Electronic Records Management: What You Need to Know about Blogs, Wikis, Email, and More. Central Missouri Chapter Jesse Wilkins April 16, 2009

Seminar agenda Blogs, Wikis, and RSS Managing Records in the Cloud Selecting Email Management Technologies Developing an Email Policy

Blogs, Wikis, and RSS

Managing Records in the Cloud

Selecting Email Management Technologies

Developing an Email Policy

Blogs, Wikis, and RSS: A Gentle Introduction to Web 2.0 Technologies Central Missouri Chapter Jesse Wilkins April 16, 2009

BLOG THIS!

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

Informata

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!

Blog use cases Internal communications Project management Research Knowledge management Change order management

Internal communications

Project management

Research

Knowledge management

Change order management

Blogs and 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

Consumer vs. enterprise blogs Control over implementation model Security and authentication Ease of use Audit trails Search and retrieval Reporting Support Syndication

Control over implementation model

Security and authentication

Ease of use

Audit trails

Search and retrieval

Reporting

Support

Syndication

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 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

Microblogging Same types of tools as blogs – in 140 characters! Immediacy of IM, retainability of blogs Same considerations as blogs Enterprise versions emerging

Same types of tools as blogs – in 140 characters!

Immediacy of IM, retainability of blogs

Same considerations as blogs

Enterprise versions emerging

Microblogging

WIKI-WIKI

Wiki-Wiki Wikipedia: 2,700,000+ articles in English More than 10 million in 264 languages Wiktionary:1,131,000+ definitions in English WikiQuote: 16,400+ quotations Wikitravel: 20,500+ destination guides Lyricwiki: 400,000+ song lyrics!

Wikipedia: 2,700,000+ articles in English

More than 10 million in 264 languages

Wiktionary:1,131,000+ definitions in English

WikiQuote: 16,400+ quotations

Wikitravel: 20,500+ destination guides

Lyricwiki: 400,000+ song lyrics!

Wikipedia

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

Wikipedia RM article

How do you use a wiki? Source: Stewart Mader, www.ikiw.org

Source: Stewart Mader, www.ikiw.org

Wikis are more archival than email, less process than Word. -- Mike Cannon-Brookes Co-founder and CEO of Atlassian

Wikis are more archival than email, less process than Word.

-- Mike Cannon-Brookes

Co-founder and CEO of Atlassian

Collaboration: email vs. wiki Source: Manny Wilson, CentCom and Intellipedia

Source: Manny Wilson, CentCom and Intellipedia

There are plenty of ways to commit career suicide; wikis are just the newest one. Eric M. Johnson State Department Office of eDiplomacy

There are plenty of ways to

commit career suicide;

wikis are just the newest one.

Eric M. Johnson

State Department

Office of eDiplomacy

Commercial vs. enterprise Control over implementation model Security and identity Ease of use Audit trails Search and retrieval Reporting Integration and performance

Control over implementation model

Security and identity

Ease of use

Audit trails

Search and retrieval

Reporting

Integration and performance

Wikis and records management Is the wiki a record – or is it just used to create the record? If the wiki is the end product it may need to be managed as a record Baselining/publishing Snapshot If not, follow existing collaboration practices

Is the wiki a record – or is it just used to create the record?

If the wiki is the end product it may need to be managed as a record

Baselining/publishing

Snapshot

If not, follow existing collaboration practices

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

Google Reader on iGoogle

RSS in Outlook 2007

RSS and records management Is RSS the record? If it is, it may need to be retained Enterprise RSS tools can help Archival and basic retention Productivity benefits of enterprise RSS

Is RSS the record?

If it is, it may need to be retained

Enterprise RSS tools can help

Archival and basic retention

Productivity benefits of enterprise RSS

Getting started with RSS 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!

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….

Conclusion All of these tools can be useful to the organization Use the right tool for the circumstances Address in policy Manage the tools appropriately Consider enterprise versions

All of these tools can be useful to the organization

Use the right tool for the circumstances

Address in policy

Manage the tools appropriately

Consider enterprise versions

Questions?