Collaboration: New Challenges for Electronic Records Management

Collaboration: New Challenges for Electronic Records Management Maurene Caplan Grey Founder, Principal Analyst Grey Consulting ARMA Web session On-demand viewing 12 – 16 March Q&A – 19 March 2007

Objectives

Become familiar with business and technology market trends

Recognize the collaborative technologies lifestyle

Apply record management principles to collaborative content

Objectives

Familiarize yourself with business and technology market trends

or

Fall victim to vendor hype

Shared workspaces Email, IM, VoIP Social communities Source: “Baseline's Top 10 Projects in '06,” Baseline, March 2006 Top Ten for Business Spend 6.7% $2,479,000 10. Compliance tracking 11.9% $2,629,000 9. Business analytics 9.0% $2,975,000 8. Application performance management 27.5% $3,212,000 7. Desktop upgrades 7.1% $3,310,000 6. Supply chain management 9.5% $4,255,000 5. Collaboration 17.3% $5,177,000 4. Customer relationship management 14.7% $5,569,000 3. Data networking 6.0% $8,216,000 2. Outsourcing 16.3% $11,112,000 1. Voice-over-IP % of respondents Average spending Project

2020: Areas of Productive Gains Knowledge management Customer service & support Operations & production Strategy & business development Marketing & sales HR management & training Corp performance management Product development Financial management Supply-chain management Marketing & sales Procurement

Low costs will matter less as a source of differentiation.

The human touch will become more central to competitive advantage.

Collaborative relationships will multiply and intensify.

Source: “Foresight 2020 Economic, industry and corporate trends,” The Economist Intelligence Unit, 2006 43 35 29 29 28 23 22 19 17 17 14 10

Market Trends Business Imperatives Customer service & support HR management & training Financial management Product development Operations & production … Technology Disrupters Digital distribution Social media Portability Software as a Service (SaaS) Open source …

Vendor Approaches: Microsoft unified communications SaaS Exchange email, calendaring Live Meeting IM, Web conferencing Product Exchange email, calendaring LCS* IM Web conferencing * Live Communications Server Voice Services Microsoft Ecosystem Office Suite, SharePoint, BizTalk, Project, Speech, Forms … Voice Services

Vendor Approaches: Adobe content creation and delivery Acrobat Connect (Web Conferencing) Macromedia Flash Web content creation Acrobat (. pdf content Creation) Adobe Acrobat Collaboration Web conferencing & central content library SaaS or Product

Vendor Approaches: EMC “where information lives” eRoom team room Authentica digital rights management TruArc records management Legato email archiving RSA data security Acartus print stream output Captiva Image capture Documentum document management EMC Documentum content management Bulldog Rich media

Objectives

The collaborative lifestyle can be glitzy

Don’t fall victim to the buzz

People Talk Human Communication Electronic Communication Human Collaboration Electronic Collaboration One-to-one, one-to-many Jointly create common goal and mutual value

People Create Information Human Communication Electronic Communication Human Collaboration Electronic Collaboration Data Repository Technologies: Email, IM, Web conferences, blogs, bulletin boards… Technologies: Chat, doc & appl sharing, wikis, white boarding, team rooms… One-to-one, one-to-many Jointly create common goal and mutual value Information of business value

Information Takes Form HTTP (Hypertext Transfer Protocol ) HTTP (Hypertext Transfer Protocol ) SMTP (Simple Mail Transport Protocol) USPS (US Post Office) Transport Team Room (anyone can participate) Team Room (internal access only) Email Letter Media Internet Web server Intranet Web server Email server File cabinet Resides (a resting place) DNS (Domain Naming Standard) DNS (Domain Naming Standard) SMTP Header (routing information, e.g., To:, From:) Name, Street, State Envelope (addressing information) Open Collaborative Closed Collaborative E-Communications Paper Category

Form Changes

“ Web 2.0” Information Defies Form

Content can live in …

Server cache

Desktop cache

Handheld device cache

Kiosk cache

Shared Web files

Shared local drives

Objectives Dichotomy: Applying RM to collaborative content Bridge the gap

“The Computer Ate My File”

Courts will re(de)fine e-discovery requirements, requiring companies to better understand and manage their e-mail and other electronic data.

Mobile security will gain serious attention, and begin (but only begin) to see serious solutions.

US Congress will again focus on a national data protection law, but will not pass one of the currently favored laws.

Source: “IT and Compliance: 10 Big Predictions for 2007” ( http:// www.itcinstitute.com/display.aspx?id =2824 )

Managing the Email Message Email Server SMTP Relay Email Archiving, Document Management, or Records Management Datastore External Service Provider Desktop Policies

Policies

Filters

Tags, Indices, Information Retrieval

Storage Media

Technologies Firewall Internet

Information Takes Form HTTP (Hypertext Transfer Protocol ) HTTP (Hypertext Transfer Protocol ) SMTP (Simple Mail Transport Protocol) USPS (US Post Office) Transport Team Room (anyone can participate) Team Room (internal access only) Email Letter Media Internet Web server Intranet Web server Email server File cabinet Resides (a resting place) DNS (Domain Naming Standard) DNS (Domain Naming Standard) SMTP Header (routing information, e.g., To:, From:) Name, Street, State Envelope (addressing information) Open Collaborative Closed Collaborative E-Communications Paper Category

Content Management Web Content Mgnt Document Mgnt Email Archiving Records Mgnt

Retention

Life cycle management

Risk mitigation

Citation authority

Compliance

Legal hold

Unstructured & structured data

Industry mandates

Building trust

Technology changes

Challenges Characteristics

Is This a Record?

Source: The One Million Masterpiece ( http:// www.millionmasterpiece.com ) Basin Artist: Qian Zhao Number: 407180 Location: Chapel Hill, US Is this a record?

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