The Hilton Record Management Case Study

harmon.ie @ Hilton

Evan HerbstGeneral Manager & VP North America, harmon.ie

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Too Many Emails…Too Many Documents…Too Many Apps…

Information Overload

ABOUT HILTON

OVER 62,403 EMPLOYEES ACROSS

275 LOCATIONS

THE BUSINESS INITIATIVE

Preserve records Reduce risk and expense (by ensuring non-record

emails are retained for no

more than 2 years)

BY THE NUMBERS

40,049 Records Declared1

Top 3 Functional Areas Declared:

1. Properties

2. Legal

3. Commercial Services

35 Million Emails Deleted2

35,656,663 emails

5.52 TB

Over 19K PST files Deleted@

100%of Functions provided access to

Records Management training

7,242Team Members Completed

Records Management Training

1 Representing 17 functional areas

2 Deleted over a two-month period

• SharePoint is the repository to store email and document records

• Use SharePoint Records Center as the tool to ensure compliance with Hilton’s Records Management Policy

– Records Center is a SharePoint repository for all Team Members, who own records,

to move their email-records to in order to comply with Hilton’s Records Management policy

– Property Team Members receive access to Records Center, training on how to identify email-records

and how to use the records management tools, and access to end-user support (via designated records coordinators)

• harmon.ie to make it easy to comply by providing “a window into Records Center” directly from Outlook, where workers spend their worktime

• A communications plan to spur desired behavioral change

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THE DECLARE INITIATIVE

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TO DECLARE OR NOT TO DECLARE…

Your plan >

Reality >

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DECLARE TO NOT TO DECLARE

NOT TO DECLARE (WEB) DECLARE (OUTLOOK + harmon.ie)

• Access to everything you need on one screen

• True Drag & Drop functionality

• Top-notch search capabilities

• Bulk editing of metadata

• Bulk check-in of documents

• Available from multiple source locations

• Very easy to use

• Records management by Design/Default

• Quick access to ‘Favorites’

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DECLARE – THE HARMON.IE INTERFACE

Drag

& DropOutlook

Integration

Bulk

Uploads Favorites

PAST - Rollout• Americas, APAC, EMEA

• Over 15,000 Hilton Team Members

Present• PST, the three-letter acronym that is

actually a four-letter word

Future• All office files – Office 365 : 2019

• Structured Data : 2020

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TO DECLARE OR NOT TO DECLARE…

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Demo

6/19/2019 12

MAKE THE RIGHT THING THE EASY THING

• Identify and capture email

and document records

• Classify emails and

documents

• Discover content with

search, easy navigation, and

by familiar topics

• Share using links and ad-hoc

sharing

• Focus on what’s important

© 2019 Hilton Confidential and Proprietary

• “harmon.ie gave us the ability to preserve records in an efficient and user-friendly way…”

• “…we wanted everything in one interface and harmon.ie was able to do that for us…”

• “…With harmon.ie, we were able to successfully preserve 40,000 records…and delete over 35 million emails”

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