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20091006 Arma Twin Cities Blogs Wikis Twitter

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    Wikipedia: 3 million+ articles in English More than 13 million in 264 languages Wiktionary:1,306,000+ definitions in English WikiQuote: 16,900+ quotations Wikitravel: 22,000+ destination guides Lyricwiki: 879,000+ song lyrics!

    Internal Within departments/groups/processes Serendipitous collaboration External Partners, customers, clients Experts in the field The public/casual users

    Quoted in the New York Times, Aug 4, 2008

    Not just Twitter, but since it is by far the most successful at this point the examples for the first two sections will largely focus on it.

    So the first step really to take control of these tools is to address them in the organization’s policies. Some of the things to consider: Whether Web 2.0 solutions will be allowed. As I think is clear at this point, I believe that many of these tools can be quite useful if managed appropriately; I also think it’s very difficult to block them entirely. Which tools will be allowed or even supported. It may be that some tools are considered “safer” than others in the public sphere. Whether public-facing content will be reviewed pre- or post-publication. I don’t believe in pre-publication reviews for three reasons. 1. It greatly slows the responsiveness of the blog, Twitter, wiki, whatever. 2. Posts that are reviewed by 14 layers of bureacracy will sound exactly like that – and nobody will read or respond to them, which defeats the purpose. 3. You have to trust people. My company does not review my blog posts, personal or professional, before I post them. Part of that is because they trust me, and part of that is because I’ve earned that trust. A number of organizations have set up publicly available policies for their Web 2.0 and social networking efforts, and the best ones basically boil down to, “Don’t be stupid”. And whether the tool is creating records or not. Most organizations don’t record the audio for every single meeting ever held, or retain every scrap of paper ever written upon – in fact that’s almost contrary to most records programs. So why should you keep every change of a character in a wiki? Perhaps it’s the deliverable that’s the final record, and the wiki is work product, draft, whatever you call it in your organization.

    I’m not a big fan of pre-publication review – anything that’s been vetted by 12 layers of bureaucracy will sound like it has. It also defeats the purpose of some of these tools – Twitter in particular is based on rapid response. That said, it’s absolutely appropriate for the organization to monitor how its employees use social networking.

    For hosted tools, such as FB or Twitter, that may mean taking periodic snapshots of what is posted to them. Right now there aren’t a lot of tools that do this; one way that can be effective is to capture the RSS feeds generated by these tools. As updates are made, they are published through the RSS feed, which can be saved locally. It might also require working with the third-party vendor in the event that some information or some updates are not available through RSS – for example, web-based email.

    Most of these tools can be secured with passwords and/or have the default permissions set to be private. They are not hacker-proof, necessarily, but for most non-confidential information this is sufficient security.

    Fundamentally, most of the most commonly used 2.0 tools are databases + templates. That raises two points. The first is that most of these tools are already manageable in the same way that databases are. The second is that they tend to track changes and versions automatically. Here you see a screenshot of the change tracking in Wikipedia. On the right you see in yellow those areas that were changed, and on the left you see what they were changed to. Wikipedia tracks changes to the individual character level (and so do other wiki packages); other tools may not be quite as granular but can still provide an audit trail, though the granularity will vary widely.

    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.

    Favorites, Groups & Events

    20091006 Arma Twin Cities Blogs Wikis Twitter - Presentation Transcript

    1. Blogs, Wikis, and Twitter: Emerging Electronic Records Issues and Strategies Jesse Wilkins, CRM October 6, 2009
    2. Agenda
      • Blog This!
      • Wiki-wiki
      • Twitter (in 140 characters or less)
      • Web 2.0 tools and the records program
    3. BLOG THIS!
    4. 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
    5. Informata
    6. Blog use cases
      • Internal communications
      • Project management
      • Research
      • Knowledge management
      • Change order management
    7. 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/enterprise solutions
        • More control over content
        • Finer-grained control over access, updates
    8. Blog solutions - hosted
      • Wordpress
      • Typepad
      • Blogger
      • LiveJournal
      • Myspace.com
      • Blog.com
      • MSN Spaces
      • Yahoo 360 °
    9. WIKI-WIKI
    10. Wiki-wiki
      • Collaborative website
      • Organized as linked articles
      • Hides complexity of HTML from users
      • Easy to add articles
      • Easy to link articles
      • Easy to correct mistakes
    11. Wikipedia
    12. Wikipedia RM article
    13. How do you use a wiki?
      • Source: Stewart Mader, www.ikiw.org
    14. Wiki-based collaboration
      • Source: Intellipedia
      • There are plenty of ways to
      • commit career suicide;
      • wikis are just the newest one.
      • Eric M. Johnson
      • State Department
      • Office of eDiplomacy
    16. Getting started with 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, auditing
    17. Wikis - hosted
      • Atlassian Confluence Hosted
      • Central Desktop
      • Cyn.in (“bliki”)
      • EditMe
      • pbWiki
      • Socialtext
      • Wikia (uses MediaWiki)
      • Wikispaces
      • Zoho Wiki
    18. TWITTER (IN 140 CHARACTERS OR LESS)
    19. Defining microblogging
      • “ 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
    21. Ways to send updates
      • Through the website
      • Via text/SMS
      • Via desktop clients
      • Via web-based clients,
      • services, and widgets
      • Via email and IM
      • Via cellphone clients
    22. Use cases for microblogging
      • Announcements
      • Meeting scheduling
      • Insider commentary from e.g. conferences
      • Sharing links to
      • other resources
      • Brand monitoring and
      • competitive intelligence
      • Broadcast communications
      • Request/provide feedback
      • Informal polling (crowdsourcing)
    23. Getting started with microblogging
      • Create an account and sign in
      • Search for other people to follow
      • (Other people are doing the same for you)
      • 3. Read other peoples’ updates (Tweets)
      • 4. Enter an update yourself
      • 5. Go back to steps 3 and 4!
    24. WEB 2.0 TOOLS AND THE RECORDS PROGRAM
    25. Is it a record?
      • Does it document a transaction or decision?
      • Is it captured in another form?
      • Whether it’s a record or not, it’s still discoverable…
      • … and is likely subject to FOIA-type laws
    26. What’s the record?
      • Blog post
        • Comments?
        • Updates?
      • Individual Tweet
        • Links and shortened URLS?
      • Wiki article
        • The article?
        • Its changes over time?
      • It depends….
    27. Address in policies
    28. Policy 2.0 – in 140 characters
      • Our Twitter policy: Be professional, kind, discreet, authentic. Represent us well. Remember that you can’t control it once you hit “update.”
    29. Policy 2.0 – in 3 words
      • Don’t be stupid
    30. Policy 2.0 – in 2 words!
      • Be professional
    31. Policy 2.0 – in 1 word?
      • Think!
    32. Monitor Monitor the tools
    33. Plan for discovery
      • Secure the tools
      • or set them to be private
    35. The good news
      • Many of the most commonly used 2.0 tools already track changes and versions
        • Wikis
        • Blogs
      Track changes
    36. Implement enterprise versions
    37. Baseline enterprise functionality
      • Integration into identity infrastructure
        • Security and confidentiality
        • Accountability
        • Grouping and ethical walls
      • Support linking to other documents and resources
      • within the enterprise
        • Not just URLs
    38. Baseline enterprise functionality
      • Control over implementation model
      • Enterprise-class scalability
      • Archiving and retrieval
      • Export and import
      • Better filtering and subscription modeling
        • Subscribe to tags, keywords, certain users
        • Filter out certain topics or users
    39. Baseline enterprise functionality
      • Reporting
        • Who has done what
        • What has been done to a particular article/post/item/etc.
      • Auditing
        • Who has done what
        • What has been done to a particular article/post/item/etc.
        • Any changes made to the system, security, etc.
    40. Enterprise blog solutions
      • Movable Type Enterprise
      • Traction Teampage
      • Blogtronix Enterprise
      • Sharepoint 2007
      • Drupal
      • Telligent Community Server
      • UserLand Manila and Radio UserLand
    41. Enterprise wikis
      • Atlassian Confluence
      • MediaWiki
      • Sharepoint 2007
      • Socialtext Managed Service Appliance
      • TWiki
    42. Enterprise microsharing tools
      • Yammer
      • Present.ly
      • Communote
      • Identi.ca
      • Yonkly
      • Many others
      • Many integrated into
      • other tools
    43. Summary
      • 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
    44. Questions?
    45. For more information
      • Jesse Wilkins,CRM
      • Principal Consultant
      • Access Sciences Corporation
      • +1 (303) 574-0749 direct
      • [email_address]
      • http://www.twitter.com/jessewilkins
      • http://www.linkedin.com/in/jessewilkins
      • http://www.facebook.com/jessewilkins
      • http://www.slideshare.net/jessewilkins8511

    + Jesse Wilkins, CRMJesse Wilkins, CRM, 1 month ago

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