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Welcome!       TITLE                                      Your Documents and Other Content:                               ...
TITLE                  Commonly Asked Questions            1) Will I get copies of the slides after the               even...
Get Social With Us!       TITLE                    Live Twitter Feed                                                      ...
TITLE                  Meet Your Presenter: Dr. Peter Aiken                                                               ...
Your Documents &                                                                     Other Content:                       ...
TITLE                  Outline            1. Data Management Overview            2. What is document & content            ...
TITLE        The DAMA Guide to the Data Management Body of Knowledge            Published by            DAMA International...
TITLE        The DAMA Guide to the Data Management Body of Knowledge                                                      ...
TITLE                                                                                   Data Management       PRODUCED	  B...
TITLE                                                                                   Data Management                   ...
TITLE                                                                                   Data Management       PRODUCED	  B...
TITLE                  Overview: Document & Content Management                                                            ...
TITLE                  Outline            1. Data Management Overview            2. What is document & content            ...
TITLE                  Increasing Scope & Volume of Data Management                                                       ...
TITLE                  Data Management Technology Research       PRODUCED	  BY                                            ...
TITLE                  Definition: Document & Content Management                              • The control over capture, ...
TITLE                  Definition, cont’d            Two sub-functions of document and content mgmt:            1.        ...
TITLE                  Unstructured (or preferred) Non-tabular Data            • Any document, file, graphic,             ...
TITLE                  Polling Question #2            According to researchers at IDC, 80% of            enterprise data t...
TITLE                  Document/Record Management            • Lifecycle management of the designated              signifi...
TITLE                  Outline            1. Data Management Overview            2. What is document & content            ...
TITLE                  Document/Record Management Lifecycle        Activities:        • Identify existing and             ...
TITLE                   Plan for Managing Documents/Records            • Documents management involves planning at        ...
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International       TITLE        Implementing ...
TITLE                  Outline            1. Data Management Overview            2. What is document & content            ...
TITLE                  Three Levels of Control            • Levels are based on the criticality of the data and the percei...
TITLE                  Three Levels of Control: Example        Sample list of        data assets and        possible contr...
TITLE                  Determining Levels of Control            • ANSI 859 recommends the following              criteria:...
TITLE                  Outline            1. Data Management Overview            2. What is document & content            ...
TITLE                  Polling Question #3            What percentage of providers of unstructured            data retain ...
TITLE             Backup and Recovery Plans and Procedures            • The document and content management system needs t...
TITLE                  Retention and Disposition Programs            A document/records retention            and dispositi...
Audits: Example       TITLE            Document/records            management            requires auditing            on a...
TITLE                  Audits: Components            • Defining organizational drivers and              identifying the st...
TITLE                  Outline            1. Data Management Overview            2. What is document & content            ...
TITLE                  Document & Content Management                                                  ü                  ...
TITLE                  Goals and Principles            1. To safeguard and ensure the               availability of data a...
TITLE                  Activities            1. Document/Records Management                      –        Plan for Managin...
TITLE                   Primary Deliverables            •       E-discovery records            •       Outgoing letters an...
TITLE                   Roles and Responsibilities            Participants:                                               ...
TITLE                  Technology            • Stored Documents            • Office Productivity Tools            • Record...
TITLE                  Outline            1. Data Management Overview            2. What is document & content            ...
Guiding Principles       TITLE            • Everyone in the organization              must create, use, retrieve,         ...
TITLE                  Outline            1. Data Management Overview            2. What is document & content            ...
TITLE                  Overview: Document & Content Management                                                            ...
TITLE                  References                                                                                   from T...
TITLE                  References, cont’d                                                                                 ...
TITLE                  References, cont’d                                                                                 ...
TITLE                                                                                              Questions?             ...
TITLE                   Upcoming Events            September Webinar:            Let’s Talk Metadata:            Strategie...
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Data-Ed Online: Structuring Your Unstructured Data Document & Content Management

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Transcript of "Data-Ed Online: Structuring Your Unstructured Data Document & Content Management"

  1. 1. Welcome! TITLE Your Documents and Other Content: Managing Unstructured Data Date: August 14, 2012 Time: 2:00 PM ET Presented by: Dr. Peter Aiken PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 11/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  2. 2. TITLE Commonly Asked Questions 1) Will I get copies of the slides after the event? YES* 2) Is this being recorded so I can view it afterwards? YES* PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 21/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  3. 3. Get Social With Us! TITLE Live Twitter Feed Like Us on Facebook Join the Group Join the conversation! www.facebook.com/ Data Management & Follow us: datablueprint Business Intelligence @datablueprint Post questions and Ask questions, gain insights comments and collaborate with fellow @paiken Find industry news, insightful data management Ask questions and submit content professionals your comments: #dataed and event updates. PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 31/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  4. 4. TITLE Meet Your Presenter: Dr. Peter Aiken • Internationally recognized thought-leader in the data management field with more than 30 years of experience • Recipient of the 2010 International Stevens Award • Founding Director of Data Blueprint (http://datablueprint.com) • Associate Professor of Information Systems at Virginia Commonwealth University (http://vcu.edu) • President of DAMA International (http://dama.org) • DoD Computer Scientist, Reverse Engineering Program Manager/ Office of the Chief Information Officer • Visiting Scientist, Software Engineering Institute/Carnegie Mellon University • 7 books and dozens of articles • Experienced w/ 500+ data management practices in 20 countries #dataed PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 41/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  5. 5. Your Documents & Other Content: Managing Unstructured Data Managing non-tabular Data: Document & Content ManagementDATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012
  6. 6. TITLE Outline 1. Data Management Overview 2. What is document & content management and why is it important? 3. Planning and implementing document & content management 4. Levels of control 5. Additional considerations 6. Content management building blocks 7. Guiding Principles Tweeting now: #dataed 8. Take Aways, References and Q&A PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 61/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  7. 7. TITLE The DAMA Guide to the Data Management Body of Knowledge Published by DAMA International • The professional association for Data Managers (40 chapters worldwide) DMBoK organized around • Primary data management functions focused around data delivery to the organization • Organized around environmental Data elements Management Functions PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 71/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  8. 8. TITLE The DAMA Guide to the Data Management Body of Knowledge Amazon: http:// www.amazon.com/ DAMA-Guide- Management- Knowledge-DAMA- DMBOK/dp/ 0977140083 Or enter the terms "dama dm bok" at the Amazon search engine Environmental Elements PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 81/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  9. 9. TITLE Data Management PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 91/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  10. 10. TITLE Data Management Manage data coherently. Data Program Coordination Share data across boundaries. Organizational Data Integration Data Stewardship Data Development Assign responsibilities for data. Engineer data delivery systems. Data Support Operations Maintain data availability. PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 101/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  11. 11. TITLE Data Management PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 111/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  12. 12. TITLE Overview: Document & Content Management from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 121/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  13. 13. TITLE Outline 1. Data Management Overview 2. What is document & content management and why is it important? 3. Planning and implementing document & content management 4. Levels of control 5. Additional considerations 6. Content management building blocks 7. Guiding Principles Tweeting now: #dataed 8. Take Aways, References and Q&A PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 131/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  14. 14. TITLE Increasing Scope & Volume of Data Management 5  X  Tabular  and  Non-­‐Tabular  Data 1  X  Tabular  Data PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 141/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  15. 15. TITLE Data Management Technology Research PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 151/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  16. 16. TITLE Definition: Document & Content Management • The control over capture, storage, access, and use of data and information stored outside relational databases • Focus on integrity and access; roughly equivalent to data operations management for relational databases • Looks beyond the purely operational focus • Strategic and tactical focus overlaps with other data management functions in addressing the need for data governance, architecture, security, managed meta- data, and data quality for unstructured data from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 161/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  17. 17. TITLE Definition, cont’d Two sub-functions of document and content mgmt: 1. Document management: • The storage, inventory, and control of electronic and paper documents • Encompasses the processes, techniques, and technologies for controlling and organizing documents and records (stored electronically and on paper) 2. Content management: • The organization, categorization and structure of data/resources so that they can be stored, published and reused in multiple ways • Sometimes referred to as Enterprise Content Management (ECM), implying the scope of content management is across the entire enterprise from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 171/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  18. 18. TITLE Unstructured (or preferred) Non-tabular Data • Any document, file, graphic, image, text, report, form, video, or sound recording that has not been tagged or otherwise structured into rows and columns or records • Found in different kinds of electronic formats, including word processing, email, flat files, spreadsheets, XML files, etc. • Enormous amount of unstructured data also exists in paper files from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 181/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  19. 19. TITLE Polling Question #2 According to researchers at IDC, 80% of enterprise data today is unstructured data. What do you think is the exponential annual rate at which it is growing? a) 30% b) 50% c) 60+%   d) 90+% PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 191/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  20. 20. TITLE Document/Record Management • Lifecycle management of the designated significant documents of the organization • Records can be physical, electronic or hybrid • 90%+ of today’s records are electronic: growth in email and IM has made the management of electronic records critical to organizations • Compliance regulations and statutes: – U.S. Sarbanes-Oxley Act – E-Discovery Amendments – Canada’s Bill 198 from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 201/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  21. 21. TITLE Outline 1. Data Management Overview 2. What is document & content management and why is it important? 3. Planning and implementing document & content management 4. Levels of control 5. Additional considerations 6. Content management building blocks 7. Guiding Principles Tweeting now: #dataed 8. Take Aways, References and Q&A PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 211/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  22. 22. TITLE Document/Record Management Lifecycle Activities: • Identify existing and Identify newly created documents/records Preserve Create, and approve, • Create, approve, and dispose enforce enforce documents/ records policies • Classify documents/ Retrieve records and Classify circulate • Retention policy • Short and long-term storage Store Retain • Retrieval and circulation • Preserve and dispose from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 221/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  23. 23. TITLE Plan for Managing Documents/Records • Documents management involves planning at different levels of a document’s lifecycle: (1) (2) (4) (3) Crea(on  or   Organiza(on   Archiving  or   Distribu(on Receipt   for  Retrieval Disposi(on • Develop classification/indexing systems and taxonomies so that documents retrieval is easy • Create planning and policy around documents and records on the value of the data to the organization • Establish, communicate, and enforce policies, procedures and best practices for documents from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 231/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  24. 24. from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International TITLE Implementing Document/Records Management Systems • Electronic documents must be indexed during the capture process so that they can be found • A document repository enables check-in and check-out features, versioning, collaboration, comparison, archiving, status state(s), migration from one storage media to another, and disposition • Document storage includes document management • Documents can be categorized for retrieval • Reports are delivered through a number of tools, e.g. printers, email, website, etc. • Many document management systems include digital asset management: management of digital assets (audio, video, music and digital photographs) PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 241/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  25. 25. TITLE Outline 1. Data Management Overview 2. What is document & content management and why is it important? 3. Planning and implementing document & content management 4. Levels of control 5. Additional considerations 6. Content management building blocks 7. Guiding Principles Tweeting now: #dataed 8. Take Aways, References and Q&A PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 251/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  26. 26. TITLE Three Levels of Control • Levels are based on the criticality of the data and the perceived harm that would occur if data were corrupted or otherwise unavailable • ANSI Standard 859: 1. Formal (most rigid) • requires formal change initiation • thorough change evaluation for impact • decision by a change authority • Full status accounting of implementation and validation to stakeholders 2. Revision • Less formal • Notify stakeholders and increment versions when a change is required 3. Custody (least rigid) • Least formal • Merely requiring safe storage and a means of retrieval from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 261/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  27. 27. TITLE Three Levels of Control: Example Sample list of data assets and possible control levels from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 271/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  28. 28. TITLE Determining Levels of Control • ANSI 859 recommends the following criteria: – Cost of providing and updating the asset – Project impact, when the change has significant cost or schedule consequences – Other consequences of change to the enterprise or project – Need to reuse the asset or earlier versions of the asset – Maintenance of a history of change from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 281/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  29. 29. TITLE Outline 1. Data Management Overview 2. What is document & content management and why is it important? 3. Planning and implementing document & content management 4. Levels of control 5. Additional considerations 6. Content management building blocks 7. Guiding Principles Tweeting now: #dataed 8. Take Aways, References and Q&A PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 291/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  30. 30. TITLE Polling Question #3 What percentage of providers of unstructured data retain it forever? a) 25% b) 45% c) 65%   d) 85% PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 301/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  31. 31. TITLE Backup and Recovery Plans and Procedures • The document and content management system needs to be included as part of the overall corporate backup and recovery activities for all data and information • Documents/records manager needs to be involved • A business continuity plan (Disaster Recovery Plan) contains written policies, procedures, and information designed to mitigate the impact of threats to all media and to recover them in a minimum amount of time and disruption • This requires: – Identification of vital records – Development of plans for protection and recovery – Maintenance of these plans from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 311/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  32. 32. TITLE Retention and Disposition Programs A document/records retention and disposition program: • Defines the period of time during which documents/ records must be maintained • Defines when the documents/ records are not active any more and can be transferred to a secondary storage facility • Specifies the processes for compliance and the methods and schedules for the disposition of documents/ records from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 321/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  33. 33. Audits: Example TITLE Document/records management requires auditing on a periodic basis to ensure that the right information is getting to the right people at the right time for decision making or performing operational activities from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 331/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  34. 34. TITLE Audits: Components • Defining organizational drivers and identifying the stakeholders that comprise the “why” of document/records management • Gathering data on the process (the “how”), once it is determined what to examine/measure and what tools to use • Reporting the outcomes • Developing a plan of action for next steps and timeframes from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 341/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  35. 35. TITLE Outline 1. Data Management Overview 2. What is document & content management and why is it important? 3. Planning and implementing document & content management 4. Levels of control 5. Additional considerations 6. Content management building blocks 7. Guiding Principles Tweeting now: #dataed 8. Take Aways, References and Q&A PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 351/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  36. 36. TITLE Document & Content Management ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü ü PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 361/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  37. 37. TITLE Goals and Principles 1. To safeguard and ensure the availability of data assets stored in less structured formats. 2. To enable effective and efficient retrieval and use of data and information in unstructured formats. 3. To comply with legal obligations and customer expectations. 4. To ensure business continuity through retention, recovery, and conversion. 5. To control document storage operating costs. from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 371/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  38. 38. TITLE Activities 1. Document/Records Management – Plan for Managing Documents/Records – Backup and Recover Documents/Records – Retain and Dispose of Documents/Records – Audit Document/Records Management – Implement Document/Records Management Systems for Acquisition, Storage, Access, and Security Controls 2. Content Management – Define and Maintain Enterprise taxonomies – Document/Index Information Content Metadata – Provide Content Access and Retrieval – Govern for Quality Content from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 381/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  39. 39. TITLE Primary Deliverables • E-discovery records • Outgoing letters and emails • Policies and procedures • Audit trails and logs • Meeting minutes • Format reports • Significant memoranda • Contracts and financial documents • Managed records in many media formats from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 391/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  40. 40. TITLE Roles and Responsibilities Participants: Suppliers: • All employees • Employees • Data Stewards • External parties • DM Professionals • Records Management Staff • Other IT Professionals Consumers: • Data Management • Business and IT users Executives • Government regulatory • Other IT Managers agencies • Chief Information Officer • Senior management • Chief Knowledge Officer • External customers from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 401/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  41. 41. TITLE Technology • Stored Documents • Office Productivity Tools • Records Management Tools • XML Development Tools • Collaboration Tools • Internet • Email Systems • Image and Workflow Management Tools from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 411/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  42. 42. TITLE Outline 1. Data Management Overview 2. What is document & content management and why is it important? 3. Planning and implementing document & content management 4. Levels of control 5. Additional considerations 6. Content management building blocks 7. Guiding Principles Tweeting now: #dataed 8. Take Aways, References and Q&A PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 421/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  43. 43. Guiding Principles TITLE • Everyone in the organization must create, use, retrieve, and dispose of records in accordance with the established policies and procedures • Experts in the handling of records and content should be fully engaged in policy and planning • Even if records management professionals are not available to the organization, everyone can be trained and have an understanding of the issues. Once trained, business stewards and others can collaborate on an effective approach to records management from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 431/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  44. 44. TITLE Outline 1. Data Management Overview 2. What is document & content management and why is it important? 3. Planning and implementing document & content management 4. Levels of control 5. Additional considerations 6. Content management building blocks 7. Guiding Principles Tweeting now: #dataed 8. Take Aways, References and Q&A PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 441/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  45. 45. TITLE Overview: Document & Content Management from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 451/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  46. 46. TITLE References from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 461/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  47. 47. TITLE References, cont’d from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 471/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  48. 48. TITLE References, cont’d from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 481/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  49. 49. TITLE Questions? + = It’s your turn! Use the chat feature or Twitter (#dataed) to submit your questions to Peter now. PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 491/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  50. 50. TITLE Upcoming Events September Webinar: Let’s Talk Metadata: Strategies and Successes September 11, 2012 @ 2:00 PM – 3:30 PM ET (11:00 AM-12:30 PM PT) October Webinar: Engineering Solutions to Data Quality Challenges October 9, 2012 @ 2:00 PM – 3:30 PM ET (11:00 AM-12:30 PM PT) Sign up here: • www.datablueprint.com/webinar-schedule • www.Dataversity.net Brought to you by: PRODUCED  BY CLASSIFICATION DATE SLIDE DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 501/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
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