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What Do Records Managers Need to Know About Open Source, Open Standards, Open Data
 

What Do Records Managers Need to Know About Open Source, Open Standards, Open Data

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What do records and information managers need to know about the Web's Three Os? Open Source, Open Standards and Open Data? ARMA Ottawa IM Days - Nov 28, 2012

What do records and information managers need to know about the Web's Three Os? Open Source, Open Standards and Open Data? ARMA Ottawa IM Days - Nov 28, 2012

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  • Organisation for Economic Co-operation and Development ( OECD www. oecd .org/
  • Organisation for Economic Co-operation and Development ( OECD www. oecd .org/
  • ** note that the UK TCO spreadsheet is available in the open format .ods! _ Malaysian government – 2004 to 2011 – open source adoption plan results in 119 million $ saved: http://www.zdnet.com/asia-govts-welcome-oss-benefits-7000006142/
  • Source: http://unsustainableideas.wordpress.com/2012/11/26/response-open-letter-obsolete-ms-formats/

What Do Records Managers Need to Know About Open Source, Open Standards, Open Data What Do Records Managers Need to Know About Open Source, Open Standards, Open Data Presentation Transcript

  • The Web’s Three Os:Open Standards, Open Source, Open DataWhat do Records & Information Managers Need to Know? ARMA NCR - IM Days Ottawa – November 2012 Cheryl McKinnon Candy Strategies Inc.Cheryl@CandyStrategies.com www.candystrategies.com @CherylMcKinnon
  • Introduction • Cheryl McKinnon - President of Candy Strategies Inc. • 17+ years in the content/information management industry • Senior management roles with AIIM, Nuxeo, OpenText, Hummingbird • Co-author of new AIIM ECM Master Courses (now offered here in Ottawa) • Volunteer director with OSACAN.org (Open Source Alliance of Canada
  • Agenda • What a Difference a Year Has Made • Overview of Definitions • Importance of Open Standards for Information Management • Rise of Open Source in Information Management • Momentum of the Open Data Movement
  • What a Difference a Year Has Made • Survey of open source, open standards and open data adoption in Canada – big progress since last year • Public Sector institutions in UK and US have many valuable lessons and research to share
  • The Web’s Three Os: Open Standards Open Source Open Data
  • What are Open Standards? • Not controlled by any single hardware or software vendor, often developed by consensus • Royalty-free to use • Often created or managed by an independent standards body or foundation
  • What are Open Standards? • What makes a good open standard? • Supported by vendors and end-users alike • Made transparently • Be openly available • Have a clear governance process • Be relevant to market needs and drivers
  • What is Open Source? • Roots back to the 1980s in the Free Software Foundation • Practices rooted in the 1960s/70s – early research that evolved into the internet – open, participatory software development • Modern definition emerges in 1998 when web browser Netscape Navigator (now Mozilla Foundation) released as open source
  • What is Open Source? • Open Source Initiative Founded in 1998 • Developed consistent terminology, sanctioned software license agreements, practices and definitions • 10 Key characteristics including: free distribution, availability of source code, accommodates derived works, no discrimination against people, groups or use • http://opensource.org
  • What is Open Source? • Simply? A way that a software developer licenses and distributes its source code • Variety of license types with wide acceptance in courts and the software market • Examples: GPL, Apache, MIT, Eclipse, LGPL • Different licenses support different goals, development models, re-use of source code
  • What is Open Data? • Open Knowledge Foundation definition: “A piece of data is open if anyone is free to use, reuse, and redistribute it — subject only, at most, to the requirement to attribute and/or share-alike” • Government open data initiatives became high profile in 2004 with the OECD declaration on open access to publicly-funded data • 2009-2011: More than 200 governments at all levels initiate open data projects and online portals
  • The Web’s Three Os: Open Standards Open Source Open Data
  • Value of Open Standards • Interoperability • Portability • Digital Preservation
  • Value of Open Standards • Document/Content Management Systems • “Content Management Interoperability Services” (CMIS) as an OASIS technical committee • 1.0 Ratified in May 2010 • 1.1 - public review phase in August • Retention Management now added to scope of standard
  • CMIS: Why and What is it?• Statement of Purpose • Define a domain model that can be used by applications to work with one or more Content Management systems • Data Model, Abstract Capabilities, Set of Bindings • Problem of “islands of incompatible systems” making it difficult for organizations and application developers to integrate content across and among systems
  • CMIS 1.1 – Updates Proposed CMIS Client: Portal, Scan/Capture, Content and Business Applications Documents Metadata CRUD operations Filing Folders Query : CMISQL Checkin, Checkout Relations Holds Versions Retention ACL Renditions REST (AtomPub) or SOAP EMC/Docume IBM/Filenet Nuxeo Sharepoint Alfresco … ntum
  • Open Standards Support Portability • Dublin Core • Metadata foundation behind many content management and library systems • Core elements to describe digital items • Enables better search, transfer, migration
  • Harvesting the Content Silos(Don’t Smash Them…)• Content becomes portable by tapping into common ground across diverse content management systems• Technical Use Cases • Federated Repositories • Repository to Repository • Application to Repository
  • Open Standards for Digital Preservation• Long way to go but: PDF/A and ODF (Open Document Format) are starting points • PDF/A an ISO Standard, ODF now an OASIS technical standard for office applications • Goal to remove hardware and operating systems dependencies from viewing, consuming content • Avoid locked-in dependence on any one vendor in precarious world of corporate mergers & acquisitions
  • Open Standards in Government• US Government committed to sustainable and readable formats for long term digital preservation • 2012 Directive on Records Management• UK Government committed to open standards with November 2012 Cabinet announcement
  • Open Standards in Government• Accessibility – Ensure web resources can be read and used by broadest possible range of residents and businesses• W3C open standards for web• HTML5 – avoids lock-in of app-specific access • Support for rich media
  • The Web’s Three Os: Open Standards Open Source Open Data
  • Is Open Source Safe to Use? Yes.
  • Is Open Source Safe to Use? • Concerns about “security” for open source in government have been laid to rest. • US Department of Defense – 2011 “Lessons Learned” identifies open source as superior for reducing duplicate development efforts and by having larger pool of experts to fix bugs faster • UK Cabinet Statement - 2011 – “dispels myths” and finds no difference in risk compared to traditional systems.
  • Is Open Source Safe to Use? • What if we need support to fix an issue or do customization? • Strong communities: Popular platforms have 1000s of developers • Vendor backed support companies: Corporations to sell full- service support and maintenance packages • Local experts: Access to code and distributed development processes ensures expertise can flourish anywhere • Strong foundations: often heavily supported by large software vendors who develop and contribute code but don’t control overall governance
  • Is Open Source Safe to Use? • What about the licensing? • Several widely accepted, well-understood, court-tested licenses recognized by the OSI - opensource.org • May be very permissive or very restrictive – with many shades in between • Choose technologies with licenses that meets your use cases – to build commercial software? Or for an internal application?
  • Benefits of Open Source Adoption • Organizations of all sizes and budgets can at last adopt information management tools • The web provides opportunities for teams across departments, branches, other levels of government or private sector to collaborate on joint requirements • Information/content management tools no longer available exclusively to those organizations with large IM/IT budgets – all can adopt solutions
  • Make Informed Decisions on Open SourceAdoption • Cost models will be different than traditional software license models • Total Cost of Ownership considerations should look at all factors • UK Government TCO Open Source Toolkit – Calculat • Balance zero license cost with apples-to-apples needs for maintenance, support or developers
  • The Web’s Three Os: Open Standards Open Source Open Data
  • Characteristics of Open Data • Available and accessible • Reusable and can be redistributed • Permits universal participation • These characteristics encourage interoperability with other data sets or applications
  • Open Data Challenges and Risks • Ensure privacy and confidentiality restrictions are respected • Release of data in useless, closed, or proprietary formats • Example: large complex tables in PDF rather than .ods or .csv • Inconsistent vocabulary, taxonomy and metadata used to describe data sets • Within a large department as well as across agencies or other levels of government
  • Open Data in Canadian Public Sector • Data.gc.ca – over 272,000 data sets • 2013 commitment to use an open source portal designed for open data purposes • Technology co- developed by US, India, other governments
  • Open Data in Canadian Public Sector • City governments • Ottawa a leader among local governments in Canada • Provincial governments • Ontario commits in fall 2012
  • Why the Web’s Three Os Matter
  • Digital = 21 Century Knowledge Economy st
  • Creating the Digital Goods and Services• Organizations can start an information management project – faster and cheaper: Start testing, prototyping without significant financial investment• Access to open data and open source tools spurs the app- economy • Europe 2012 study – economic benefit of open source valued at $450 Billion ($114B in savings and $342 increased productivity) • Useful new services, products, insights can be created with these new raw materials
  • Improving the Digital Goods• Organizations can take back control of their information and content management roadmaps • Access to code, marketplaces, module exchange with peers, partners or supply chain • Example: Drupal WxT project initiated to meet Canadian Federal web needs for bilingualism and accessibility - now adopted by other institutions and municipal governments
  • Transporting the Digital Goods• Line of Business and content management applications carry business content • Goods and Services are bought, sold and contracted electronically • Interoperable systems (ERP, WCM, BPM and Workflow, ECM) need to let electronic content move across business processes • Reluctance to adopt basic Document Management interoperability standards is a repeat of the Rail Gauge Debates of the 1800s
  • Protecting the Digital Goods• Digital Preservation has been neglected by the records and information management communities – vendors and practitioners• Format decay, hardware obsolescence, loss or deletion of source code• Cannot count on vendors to take care of your digital history, legacy and corporate memory. • Example: Microsoft can’t find the source code or people to rebuild PowerPoint file specifications.
  • Canada Is Lagging on Adoption, But MadeProgress in 2012 • UK Government • 2010 Cabinet Office Memo on Open Source • 2011 Open Source Procurement Toolkit • 2012 Open Standards Principles Memo • ICT Advice Note – Procurement of Open Source • US Government • 2009 Memo from DoD CIO on Open Source • 2011 Lessons Learned Report- DoD • 2012 Records Management Directive • 2012 Contracting Guidance to Support Modular IT Development • Military Policy on Open Source – Resource site • France • 2012 Memo on Open Source
  • From Information Overload to Dark Ages 2.0? http://opensource.com/life/10/10/information-overload-dark-ages-20
  • Thank You! Questions? ARMA NCR - IM Days Ottawa – November 2012 Cheryl McKinnon Candy Strategies Inc.Cheryl@CandyStrategies.com www.candystrategies.com @CherylMcKinnon