Records Management 2.0:Managing Recordsin the CloudJesse Wilkins, CRMOctober 6, 2009

Introduction to Web 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 Source: Joining Dots

Digital natives

Internet economics

The read/write web

In the cloud – and of the cloud

Cloud computingComputing resources hosted “in the cloud” and provided as necessaryQuickly scale up to meet demandBilled by consumption or subscriptionProvider manages infrastructure

Blogs

Microblogging (Twitter)

WikisCollaborative authoring and publishingMeeting agenda and minutesProposals and presentationsContract negotiationCollect and organize researchEasy to create, update, correct, and retrieveOrganized(!) as collection of topics or articles

Web-based office suitesMany different applications availableFully-featured to fairly narrowGenerally compatible with common Office functionalityMay default to private or publicOffice 2.0

Tags

Social sharingVideoPhotographsFilesBookmarksPresentations

Social networksContact managementExpertise managementCan be used to find and tap unknown resourcesAlternative to emailThat users are already usingThat allows tagging, blogging, etc.

Mashups

The benefits of web 2.0

Less tool, more work

Better collaboration Source: Intellipedia

The economics of web 2.0Hard cost of the toolsTime to implementTime to learn to use the toolSupport and administrative effort

Making the connections“If HP knew what HP knows, we would be three times as profitable.”-- Lew PlattFormer CEO, Hewlett-Packard

Making the connections"It was never very clear to us who the authoritative sources where, who was good at solving problems. Now we can see a lot of that because we're starting to see patterns emerge:Who follows whomWho's the good source of questionsWho's the good source of answersAll the things you know by the grapevine, we now have data for.”--John Parkinson, TransUnion

Knowledge disseminationKnowledge transfer

The implications of web 2.0

Records management issues

Legal issues

Reliability pt 1: the tool

Reliability pt 2: the vendor

Prohibition

The “Shadow IT department”

There are too many of themThey change too quickly

Mobile access

Change

Records management 2.0

Managing Web 2.0 tools as recordsUpdate the policy to address these toolsDetermine which tools to allow (and support) Determine whether to use commercial or enterprise versionsHosted or installedStand-alone or suiteECRM solutionsTrain users on expectationsMonitor and audit tool usageAll the things we mentioned this morning

Questions?

ConclusionWeb 2.0 is hereWeb 2.0 tools can add significant value to the organizationProhibition is not a realistic option Lead your organization to use them effectively

For more informationJesse Wilkins,CRMPrincipal ConsultantAccess Sciences Corporation +1 (303) 574-0749 direct jwilkins@accesssciences.com http://www.twitter.com/jessewilkins http://www.linkedin.com/in/jessewilkins http://www.facebook.com/jessewilkins http://www.slideshare.net/jessewilkins8511