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Collaboration & Social Media New Challenges For Records Management
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Collaboration & Social Media New Challenges For Records Management

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Presentation was delivered as the keynote of the 27 Feb 2009, ARMA Northern VA chapter conference (http://www.armamar.org/nova/programs/ARMA%20NOVA%202009%20Seminar%20Brochure-c.pdf).

Presentation was delivered as the keynote of the 27 Feb 2009, ARMA Northern VA chapter conference (http://www.armamar.org/nova/programs/ARMA%20NOVA%202009%20Seminar%20Brochure-c.pdf).

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Transcript

  • 1. Collaboration & Social Media: New Challenges for Records Management Northern VA Chapter of ARMA International 27 February 2009 Maurene Caplan Grey Founder, Principal Analyst Grey Consulting
  • 2. The Challenge of Records Management
  • 3. “The power of real-time information lies in its context, not its frequency.” Larry Yu (MIT Sloan Management Review, Fall 2008) / Source: http://sloanreview.mit.edu/the-magazine/articles/2008/fall/50105/the-downside-of-realtime-data
  • 4. Objectives Become familiar with business and technology market trends Become collaborative and social media lifestyle savvy Apply record management principles to collaborative and social media content
  • 5. Objectives Familiarize yourself with business and technology market trends or Fall victim to vendor hype
  • 6. Market Trends Business Imperatives Customer service & support HR management & training Financial management Product development Technology Disrupters Operations & production … Digital distribution Social media Portability Software as a Service (SaaS) Open source …
  • 7. Information Management Quagmire Mailbox Quotas Message Retention Digital Rights Management Archiving Document Management Record Management Search Encryption Too many signals No clear direction
  • 8. Managing the Email Message Technologies •Policies •Filters Internet •Tags, Indices, Information Retrieval Firewall •Storage Media SMTP External Email Relay Server Service Provider Email Archiving, Document Management, Desktop or Records Management Datastore Policies
  • 9. Content Management Web Email Document Content Archiving Mgnt Mgnt Challenges Characteristics •Unstructured & •Retention structured data •Life cycle Records •Industry management Mgnt mandates •Risk mitigation •Building trust •Citation authority •Technology •Compliance changes •Legal hold
  • 10. Vendor Approaches: Microsoft unified communications SaaS Product Exchange Exchange Voice Services Voice Services email, email, calendaring calendaring Live Meeting LCS* IM, Web IM Web conferencing conferencing Microsoft Ecosystem Office Suite, SharePoint, BizTalk, Project, Speech, Forms … * Live Communications Server
  • 11. Vendor Approaches: Adobe content creation and delivery Macromedia Flash Web Acrobat Connect content creation Acrobat (Web (.pdf content Conferencing) Creation) Adobe Acrobat Collaboration Web conferencing & central content library SaaS or Product
  • 12. Vendor Approaches: EMC “where information lives” TruArc records eRoom management team room Documentum Bulldog Legato document Rich media email archiving management EMC Documentum content management Authentica digital rights management RSA data security Acartus Captiva print stream Image capture output
  • 13. Point Products Enterprise-wide Policy engine Holistic Compliance-driven Patent pending The Quest for the Holy Grail
  • 14. Objectives The collaborative and social media lifestyle can be glitzy Don’t fall victim to the buzz
  • 15. Buzzword Fatigue Social media Cloud computing Enterprise 2.0 Web 2.0 Community Collaboration More buzz than a bee http://www.go2web20.net
  • 16. People Talk One-to-one, one-to-many Human Communication Electronic Communication Human Collaboration Electronic Jointly create Collaboration common goal and mutual value
  • 17. People Create Information One-to-one, Technologies: one-to-many Email, IM, Web conferences, blogs, bulletin Human boards… Communication Information of business value Electronic Communication Human Data Collaboration Repository Electronic Jointly create Collaboration common goal Technologies: Chat, and mutual doc & appl sharing, value wikis, white boarding, team rooms…
  • 18. Information Takes Form Category Paper E-Communications Closed Open Collaborative Collaborative Media Letter Email Team Room Team Room (internal access (anyone can only) participate) Envelope Name, SMTP Header DNS (Domain DNS (Domain (addressing Street, (routing information, Naming Standard) Naming Standard) information) State e.g., To:, From:) Transport USPS (US SMTP (Simple Mail HTTP (Hypertext HTTP (Hypertext Post Office) Transport Protocol) Transfer Protocol ) Transfer Protocol ) Resides File cabinet Email server Intranet Web Internet Web (a resting place) server server
  • 19. Form Changes
  • 20. Social Media Information Defies Form Content can live in … Server cache Desktop cache Handheld device cache Kiosk cache Shared Web files Shared local drives Open communities Closed communities
  • 21. Adoption Defies Dichotomy Grassroots adoption “Them” and “Us” Mushrooming Communities closed to communities new media neophytes Business process Organic; unsanctioned integration Birth of new cottage Point products; industry operational complexity Hybrid architectures Training; re-architecting develop, e.g., tags models within a taxonomy
  • 22. Objectives Dichotomy: Applying RM to collaborative and social media content Bridge the gap
  • 23. Where Is My Data? Enterprise Consumer Cloud Data Cloud Data Stores Stores Backup Backup Data Stores Data Stores Disaster Disaster Recovery Data Recovery Data Stores Stores Partners’ Partners’ Enterprise Data Stores Data Stores Data Stores Enterprise Partners’ Data Stores Data Stores Enterprise Enterprise Partners’ Data Stores Stores Data Data Stores Personal-Area Network Data Stores
  • 24. Where Is My Information?
  • 25. Who Defines the Context?
  • 26. Objectives Dichotomy: Applying RM to collaborative and social media content Transparency trumps rigidity
  • 27. What Defines the Record? Industry regulations Federal and local legislation Intellectual property … more Rigidity is passé Transparency trumps “on a need to know basis”
  • 28. The world is flat. Space and time are curved.* *Source: Eric Schumacher-Rasmussen, Streaming Media Industry Sourcebook 2009
  • 29. Transparency and Open Government MEMORANDUM FOR THE HEADS OF EXECUTIVE DEPARTMENTS AND AGENCIES SUBJECT: Transparency and Open Government Government should be transparent. Government should be participatory. Government should be collaborative. The independent agencies should comply with the Open Government Directive. This memorandum shall be published in the Federal Register. BARACK OBAMA http://www.whitehouse.gov/the_press_office/TransparencyandOpenGovernment/
  • 30. Case Study: Georgia’s Virtual Vault Confederate Enlistment Oaths and Discharges Chatham County Deed Books Colonial Will Books Colonial Wills Historic Postcard Collection Headright and County Plats Confederate Pension Applications County Records from Microfilm Georgia Power Photograph Collection Leo Frank Clemency Application Source: Georgia’s Virtual Vault, October 2006 (http://content.sos.state.ga.us/index.php)
  • 31. Is This a Record?
  • 32. Is This a Record?
  • 33. Is this a record? Basin Artist: Qian Zhao Number: 407180 Location: Chapel Hill, US Source: The One Million Masterpiece (http://www.millionmasterpiece.com)
  • 34. Bottom Line Technology changes People don’t Records management must adapt
  • 35. Homework Become a champion for collaborative and social media information management Is doing so worthwhile? Tighten corporate and RM policies, by making them looser “Email policies” are weak. E-communication policies are better. Self-educate Play with different collaborative and social media technologies. Share best practices. You are a pioneer. Get ahead of the curve by designing the road.
  • 36. Organizations of Interest Center for Democracy & Technology www.cdt.org Resource Libraries www.cdt.org/resourcelibrary IT Compliance Institute www.itcinstitute.com Digital Civil Rights in Europe www.edri.org/ U.S. House of Representatives, Legislative Archive (includes current status of introduced bills) www.house.gov/house/Legproc.shtml Legal Information Institute (research and electronic publishing activity of the Cornell Law School) www.law.cornell.edu Records Management Society (UK) www.rms-gb.org.uk/ Records Management Association of Australasia www.rmaa.com.au/ WikiFOIA (Freedom of Information at the state and local level) sunshinereview.org/index.php/Portal:WikiFOIA
  • 37. Thank you Maurene Caplan Grey Founder, Principal Analyst Grey Consulting http://grey-consulting.com maurene.grey@grey-consulting.com