Records Management 2.0: Compliance and the Cloud Jesse Wilkins, erm m , CDIA+ June 2, 2009 ARMA Canada Peaks & Valleys of Information Management Conference

Agenda Introduction to Web 2.0 Web 2.0 in Practice The Challenge of Web 2.0 Records Management 2.0: Compliance and the Cloud

Introduction to Web 2.0

Web 2.0 in Practice

The Challenge of Web 2.0

Records Management 2.0: Compliance and the Cloud

Introduction to Web 2.0

Web 2.0 in 333 Seconds

Blogs Publishing and broadcasting platform Excellent for any type of broadcast communications Project updates Organizational updates Status updates Customer communication Internal and external use cases Can significantly reduce email usage! Blogs

Publishing and broadcasting platform

Excellent for any type of broadcast communications

Project updates

Organizational updates

Status updates

Customer communication

Internal and external use cases

Can significantly reduce email usage!

Microblogging (Twitter) 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, Ariwriter.com

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, Ariwriter.com

Wikis Collaborative authoring and publishing Meeting agenda and minutes Proposals and presentations Contract negotiation Collect and organize research Easy to create, update, correct, and retrieve Organized(!) as collection of topics or articles

Collaborative authoring and publishing

Meeting agenda and minutes

Proposals and presentations

Contract negotiation

Collect and organize research

Easy to create, update, correct,

and retrieve

Organized(!) as collection of

topics or articles

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

Source: Manny Wilson, CentCom and Intellipedia

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 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

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 Office 2.0

Many different applications available

Fully-featured to fairly narrow

Generally compatible with common Office functionality

May default to private or public

Tags

Social networks Contact management Expertise management Can be used to find and tap unknown resources Alternative to email That users are already using That allows tagging, blogging, etc.

Contact management

Expertise management

Can be used to find and tap unknown resources

Alternative to email

That users are already using

That allows tagging, blogging, etc.

Mashup - Mapdango

Web 2.0 in Practice

In 1900 companies generated their own power In 2008 companies provided their own IT

In 1900 companies generated their own power

In 2008 companies provided their own IT

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

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

Source: Joining Dots

http://www.joiningdots.net

Internet economics

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

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

It’s all about me

And my networks

It’s open

Emergent

Fast

And always on

Source: Ray Sims

The Challenge of Web 2.0

Records management issues Records management issues

Discovery and disclosure issues Legal issues

Reliability pt 1: the tool

Reliability pt 2: the vendor

Prohibition is not a realistic option

Prohibition is not a realistic option

The “Shadow IT department”

There are too many of them They change too quickly

Mobile access

Records Management 2.0: Compliance and the Cloud

Address in policies

Secure the tools or set them to be private

Secure the tools

or set them to be private

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

Many of the most commonly used 2.0 tools already track changes and versions

Wikis

Blogs

There are enterprise versions available

Conclusion Web 2.0 is here Web 2.0 can add significant value to the organization The tools and processes can be managed Prohibition is not a realistic option Lead your organizations to use them effectively

Web 2.0 is here

Web 2.0 can add significant value to the organization

The tools and processes can be managed

Prohibition is not a realistic option

Lead your organizations to use them effectively

Questions?

For more information Jesse Wilkins ecm m , emm m , erm m , bpm s , CDIA+, LIT, edp, ICP Principal Consultant Access Sciences Corporation +1 (303) 574-0749 direct [email_address] http://informata.blogspot.com http://www.twitter.com/jessewilkins http://www.slideshare.net/jessewilkins8511

Jesse Wilkins

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

Principal Consultant

Access Sciences Corporation

+1 (303) 574-0749 direct

[email_address]

http://informata.blogspot.com

http://www.twitter.com/jessewilkins

http://www.slideshare.net/jessewilkins8511