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20110428 ARMA Amarillo IT for Records Managers
 

20110428 ARMA Amarillo IT for Records Managers

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This presentation at the ARMA Amarillo Spring Seminar described the technology knowledge base records managers should cultivate in order to remain relevant.

This presentation at the ARMA Amarillo Spring Seminar described the technology knowledge base records managers should cultivate in order to remain relevant.

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20110428 ARMA Amarillo IT for Records Managers 20110428 ARMA Amarillo IT for Records Managers Presentation Transcript

  • Jesse Wilkins, CRM April 28, 2011
    • 8:45 – 10:15 Introduction to IT for Records
    • Managers
    • 10:45 – 12:15 The RIM Technologist
    • 12:15 – 1:00 Lunch
    • 1:00 – 2:30 Inventorying Your Electronic
    • Records
    • 2:45 – 4:15 Accessing Your Electronic Records
    • in 5, 50, 500 Years
  • Jesse Wilkins, CRM April 28, 2011
    • Introduction
    • Records-related Technology Concepts
    • Emerging Technologies
  •  
    • … was information.
    • … then came the technology to produce more information faster
    • … then came the skills to manage information
    • … then came even better technology to produce even more information
    • … then management couldn’t keep up.
    • A records manager without knowledge of technology is out on a limb.
    • How to program in C++, Java, or Ruby on Rails
    • How to design a network
    • How a RAID system works at the hardware layer
    • The difference between SOA, grid, and cloud computing
    • The nuances of CMIS or DoD 5015.2
    • Creation and capture
    • Distribution and Use
    • Storage
    • Access and retrieval
    • Protection
    • Preservation
    • Retention and disposition
    Technology supports each phase of the lifecycle – both physical and electronic records
  •  
    • Computer applications: Office, Acrobat, AutoCAD
    • Scanned digital images
    • Electronic forms
    • Email
    • Database records
    • Fax
    • Common applications
    • Common file formats
    • Their strengths and weaknesses
    • The importance of standards
    • The importance of open formats
    • Email
    • Instant messaging
    • Text messaging/SMS
    • Emerging communications platforms
      • Fax over IP
      • Voice over IP
      • Twitter
      • Facebook Messaging
    • Which systems are in use
    • Whether the systems are being used to conduct business
    • Where messages are stored and/or “archived”
    • What metadata is available and how to get at it
    • Magnetic hard disk
      • Solid state disk storage
    • Optical
    • Tape
    • Enterprise storage
    • Personal storage
    • Microform
    • Standardized vs. proprietary
    • Operational needs (retrieval speed, etc.)
    • What you’re using and where it is
    • Proper storage conditions
    • Metadata models
    • Controlled vocabularies
    • Enterprise/federated search
    • Tagging
    • Which classification tools are in use for a particular system
    • Limitations and considerations for the different tools
    • Security
    • Encryption
    • Digital signatures
    • Redaction
    • Whether encryption/signatures are in use
      • What approaches are in use
    • How documents are redacted
    • What the audit trail contains for a given system
    • Whether electronic records are protected appropriately
    • Media degradation
    • Hardware obsolescence
    • Format obsolescence
    • System dependencies
    • Your holdings
    • Which holdings are more susceptible to problems
      • Proprietary
      • Older/legacy
    • Where your systems are in their lifecycle
    • Whether a migration plan exists and is followed
    • More on this at the end of the day
  •  
    • Destruction of digital information
      • Media types and considerations
    • Transfer and accession
      • Media types
      • Formats
    • Capacity and lifespan of media and reader
    • Stage of technology
    • lifecycle
    • How to securely destroy different types of media
    • Different types of transfer mechanisms
  •  
    • Laptops, tablets, and smartphones
    • Corporate
    • Personal
    • What types of devices are used to create and access corporate information
    • Whether devices are under control of the organization
    • Security considerations
      • Encryption
      • Location
      • Remote wiping
    • Data stored in, and accessed from, the web
    • Lots of different flavors available
    • Privacy and security concerns
    • Jurisdictional issues
    • Whether you are using it
    • Whether it is public, private, or in-between
    • What you have in it
    • How you would produce information from it in response to a request
    • Data stored in, and accessed from, the web
    • Communications streams involving many actors
      • Inside and outside the organization
    • Commercial, hosted, some installed inside the firewall
    • Privacy and security concerns
    • Jurisdictional issues
    • Whether you are using it
    • Whether it is directed to internal, external, or both
    • Whether it is commercial, hosted, or enterprise
    • What you have in it
    • How you would produce information from it in response to a request
  •  
    • Jesse Wilkins, CRM
    • Director, Systems of Engagement
    • AIIM
    • +1 (303) 574-0749 direct
    • [email_address]
    • http://www.twitter.com/jessewilkins
    • http://www.linkedin.com/in/jessewilkins
    • http://www.facebook.com/jessewilkins
    • http://www.slideshare.net/jessewilkins