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Data-Ed Online: Unlock Business Value through Document & Content Management

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Organizations must realize what it means to utilize document and content management in support of business strategy. The volume of unstructured data is growing at an enormous pace. While we are …

Organizations must realize what it means to utilize document and content management in support of business strategy. The volume of unstructured data is growing at an enormous pace. While we are still far away from automated content comprehension, increasingly sophisticated technologies are extending our business and data management capabilities into more critical and regulated areas. This presentation provides you with an understanding of the dimensions of these new developments, including electronic and physical document monitoring, storage systems, content analysis and archive, retrieve and purge cycling.

Learning objectives include:

What is Document & Content Management and why is it important?
Planning and Implementing Document & Content Management
Document/Record Management Lifecycle
Levels of Control
Content management building blocks
Guiding principles & best practices
Understanding foundational document & content management concepts based on the Data Management Body of Knowledge (DMBOK)
How to utilize document & content management in support of business strategy

More in: Technology , Business
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  • 1. Unlock Business Value Through Document & Content Management Organizations must realize what it means to utilize document and content management in support of business strategy. The volume of unstructured data is growing at an enormous pace. While we are still far away from automated content comprehension, increasingly sophisticated technologies are extending our business and data management capabilities into more critical and regulated areas. This presentation provides you with an understanding of the dimensions of these new developments, including electronic and physical document monitoring, storage systems, content analysis and archive, retrieve and purge cycling. Learning Objectives 1 What is Document & Content Management and why is it important? 2 Planning and Implementing Document & Content Management 3 Document/Record Management Lifecycle 4 Levels of Control 5 Content management building blocks 6 Guiding principles & best practices 7 Understanding foundational document & content management concepts based on the Data Management Body of Knowledge (DMBOK) Date: Time: Presenter: December 10, 2013 2:00 PM ET/11:00 AM PT Peter Aiken, Ph.D. MONETIZING DATA MANAGEMENT Unlocking the Value in Your Organization’s Most Important Asset. PETER AIKEN WITH JUANITA BILLINGS FOREWORD BY JOHN BOTTEGA 1 Copyright 2013 by Data Blueprint
  • 2. Executive Editor at DATAVERSITY.net Shannon Kempe 2 Copyright 2013 by Data Blueprint
  • 3. Get Social With Us! Live Twitter Feed Like Us on Facebook Join the Group Join the conversation! www.facebook.com/ datablueprint Data Management & Business Intelligence Follow us: @datablueprint @paiken Ask questions and submit your comments: #dataed Post questions and comments Ask questions, gain insights Find industry news, insightful and collaborate with fellow data management content professionals and event updates. 3 Copyright 2013 by Data Blueprint
  • 4. Peter Aiken, PhD • • • • • • • • 25+ years of experience in data management Multiple international awards & recognition Founder, Data Blueprint (datablueprint.com) Associate Professor of IS, VCU (vcu.edu) President, DAMA International (dama.org) 8 books and dozens of articles Experienced w/ 500+ data management practices in 20 countries Multi-year immersions with organizations as diverse as the US DoD, Nokia, Deutsche Bank, Wells Fargo, and the Commonwealth of Virginia 4 Copyright 2013 by Data Blueprint 2
  • 5. Identify Create, approve, enforce Preserve and dispose Retrieve and circulate Classify Store Retain Unlock Business Value Through Document & Content Management Presented by Peter Aiken, Ph.D. 10124 W. Broad Street, Suite C Glen Allen, Virginia 23060 804.521.4056
  • 6. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 6 Copyright 2013 by Data Blueprint
  • 7. 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 elements Data Management Functions 7 Copyright 2013 by Data Blueprint
  • 8. The DAMA Guide to the Data Management Body of Knowledge Amazon: http:// www.amazon.com/ DAMA-GuideManagementKnowledge-DAMADMBOK/dp/ 0977140083 Or enter the terms "dama dm bok" at the Amazon search engine Environmental Elements 8 Copyright 2013 by Data Blueprint
  • 9. What is the CDMP? • Certified Data Management Professional • DAMA International and ICCP • Membership in a distinct group made up of your fellow professionals • Recognition for your specialized knowledge in a choice of 17 specialty areas • Series of 3 exams • For more information, please visit: – http://www.dama.org/i4a/pages/ index.cfm?pageid=3399 – http://iccp.org/certification/designations/ cdmp #dataed 9 Copyright 2013 by Data Blueprint
  • 10. Data Management 10 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 11. Data Management Manage data coherently. Data Program Coordination Share data across boundaries. Organizational Data Integration Data Development Data Stewardship Assign responsibilities for data. Engineer data delivery systems. Data Support Operations Maintain data availability. 11 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 12. Five Integrated DM Practice Areas Data management processes and infrastructure Organizational Strategies Implementation Data Program Coordination Guidance Goals Organizational Data Integration Combining multiple assets to produce extra value Integrated Models Achieve sharing of data within a business area Organizational-entity subject area data integration Data Stewardship Standard Data Application Models & Designs Provide reliable data access Direction Data Support Operations Feedback Leverage data in organizational activities Data Development Business Data Data Asset Use Business Value 12 Copyright 2013 by Data Blueprint
  • 13. Overview: Document & Content Management from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 13 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 14. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 14 Copyright 2013 by Data Blueprint
  • 15. Polling Question #1 How much larger do the experts consider the non-tabular data management challenge than the tabular data management challenge? a)The same size b)2x c)5x d)10x 15 Copyright 2013 by Data Blueprint
  • 16. Increasing Scope & Volume of Data Management 5 X Tabular and Non-Tabular Data 1 X Tabular Data 16 Copyright 2013 by Data Blueprint
  • 17. Data Management Technology Research 17 Copyright 2013 by Data Blueprint
  • 18. 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 18 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 19. 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 19 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 20. 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 20 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 21. 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 21 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 22. Federal Rules of Civil Procedure • Zabulake v. UBS Warburg – Trial judge instructed the jury that it could assume that missing information was probably damaging – Zabulake was awarded $20 million • Perleman v. Morgan Stanley – Morgan Stanley "found" at least 120 backup tapes of email – Morgan Stanley was fined $604 million in compensatory and $850 million in punitive damages • New federal rules – – – – 26(f) lawyers must know what is known, legal holds 26 (b) (2) [B] relative cost of the recovery and judgment 34 (b) data delivered in native format 37 (f) you are required to secure all relevant data 22 Copyright 2013 by Data Blueprint
  • 23. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 23 Copyright 2013 by Data Blueprint
  • 24. Document/Record Management Lifecycle Activities: • Identify existing and newly created documents/ records • Create, approve, and enforce documents/ records policies • Classify documents/ records • Retention policy • Short and long-term storage • Retrieval and circulation • Preserve and dispose Identify Create, approve, enforce Preserve and dispose Retrieve and circulate Classify Store Retain from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 24 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 25. Plan for Managing Documents/Records • Documents management involves planning at different levels of a document’s lifecycle: (1) Creation or Receipt • • • (2) Organization for Retrieval (3) Distribution (4) Archiving or Disposition 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 25 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 26. from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 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) 26 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 27. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 27 Copyright 2013 by Data Blueprint
  • 28. 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 28 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 29. 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 29 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 30. 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 30 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 31. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 31 Copyright 2013 by Data Blueprint
  • 32. 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 32 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 33. 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 33 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 34. Audits: Example 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 34 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 35. 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 35 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 36. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 36 Copyright 2013 by Data Blueprint
  • 37. 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 37 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 38. 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 38 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 39. 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 39 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 40. Roles and Responsibilities Participants: • • • • • • • • • All employees Data Stewards DM Professionals Records Management Staff Other IT Professionals Data Management Executives Other IT Managers Chief Information Officer Chief Knowledge Officer Suppliers: • Employees • External parties Consumers: • Business and IT users • Government regulatory agencies • Senior management • External customers from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 40 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 41. 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 41 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 42. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 42 Copyright 2013 by Data Blueprint
  • 43. Guiding Principles • 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 43 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 44. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 44 Copyright 2013 by Data Blueprint
  • 45. Overview: Document & Content Management from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 45 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 46. References from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 46 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 47. References, cont’d from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 47 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 48. References, cont’d from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 48 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 49. Questions? + = It’s your turn! Use the chat feature or Twitter (#dataed) to submit your questions to Peter now. 49 Copyright 2013 by Data Blueprint
  • 50. Upcoming Events January Webinar: Demystifying Big Data January 14, 2014 @ 2:00 PM – 3:30 PM ET (11:00 AM-12:30 PM PT) February Webinar: Data-Centric Strategy & Roadmap February 10, 2014 @ 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: 50 Copyright 2013 by Data Blueprint