Case Study on Records Management
Software Deployments at Tyson
Foods
April 2015
Process to identify the OTS Software Solution
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- Gartner Magic Quadrant for Records and Data Retention
- Read online materials to identify a list of 6 potential tools
- Define our business problem and develop Request for Information (RFI)
Solution must manage retention of paper records, electronic documents,
microforms, structured data files including SAP data stores, SharePoint,
and email
- RFI sent out to 6 firms – responses narrowed us down to 4 bidders
- Developed RFP and sent out to 4 bidders (OpenText, HP Trim/UrsaNav,
Autonomy, IBM)
- 4 Bidders visited Tyson headquarters to demonstrate their system
- Our short list narrowed to 3 vendors
Internal Company Engagement Campaign
We spent 6 months reaching out to numerous departments to find ‘partners’
in our retention application usage. Willing partners included:
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- Engineering
- Employment Compliance
- HR Compensation
- Tax
- Legal
- Food Safety Quality Assurance
- Enterprise Systems Architecture - New Acquisitions
- Several plant accounting functions
In the meantime, Autonomy merged with/acquired by HP. That narrowed our
search to 2 solutions: OpenText and HP TRIM
Key focus: how each managed the retention of boxes of paper documents,
SAP integration and email
Selection of HP TRIM – now called ‘HP Records Manager’
Key selection factors –
- Functionality
- Price
- GUI closest to the look and feel of our legacy system
- Search engine
- Systems integration team
- People process and organization of customer sites
Customer Site Visits –
- Halliburton
- YUM Brands
Tyson Internal Approvals
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Capital Improvement Request System – 33 internal approvals for
expenditure of $800,000 in software cost with 400 licensed seats, annual
software maintenance, system integration costs, additional server and
telecommunication costs
Supporting documents included: 3 software/system integration bids, IS
selection matrices, DCF-ROI spreadsheets, bids for all other services,
purchase agreements, etc.
Shared Service Counsel approval of internal IS resources to manage our
project and act as internal IS liaison with all IS sub-functions (DBA, server,
bar coding SMEs, networking engineers, phone company
communications, etc.)
Implemented HP Records Manager Software
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Project kickoff was December 2013
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All 760,106 records were imported
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Boxes of paper records – 116,935
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Medical folders (paper, microfilm and digital) – 639,169
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Records retention schedules were consolidated and applied to all records
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Legal Holds have been applied directly to the applicable records within the
system
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3 clunky old systems were replaced with 1 common system operational at all 3
records centers as of November 2014
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A Space Management matrix has been established for two of the Record
Centers, the third location will be completed by end of Q4 FY2015
What Does Implementing this Solution mean?
60+ Legal Holds Applied
16,400+ Boxes Identified for Destruction in accordance with
our RR&D Policy
Positions us to also delete electronic data using our
retention ‘rules’ in conjunction with IS
Consistent Accounting of Data, Records & Documents
Consolidated Reporting Tool
Results & Moving Forward
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Ability to search and preserve records, associating them with a specific
legal matter and reducing risk
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One uniform records management system
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Documented disposal of content in a defensible manner, according to
policy and reduction of our information footprint
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Rollout of software to additional users to capture additional records
information
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Proof of Concepts in 2015 will explore SharePoint Integration and legacy
data cleanup across specified file shares
Enhancements we are working on in 2015
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Import 17+ Iron Mountain records accounts (Hillshire Brands) into HP Records
Manager and dispose of any records available for destruction in accordance
with Tyson records retention policy and cost savings
Assist IS in reducing the information footprint by eliminating “ROT”
(redundant, obsolete and trivial) data and documents in electronic form – We
propose to use the Legal Share Drive as a trial
Perform pilots to expand usage of the HP Records Manager to other volunteer
groups using the WebClient including the Tax Department, Berry Street &
Robards plants
Replace paper approvals of destruction reports/certificates with electronic
routing (like CIRs are approved)
Make Medical Records indexing more productive for our Dakota City staff by
integrating the new Employee Lookup Application into the HP Records
Manager indexing software
Load new space locations for boxes into the HP Records Manager system as
we move into the new JTL/Emma Street location