Member Spotlight: Julie Harvey

By Jessica Lombardo posted 21 days ago

  
Member Spotlight Julie Harvey

This month we're excited to introduce you to long time member, Julie Harvey, CIP a Records and Information Management SME at Ricoh USA. 

If you missed Julie's VIP Lounge session focused on building an information governance program, definitely catch the 30 minute replay here

If you're new to AIIM, involved with developing your organization's information governance policies, or studying for your CIP--definitely connect with Julie here. http://community.aiim.org/network/members/profile?UserKey=2afac599-6d57-4d2a-856b-b29885b6f798  

Name    Julie Harvey, CIP, IGP, BPM  
Position   RIM Subject Matter Expert for our Legal (Law Firm) Vertical
Company Ricoh USA, Inc


Where do you live?       
San Diego, CA

How many years have you been an AIIM member?  15

What led you to information management?      

It has been an evolution.

My career began in risk management and self-insurance administration. One of my first jobs while still in school was working in the records department of a law firm. Later, I went to work for Insurance Carrier and my role evolved into Operations and IT management. These experiences contributed a great deal to the broad knowledge that built the foundation for my future.

But it was the events on Sept 11th 2001 that led me to information management. We are all aware of the horrific events of that day and the impact of how it changed the World. Everything changed instantly.

The human loss was devastating. In addition to the immediate tragedy, I witnessed firsthand the impact of losing millions of records and data systems that affected tens of thousands of people. It was then that I began to specialize in E-Records and E-Content Management (2002).

In 2013, I became CIO for a private investment group with the specific task of managing the data and data systems as part of the M&A activity. I was responsible to ensure the integrity and availability of the data. It became clear that while it was part of the due diligence process, the level of priority and importance did not align with the corporate goals. It was at that time I made the decision to focus my attention on Information Governance and RIM best practices development and awareness initiatives.

Now at Ricoh-USA, Inc., I am the National Records & Information Management Services S.M.E. for our Law Firm Clients

Do you think the role of the records manager is changing?

Yes and No. We need to do more to be the catalyst for changing our roles. We have the opportunity to be very relevant and extremely valuable through innovation and creativity. When we approach our role differently and take control of changing our role we can help the organization progress.

Records managers have an opportunity to take a different role by becoming business process specialists, imaging experts, information analysts, and corporate trainers. 

We need to work with the information owners to breakdown the silos and begin to collaborate with all stakeholders on solutions to develop realistic and effective retention schedules, processes, and policies that align with the core business objectives, mission and vision.  

Finding ways to work with and help IT to manage the integrity and security of the records. We can help the business users to understand accountability of protecting information, adapting to working with the electronic records and data systems.

What has been the biggest success in your career in information management?

Overall, my greatest career achievement has been user adoption that creates the intended results in increased efficiencies, reduced operational costs, and revenue growth.

While implementing ERM and ECM systems, I worked with firms for a period of 9-18 months to incorporate change management, Information Governance, and RIM best practices into every project. As a result, these firms experienced a quick ROI on their IT investments, a high adoption rate, and organizational growth at a more rapid rate than projected.

For one client in particular I became an employee. (My title was “The Director of Visible Progress,” aka, Director of Operations & IT.) They had a 5 year plan to go “paperless.” We accomplished this goal in 3 ½ years. As a result they were able to achieve extensive growth and reduce operating costs significantly. Most rewarding was the overall job satisfaction the employees experienced. By establishing awareness and accountability, it eliminated the chaos that comes from change and lack of clarity. The next year they were awarded the prestigious “Agency of the Year” Award as the top industry leaders for innovation and industry growth.

What’s your current biggest work challenge?

It is the same as most everyone in RIM today, getting all stakeholders on board the train at “The Information Station.”

We talk about the 3 Elements of Information Management: People, Process, and Technology.

I think most would agree that the most challenging element is the People. No two are alike.

The technology is the tool to complete the process. These systems and processes must remain efficient and effective in a rapidly changing environment. We spend a great deal of time, money, and energy on these elements. Yet we avoid dealing with the biggest challenge… The People.

Even those that are agile and adjust to change quickly are finding it difficult to navigate at the current pace at which things change. This is why Information Governance has become so critical.

Be transparent and realistic about the current state and the challenges causing the delays or failed attempts to reach your desired state.

Be clear on what the desired state looks like and ensure that all efforts align with this vision.  

Has that changed over the years? 

Not really. It has only become (much) more complex.

What gives you the most joy in your role as a Records & Information Professional?

The joy and passion that I have for this work is simple. When designing and/or establishing standardized electronic records, business processes, and systems that create efficiencies, collaboration, and transparency, along with it comes a better work experience. That translates to a better customer experience. Being impactful and not just pushing policy without reality of the culture and mission of the organization is a recipe for failure – and therefore, a lack of progress. Delighting others delights me!

While it is great to use slick automation to reduce costs, improve data integrity, and security, at the end of the day (for me) it is about experiencing the transformation in how people feel about their day-to-day work life that gives me the greatest satisfaction.

When they embrace technology and standardization, the transformation and overall satisfaction is apparent and that is why I love to do what I do.

What does digital transformation mean to you?

Transformation is described as the final stage of change, when an organization has fully integrated (digital) business processes into the infrastructure of the organization. However, the perception of “digitally transformed” is unique depending upon the Industry and Corporate Culture. The level at which they reach transformation should align with their corporate goals and vision.

Understanding and documenting the full lifecycle of a record, both physical and electronic, to help identify the business processes to build the framework for transformation, is an opportunity for the records manager to transform their role.

If you could ask any question to the AIIM audience with the hopes of solving an issue, what would that be?  

They should ask, “Am I a catalyst for change?” A few things to ponder…

  • What can you do to change your perspective and approach to be more impactful and successful to align with your Corporate Vision and Mission?
  • What am I doing to engage the stakeholders, break down the silos, and align our objectives?

What are the top 3 things you have gotten out of being a member AIIM?

  1. Industry Knowledge – a broad and deep understanding of the business valuable information throughout its life cycle.
  2. Training that converts to confidence to be creative and impactful
  3. Friendships
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