Email, IM, Wikis, and Blogs – Oh MY! ARMA Bismarck/Mandan Spring Seminar Jesse Wilkins April 10, 2008

Seminar Agenda Active Email Management Instant Records: Managing Your Instant Messaging Lunch: “Oh, The Places You’ll Go!” Digital Preservation Blogs, Wikis, RSS, Oh MY!

Active Email Management

Instant Records: Managing Your Instant Messaging

Lunch: “Oh, The Places You’ll Go!”

Digital Preservation

Blogs, Wikis, RSS, Oh MY!

Active Email Management Session 1

Agenda Email management drivers Email management today Email management technologies Elements of an email policy

Email management drivers

Email management today

Email management technologies

Elements of an email policy

EMAIL MANAGEMENT DRIVERS

Email – defining the issue First email was sent in 1971 Today more email is sent every day than the USPS delivers in a year 11 billion emails a day in the US alone More than 57 billion a day world-wide NOT including spam 60% or more of business-critical information is stored within messaging systems

First email was sent in 1971

Today more email is sent every day than the USPS delivers in a year

11 billion emails a day in the US alone

More than 57 billion a day world-wide

NOT including spam

60% or more of business-critical information is stored within messaging systems

Why are we sending so much email? It’s easy It’s asynchronous It’s convenient It’s less formal It’s ubiquitous and platform-neutral There’s a written record of communication

It’s easy

It’s asynchronous

It’s convenient

It’s less formal

It’s ubiquitous and

platform-neutral

There’s a written record of communication

Business issues Email storage costs Up to 200 GB email per month for 1,000-user company Costs to add and manage storage Costs to back up to tape Costs to restore Productivity costs

Email storage costs

Up to 200 GB email per month for 1,000-user company

Costs to add and manage storage

Costs to back up to tape

Costs to restore

Productivity costs

Business issues cont’d Email retrieval costs It takes more than 11 hours to recover an email more than 1 year old from an archive Typically have to restore the entire tape to a spare (!) server to find the desired message 29% of organizations would not be able to restore an email message over 6 months old

Email retrieval costs

It takes more than 11 hours to recover an email more than 1 year old from an archive

Typically have to restore the entire tape to a spare (!) server to find the desired message

29% of organizations would not be able to restore an email message

over 6 months old

Legal issues Electronic discovery for a Fortune 500 company averages $750,000 per case 75% of demands for discovery are for email Courts want discovery in native format… … but may also require that it be provided in an accessible format

Electronic discovery for a Fortune 500 company averages $750,000 per case

75% of demands for discovery are for email

Courts want discovery in native format…

… but may also require that it be provided in an accessible format

Legal considerations for messages Messages are discoverable – whether they are records or not Message archives are discoverable, regardless of the format or storage medium The “deleted messages box” is discoverable Personal copies are discoverable

Messages are discoverable – whether they are records or not

Message archives are discoverable, regardless of the format or storage medium

The “deleted messages box” is discoverable

Personal copies are discoverable

When is an email a record? When statutorily defined When it documents a business transaction When it memorializes a business decision When the attachment is a record When it is the only written record of something

When statutorily defined

When it documents a business transaction

When it memorializes a business decision

When the attachment

is a record

When it is the only written

record of something

EMAIL MANAGEMENT TODAY

Email management defined According to AIIM, The ECM Association, the essence of email management is that “ As the de facto standard for business communication, removing emails from the server and saving them to a repository isn't enough. Email must be classified, stored, and destroyed consistent with business standards-just as any other document or record.”

According to AIIM, The ECM Association, the essence of email management is that

“ As the de facto standard for business communication, removing emails from the server and saving them to a repository isn't enough. Email must be classified, stored, and destroyed consistent with business standards-just as any other document or record.”

Approaches to managing email today Policy approaches to retention: Do nothing Let users manage their own email Keep everything forever Delete all messages older than X Limit mailbox size to X Declare and manage email as records

Policy approaches to retention:

Do nothing

Let users manage their own email

Keep everything forever

Delete all messages older than X

Limit mailbox size to X

Declare and manage email as records

Approaches to managing email today Technology approaches to retention: Outsource it! Server-based rules Client-based rules Decentralized – employees do it Messages on the server Messages in .PST/.NSF files

Technology approaches to retention:

Outsource it!

Server-based rules

Client-based rules

Decentralized – employees do it

Messages on the server

Messages in .PST/.NSF files

Email management is NOT: Saving all email messages forever Saving all email messages in the messaging application Setting mailbox time limits Setting mailbox size limits Declaring “email” as a record series Or as simply “correspondence” Doing nothing

Saving all email messages forever

Saving all email messages in the messaging application

Setting mailbox time limits

Setting mailbox size limits

Declaring “email” as a record

series

Or as simply “correspondence”

Doing nothing

General principles Email management is part of time management Email is a medium, not an action Email should not be used for everything Email should be kept as long as needed – and no longer

Email management is part of time management

Email is a medium, not an action

Email should not be used for everything

Email should be kept as long as needed – and no longer

Who captures the message? YOU have to capture an email: You receive from outside the organization You send, either internally or to someone outside the organization Designate someone to capture messages sent to groups/lists

YOU have to capture an email:

You receive from outside the organization

You send, either internally or to someone outside the organization

Designate someone to

capture messages sent to groups/lists

Emails that are not captured Transitory messages that are not timely Personal messages unrelated to business “ Me-too” messages Messages already captured by someone else

Transitory messages that are not timely

Personal messages unrelated to business

“ Me-too” messages

Messages already captured by someone else

EMAIL MANAGEMENT TECHNOLOGIES

Messaging system Not built to store massive amounts of messages And attachments And manage as records Difficult to search across inboxes Discovery, auditing

Not built to store massive amounts of messages

And attachments

And manage as records

Difficult to search across

inboxes

Discovery, auditing

Print & file Common approach Challenges: Loss of metadata Attachments Volume to print and to file Authenticity (phishing)

Common approach

Challenges:

Loss of metadata

Attachments

Volume to print and to file

Authenticity (phishing)

Backup tapes Backups store data, not files or messages Designed for “smoke & rubble scenario Multiple copies of data Readability of older tapes Format, media, hardware

Backups store data, not files or messages

Designed for “smoke & rubble scenario

Multiple copies of data

Readability of older tapes

Format, media, hardware

Email management applications Move messages out of the messaging application Typically use a rules engine May provide simple retention management Single instance storage Many different capabilities available

Move messages out of the messaging application

Typically use a rules engine

May provide simple retention management

Single instance storage

Many different capabilities available

Email management technologies Email archiving Personal archive file management Email encryption and digital signatures Email compliance Email discovery Email security Policy management

Email archiving

Personal archive file management

Email encryption and digital signatures

Email compliance

Email discovery

Email security

Policy management

ECRM solutions Most systems support email management May run at server or client Many support single-instance storage May allow declaration, management of messages as records Varying support for attachment management, metadata management

Most systems support email management

May run at server or client

Many support single-instance storage

May allow declaration, management of messages as records

Varying support for attachment management, metadata management

ELEMENTS OF AN EMAIL POLICY

Email policy principles Email belongs to the organization, not the individual Email is not a records series unto itself Email management program must comply with appropriate regulatory requirements Policy has to be followed and enforced!

Email belongs to the organization, not the individual

Email is not a records series unto itself

Email management program must comply with appropriate regulatory requirements

Policy has to be followed and enforced!

Email policy elements Acceptable/appropriate usage Personal usage Access to external messaging systems Effective email usage Ownership of email Retention and disposition Legal issues Holds Discovery and production

Acceptable/appropriate usage

Personal usage

Access to external messaging systems

Effective email usage

Ownership of email

Retention and disposition

Legal issues

Holds

Discovery and production

Elements of an email policy Mobile and web-based email Backups Archival Privacy Security Retention and disposition Training Audit and compliance

Mobile and web-based email

Backups

Archival

Privacy

Security

Retention and disposition

Training

Audit and compliance

Questions?

Conclusion We have to manage messaging technologies better Start with policies and procedures Technology can help Communicate, communicate, communicate Enforce the program

We have to manage messaging technologies better

Start with policies and procedures

Technology can help

Communicate, communicate, communicate

Enforce the program

Instant Records: Managing Your Instant Messaging Session 2

Agenda Instant messaging today How IM works Approaches to managing IM IM policies Better IM through technology

Instant messaging today

How IM works

Approaches to managing IM

IM policies

Better IM through technology

What is instant messaging? Communication between users in real time over the Internet Most often one-to-one; some clients support group chat Indicate presence and status Send and receive messages Manage contacts (“buddy lists”)

Communication between users in real time over the Internet

Most often one-to-one; some clients support group chat

Indicate presence and status

Send and receive messages

Manage contacts (“buddy lists”)

The IM client

Origins of instant messaging 1980s: BBSs allowed some person-to-person chat in real time Early 1990s: “On-line messages” 1996: ICQ debuts 1998: Introduction of enterprise IM Lotus Sametime 2000: Open source-based Jabber debuts

1980s: BBSs allowed some person-to-person chat in real time

Early 1990s: “On-line messages”

1996: ICQ debuts

1998: Introduction of enterprise IM

Lotus Sametime

2000: Open source-based Jabber debuts

Where is IM today? 12+ billion instant messages sent per day in the U.S. More than 46.5 billion per day worldwide by 2009 1.2 billion users worldwide by 2009 96% of organizations use IM today Up to 75% of usage is commercial clients

12+ billion instant messages sent per day in the U.S.

More than 46.5 billion per day worldwide by 2009

1.2 billion users worldwide by 2009

96% of organizations use IM today

Up to 75% of usage is commercial clients

Where is IM today? 34% of current traffic is business-related Most IM networks support audio, video Most IM networks support file transfer Most IM networks are not interoperable Most IM networks are not managed

34% of current traffic is business-related

Most IM networks support audio, video

Most IM networks support file transfer

Most IM networks are not interoperable

Most IM networks are not managed

The four stages of IM Unfamiliarity “ We don’t use IM – that’s for my kids!” Prohibition “ Use of IM is grounds for dismissal” Acceptance “ Don’t do evil” Optimization Compliance, efficiency key goals

Unfamiliarity

“ We don’t use IM – that’s for my kids!”

Prohibition

“ Use of IM is grounds for dismissal”

Acceptance

“ Don’t do evil”

Optimization

Compliance, efficiency key goals

IM issues 1 - informality IM sessions are casual and employ cryptic shorthand IMHO, AFAIK, TTYL, LMAO IM sessions are free-flowing User names not standard (and not under organization’s control) SilentSmurf, 2Hot2Handle (!) 31% of organizations have a policy regarding IM usage

IM sessions are casual and employ cryptic shorthand

IMHO, AFAIK, TTYL, LMAO

IM sessions are free-flowing

User names not standard (and not under organization’s control)

SilentSmurf, 2Hot2Handle (!)

31% of organizations have a policy regarding IM usage

IM issues 2 - retention Sessions typically not saved on a central server May require users to “turn on archiving” Archives are retained on individual PCs Archives often saved as plaintext or XML IM is still subject to retention requirements According to content, not as own series 13% of organizations retain IM effectively

Sessions typically not saved on a central server

May require users to “turn on archiving”

Archives are retained on individual PCs

Archives often saved as plaintext or XML

IM is still subject to retention requirements

According to content, not as own series

13% of organizations retain IM effectively

Retention

Retention cont’d

IM issues 3 - functionality Threads stored by users/dates, not by subject No subject line to index! Conference/group chat capabilities File transfer capabilities Which may also bypass other filters such as email size limits and compliance filters Active URL transmission Audio and video capabilities

Threads stored by users/dates, not by subject

No subject line to index!

Conference/group chat capabilities

File transfer capabilities

Which may also bypass other filters such as email size limits and compliance filters

Active URL transmission

Audio and video capabilities

IM issue 4 - interoperability Commercial IM networks originally proprietary More standardization today Session Initiation Protocol (SIP) for Instant Messaging and Presence Leveraging Extensions (SIMPLE) eXtensible Messaging and Presence Protocol (XMPP) Different applications use SIMPLE vs. XMPP

Commercial IM networks originally proprietary

More standardization today

Session Initiation Protocol (SIP) for Instant Messaging and Presence Leveraging Extensions (SIMPLE)

eXtensible Messaging and Presence Protocol (XMPP)

Different applications use SIMPLE vs. XMPP

APPROACHES TO MANAGING IM

First step for handling IM Prohibit it!

Prohibit it!

Prohibition and technology Easy install Can't block "server" URLS, IP addresses Port-seeking behavior Simulate TCP connection to IM service using HTTP and polling Web-based IM clients: MSN Web Messenger, Yahoo Web Messenger, Google Talk, meebo, many others

Easy install

Can't block "server" URLS, IP addresses

Port-seeking behavior

Simulate TCP connection to IM service using HTTP and polling

Web-based IM clients: MSN Web Messenger, Yahoo Web Messenger, Google Talk, meebo, many others

Web-based IM

meebo 06/07/09

Meebome on a blog 06/07/09

Prohibition and culture Employees use it for legitimate reasons Informal and real-time Presencing Email overload Customers want it! See above

Employees use it for legitimate reasons

Informal and real-time

Presencing

Email overload

Customers want it!

See above

Top 5 steps for handling IM Update policies to address proper usage Train users on the policies Audit and review adherence to the policy and address gaps Implement IM gateway or enterprise instant messaging Export IM traffic to archival or records management application

Update policies to address proper usage

Train users on the policies

Audit and review adherence to the policy and address gaps

Implement IM gateway or enterprise instant messaging

Export IM traffic to archival or records management application

INSTANT MESSAGING POLICIES

Acceptable usage policy Whether personal usage is allowed How personal usage may be constrained How business usage may be constrained Commercial vs. enterprise IM Disclaimers

Whether personal usage is allowed

How personal usage may be constrained

How business usage may be constrained

Commercial vs. enterprise IM

Disclaimers

Proper “netiquette” Same as email, e.g. No off-color jokes No disparaging remarks Proper business tone Nothing that wouldn’t be appropriate for the front page of the newspaper Proper naming, if using consumer IM

Same as email, e.g.

No off-color jokes

No disparaging remarks

Proper business tone

Nothing that wouldn’t be appropriate for the front page of the newspaper

Proper naming, if using consumer IM

Content restriction policy What is allowed to be transmitted? Attachments Sensitive information URLs and hyperlinks To whom may it be transmitted? Internal vs. external Public IM vs. federated EIM Certain groups or users

What is allowed to be transmitted?

Attachments

Sensitive information

URLs and hyperlinks

To whom may it be transmitted?

Internal vs. external

Public IM vs. federated EIM

Certain groups or users

Retention policy *That* it will be done How it will be done A note on wiretaps

*That* it will be done

How it will be done

A note on wiretaps

Training Contents of the policies Proper usage Content transmission Archival How to identify potential records IM ownership and privacy Retention and archival Security

Contents of the policies

Proper usage

Content transmission

Archival

How to identify potential records

IM ownership and privacy

Retention and archival

Security

BETTER IM THROUGH TECHNOLOGY

Enterprise IM options Gateways: Provide retention and auditing capabilities for commercial IM such as AIM, ICQ, YIM, MSN May provide some interoperability Audit usage, compliance with usage policies Enterprise instant messaging (EIM): Everyone on the same (corporate) client Tighter integration into directory services Much more granular control over functionality and usage

Gateways:

Provide retention and auditing capabilities for commercial IM such as AIM, ICQ, YIM, MSN

May provide some interoperability

Audit usage, compliance with usage policies

Enterprise instant messaging (EIM):

Everyone on the same (corporate) client

Tighter integration into directory services

Much more granular control over

functionality and usage

Enterprise IM solutions Gateways: Akonix L7 Symantec IMLogic Facetime IMAuditor CipherTrust IronIM

Gateways:

Akonix L7

Symantec IMLogic

Facetime IMAuditor

CipherTrust IronIM

Enterprise IM solutions EIM solutions: IBM Lotus Sametime Microsoft Live Communications Server IMiN JabberNow

EIM solutions:

IBM Lotus Sametime

Microsoft Live Communications Server

IMiN

JabberNow

Minimal reqts for IM solutions Provide full-text search capability across all messages Audit content Keyword/content-based Context-based (users, time, etc.) Capture and store all messages Export to controlled repository Review/markup capability (e.g. for auditors)

Provide full-text search capability across all messages

Audit content

Keyword/content-based

Context-based (users, time, etc.)

Capture and store all messages

Export to controlled repository

Review/markup capability (e.g. for auditors)

Encryption of external communications Route internal messaging inside firewall Attachment blocking and notification Virus scanning of attachments if allowed Storage of attachments if allowed URL blocking/filtering Insert disclaimers into message stream Minimal reqts for IM solutions

Encryption of external communications

Route internal messaging inside firewall

Attachment blocking and notification

Virus scanning of attachments if allowed

Storage of attachments if allowed

URL blocking/filtering

Insert disclaimers into message stream

Federation Commercial, enterprise Provide identity management Integration with directory services/LDAP Enforce corporate naming conventions Enforce communication restrictions Ethical walls External vs. internal communications Minimal reqts for IM solutions

Federation

Commercial, enterprise

Provide identity management

Integration with directory services/LDAP

Enforce corporate naming conventions

Enforce communication restrictions

Ethical walls

External vs. internal communications

Questions?

Conclusions IM is a communications medium IM has to be managed according to content It is difficult to prohibit it for a number of reasons It can be managed with policies and procedures Technology can help

IM is a communications medium

IM has to be managed according to content

It is difficult to prohibit it for a number of reasons

It can be managed with policies and procedures

Technology can help

LUNCH!

Digital Preservation Session 3

Agenda The problem with digital information Approaches to digital preservation Strategies for long-term access

The problem with digital information

Approaches to digital preservation

Strategies for long-term access

THE PROBLEM WITH DIGITAL INFORMATION

The problem with digital information Digital documents last forever – or five years, whichever comes first. --Jeff Rothenberg, RAND Corp.

Digital documents last forever – or five years, whichever comes first.

--Jeff Rothenberg, RAND Corp.

The problem with digital information Explosion of information Documents and files are increasingly “born digital” Digital formats support more complex information objects Digital preservation does not just happen – it must be actively pursued And IT can’t do it alone

Explosion of information

Documents and files are increasingly “born digital”

Digital formats support more complex information objects

Digital preservation does not just happen – it must be actively pursued

And IT can’t do it alone

Media There are no archival-class media for storing digital information Media can be damaged, scratched, stretched And if there were – it wouldn’t matter!

There are no archival-class media for storing digital information

Media can be damaged, scratched, stretched

And if there were –

it wouldn’t matter!

Hardware compatibility Technical obsolescence 8” floppy disks, laser video discs Generational changes Floppy disks, CDs Non-standard formats ZIP drives, LS-120 Rapid rate of change

Technical obsolescence

8” floppy disks, laser video discs

Generational changes

Floppy disks, CDs

Non-standard formats

ZIP drives, LS-120

Rapid rate of change

Software compatibility Between applications Microsoft Word, Corel WordPerfect Between platforms Word, Word for Mac Between versions Word 1.0, Word 2007

Between applications

Microsoft Word, Corel WordPerfect

Between platforms

Word, Word for Mac

Between versions

Word 1.0, Word 2007

Security and encryption Passwords can be lost Some applications don’t play nicely with encrypted or protected files Some applications don’t recognize security features -- and ignore them

Passwords can be lost

Some applications don’t play nicely with encrypted or protected files

Some applications don’t

recognize security features

-- and ignore them

Formal standards are agreed to by users, vendors, industry experts, and managed by standards organizations. XML, PDF Ad hoc standards are controlled by vendors or smaller groups and are considered standards because they are in widespread use Microsoft Word Standards protect the organization! A note about standards

Formal standards are agreed to by users, vendors, industry experts, and managed by standards organizations.

XML, PDF

Ad hoc standards are controlled by vendors or smaller groups and are considered standards because they are in widespread use

Microsoft Word

Standards protect the organization!

APPROACHES TO DIGITAL PRESERVATION

Digital preservation strategies Analog storage System archival Emulation Conversion Migration Each has its own strengths & weaknesses

Analog storage

System archival

Emulation

Conversion

Migration

Each has its own strengths & weaknesses

Analog storage Analog storage suffers from a number of issues: Search and retrieval issues Storage requirements and costs Data loss, particularly for rich media formats

Analog storage suffers from a number of issues:

Search and retrieval issues

Storage requirements and costs

Data loss, particularly

for rich media formats

System archival Maintain copy of original hardware, software, operating system, and information objects Still run into issues with media and hardware lifespan Centralizes access to locations with older systems Increasing number of systems required to ensure access to everything Difficult to ensure everything is taken into account

Maintain copy of original hardware, software, operating system, and information objects

Still run into issues with media and hardware lifespan

Centralizes access to locations with older systems

Increasing number of systems required to ensure access to everything

Difficult to ensure everything is taken into account

Emulation Virtual recreation of original environment Does not require any conversion Requires periodic refreshing of the emulation environment Still have issues around media and, maybe, hardware to read it

Virtual recreation of original environment

Does not require any conversion

Requires periodic refreshing of the emulation environment

Still have issues around

media and, maybe,

hardware to read it

Conversion Move from proprietary to standard HTML to XML Windows bitmap to JPEG or TIFF Excel to ASCII text Can be labor-intensive Often results in some loss of data Proprietary formatting Rich objects, images, formulas, etc.

Move from proprietary to standard

HTML to XML

Windows bitmap to JPEG or TIFF

Excel to ASCII text

Can be labor-intensive

Often results in some loss of data

Proprietary formatting

Rich objects, images, formulas, etc.

Migration Digital media doesn’t last forever… … and neither does the hardware Media must be refreshed while it’s still readable Very labor intensive Often results in loss of some information Migration over generations often more reliable than migration through generations

Digital media doesn’t last forever…

… and neither does the hardware

Media must be refreshed while it’s still readable

Very labor intensive

Often results in loss of some information

Migration over generations often more reliable than migration through generations

Migration cont’d

The Domesday Project Domesday book written in 1086 In 1986, BBC created interactive presentation using LaserVision LV-ROM By 2002 the discs were unreadable Through significant effort and the use of migration and emulation, the Domesday presentation remains available

Domesday book written in 1086

In 1986, BBC created interactive

presentation using LaserVision LV-ROM

By 2002 the discs were unreadable

Through significant effort and the use of migration and emulation, the Domesday presentation remains available

STRATEGIES FOR LONG-TERM ACCESS

Recommendations – 5 years Capture information using no compression or lossless compression Use standard file and media formats Select high-quality media that will last 5-10 years Capture relevant metadata

Capture information using no compression or lossless compression

Use standard file and media formats

Select high-quality media that will last 5-10 years

Capture relevant metadata

Recommendations – 50 years Capture information using no compression or lossless compression Capture information in standard formats or formal descriptions Select high-quality media and plan for migration Capture relevant metadata Do not use encryption or passwords on individual documents

Capture information using no compression or lossless compression

Capture information in standard formats or formal descriptions

Select high-quality media and plan for migration

Capture relevant metadata

Do not use encryption or passwords on individual documents

Recommendations – 500 years Capture information in standard formats or formal descriptions Select high-quality media and plan for migration Capture and embed relevant metadata Consider converting to analog Do not use encryption or passwords on the individual documents

Capture information in standard formats or formal descriptions

Select high-quality media and plan for migration

Capture and embed relevant metadata

Consider converting to analog

Do not use encryption or passwords on the individual documents

Questions?

Conclusions Digital preservation requires work Ultimately a question of tradeoffs Cost to preserve Cost of not preserving Exactly what must be preserved Pursue multiple preservation strategies Standards can help preservation efforts TANSTAAMB

Digital preservation requires work

Ultimately a question of tradeoffs

Cost to preserve

Cost of not preserving

Exactly what must be preserved

Pursue multiple preservation strategies

Standards can help preservation efforts

TANSTAAMB

Blogs, Wikis, and RSS, Oh MY! Session 4

Agenda Blog This! Wiki-Wiki Really Simple RSS

Blog This!

Wiki-Wiki

Really Simple RSS

BLOG THIS!

Blogs in Plain English Source: Common Craft

What’s a blog? Started as online diaries Today used more as lightweight CMS Hides complexity of Web publishing Generally arranged in chronological order, most recent at top

Started as online diaries

Today used more as lightweight CMS

Hides complexity of Web publishing

Generally arranged in chronological order, most recent at top

The ARMA blog

Informata

Technorati

Blogging basics Centralized - one person or group posts, others can only read the posts Comments and trackbacks Easy to link to other pages Easy to blog using toolbars Important to keep current!

Centralized - one person or group posts, others can only read the posts

Comments and trackbacks

Easy to link to other pages

Easy to blog using toolbars

Important to keep current!

Getting started Sign up for a free hosted service Start posting Keep posting! Make it relevant if you want it to be read…. Consider commercial solutions More control over content Finer-grained control over access, updates

Sign up for a free hosted service

Start posting

Keep posting!

Make it relevant if you want it to be read….

Consider commercial solutions

More control over content

Finer-grained control over access, updates

Blog Records Management If the CEO is blogging, is it a record? Maybe… Most blogging systems support basic content management capabilities Review comments periodically Or consider turning them off Track changes to postings, comments Document reason for changes

If the CEO is blogging, is it a record?

Maybe…

Most blogging systems support basic content management capabilities

Review comments periodically

Or consider turning them off

Track changes to postings, comments

Document reason for changes

Blog solutions - hosted Wordpress Typepad Blogger LiveJournal Myspace.com Blog.com MSN Spaces Yahoo 360 °

Wordpress

Typepad

Blogger

LiveJournal

Myspace.com

Blog.com

MSN Spaces

Yahoo 360 °

Blog solutions - internal Movable Type Enterprise Traction Teampage Blogtronix Enterprise Sharepoint 2007 Drupal Telligent Community Server UserLand Manila and Radio UserLand

Movable Type Enterprise

Traction Teampage

Blogtronix Enterprise

Sharepoint 2007

Drupal

Telligent Community Server

UserLand Manila and Radio UserLand

WIKI-WIKI

Wikis in Plain English Source: Common Craft

The wiki basics Collaborative website Organized as linked articles Hides complexity of HTML from users Easy to add articles Easy to link articles Easy to correct mistakes

Collaborative website

Organized as linked articles

Hides complexity of HTML from users

Easy to add articles

Easy to link articles

Easy to correct mistakes

Wiki-Wiki Wikipedia: 2,100,000+ articles in English More than 7 million in 250+ languages Wiktionary: 598,000+ definitions in English WikiQuote: 13,400+ quotations

Wikipedia: 2,100,000+ articles in English

More than 7 million in 250+ languages

Wiktionary: 598,000+ definitions in English

WikiQuote: 13,400+ quotations

Wikipedia

Wikipedia RM article

Wiki business cases Project management Collaborative authoring and review Knowledge management

Project management

Collaborative authoring and review

Knowledge management

Wikis and RM Excellent for collaboration on records management policies, procedures, RRS, etc. Changes tracked automatically Need to save logs of changes Periodically may need to review/clean up “ Spam” comments/articles Outdated materials

Excellent for collaboration on records management policies, procedures, RRS, etc.

Changes tracked automatically

Need to save logs of changes

Periodically may need to review/clean up

“ Spam” comments/articles

Outdated materials

Change tracking

Implementing a wiki Sign up for a free hosted service Start writing Invite others to write Moderate…or not Consider a commercial wiki MUCH more control over look & feel, access rights/security, content

Sign up for a free hosted service

Start writing

Invite others to write

Moderate…or not

Consider a commercial wiki

MUCH more control over look & feel, access rights/security, content

Wikis - hosted Atlassian Confluence Hosted Central Desktop Cyn.in (“bliki”) EditMe pbWiki Socialtext Wikia (uses MediaWiki) Wikispaces Zoho Wiki

Atlassian Confluence Hosted

Central Desktop

Cyn.in (“bliki”)

EditMe

pbWiki

Socialtext

Wikia (uses MediaWiki)

Wikispaces

Zoho Wiki

Wikis - internal Atlassian Confluence MediaWiki Sharepoint 2007 Socialtext Managed Service Appliance TWiki

Atlassian Confluence

MediaWiki

Sharepoint 2007

Socialtext Managed Service Appliance

TWiki

REALLY SIMPLE RSS

Really Simple Syndication XML-based content syndication language Makes it easy for users to find your content Push instead of pull Most blogs and wikis support RSS natively

XML-based content syndication language

Makes it easy for users to find your content

Push instead of pull

Most blogs and wikis support RSS natively

RSS in Plain English Source: Common Craft

How RSS works Find a website with a feed Subscribe to the feed using a reader Reader polls the website periodically and downloads updated feed items Read the feeds in the reader!

Find a website with a feed

Subscribe to the feed using a reader

Reader polls the website periodically and downloads updated feed items

Read the feeds in the reader!

The “river of news”

Single article

Google Reader on iGoogle

RSS in Outlook 2007

Feed readers Lots of them available Many of them free Google Reader My Yahoo! WizzRSS Newsgator Attensa Many others….

Lots of them available

Many of them free

Google Reader

My Yahoo!

WizzRSS

Newsgator

Attensa

Many others….

Questions?

For more information Jesse Wilkins CDIA+, LIT, edp, ICP, erm m , ecm m , bpm s Access Sciences Corporation [email_address] http://www.accesssciences.com Blog: http://informata.blogspot.com (303) 574-1455 direct

Jesse Wilkins

CDIA+, LIT, edp, ICP, erm m , ecm m , bpm s

Access Sciences Corporation

[email_address]

http://www.accesssciences.com

Blog: http://informata.blogspot.com

(303) 574-1455 direct