 billion over the next five years, and the service’s austerity drive is likely to accelerate in the years ahead.

Schwartz, who is rumored to be on the short list for the next Joint Chiefs chairman, said the budget crunch means the Pentagon will have “no patience” for exaggerated weapons-sales pitches.

“Cost-control will be an issue in everything we do,” from weapon programs to healthcare, the air chief said.

Contractors often focus their bids for Pentagon work on platforms and subsystems that cannot realistically be developed, tested and delivered on the proposed budget and schedule. The results typically are program delays and cost overruns that force the military to buy fewer models or cancel programs altogether.

A defense industry insider said it was notable that the blunt warnings about cost overruns came from Schwartz.

“Gen. Schwartz is not a harsh person, so the tough talk clearly is aimed at sending a message,” said Loren Thompson of the Lexington Institute. “The message is that the easy times are over for contractors, and companies that don’t perform will be punished.”

Richard Aboulafia of the Teal Group said Schwartz is “understandably mindful of the last big defense downturn, in the early 1990s, [when] underestimating program costs was a frequently used way of getting ambitious new starts [into the budget] ‘under the wire’ as spending fell.”

In recent weeks, Pentagon leaders have pulled fewer punches about the changes that are needed to navigate choppy budgetary waters, employing frank rhetoric in an attempt to prepare industry, Congress and their own subordinates for life on a leaner budget.

The picture these officials are sketching is one of “hard times” that will require military services to rein in their combat hardware appetites and contractors to stop promising a dollar’s worth of technology on a dime-sized budget. And the message for both the services and industry is clear: The days of pursuing overpriced vehicles and outdated aircraft are over.

During the George W. Bush administration, Pentagon officials largely tolerated the services’ expensive pursuit of gold-plated weapons. At the time, there was an ever-deepening well of defense dollars to throw at technical problems and what has come to be known in defense circles as “exquisite” platforms.

But senior Pentagon brass say those days have come to an end, and stress that the industry needs to promise less and deliver more.

About 12 hours before Schwartz’s blistering message, Adm. Michael Mullen, the Joint Chiefs chairman, delivered a similar the same wake-up call to his own defense industry audience.

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The next few years will bring “hard times in terms of resources,” Mullen said, and though the military is “built to run through walls,” smaller military budget levels will mean that “leaders will have to start deciding how to prioritize.”

Mullen said even special-operations forces — which perform the toughest missions in the most dangerous environments — would not be “immune” to the austerity drive.

Thompson and Aboulafia pointed out that the military shares the blame for weapons programs failures during the post-9/11 era. Aboulafia said the Pentagon was “along for the ride” during the spending spree.

Schwartz conceded Wednesday that the problems can’t be blamed solely on industry mistakes.

The Pentagon also on Wednesday sent signals about how the defense industry might look to consolidate to reflect leaner times.

Pentagon acquisition chief Ashton Carter said U.S. defense officials will not oppose defense contractor mergers as military spending comes down unless such moves involve the six biggest firms.

During an interview with Bloomberg Television, Carter said DoD officials are “far from being discouraging to [merger and acquisition] activity — we’re actually quite welcome to that because we expect industry to make adjustments to new times.”

But the Pentagon will not stand aside and endorse every proposal, Carter said — DoD will not support any plan for consolidation among Boeing, General Dynamics, L3 Communications, Lockheed Martin, Northrop Grumman and Raytheon.

“But with that exception, basically everything else is on the table,” he said.

Schwartz said smaller budgets mean the military will likely have to “scale back our ambitions” for new platforms. That means selecting technology that requires less development time and funding.

“Lower risk is the better strategy for this time,” said Schwartz. One example is a new bomber aircraft program the service soon will start — to keep costs down, the specs for that airframe will be less complex than initially planned.

But “I think it will make it easier for industry to deliver,” Schwartz said.

Schwartz said improving weapons program performance means both industry and the Pentagon will have to change.

“I’m ensuring the Air Force is doing its part,” he told The Hill. “Industry has to do better.”

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What is a Business Record?

What is a Business Record?
AIIM

http://www.aiim.org/community/blogs/community/What-is-a-business-record

By Carl Weise CRM, ermm, ecmm, emmm, Industry Advisor at AIIM

February 03, 2011 – 11:02 PM

With the growth of electronic records and lead by the ISO Records Management standard, ISO 15489, there has been a lot of discussion over what is a business record within an organization.

What a novel concept – a business record!

In fact, it is not a novel idea. For decades, employees have been determining what is a business record to both themselves and their organizations. The result has been that paper records were systematically filed in their desk drawers and file cabinets. The paper records that were not deemed to be important were tossed out, either sooner or later.

Certainly, with electronic records there has been an exponential increase in the volume of information that passes across our desks and computer screens. The ease of creating information has lead to many more records and much more information that is of little value to us or our organizations. This requires much more of our attention than in the past.

Electronic records are also more difficult to manage than paper records. As we look at electronic records, including emails, we only see the name of the file or the subject of the email. To properly manage electronic records, we often have to open them up to look at the contents because the names and subject descriptions are so vague. This is more cumbersome that just looking at folders or sheets of paper and immediately being able to identify the type of record that they are and knowing that we either need to keep them or to throw them out in the trash.

ISO 15489, the international standard on records management defines records as: “information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business”. This definition is useful in making it clear that we are not talking about only old, archival records, but everyday information that we create or receive in our work situations.

As we get inundated with information, we need to understand what is important to us and our organizations. As we work in different positions, we should have training on what information is important and how it should be properly handled. As we gain experience in our positions, we get a better understanding of what is required. This can be considered determining what a record is “by the seat of our pants”.

The secret to improving productivity, as well as comfort on the job, is to get away from arbitrary decisions on separate pieces of information on what should be retained and what should be thrown out. It is valuable to write down what our decisions are and to refer to those decisions in the future. This is illustrated so well in the accounting profession. Having a Chart of Accounts makes it so much easier to allocate the different revenues and expenses for ourselves or our organizations. Instead of constantly rethinking the issues and making arbitrary decisions, you develop a structure to make your decisions easier.

As you look at the information in front of you, whether it is in the form of an email, a product of a computer application or even audio and video format, you can use the ISO 15489 definition and consider if the information is associated with legal obligations or support, or document, transactions. If it does than the information is a record.

In AIIM’s ERM and ECM certificate courses, we provide an analytical approach to determining what a record is by identifying if there are:

•legal requirements to retain the information,
•industry standards that relate to the information,
•continuing relevance of the information to you and your organization,
•public interest, including the historical value of the information, and
future need. Another interpretation of the requirements is, looking at the information,

•what is the administrative value of the information
•what is the legal value, both regulatory requirements and protection in litigation,
•what is the fiscal value, and
•what is the historical value of the information.
If you have meaningful answers to any of these questions, the information is a record. This can be considered as taking an analytical approach to determining what a business record is.

As I said above, employees have been determining what a business record is and what is not for decades.

What I would like to make clear is that arbitrary decisions on records are not good for employees or their organizations. Like all business decisions, some are going to be correct and some are not. Individual employees should not be responsible for these business decisions. At the same time, there is case law that clearly shows that consistent practice in handling records is important to defend yourself, and the organization, from charges of obstruction of justice and spoliation. Therefore, records need to be identified enterprise-wide and the consistent handling of them must be enforced.

Employees who are creating and receiving information that they are not familiar with the different values of business information should work with the organization’s records management professionals to properly identify the information and determine how it should be handled and for what period of time. The determination of what are an organization’s records should be a corporate decision and not an individual’s one.

So, what is a record? It’s any information that’s important to you in carrying out your work and to your organization.

What is important is that you document your decisions as to what information is important and what is not. Secondly, you need to work with the records management professionals and carryout an analytical appraisal of the information and come up with an organization decision on how they should be handled.

There are additional formal definitions of a record. They can be found in the various ERM system specifications that exist. They can also be very helpful.

However, each organization must get approval on its own particular definition of what a record is. This is a fundamental part of your records management policy.

Tell us how you developed the definition of records for your organization?

What issues did you face is getting your definition agreed upon and approved at your organization?

By Carl Weise CRM, ermm, ecmm, emmm, Industry Advisor at AIIM

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Technology predictions coming true, circa 1993

Coffee Break: AT&T made some incredibly prescient predictions back in 1993

1993 AT&T Commercial

Technology companies, like science fiction novels, are always making predictions about the future. Some of these predictions end up being correct, some of them end up being wrong, and some of them end up being really wrong.

Well in 1993 AT&T released a series of commercials – dubbed the “You Will” ads – that posited several predictions about the future. While not all of the predictions came completely true (email has replaced faxing, for example), the majority are pretty spot on. Take a look below. (By the way, the narrator is Magnum P.I., aka Tom Selleck.)

Source: Corporate Compliance Insights, Article: http://www.corporatecomplianceinsights.com/2011/att-you-will-ads-predict-future-video/

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Document Management 101 Free Webinar

Click here to register! 

Join us Thursday, February 24, at 10:00 am Pacific (1:00 pm Eastern) for an informative discussion on the ingredients of a modern digital document management system. The 45-minute webinar will demonstrate the impact this simple-to-use, yet powerful technology can make on your business and will help you identify which features you really need. 

Whether you are trying to learn what to expect from a vendor, determine if your business needs a DMS solution, or just curious about DMS and paperless offices and how companies around the world are saving tens of thousands of dollars, this webinar is for you!

What you will learn:

  • Definition of DMS
  • Power of collaboration
  • Process Compliance vs Compliance Process
  • Compliance and risk mitigation
  • Security and Disaster Recovery
  • Deployment options
  • Scalability
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Categorizing eDiscovery: A Practical Framework for Managing Your Information

By Heidi Maher, Esq., eDiscovery Expert

To those of us in the eDiscovery field, the EDRM diagram appears straightforward. However, to the legal practitioners who are getting acquainted with it for the first time, the “Information Management” node seems so overwhelming that they go no further. The explanation of that node on EDRM.net[1] is good but gives no functional pointers on how to actually put together a plan. I typically tell organizations that the best way to get started is to divide up the types of data you have into the following four categories:

1.Managed Unstructured Content – collaboration and content management platforms (such as ViewCenter, etc) and custom platforms

2.Structured Content – databases

3.Fixed Content – physical and paper records, legacy systems and email archives

4.Unstructured Content – laptops and desktops and network fileshares

For each of the categories, think of how you will classify and (if necessary) archive the data, enforce polices against it and dispose of it when it no longer meets any business or legal value.

The easiest data to manage, not surprisingly, is the data that sits in collaboration and content management platforms. They have built in management tools that facilitate classification of documents according to value, have internal indexing and searching mechanisms, and can fully dispose of data when it has reached the end of its lifecycle. If organizations were able to put all their data into these types of platforms, the information management step would be a simple one. However, most organizations likely have the three other types of data to deal with also.

Structured content is typically data that is shared among many people and is stored in critical database systems, such as financial accounting, human resources and manufacturing. These systems maintain the data in a very formal, structured manner like an electronic filing system. Since everything is already catalogued, there is no further need to do so. To access and search from a database, you will most likely need a report writer or report generation program, the most popular of which is Crystal Reports. This type of program allows you to enter, organize and select data to be put into a usable format. However, the critical issue with databases is that most of the time, organizations are loath to delete anything out of them as they house important business critical data, so data is often kept in perpetuity or until the database is retired.

Fixed content like legacy email systems, boxes of paper documents, and orphaned EDMS sites will need to be cataloged for their contents in order to determine value, age and availability for final disposition. Email archives allow for disposition according to age of data and most have good search tools to allow access for eDiscovery. Emails not in an archive that are simply on an email server should not be treated like fixed content. Since email is the most requested type of data in eDiscovery, un-archived email should be handled as described in the category below.

Unstructured content is the most difficult to manage. Today’s knowledge workers are constantly creating information on their own hard drives, putting new documents on shared drives or in an organization without an email archive, creating emails on an email server. There is no natural classification of this type of content; and without an archive for the email or an enterprise indexing tool, there is no automated way to enforce any policies against it or find relevant material for eDiscovery. In order to get your information house in order, unstructured content is where you should put most of your time and focus. The key to managing unstructured information is to develop a classification methodology based on one or more informational attributes (e.g. based on age, custodian, location, file types) that superimpose order based on subject(s) relevant to a legal matter. With unstructured content’s volume and growth, organizations often turn to eDiscovery software suites to index, automate and codify the classification methodology for large litigation matters. If you choose not to classify, you at least need to have a plan for intelligent discovery against unstructured content before a litigating event occurs to avoid potential sanctions. Most importantly, determine when and how you will expunge any unstructured content that has met the end of its lifecycle. Without a plan, you will always be on the reactive versus the proactive side of the EDRM model, which is the most risky, as well as the most expensive path.

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[1] “Getting your information house in order to mitigate risk and expenses, should eDiscovery become an issue, from initial creation of electronically stored information through its final disposition”

http://www.kazeon.com/blog/

ICM added reference to ViewCenter

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ICM can help MRO’s avoid hefty fines!

FAA Wants To Fine American Eagle, Continental

Dec 23, 2010

By Frank Jackman frank_jackman@aviationweek.com
WASHINGTON

FAA is proposing more than $600,000 in fines against Continental Airlines and American Eagle Airlines for allegedly operating aircraft that were not in compliance with the Federal Aviation Regulations (FAR) as a result of mechanics failing to follow proper procedures, Each carrier has 30 days from receipt of FAA’s enforcement letter to respond to the agency.

Continental is faced with a proposed fine of $275,000 for operating two Boeing 737-900ERs on 73 revenue flights while the aircraft were out of compliance. FAA alleges that Continental mechanics failed to follow the 737 Airplane Maintenance Manual (AMM) when they installed incorrect main landing gear wheel-tire assemblies on two aircraft and released them for service on Nov. 7 and Nov. 19, 2009.

According to FAA, the AMM specifically instructs mechanics not to use wheel-tire assemblies intended for the Boeing 737-700/-800/-900 on the heavier -900ER because of the possibility of damage to the aircraft or injury to people working on and around the aircraft.

The proposed fine against American Eagle is $330,000 for operating a non-compliant Embraer ERJ-135 on 12 revenue passenger flights. FAA alleges that American Eagle mechanics failed to note broken passenger seats and armrests on two aircraft during a Dec. 18, 2008, inspections, and did not follow approved maintenance manual instructions during those inspections. FAA said its inspectors discovered seats on two aircraft that would not raise and stow into the upright and locked position for takeoffs and landings. The agency’s inspectors also found damaged center arm rests that would not stow correctly.

In addition, FAA alleges that American Eagle used one of the two aircraft on 12 revenue flights between the inspection and the eventual repair of the seats and armrests. The other aircraft did not fly again until the airline completed the required work, FAA said.

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