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20110512-4 ARMA Boston Alternatives to Email


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This presentation at the 2011 ARMA Boston Spring Seminar described alternatives to email including blogs, microblogs, and wikis.

This presentation at the 2011 ARMA Boston Spring Seminar described alternatives to email including blogs, microblogs, and wikis.

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  • Each part of each organization needs to know what it should save. This will be different for accounting vs. sales vs. engineering vs. management vs. etc. etc. etc.
  • The newest and most buzz-worthy Web 2.0 entrant these days is Twitter. Ari Herzog’s definition is probably the best: “It is part text messaging and part blogging, with the ability to update on your cellphone or computer, but constrained to 140 characters.” Notice that this definition itself is only 137 characters. Twitter is a combination of instant messaging, email, blogging, and texting, and each of those tools can be used to update Twitter. Users have to be succinct to get a meaningful response in 140 characters, but most Twitter users aren’t really inflicting “txt message speak” on their followers. It just means thinking about what you want to convey.
  • The next set of tools is sometimes referred to as “Office 2.0”. These are web-based office productivity suites such as Google Docs & Spreadsheets, Thinkfree, and as you see here, Zoho. There are many different applications available, ranging from fairly narrow and simple capabilities to fully-featured solutions (as you can see). Even Microsoft has moved in this direction with its Office Live offerings.
  • Here is a screenshot of YouTube. You can see some of the social aspects of Youtube here, including ratings; the ability to mark it as a favorite; the ability to subscribe to updates either of the video or by the author; and the ability to share a video in a number of ways including sending a link or embedding it directly in another web application such as a blog or Facebook. Users can also comment on individual videos via text or by posting video responses. Most of the other social sharing tools offer similar capabilities.
  • The first step many organizations take to manage Web 2.0 is to try to block them. This is unrealistic for a number of reasons.
  • As we just noted, the records management or communications policies (or both) should address the use of these tools. We’ll look at some examples of policies over the next few slides. At a minimum, the policy should address: Identity, relationship, and transparency – is the account official or unofficial?Security, confidentiality, and sensitive informationComments and responses to commentsResponding to others’ posts on commercial sitesAccuracy and ethicsMonitoring and auditing[twitter]Address these tools in the records or communications policies (or both). [/twitter]
  • The first step is to determine whether or not something is in fact a record. Just as we know that most email messages are not records, for most organizations their Facebook fan page updates will not be records either. In other words, we have to ask the same questions about these tools that we’d ask about any other type of information:Does it document a transaction or a decision? If it does, it’s probably a record. Is it captured in another form? This is the biggest reason why most social networking sites like Facebook and Twitter wouldn’t need to be captured as records – in most cases they are being used as another transmission mechanism for information stored elsewhere. Now, just because it isn’t a record doesn’t mean it couldn’t be discoverable or a public record and subject to FOIA-type laws. Again, same considerations here as for other types of information. [twitter]Determine whether something is a record or not according to its content and context.[/twitter]
  • Finally, there are enterprise versions of every Web 2.0 application. These enterprise versions are often available to be hosted inside the firewall, meaning that security is much more robust. Access can be secured to them much more effectively. They can be integrated into the organization’s identity infrastructure – whether Active Directory or something else – such that any change, post, comment, edit, update, etc. can all be tracked and, more importantly, tracked to a specific named user. No anonymous postings here. Of course, you have to pay for an enterprise version, but what you’re really paying for is a level of peace of mind. And you still get many of the same benefits – ease of use, familiarity with the type of tool, rapid and agile collaboration across geographical and time boundaries, etc. You’re just getting a more secure and robust version of it. [twitter]Consider implementing enterprise versions. FB is FB, but internal tools might be more appropriate.[/twitter]
  • At this point I’d be pleased to entertain your questions.
  • If you have any comments or questions please feel free to contact me at any of the contact information listed on this slide. Thanks for your time!
  • Transcript

    • 1. ARMA Boston Spring Seminar 2011
      Jesse Wilkins, CRM
      Better Collaboration WITHOUT Email
    • 2. Alternatives to email
      Alternatives vs. email
      Collaborative tools and the records program
      Session Agenda
    • 3. Alternatives to email
    • 4. Email isn’t the best tool to collaborate
      Other more effective tools available
      Instant messaging
      Blogs and microblogging (Twitter)
      Social sharing and social networking
      Using these tools can reduce email usage and increase productivity
      Alternatives to email
    • 5. 5
    • 6. It is part text messaging and part blogging, with the ability to update on your cellphone or computer, but constrained to 140 characters.
      -- Ari Herzog,
      Microblogging (Twitter)
    • 7. Wikipedia
    • 8. Many different applications available
      Fully-featured to fairly narrow
      Generally compatible with common Office functionality
      May default to private or public
      Web-based office suites
      Office 2.0
    • 9. Social networking
    • 10. Screenshot of social sharing
    • 11. Alternatives vs. email
    • 12. Use blogs instead of email to send one-way communications
      Internal announcements
      Project updates
      Feedback on posts or resources
      Meeting announcements
      Availability of new resources
      Knowledge transfer
      Blogs vs. email
    • 13. Microblogging is better for:
      Time-sensitive or transitory communications
      Announcement of new or
      updated documents,
      presentations, resources, etc.
      Crowd-sourcing research
      Environmental scanning
      Virtual water cooler
      Microblogging vs. email
    • 14. Wikis are better for:
      Collaborative authoring – documents, schedules, etc.
      Drafting meeting agendas and minutes
      Sharing best practices
      Wikis vs. email
    • 15. Send links to documents instead of email attachments
      Ensures everyone is working on the most current version
      No “attachment spam”
      Track changes more easily
      Often provide more capabilities than just email – all in the cloud
      Office 2.0 vs. email
    • 16. Messaging is available to everyone in the network, not just sender/recipient
      But can be sent privately or made private if needed
      Other capabilities available (polling, calendaring across organizations, etc.)
      Commenting, rating/ranking, social aspects of social networks
      Social networking vs. email
    • 17. Send links to documents/videos/etc.
      Especially good for rich media documents
      Subscribe to updates
      Embed documents/videos in e.g. blog
      Social sharing vs. email
    • 18. Collaborative tools and the records program
    • 19. Prohibition is not realistic
    • 20. Address in policies
    • 21. Our Twitter policy: Be professional, kind, discreet, authentic. Represent us well. Remember that you can’t control it once you hit “update.”
      Policy 2.0 – in 140 characters
      Image and quote source:
      Gruntled Employees
    • 22. Provide guidance
      Whether the tool & account is official or unofficial (add screenshot)
    • 23. Whether the account is monitored for actionable content (screenshot)
    • 24. Is the information unique and not available anywhere else?
      Does it contain evidence of an agency’s policies, business, mission, etc.?
      Is the tool being used in relation to an agency’s work?
      Is there a business need for the information?
      Does it document a transaction or decision?
      Is it a record?
    • 25. Take a snapshot of record content
    • 26. Archive entire stream locally
    • 27. Records management in brief
      Archive selected items locally
      Use search queries and monitoring
      Store selected items locally using search queries or RSS
    • 28. Use the native backup to store locally
      Store locally using built-in tools
    • 29. Use a third-party service to store locally
      Store locally using third-party service
    • 30. Store locally using API
      Store locally using APIs
    • 31. Use e.g. Word or Notepad to draft content updates and save *that* as a record
      Draft content locally
    • 32. Check the service level agreement
    • 33. Implement enterprise versions
    • 34. Implement a compliance solution
      • And many others
    • Questions?
    • 35. Jesse Wilkins, CRM, ecmm, emmm, ermm
      Director, Systems of Engagement
      AIIM International
      (303) 574-0749 direct
      For more information