Compliance 2.0: Managing Records in the Cloud Jesse Wilkins May 1, 2009 Bellevue/Eastside Greater Seattle Puget Sound

Agenda Introduction to Enterprise 2.0 Enterprise 2.0 technologies Enterprise 2.0 and the Enterprise Managing Enterprise 2.0 Tools Effectively

Introduction to Enterprise 2.0

Enterprise 2.0 technologies

Enterprise 2.0 and the Enterprise

Managing Enterprise 2.0 Tools Effectively

INTRODUCTION TO ENTERPRISE 2.0

Buzzwords 2.0 Education 2.0 Energy 2.0 Health 2.0 Library 2.0 Travel 2.0 Retail 2.0 Hugh McLeod http://www.gapingvoid.com

Education 2.0

Energy 2.0

Health 2.0

Library 2.0

Travel 2.0

Retail 2.0

Web 2.0 “ Web 2.0 is the business revolution in the computer industry caused by the move to the internet as platform, and an attempt to understand the rules for success on that new platform. Chief among those rules is this: Build applications that harness network effects to get better the more people use them.” -- Tim O’Reilly, 12/10/2006

“ Web 2.0 is the business revolution in the computer industry caused by the move to the internet as platform, and an attempt to understand the rules for success on that new platform. Chief among those rules is this:

Build applications that harness network effects to get better the more people use them.”

-- Tim O’Reilly, 12/10/2006

Web 2.0 Source: Joining Dots http://www.joiningdots.net

Source: Joining Dots

http://www.joiningdots.net

Office 2.0 First described by Ismael Ghalimi in 2005 “ Use of Web 2.0 for Office 1.0 tasks. ” – Scott Deitzen, Zimbra

First described by Ismael Ghalimi in 2005

“ Use of Web 2.0

for Office 1.0 tasks. ”

– Scott Deitzen, Zimbra

Office 2.0 “ Web-based Software-as-a-Service ” (Saas) – Dion Hinchcliffe

“ Web-based Software-as-a-Service ” (Saas) – Dion Hinchcliffe

Office 2.0 “ Working where you want, when you want, and being able to conduct real business.” blognation Canada

“ Working where you want, when you want, and being able to conduct real business.”

blognation Canada

Enterprise 2.0 “ Enterprise 2.0 focuses on platforms companies can buy or build to make visible the practices and outputs of their knowledge workers.” -- Andrew McAfee, 5/2006

“ Enterprise 2.0 focuses on platforms companies can buy or build to make visible the practices and outputs of their knowledge workers.”

-- Andrew McAfee, 5/2006

Enteprise 2.0 “ Enterprise 2.0 is the application of the Web 2.0 technology and mindset within an organization.” --Mike Riversdale, E20 New Zealand Style, 2/2008

“ Enterprise 2.0 is the application of the Web 2.0 technology and mindset within an organization.”

--Mike Riversdale, E20 New Zealand Style, 2/2008

The 2.0 meme It’s all about me And my networks It’s open Emergent Fast And always on Source: Ray Sims’ Learning Connections blog

It’s all about me

And my networks

It’s open

Emergent

Fast

And always on

Source: Ray Sims’ Learning Connections blog

Web 2.0 characteristics An approach, not a technology Emergent structures Software as a service Information reuse Social networking Perpetual beta

An approach, not a

technology

Emergent structures

Software as a service

Information reuse

Social networking

Perpetual beta

In 1900 companies generated their own power In 2007 companies provided their own IT

In 1900 companies generated their own power

In 2007 companies provided their own IT

ENTERPRISE 2.0 TECHNOLOGIES

Web-based email Many different applications available Provide secure web-based access to email Provide 1+ GB storage/user Allow 20, 50, 100MB attachments Forward to/from other accounts

Many different applications available

Provide secure web-based access to email

Provide 1+ GB storage/user

Allow 20, 50, 100MB

attachments

Forward to/from other

accounts

Web-based office suites Many different applications available Fully-featured to fairly narrow Generally compatible with common Office functionality May default to private or public

Many different applications available

Fully-featured to fairly narrow

Generally compatible with common Office functionality

May default to private or public

Blogs Project updates Organizational updates Status updates Customer communication Lessons learned Any other one-way communication

Project updates

Organizational updates

Status updates

Customer communication

Lessons learned

Any other one-way

communication

Wikis Knowledge base/customer service Meeting agenda and minutes Collaborative authoring and publishing Proposals and presentations Contract negotiation Collect and organize research

Knowledge base/customer service

Meeting agenda and minutes

Collaborative authoring and publishing

Proposals and presentations

Contract negotiation

Collect and organize

research

RSS feeds Subscription to updates from blogs, wikis Notification of system changes Competitive and market intelligence Publish organizational updates

Subscription to updates from blogs, wikis

Notification of system changes

Competitive and market intelligence

Publish organizational

updates

Tags User-provided metadata Emergent Folksonomy

User-provided

metadata

Emergent

Folksonomy

Social networks Expertise management Tap unknown resources Contact management Alternative to email That users are already using That allows tagging, blogging, etc.

Expertise management

Tap unknown resources

Contact management

Alternative to email

That users are already using

That allows tagging, blogging, etc.

Mashups Connect two or more data sources using loosely coupled connectors Combine sales data with maps Combine shipping and order data Provide customers with (non-sensitive) status monitoring

Connect two or more data sources using loosely coupled connectors

Combine sales data with maps

Combine shipping and order data

Provide customers with

(non-sensitive) status monitoring

Mashup - Mapdango

ENTERPRISE 2.0 IN THE ENTERPRISE

What makes Enterprise 2.0 enterprise-y? Control over implementation model Standards support Security and identity Access to enterprise data Data quality Regulatory compliance

Control over implementation model

Standards support

Security and identity

Access to enterprise data

Data quality

Regulatory compliance

Not in our organization…. If you don’t like change, you're going to like irrelevance even less. --Gen. Eric Shinseki 11/8/2001

If you don’t like change, you're going to like irrelevance even less.

--Gen. Eric Shinseki

11/8/2001

The bad news You can’t prohibit them There are too many of them They are constantly changing IT has other fires to fight

You can’t prohibit them

There are too many

of them

They are constantly

changing

IT has other fires to fight

The bad news They can be difficult to control The “Shadow IT Dept”

They can be difficult to control

The “Shadow IT Dept”

Check your demographics!

So which ones are right for YOUR organization? How transparent are you? Do you share? Which ones are already being used? In other words, any of them….

How transparent are you?

Do you share?

Which ones are

already being used?

In other words, any of them….

The good news Many of the most commonly used 2.0 tools already track changes, versions, etc. Wikis Blogs

Many of the most commonly used 2.0 tools already track changes, versions, etc.

Wikis

Blogs

The good news Some tools need to be managed for efficiency rather than compliance RSS feeds Social bookmarking Tags del.icio.us social bookmarking

Some tools need to be managed for efficiency rather than compliance

RSS feeds

Social bookmarking

Tags

The good news E20 tools use standard formats and interfaces XML, RSS SOAP, REST Open Document Format

E20 tools use standard formats and interfaces

XML, RSS

SOAP, REST

Open Document Format

The good news Most of them can be secured or set up to be private Blogs Wikis Social networks RSS Web-based office Web-based email

Most of them can be secured or set up to be private

Blogs

Wikis

Social networks

RSS

Web-based office

Web-based email

The good news There are enterprise versions of every Enterprise 2.0 application Hosted internally Secured access, integrated into the identity infrastructure Appliance-based

There are enterprise versions of every Enterprise 2.0 application

Hosted internally

Secured access,

integrated into the

identity infrastructure

Appliance-based

Compliance 2.0 Address in policies Whether Web 2.0 solutions will be allowed Which tools will be allowed or supported

Address in policies

Whether Web 2.0 solutions will be allowed

Which tools will be allowed or supported

Compliance 2.0 What type of information can be published Whether posts, etc. will be reviewed pre- or post-publication The value of these tools is in making collaboration fast and easy, not slow and bureaucratic.

What type of information can be published

Whether posts, etc. will be reviewed pre- or post-publication

The value of these tools is in making collaboration fast and easy, not slow and bureaucratic.

Compliance 2.0 Consider whether to implement versions inside the firewall Review SLAs with hosted providers to determine whether you can live with them

Consider whether to implement versions inside the firewall

Review SLAs with hosted providers to determine whether you can live with them

Compliance 2.0 Consider add-ons that can provide required compliance functions

Consider add-ons that can provide required compliance functions

Prohibition is not a realistic option Neither is ignorance

Prohibition is not a realistic option

Neither is ignorance

Questions?

For more information Jesse Wilkins, erm m , emm m , ecm m Access Sciences Corporation (303) 574-0749 direct [email_address] http://informata.blogspot.com http://www.accesssciences.com/blogs http://www.twitter.com/jessewilkins

Jesse Wilkins, erm m , emm m , ecm m

Access Sciences Corporation

(303) 574-0749 direct

[email_address]

http://informata.blogspot.com

http://www.accesssciences.com/blogs

http://www.twitter.com/jessewilkins