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The 7 Habits of aHighly Successful ProgramARMA AtlantaDave FoleyDecember 2019

The 7 Habits of aHighly Successful ProgramRIMIGChange?ARMA AtlantaDave FoleyDecember 2019

7 Habits of Highly Effective People1

7 Habits of Highly Effective People2

7 Habits of a Highly Successful Program7 Habits and RIM Program Strategy ModelsWho We AreWhat We Do1

#1 – Be ProactiveProgram MaturityCommunicate &TrainTake and give responsibilityOwn your Role and the RIM PolicyAccountabilityFrameworkProgram EstablishmentRecordsRetention ScheduleFrom: “How do I gain senior leader entFundamentalComponentsRIM PolicyDefineCompliance & Set RIMStrategyProgram Foundation“What expectations are upon me and how do I exceed them?”“How can I best represent my organization and RIM?”“Make your work to be in keeping with your purpose” Da VinciYOUPolicyOwn your role; remain accountable toyour positionSets expectationsAssigns ownership for program &RRSBusiness determines how to applyBusiness accountable to achievecompliancePresent RIM in a positive light; abenefit for othersWrite the policy; know it; speak it8

#2 - Begin With The End In MindProgram MaturityCommunicate &TrainSee the potentialDefine Compliance & RIM ountabilityFrameworkProgram EstablishmentRecordsRetention ScheduleFundamentalComponentsRIM PolicyDefineCompliance & Set RIMStrategyProgram Foundation“The end” is compliance for records, employees, and the businessClarify your values and goalsProgram strategy / yearly goalsYour strategy remains constant while processes evolve Unstructured records Structured records Physical records Disposition & destruction E-Mail ImagingRecord reviewAbandoned datasetsOnboard trainingLHO / record preservationAnd more 1

#2 - Begin With The End In MindProgram MaturityCommunicate &TrainSee the potentialDefine Compliance & RIM ountabilityFrameworkProgram EstablishmentRecordsRetention ScheduleFundamentalComponentsRIM PolicyDefineCompliance & Set RIMStrategyProgram Foundationevolveour andrecords“The“Continueend” is compliancetofor records,employees,the businessandinformationmanagementClarify your values and goalsprogrambygoalsimplementingProgramstrategy / yearlyand evolveprocessesYourstandardizedstrategy remains constanttoolswhile processes Unstructured records Imagingwithafocusonemployee Structured records Record review Physical records Abandoned datasetsawarenessandeducation” Disposition & destruction Onboard training(company key goal, rev. 2016) E-Mail LHO / record preservation And more 3

#3 – Put First Things FirstProgram MaturityCommunicate& TrainVisualize desired resultsRetention ountabilityFrameworkProgram mponentsResources, toolsets and processesRIM PolicyDefineCompliance & SetRIM StrategyProgram FoundationWhat’s important? Records Retention Schedule Write tenets for use and to manage Establish buy-in through RRS CommitteeNeedSolutionReliable and useableRegulatory and legal researchBusiness validationHelpful and usefulSingle, enterprise-wideFunctionalProcess groupsRecord series / retention code numbering10

7 Habits of a Highly Successful ProgramProgram MaturityCommunicate ntabilityFrameworkProgram EstablishmentRecordsRetention ScheduleFundamentalComponentsRIM PolicyDefineCompliance &Set RIM StrategyProgram Foundation12

#4 – Think Win-WinProgram MaturityCommunicate& TrainSeek mutually beneficial solutionsCreate entAccountabilityFrameworkProgram mponentsRIM PolicyDefineCompliance & SetRIM StrategyProgram FoundationMutually beneficial solutions and agreementsEstablish a steering committee / have executive sponsorCreate the win-win with accountability throughout the entire organizationAccountability Framework1: Leadership2: Record Leader3: Record Owner4: Record Coordinator5: Employee6: RIM Dept.7: RIM Training8: Assessment andImprovement9: Record UnitYour Companyformalizing the roles andresponsibilities within abusiness unit and helpingthem manage theirinformation in a consistentand systematic way13

#5 – Seek First To Understand,Then To Be UnderstoodProgram MaturityCommunicate& tabilityFrameworkProgram EstablishmentTake the paradigm plunge : Communicate & RIM PolicyDefineCompliance & SetRIM StrategyProgram FoundationCommunicate and train with easy to understand messagespublished resourcesRIM 100RIM 200RIM 300RIM TrainingPlan / Curriculumblognewsletterand moreFAQCommunicationPlanMarketingwebsitelunch and learnpromotional itemseventsposters14

#5 – Seek First To Understand,Then To Be UnderstoodProgram MaturityCommunicate& TrainAccountabilityFrameworkProgram EstablishmentTake the paradigm plunge : Communicate & TrainCohesive design and “tagline” as buildingblocksIncluded in all correspondence: emailsignature, posters, marketing andtraining materialPage tentionScheduleFundamentalComponentsRIM PolicyDefineCompliance & SetRIM StrategyProgram FoundationInformationLifecycle16

#6 – SynergizeProgram MaturityCommunicate& TrainInstill teamworkInformation ccountabilityFrameworkProgram mponentsRIM PolicyDefineCompliance & SetRIM StrategyProgram Foundation“Meetingenterpriseneeds (legal,obligation,compliance,& businessvalue) anaginginformationthrough itslifecycle witha broaderperspectivethan justretention,legal obligationor automation”“Value of information decreases over time; cost and risk do not”* Electronic Discovery Reference Model1

#6 – SynergizeProgram MaturityCommunicate& TrainInstill ountabilityFrameworkSynergies Are EverywhereProgram mponentsRIM PolicyDefineCompliance & SetRIM StrategyProgram FoundationStrategical / Planned / Long TermBusiness ContextBusiness NeedTactical / Actionable / Immediate16

#6 – SynergizeStrategic teamworkSynergies Are EverywhereBecausesoftwareis developed forINFORMATIONsystems17

#6 – SynergizeTactical teamworkSynergies Are EverywhereEnvironmental SustainabilityInformation SecurityPlant and Pipeline OperationsGov’t Relations / PAC(many, many more)19

#7 – Sharpen the SawProgram MaturityCommunicate& TrainReach new levelsMeasure and ImproveAccountabilityFrameworkProgram agementRIM PolicyDefineCompliance & SetRIM StrategyProgram FoundationSharpen the Saw meanspreserving and enhancing thegreatest asset you have – You.Stephen R. CoveySharpen your skills, resources, and tools Focus on fundamentals (proactive, begin with the end, first things first) Keep business engaged (win-win, seek first to understand ,synergize) Apply technology for efficiency Use professional networking & training21

#7 – Sharpen the SawProgram MaturityCommunicate& TrainReach new levelsMeasure and untabilityFrameworkProgram mponentsRIM PolicyDefineCompliance & SetRIM StrategyProgram FoundationMeasure program usage & effectivenessMeasure policy complianceImplement improvements21

7 Habits of a Highly Successful ProgramUniversal Truths and Strategy ModelReach new levels; measure programeffectiveness, use, and compliance; implementimprovementsInstill teamwork; integrate processes foreffectiveness; automate for efficienciesProgram MaturityCommunicateInformation& TrainBusiness GovernanceEngagementTake the paradigm plunge; train everyone;keep the RIM message simple and easyAccountabilityFrameworkCreate mutually beneficial solutions; createcompany-wide accountabilityProgram EstablishmentVisualize desired results; enjoy one companywide records retention scheduleSee the potential; define compliance; establishthe strategyTake and give responsibility; have yourcompany-wide policy be the nentsCompliance &RIM PolicyStrategyProgram Foundation23

7 Habits of a Highly Successful ProgramRe-SetONEOK – A mid-stream natural gas (pipeline) company: 42,000pipeline miles for gathering, processing, storage and transportationof natural gas and natural gas liquids for producers, processorsand distribution / utility companiesInstinctExperience‘Dave–isms’5

7 Habits of a Highly Successful ProgramInstinct: Strategy - Goals - Actions - ResultsPolicy andand StrategyStrategyPolicyStrategy developed.MaturityModel velopeddevelopedMaturity Model30(b)630(b)6 witnesswitness knowledgeableknowledgeable30(b)6 witnesswitness ssknowledgeable 30(b)630(b)6witnessknowledgeableofofRIMprogramof RIMRIM eof RIM programof RIMStrategy reviewed g measureable atedasMaturityNoteModelupdated ewherecompleted.completed.completed.RIM key goal in strategic plan RIM key goal updated asRIMkeykeygoalgoalinstrategicstrategicplan programRIM keykey goalgoalupdated asasupdatedas esadvances programprogram )(D)(D)programRIM key goal updated asRIM keykey goalgoalupdated asasprogramadvancesRIMupdatedprogram advancesadvancesprogramStrategy reviewed annuallyStrategy reviewed annuallyStrategy reviewed llyStrategyreviewedannuallyStrategy tegy reviewed annuallyStrategy reviewed measureablegiving measureable progressgiving measurable progressgiving measurable atedasas needed;MaturityNoteModelupdated asas Maturityprogress yupdatedMaturityModelupdatedMaturityModel updatedupdated ewhereneeded;NotewhereMaturityModelupdated asasMaturityModelupdated as needed;needed; NoteNote ed.completed.(D)(D)(D) included as key goal inRIM included as key goal inRIM included as key goal inRIMRIM included as key goal inRIM included as key goal inCorporate

your. skills, resources, and tools. Focus on fundamentals (proactive, begin with the end, first things first) Keep business engaged (win- win, seek first to understand , synergize) Apply technology for efficiency Use professional networking & training.