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[EN] Breaking the Barriers of Traditional Records Management | Ulrich Kampffmeyer | DLM Forum 2008
 

[EN] Breaking the Barriers of Traditional Records Management | Ulrich Kampffmeyer | DLM Forum 2008

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DLM Forum Conference Toulouse 2008 | Keynote | Dr. Ulrich Kampffmeyer | PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH | Hamburg | Germany | Breaking the Barriers of Traditional ...

DLM Forum Conference Toulouse 2008 | Keynote | Dr. Ulrich Kampffmeyer | PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH | Hamburg | Germany | Breaking the Barriers of Traditional Records Management | Director of the DLM Network EEIG | This presentation is about Records, Records Management, Enterprise Content Management and the Lifecycle Concept of MoReq2. Challenges for traditional Records Management in a rapidly changing digital World. Implications and future Tasks.

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    [EN] Breaking the Barriers of Traditional Records Management | Ulrich Kampffmeyer | DLM Forum 2008 [EN] Breaking the Barriers of Traditional Records Management | Ulrich Kampffmeyer | DLM Forum 2008 Presentation Transcript

    • DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 1 Breaking the Barriers of Traditional Records Management Dr. Ulrich Kampffmeyer DLM Forum Conference Toulouse, Decembre 12th 2008 P R O J E C T C O N S U L T Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Attention: automated presentation version, do not click!
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 2 An Ancient Record
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 3 Records Managers love this Type of Record It‘s handy It‘s rare It‘s valuable It‘s solid It easily stores in Cabinets People enjoy looking at it It carries a Part of our History Archivists even love it more …
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 4 These Days are gone.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 5 This presentation is about Records, Records Management, Enterprise Content Management and the Lifecycle Concept of MoReq2. Challenges for traditional Records Management in a rapidly changing digital World. Implications and future Tasks.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 6 Yes, we got good Definitions … Information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business. Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 7 … but we still got different Perceptions … The Archivists as “Pre-Preservation” … The Public Sector Records Manager as Result of a “Bureaucratic Process” … The Chief Compliance Officer as “Legal Evidence” of his Business Activities … The IT Manager as “Application” of his ERP-Solution … The Programmer as “Structure and Fields” in his Legacy Application … The Music Fan as the “Directory Functionality” of his LASTfm Records …
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 8 Today we talk about … Content, Documents, eMails, Some propose to generally speak of Information Objects This is OK, but … Media Assets, Forms, Files, Images, Videos, Web Pages, Audios, Twitters, PDFs,Datasets, a.s.o.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 9 There is still the Need of the Concept of a Record Not all Information Objects will become a Record and not all Information Objects, either Records, will end up in an Archive
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 10 Because Records can be defined as well by their Attributes • Business Value • Legal Value • Context • Integrity • Persistence • Authenticity • Defined Metadata • Consistency • Classification • and more, which seperate Records from other Objects
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 11 Another Point of View Another Point of View
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 12 The Concept of ECM Enterprise Content Management
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 13 The Software Industry moved on … “Enterprise Content Management is theTechnologies used to Capture, Manage, Store, Preserve and Deliver Content and Documents related to Organizational Processes.”
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 14 CAPTURE PRESERVE DELIVERSTORE MANAGE STORE WCM RM WF/ BPM DM Collab A Lifecycle Model …
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 15 CAPTURE PRESERVE DELIVERSTORE MANAGE STORE WCM RM WF/ BPM DM CollabDocument Management Collaboration Web Content Management Records Management Workflow Business Process Management ECM
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 16 CAPTURE PRESERVE DELIVERSTORE MANAGE STORE WCM RM WF/ BPM DM Collab RECORDS As well a Lifecycle Model … Capture Preserve ManageStore Records Management A Functionality Model …As well a Structural Model …A DLM Model …The DLM Forum RM Model …A Components Model …
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 17 RECORDS Focus! Case Management Workflow Archiving Records Management Document Management Web Content Management What is the Difference between the ECM and the RM Model? Collaboration Most ECM Components are only Satelites in the MoReq2 RM Model!
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 18 CAPTURE PRESERVE DELIVERSTORE MANAGE STORE WCM RM WF/ BPM DM Collab Records Management: One integrated Module of the Components Model Records Management ECM
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 19 That was the easy Part!
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 20 The Software Industry moved on … ECM was enhanced to really cope with the Challenges of “2.0” whilst Records Management and Electronic Archival are just in an “experimental Phase” …
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 21 This is the Challenge This is the Challenge
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 22 The positive Aspect is, thisThe positive Aspect is, this Wave has not arrived in Records Keeping Centers and Archives by now …
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 23 The Technology Challenge Most „new“ Technologies do not care to provide Objects suitable to become consistent Records or to be archived properly … Think about: • Personalisation & Individualisation • Blogs, Twitters, Instant Messages & Wikis • Proprietary Formats for Multi Media Objects • Mashups & distributed Ressources • non-persistent URLs • a.s.o, a.s.o, a.s.o.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 24 The Technology Challenge We might even have to come up with the Discussion, again, if we need the Definition of Something like a „Digital Original“
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 25 The Cultural Challenge New Perceptions, how to generate and use information. Think about: • Social Communities • Digital Immigrants versus Digital Natives • „Always Online“ • New Ways of Communication and Interaction • Rights Management & Data Protection • a.s.o, a.s.o, a.s.o.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 26 The Cultural Challenge We might even have to come up with Discussions, again, about the Information Society and Social Implications of what we are doing. And not to forget the Digital Addicts …
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 27 The Information Growth Challenge Exponential Growth of Information and no sufficient „Management“ of Information. Think about: • Uncontrolled Redundancy • The Value of Information • The growing Dependency of the Availibility and Accurancy of Information • a.s.o, a.s.o, a.s.o.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 28 Lets have a Look to some special Records Management Challenges
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 29 You may want to replace the term „Records Manager“ with the term „Archivist“ …
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 30 Records Managers love Metadata! They are used to complex Data Entry Forms. „2.0“-Users hate complex Data Entry Forms! They want to trust in automatic Categorization.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 31 Records Managers are excellent in structured Search! They are used to Expert Search Forms. „2.0“-Users hate complex Search Forms! They love „Single Field Search“ á la „Google“ finding Everything Everywhere.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 32 Records Managers are aware of the Importance of Context Information! They are used to spent hours to create orderly Structures. „2.0“-Users are lazy! They don‘t mind where they are storing their stuff.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 33 Records Managers perfectly know to navigate by Tree Views and Folder-Sub-Folder-Volume- Hierarchies! It‘s just about having Fun. „2.0“-Users will loose temper when the Interface doesn‘t work like a Media Library or Youtube! Or they get bored and just stop to search what they have been looking for.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 34 Records Managers know about the Importance of Selection and Disposal! They work until late in the Night to keep their Repositories clean. „2.0“-Users know, that a 1-TB-Disk at the Grocers Store is now only 100 €! They believe, that there will always be enough Space for Everything.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 35 Records Managers are Specialists in regard to determine the Value of Records! They are working eagerly, to keep Information accessible and available for all time. „2.0“-Users have no idea about a record and who might be responsible to store it safely! Everbody gets Copies of Everything, so Somebody will take care of it.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 36 Records Managers are fond of their Fileplans, Thesaurus, Taxonomies, Ontologies and Classification Schemes! They move even through 7 Levels of Hierarchy to find the right Spot for a Note. „2.0“-Users believe in Folksonomy! If there are enough Users choosing the same Tag, it can not be false.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 37 Records Managers are prepared to learn hard every Function of their RM Solution! With extensive Training every Software Interface can be turned into a usable Tool. „2.0“-Users love their iPod! If the User Interface is not sexy and works like Facebook, they will just shut the Application down.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 38 Records Managers know by Heart (or by their Retrieval System) the place of every Object! They are in Control of Everything in the Electronic Realm and in the World of Paper Documents. „2.0“-Users, the Digital Natives, started living in a virtual World … … and the Systems are no longer jailed in their Silicon Cages. With RFID, Robotics, Cameras, Sensors they are entering the Real World and take over Control.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 39 By the Way … … a lot of DLM Forum Members are even Senior Digital Immigrants. … so, are we prepared for all of this?
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 40 Will future Historians call our Time „The Dark Age of the Early Information Society“?
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 41 Do not fear Darkness! Remember „The Tortoise & the Hare“
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 42 Do not fear Darkness! Remember „The Tortoise & the Hare“
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 43 Where are we standing now with MoReq2?
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 44 Everything is in Place • Requirements online and printed • Test Material available • XML Schema finished • Test Center Contract signed • MoReq2 Governance Board established • Translations & Chapter 0s coming in … We can start to gather Experiences, initiate Improvements and generate Acceptance.
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 45 So what could be the next Steps with MoReq?
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 46 … Usefullness There is a Need to demonstrate the Usefullness and Usability of MoReq2: • Even a complex Structure can be easily used with modern Software Architecture, Applications and User Interfaces • Used in the right Way, MoReq2 will help to save Money and to increase Efficiency • Not Everybody will need every Function. Make the modular Approach work • Systems must not only be capable of MoReq2- Functionality, but must be able to support even Office Workers with their daily Work
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 47 And the good Thing is: MoReq2 can do!
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 48 … Concentrate on the DLM Forum Assets Combining the Competences of Archives and Records Management For future Activities …
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 49 … a slight Return to the MoReq2 Components Model RECORDS
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 50 … Archiving RECORDS • Challenge of new formats • Interfacing • other Archive-centric topics
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 51 … Connectivity RECORDS • Testing the Interoperability and Records Interchange • XML Schema Evaluation in Practice • Pilots
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 52 … Expanding RECORDS • Enhancing the Optional Modules • Improving the Lifecycle
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 53 RECORDS … Dissemination • Training • Education • Building Reputation • Bringing the Message to the Private Sector
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 54 … Maintenance We can not do Maintenance only of the MoReq2 Standard „for ever“. Technology and the Use of Technology are changing rapidly!
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 55 … Paradigms We will need a Paradigm Change in Records Management to adopt technical and cultural Change! Or we will see a Paradigm Shift to Somewhere, where we do not like to be!
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 56 RECORDS and then … • 2010 Scoping of MoReq3 ? • 2013 Delivery of MoReq3 ?
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 57 RECORDS … and with the next Version we have to break the Barriers of traditional Records Management!
    • ung Dr. Ulrich Kampffme yer GmbH Breitenfel der Straße 17 20251 Hamburg www.proj ect- consult.co m © PROJECT CONSUL T 2008 58 RECORDS… could be …
    • DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 59 Thank you very much for your Attention! Dr. Ulrich Kampffmeyer E-Mail: Ulrich.Kampffmeyer@PROJECT-CONSULT.com Slides, Newsletter, Information ... www.PROJECT-CONSULT.com