IT is from Mars:
RIM is from Venus
  How Can We Work Together?
        Presented by
       Douglas Schultz
Disclaimer
             This product is meant for educational purposes only. Any resemblance to real persons, living or de...
Hurricane Ike




3
Agenda

•   Introduction
•   Context of Problem
•   History of RIM and IT
•   Speaking Different Languages
•   Why Is This...
About me




5
About Me - Interests




6
About Me - Career




7
Access Sciences
• Access Sciences has been in the information management
  field for more than 23 years.
• Our core compet...
Access Sciences (continued)
• ~100 Highly Skilled Professionals
    – Key certifications among our staff include:
       •...
quot;I may not have gone where I
     intended to go, but I think I have
     ended up where I needed to be.quot;

     - ...
Agenda

•   Introduction
•   Context of Problem
•   History of RIM and IT
•   Speaking Different Languages
•   Why Is This...
Exploding Digital Universe

                 2000
                 1800
                 1600
                 1400
     E...
Disk Growth
• Gartner estimates 18.8% worldwide
  growth rate
• Many would think this is US-based:
     – Japan - 38.7%
  ...
Context
     • Large sanctions for mismanaged e-discovery
     • 30% of companies don’t have electronic records in their
 ...
Context - Information Workers
Annual Cost of Wasted Effort
Task                                             Average       ...
Agenda

•   Introduction
•   Context of Problem
•   History of RIM and IT
•   Speaking Different Languages
•   Why Is This...
How We Got Here
• Records Management
     – Roots in managing paper, historical records or
       archives
     – Focus on...
How We Got Here
• Information Technology
     –   Roots in managing technology, networks, applications
     –   Focus on t...
What is Changing
• Focus on big “I” - Information
     – Legal and Compliance
     – New collaborative technologies (i.e. ...
Where does Records Management report in your
                            organization?

            Admin Svcs            ...
Who currently has responsibility for the day-to-day mgmt
                              of electronic records?


          ...
Cross Functional Competencies
             IT Types ranking their           RM Types ranking their
               knowledg...
Agenda

•   Introduction
•   Context of Problem
•   History of RIM and IT
•   Speaking Different Languages
•   Why Is This...
RIM Requirement

• Records Retention
     – Retention Schedule – policy document
     – Retention periods are based on:
  ...
IT Understanding
• We have Backup Tapes!!
     – Designed to provide wholesale recovery from
       catastrophic failure
 ...
RM Requirement

• Information Lifecycle Management
     – Why?
       • provide accurate, timely and complete information
...
Information Lifecycle Mgmt - Example


                Implement Legal and Tax Holds as Appropriate

     Create    Index ...
IT Misunderstanding
• Information Lifecycle Management (ILM)
   – Storage Vendors - “Buy to Comply”
        • Branded as c...
IT Needs to understand
• Equally aggressive data migration strategy and
  records retention solution needed
     – Storage...
IT Needs to understand
• Equally aggressive data migration strategy and
  records retention solution needed
     – Storage...
RM Requirement
Electronic Messaging Retention/Archiving
• It may be a record
     – Categorized by subject matter
     – G...
IT Understanding
Electronic Messaging Retention/Archiving
• Typical view problem as one of bulk reduction
 Email Managemen...
IT Needs to Understand
Electronic Messaging Retention/Archiving
• Business records must be managed properly
  regardless o...
IT Needs to Understand
• Digital Preservation
     – Information technology life cycle is faster than the information life...
IT Needs to Understand
• Digital Preservation
    – Information technology life cycle is faster than the information life
...
Agenda

•   Introduction
•   Context of Problem
•   History of RIM and IT
•   Speaking Different Languages
•   Why Is This...
Your role in the organization


        Bus User                  5%


             Exec               4%


              ...
How would you best characterize your
                     organization's experience with DM/RM?

        Have not begun a ...
How confident are you in your organization
                 managing, controlling and utilizing electronic
               ...
How confident are you that you could
                demonstrate that your electronic information is
                   ac...
How confident are you that emails related to
               documenting commitments and obligations are
                  ...
What are your organization's likely application interests in
                                the next 12-18 months?


    ...
What are your organization's likely technology interests in
                              the next 12-18 months?


     Ca...
How do you think your organization's spending in 2008 on
              the following technologies will compare with what w...
Agenda

•   Introduction
•   Context of Problem
•   History of RIM and IT
•   Speaking Different Languages
•   Why Is This...
Rebooting RIM? – Not!




46
Rebooting RIM - Action Items
• Proactively demonstrate value to IT and
  business
• Educate IT in RIM terms that conflict ...
Rebooting RIM - Action Items
• Develop skills in message archiving
• Actively seek involvement in ECM strategy
  and imple...
New Technologies




49
Source: http://www.bioteams.com/2008/08/29/team_collaboration_funny.html
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Explain the differences in terminologies used by Records and Information Managemennt professionals and Information Technology professionals.

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It Is From Mars Rim Is From Venus For Slideshare

  1. 1. IT is from Mars: RIM is from Venus How Can We Work Together? Presented by Douglas Schultz
  2. 2. Disclaimer This product is meant for educational purposes only. Any resemblance to real persons, living or dead is purely coincidental. Void where prohibited. Some assembly required. List each check separately by bank number. Batteries not included. Contents may settle during shipment. Use only as directed. No other warranty expressed or implied. Do not use while operating a motor vehicle or heavy equipment. Postage will be paid by addressee. Subject to approval. This is not an offer to sell securities. Apply only to affected area. May be too intense for some viewers. Do not stamp. Use other side for additional listings. For recreational use only. Do not disturb. If condition persists, consult your physician. No user-serviceable parts inside. Freshest if eaten before date on carton. Subject to change without notice. Times approximate. Simulated picture. No postage necessary if mailed in the United States. Breaking seal constitutes acceptance of agreement. For off-road use only. As seen on TV. One size fits most. Many suitcases look alike. Colors may, in time, fade. We have sent the forms which seem to be right for you. Slippery when wet. For office use only. Drop in any mailbox. Edited for television. Keep cool; process promptly. Post office will not deliver without postage. List was current at time of printing. Return to sender, no forwarding order on file, unable to forward. Not responsible for direct, indirect, incidental or consequential damages resulting from any defect, error or failure to perform. At participating locations only. Not the Beatles. Penalty for private use. See label for sequence. Substantial penalty for early withdrawal. Do not write below this line. Falling rock. Lost ticket pays maximum rate. Your cancelled check is your receipt. Add toner. Place stamp here. Avoid contact with skin. Sanitized for your protection. Be sure each item is properly endorsed. Sign here without admitting guilt. Employees and their families are not eligible. Beware of dog. Contestants have been briefed on some questions before the show. Limited time offer, call now to insure prompt delivery. You must be present to win. No passes accepted for this engagement. No purchase necessary. Processed at location stamped in code at top of carton. Shading within a garment may occur. Use only in well-ventilated area. Keep away from fire or flame. Replace with same type. Approved for veterans. Booths for two or more. Check here if tax deductible. Some equipment shown is optional. Price does not include taxes. Not recommended for children. Reproduction strictly prohibited. No solicitors. No alcohol, dogs, or horses. No anchovies unless otherwise specified. Restaurant package, not for resale. List at least two alternate dates. First pull up, then pull down. Call toll free before digging. Driver does not carry cash. Some of the trademarks mentioned in this product appear for identification purposes only. Record additional transactions on back of previous stub. This product is meant for educational purposes only. Any resemblance to real persons, living or dead is purely coincidental. Void where prohibited. Some assembly required. List each check separately by bank number. Batteries not included. Contents may settle during shipment. Use only as directed. No other warranty expressed or implied. Do not use while operating a motor vehicle or heavy equipment. Postage will be paid by addressee. Subject to approval. This is not an offer to sell securities. Apply only to affected area. May be too intense for some viewers. Do not stamp. Use other side for additional listings. For recreational use only. Do not disturb. If condition persists, consult your physician. No user-serviceable parts inside. Freshest if eaten before date on carton. Subject to change without notice. Times approximate. Simulated picture. No postage necessary if mailed in the United States. Breaking seal constitutes acceptance of agreement. For off-road use only. As seen on TV. One size fits all. Many suitcases look alike. Contains a substantial amount of non-tobacco ingredients. Colors may, in time, fade. We have sent the forms which seem to be right for you. Slippery when wet. For office use only. Not affiliated with the American Red Cross. Drop in any mailbox. Edited for television. Keep cool; process promptly. Post office will not deliver without postage. List was current at time of printing. Return to sender, no forwarding order on file, unable to forward. Not responsible for direct, indirect, incidental or consequential damages resulting from any defect, error or failure to perform. At participating locations only. Not the Beatles. Penalty for private use. See label for sequence. Substantial penalty for early withdrawal. Do not write below this line. Falling rock. Lost ticket pays maximum rate. Your cancelled check is your receipt. Add toner. Place stamp here. Avoid contact with skin. Sanitized for your protection. Be sure each item is properly endorsed. Sign here without admitting guilt. Slightly higher west of the Mississippi. Employees and their families are not eligible. Beware of dog. Contestants have been briefed on some questions before the show. Limited time offer, call now to insure prompt delivery. You must be present to win. No passes accepted for this engagement. No purchase necessary. Processed at location stamped in code at top of carton. Shading within a garment may occur. Use only in well-ventilated area. Keep away from fire or flame. Replace with same type. Approved for veterans. Booths for two or more. Check here if tax deductible. Some equipment shown is optional. Price does not include taxes. No Canadian coins. Not recommended for children. Prerecorded for this time zone. Reproduction strictly prohibited. No solicitors. No alcohol, dogs, or horses. No anchovies unless otherwise specified. Restaurant package, not for resale. List at least two alternate dates. First pull up, then pull down. Call toll free before digging. Driver does not carry cash. 2
  3. 3. Hurricane Ike 3
  4. 4. Agenda • Introduction • Context of Problem • History of RIM and IT • Speaking Different Languages • Why Is This Important Now? • Rebooting RIM • Questions and Discussion
  5. 5. About me 5
  6. 6. About Me - Interests 6
  7. 7. About Me - Career 7
  8. 8. Access Sciences • Access Sciences has been in the information management field for more than 23 years. • Our core competency is information management and technology consulting from the local level to the global enterprise. • Our diverse client roster includes global corporations, government organizations, non-profits, and domestic based businesses • Our professionals are frequent conference speakers, authors, trainers, and panelists, and are called on as field experts by numerous professional organizations and clients. 8
  9. 9. Access Sciences (continued) • ~100 Highly Skilled Professionals – Key certifications among our staff include: • Certified Records Managers (CRM) • Certified Document and Imaging Architects (CDIA+) • Project Management Professionals (PMP) • Certified Business Continuity Managers (CBCM) • Information Capture Professionals (ICP) – Active Industry Leadership • Director, ARMA International • Member, ARMA Standards Development Committee • Chairman, AIIM Master Accreditation Committee • Developer, AIIM Certification Course 9
  10. 10. quot;I may not have gone where I intended to go, but I think I have ended up where I needed to be.quot; - Douglas Adams (1952 - 2001) author of Hitchhiker's Guide to the Galaxy series 10
  11. 11. Agenda • Introduction • Context of Problem • History of RIM and IT • Speaking Different Languages • Why Is This Important Now? • Rebooting RIM • Questions and Discussion
  12. 12. Exploding Digital Universe 2000 1800 1600 1400 Exabytes 1200 Information 1000 Created 800 600 Available Storage 400 200 0 2005 2006 2007 2008 2009 2010 2011 Source: IDC’s The Diverse and Exploding Digital Universe, 2008 12
  13. 13. Disk Growth • Gartner estimates 18.8% worldwide growth rate • Many would think this is US-based: – Japan - 38.7% – Latin American – 25.2% – Europe, Middle East and Africa – 22.3% – Asia Pacific – 16.6% – US - 12.8% 13
  14. 14. Context • Large sanctions for mismanaged e-discovery • 30% of companies don’t have electronic records in their retention program1 • 93% of all documents produced since 1999 were born digital • Managers spend up to two hours searching for information2: – More than 50% of information found is of no value – 42% accidentally use the wrong information at least once a week – 53% find less than half the information they do get is of value 1Cohasset Associates ARMA AIIM 2007 “Call for Collaboration” 2LexisNexis 1/4/2007 – Accenture survey 14
  15. 15. Context - Information Workers Annual Cost of Wasted Effort Task Average Cost per Cost per Annual Enterprise Weekly Worker per Worker per Cost for 100 Hours Week * ($) Year * ($) Information Workers Reformatting from multiple 3.8 110 5,700 570,000 formats to one document format Unsuccessful search 3.5 100 5,250 525,000 Recreating content 3.0 87 4,500 450,000 Converting documents from one 2.4 69 3,600 360,000 format to another Acquiring archived records with 2.3 66 3,450 345,000 little or no automation Version control issues 2.2 63 3,300 330,000 Source: IDC’s Proving the Value of Content Technologies Study, 2004 15 * Based on average salary of $60,000 per year plus benefits ($28.85 loaded/hour)
  16. 16. Agenda • Introduction • Context of Problem • History of RIM and IT • Speaking Different Languages • Why Is This Important Now? • Rebooting RIM • Questions and Discussion
  17. 17. How We Got Here • Records Management – Roots in managing paper, historical records or archives – Focus on policies, procedures, retention, disposition – Back-office function – Historically low organizational status, reporting to Administrative Services, HR or Legal – Not always exposed to entire Enterprise – Typically smaller budgets – Low ranking in terms of investment in human capital – More interested in the message than the medium – Experts in compliance and government regulations 17
  18. 18. How We Got Here • Information Technology – Roots in managing technology, networks, applications – Focus on technology, productivity and efficiency gains – Viewed as more integral to the enterprise – Higher visibility in the organization; typically reports to senior level executive (CEO/COO) – Exposure to everyone in the enterprise – Typically larger budgets – More interested in the medium than the message – Experts in networks, appliances and software 18
  19. 19. What is Changing • Focus on big “I” - Information – Legal and Compliance – New collaborative technologies (i.e. SharePoint) – Productivity issues: • Too much time is spent assembling and collecting rather than analyzing and making decisions. • Not enough information visibility; the information is often retrospective rather than real time. • Efficiencies gained in finding the right information at the right time • Efficiencies lost in recreating information not found • More than anything, IT needs the discipline RIM can bring into the equation 19
  20. 20. Where does Records Management report in your organization? Admin Svcs 36% IS/IT 17% Legal/Compliance 20% Other 27% Percent of Total Responding 20 Source: Cohasset Associates ARMA AIIM 2007 “Call for Collaboration”
  21. 21. Who currently has responsibility for the day-to-day mgmt of electronic records? IS/IT 54% RIM 26% Legal-Compliance 3% Other 18% Percent of Total Responding 21 Source: Cohasset Associates ARMA AIIM 2007 “Call for Collaboration”
  22. 22. Cross Functional Competencies IT Types ranking their RM Types ranking their knowledge of ERM knowledge of IT 10% 8% 2% 10% 19% 24% 30% 27% 43% 29% 22 Source: AIIM 2007 State of the ECM Industry
  23. 23. Agenda • Introduction • Context of Problem • History of RIM and IT • Speaking Different Languages • Why Is This Important Now? • Rebooting RIM • Questions and Discussion
  24. 24. RIM Requirement • Records Retention – Retention Schedule – policy document – Retention periods are based on: • Legal, Statutory, or Regulatory requirements • Business needs that may exceed those • An evaluation of possible legal or financial risks • Any possible historic, enduring, or intrinsic value – Objective is to assign a value to information consistent with its need for business 24
  25. 25. IT Understanding • We have Backup Tapes!! – Designed to provide wholesale recovery from catastrophic failure – Cannot provide authenticity, real time access or security – Does not enable record-level management – all or nothing – Keeping them forever negates the other efforts to systematically eliminate information 25
  26. 26. RM Requirement • Information Lifecycle Management – Why? • provide accurate, timely and complete information • make documents more accessible and retrievable • help to secure and protect critical information assets. • ensure disposal of unneeded information – Not solved by applying technology, but aids RM in managing the information. 26
  27. 27. Information Lifecycle Mgmt - Example Implement Legal and Tax Holds as Appropriate Create Index File Search/Use Implement Receive Classify Save (Use Cases) Retention Disposition Requirements Met Read-Only Preserve Read-Write Delete Repurpose Destroy Live Repository Archive/Preserve Re-classify/Re-index 27
  28. 28. IT Misunderstanding • Information Lifecycle Management (ILM) – Storage Vendors - “Buy to Comply” • Branded as compliance solution • Implies all information is equal – Why do anything? • Storage device capacity increases at 60% or more per year • Storage prices falling at 35% or more per year – Lack of understanding can lead to • Higher Storage and Storage Mgmt Costs • Greater Discovery Costs 28
  29. 29. IT Needs to understand • Equally aggressive data migration strategy and records retention solution needed – Storage Management Policy should complement records retention policies – Data not frequently used may still have a lengthy retention requirement – Cost-efficient for data you use infrequently • Bare Minimum – embrace philosophy of retain the least amount of info required • Best Practice – Store information with similar retention periods on same media type 29
  30. 30. IT Needs to understand • Equally aggressive data migration strategy and records retention solution needed – Storage Management Policy should complement Do you believe that Information Systems at your organization really Do you believe that Information Systems at your organization really records retention policies understands the concept of “life cycle” regarding the management of your understands the concept of “life cycle” regarding the management of your organization’snot frequently used may still have a lengthy organization’selectronic records? – Data electronic records? retention requirement 30% --Yes 30% Yes – Cost-efficient for data you use infrequently 44% --No 44% No 26% --Don’t Know • Bare26% Don’t Know Minimum – embrace philosophy of retain Source: least amount of Electronic Records Management Survey the Cohasset ARMA AIIM info required Source: Cohasset ARMA AIIM Electronic Records Management Survey • Best Practice – Store information with similar retention periods on same media type 30
  31. 31. RM Requirement Electronic Messaging Retention/Archiving • It may be a record – Categorized by subject matter – Given a retention period based upon that subject matter, not the media • Advantages – Has the virtues of precision and specificity; – Searchability – Retained based upon its assessed value • Disadvantage – Categorization has proven to be a formidable challenge 31
  32. 32. IT Understanding Electronic Messaging Retention/Archiving • Typical view problem as one of bulk reduction Email Managementfor some Email Retained Strategy: – Management Strategy: period -- 60 days, 90 days, 1 year, 62% etc. or untilof email management and users are responsible for mailbox reaches certain size 62% no definition of email management and users are responsible for no definition – Deletedmanaging, classifying and saving email on their deleting, managing, classifying and saving email on their deleting, en mass. desktops desktops • Advantage - Simple and easy to implement 29% capture and save all e-mail, regardless of content, for a specific 29% capture and save all e-mail, regardless of content, for a specific • Disadvantage - Assumes that e-mail is length of time length of time homogeneous and can be treated identically. Source: AIIM Survey - E-Mail Management: An Oxymoron? Source: AIIM Survey - E-Mail Management: An Oxymoron? 32
  33. 33. IT Needs to Understand Electronic Messaging Retention/Archiving • Business records must be managed properly regardless of how they originate or are stored. • Retain it according to retention schedule, not by type of media • Make E-Mail that are business records easy to retain and classify. • Manage to ensure accuracy and trustworthiness • Be prepared for E-Discovery of E-Mail • Look at new technologies to decrease email volume. 33
  34. 34. IT Needs to Understand • Digital Preservation – Information technology life cycle is faster than the information life cycle – Digital preservation problem is greater than problems associated with preserving physical records. – IT must find methods to accommodate these needs, realizing that information may be kept for periods that exceed 50 years; even permanently! – The records must remain viable, verifiable, able to be authenticated, and accessible in a reasonable amount of time for as long as required to be retained. – A model for persistent archives – (OAIS - Open Archival Information System) • ISO 14721 and ISO 15489 (4.3.9.2) 34
  35. 35. IT Needs to Understand • Digital Preservation – Information technology life cycle is faster than the information life Long-Term Digital Storage: cycle Long-Term Digital Storage: – Digital preservation problem is greater than problems associated 42% of IT professionals don’t realize they will have to migrate records 42% with preserving physical realize they will have to migrate records of IT professionals don’t records. to comply with retention policies. to comply with retention policies. – IT must find methods to accommodate these needs, realizing 70% of the companiesmay nothave formal plan to migrate older years; that information do not kept for periods that exceed 50 records 70% even permanently! of the companies do be have formal plan to migrate older records so they will be accessible throughout the retention schedule. so they will be accessible throughout the retention schedule. – The records must remain viable, verifiable, able to be 83% have no budget andmigration. in a reasonable amount of time for authenticated, for accessible 83% have no budgetfor migration. as long as required to be retained. – A model for persistent archives – (OAIS - Open Archival Source: Cohasset System) Information ARMA AIIM Electronic Records Management Survey Source: Cohasset ARMA AIIM Electronic Records Management Survey • ISO 14721 and ISO 15489 (4.3.9.2) 35
  36. 36. Agenda • Introduction • Context of Problem • History of RIM and IT • Speaking Different Languages • Why Is This Important Now? • Rebooting RIM • Questions and Discussion
  37. 37. Your role in the organization Bus User 5% Exec 4% RM 27% DM/Imaging 16% IT 26% Other 21% Percent of Total Responding 37 Source: AIIM 2008 State of the ECM Industry
  38. 38. How would you best characterize your organization's experience with DM/RM? Have not begun a DM/RM project and have no plans. Have not begun a DM/RM project, but plan on doing so in the next 6 mons. 4% 13% Have undertaken one or more DM/RM 30% projects at dept. level. Currently integrating DM/RM projects across depts. 32% Deploying and implementing enterprise scale DM/RM capability. 20% 38 Source: AIIM 2008 State of the ECM Industry
  39. 39. How confident are you in your organization managing, controlling and utilizing electronic information. 7% 4% 22% 28% 39% Very Confident Quite Confident Confident Slightly Confident Not confident at all 39 Source: AIIM 2008 State of the ECM Industry
  40. 40. How confident are you that you could demonstrate that your electronic information is accurate, accessible and trustworthy? 7% 19% 19% 33% 23% Very Confident Quite Confident Confident Slightly Confident Not confident at all 40 Source: AIIM 2008 State of the ECM Industry
  41. 41. How confident are you that emails related to documenting commitments and obligations are recorded, complete and retrievable? 5% 12% 30% 21% 32% Very Confident Quite Confident Confident Slightly Confident Not confident at all 41 Source: AIIM 2008 State of the ECM Industry
  42. 42. What are your organization's likely application interests in the next 12-18 months? AP/Invoice 22% Bus Cont/Risk Mgmt 37% Case Mgmt 16% E-discovery 31% E-mail mgmt 57% ERP 16% HR Mgmt 23% ERM 66% Compliance 35% Supply Chain 10% Tech Doc Mgmt 33% Percent of Total Responding 42 Source: AIIM 2008 State of the ECM Industry
  43. 43. What are your organization's likely technology interests in the next 12-18 months? Capture/Imaging 36% WCM 42% Search 34% EDM 59% ERM 58% E-Mail Mgmt 51% KM 29% Mobile/Wireless 16% Workflow/BPM 51% Portals/Intranets 43% Enterprise 2.0 18% Percent of Total Responding 43 Source: AIIM 2008 State of the ECM Industry
  44. 44. How do you think your organization's spending in 2008 on the following technologies will compare with what was spent in 2007? ERM 43% E-mail Mgmt 35% DM 45% WCM 35% Workflow 45% Ent Search 38% Enterprise 2.0 25% Percent of Total Responding 44 Source: AIIM 2008 State of the ECM Industry
  45. 45. Agenda • Introduction • Context of Problem • History of RIM and IT • Speaking Different Languages • Why Is This Important Now? • Rebooting RIM • Questions and Discussion
  46. 46. Rebooting RIM? – Not! 46
  47. 47. Rebooting RIM - Action Items • Proactively demonstrate value to IT and business • Educate IT in RIM terms that conflict with IT definitions • Develop IT skills focusing on ECM architecture • Educate IT and business on compliance regulations and the role of RM in them • Develop skills in digital preservation techniques and processes 47
  48. 48. Rebooting RIM - Action Items • Develop skills in message archiving • Actively seek involvement in ECM strategy and implementations • Pursue education, career development and training opportunities • Build IT awareness of RIM principles and practices • Don’t allow RIM to be pigeonholed into a paper-centric function 48
  49. 49. New Technologies 49
  50. 50. Source: http://www.bioteams.com/2008/08/29/team_collaboration_funny.html

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