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Digital Landfill
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A slide deck based on a very similar deck from the AIIM organisation (www.aiim.org) at which the president of AIIM coined the phrase \'Digital Landfill\'.

A slide deck based on a very similar deck from the AIIM organisation (www.aiim.org) at which the president of AIIM coined the phrase \'Digital Landfill\'.

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  • A lateral thinkers way of saying ‘this is what we’re going to be going through today’!
  • AIIM are a global association of which I am a member EMC is a global player in the Enterprise Content Management arena
  • Question – what do I mean by digital landfill? Examples on the board or in discussion… Using Google will bring up a number of entries explaining what particular individuals think Digital Landfill is to them. John Mancini is the President/CEO of the AIIM organisation and he recently coined this phrase on a webinar that I was taking part in.
  • How many of us have started a document and kept the original draft, then gone through various other drafts before coming to a final document and keeping all the revisions on the way? We keep all of them because they might come in useful later or for the next query from the boss to answer a similar question – you at least have a foundation to start from! I know I do! But why do we do it? A. Because we don’t want to lose it! Because we don’t think we’d find it again if it went into the ‘quagmire’ – digital landfill even! Why are we all afraid of that? Because we don’t have the confidence that we’ll find it again. Why? Because historically we have been poor at delivering ‘findability’ from any of our systems. A lot of people today talk about search when in fact that is just the functionality for finding something! We actually mean findability! The finding of something from the digital landfill that we currently have. We’re aiming to change that….
  • TLC and I carried out a survey of what people had for the purposes of finding out the ‘as-is’ situation before coming up with a ‘to-be’ filing structure for the future of FS and in fact we are also involved in the same thing for GO. The situation in FS was so bad we didn’t need to publish the ‘as-is’ to plan for the ‘to-be’ – we decided to go straight to the future state and plan the ‘to-be’! The NUB of this is that everyone is working differently, filing things differently and naming things differently and that means it is out of control. How many of you are emailing using your Blackberry on a daily basis and how many of those emails hold a business decision or action that doesn’t get retained?
  • Were you aware that Pfizer has it’s own ‘YouTube’ channel? PfizerChannel is an online technology, similar to YouTube, which allows users to view audio and video files. It also allows authorized users to post their own audio and video files.
  • Question – What is an exabyte? Examples on the board or in conversation.
  • I hear another question…
  • So that’s about 3½ stacks of these books from the earth to the sun
  • Refer back to the TLC discussion.
  • And it’s not just email from your desktop or laptop This particular company realised they had an email management problem and wanted to do something about it… This picture represents this company’s workshop on what email was doing to their workload and looking at what the issues were and seeking out solutions, if any…
  • How many business decisions or actions are taken using email? I don’t know but I can hazard a guess that it’s a large number…
  • I’ve taken a cursory look into Pfizer policy and we appear to be in the 59% One comment I received in my enquiries is - ‘every single email is archived ‘in perpetuity’ as required by legal’ … So even legal haven’t grasped the problem! SO WHAT IS THE DIFFERENCE: Essentially, a backup is designed as a short-term insurance policy to facilitate disaster recovery, while an archive is designed to provide ongoing rapid access to decades of business information. Archived records can be placed outside the traditional backup cycle for a long period of time, while backup operations protect active data that's changing on a frequent basis.
  • From a GO view point I suspected that we were in that 56% so I took a quick look at it for this session We apparently have an ‘archived as part of back up’ policy which is NOT about retention
  • And this is the only digital landfill system/process of many that we’ve looked at here
  • An expert is someone who knows more and more about less and less until he knows everything about nothing. The internet is turning us into the opposite. We know less and less about more and more until we know nothing about everything.
  • Blogging is going on as we speak now in Pfizer! While it may not be pertinent to our business decisions or actions it nonetheless adds to our digital landfill!
  • We do…
  • I can tell you that in FS we may understand it but we are not very good at managing this, especially the retention scheme…
  • FS took me on to help with all of this and we’ll take a quick look at some of the things we’re doing to address this shortly… But I can say that we are already improving the existing processes, procedures, services and systems and one drive will be to raise awareness in the future of just what is on offer and what can be accessed, where, when and by who
  • I know we’ve recently delivered training on GO Live for example. I went round and asked a number of key users of these systems and none of them were very confident in the use of them despite being provided with training. Why is that?
  • Scores on the board – work out the percentage of grade 5 or less
  • We’re getting into familiar territory now! We know that we have not been very good at this.
  • Scribble some on the board or take notes during discussion
  • Meridian: We’ve agreed across FS as a network that Meridian is the application of choice for managing our technical information and there are moves afoot to have an enterprise search engine across all three systems; there are also moves afoot to look at integration with Datastream/Tririga because the relevant drawings will be used to support CAFM work. Why is this relevant to ‘digital health’? It gets the data centrally controlled on one medium Archive Strategy (?): We have secured the record rooms in B509 2 nd floor to control and manage all the live documentation that ebbs and flows for FS but also in GO e.g. there can be substantial deliverables from a project and there needs to be room for any hard copy during the project. Why is this relevant to ‘digital health’? CD/DVD/floppy disks, etc. Paperless: We are currently looking at the paperless question at the document strategy team level for FS and GO; I’ve tabled a paper for the team to consider. Why is this relevant to ‘digital health’? Actually this one is more of a green issue and as long as we control it then we control the digital landfill. Accurate Records: We need to agree the set of records to be maintained (50%+) and then put a process in place to measure that we are keeping them up-to-date. Why is this relevant to ‘digital health’? If we have accurate records, centrally controlled, then we don’t have copious numbers of rogue copies lying around in all manner of other places. Filing Structure: This is done in principle for FS but we are working at this with the GO documentation strategy team to set a complete filing structure in place across all three systems. Why is this relevant to ‘digital health’? With a structured system we can control and manager our files, therefore we control the digital landfill. Processes: We are agreed in principle what the future technical documentation service is going to be for GO and this will help get information into the system quicker. Why is this relevant to ‘digital health’? It stops us keeping rogue copies lying around in different places. The quicker we get it into controlled systems the better our digital landfill looks. Quick Wins: All requests for documentation services are now routed through the Get Service system We are already getting non-drawing documentation into the Meridian system quickly We have agreed in principle a document retention of 20% for project works We have agreed in principle the future of documentation services for GO

Digital Landfill Presentation Transcript

  • 1. What’s in our digital landfill?
    • What’s in our digital landfill?
  • 2.
    • THE INENTION IS AWARENESS OF:
    • What businesses in general are thinking about their digital information, and so…
    • Understand why some of the steps that GO is taking will help improve our digital landfill
    What’s in our digital landfill?
  • 3. What’s in our digital landfill?
    • BUT FIRST WHO ARE AIIM AND EMC?
    • and why does it matter?
    • AIIM = Association of Information and Image Management
    • EMC = is the company that produces the Documentum content management
    • system (to you and I here at Pfizer it’s GDMS)
    • … and it matters because - at the bottom left on particular slides (see example below) you will see their website reference which is also an acknowledgement of where the facts and figures you are about to see have come from…
    http://www.aiim.org
  • 4. What’s in our digital landfill?
    • So, what do I mean by digital landfill?
  • 5. What’s in our digital landfill?
    • Word files
    • PowerPoint files
    • Excel files
      • … and multiple versions of these documents
    • JPEGs, TIFFs (bitmap picture files)
    • DWGs (AutoCAD drawing files)
      • … and all their X-refs and associated formats
    • Adobe Acrobat files (PDFs)
    • E-mails
      • … and all their attachments
    • Line of business documents
      • … on the network;
      • … on PCs;
      • … on sticks;
      • … on phones;
      • … on PDAs;
    • … and so it goes on, and on, and on…
  • 6. What’s in our digital landfill?
    • In technical terms…
  • 7. What’s in our digital landfill?
    • DIGITAL
    • STUFF!
  • 8. What’s in our digital landfill?
    • Most of which is stored
    • haphazardly on a variety of
    • servers and drives…
  • 9. What’s in our digital landfill?
    • … and it’s getting
    • worse!
  • 10. What’s in our digital landfill?
    • By 2011, the digital universe will be
    • 10X
    • as big as it was in 2006
    http://www.emc.com
  • 11. What’s in our digital landfill?
    • There are currently
    • 281
    • billion exabytes of information in the
    • digital universe
    http://www.emc.com
  • 12. What’s in our digital landfill?
    • Q. What ‘on earth’ is
    • an exabyte?
  • 13. What’s in our digital landfill?
    • A. A million million
    • megabytes
  • 14. What’s in our digital landfill?
    • A small novel
    • contains about a
    • megabyte of
    • information
    http://www.emc.com
  • 15. What’s in our digital landfill?
    • The digital
    • universe equals
    • 12 stacks of these
    • books from the
    • earth to the sun.
    http://www.emc.com
  • 16. What’s in our digital landfill?
    • Isn’t most of this just people taking
    • gazillions of digital pictures and
    • sending them around to their
    • friends and downloading videos
    • from iTunes?
  • 17. What’s in our digital landfill?
    • A lot of it is...
  • 18. What’s in our digital landfill?
    • … but about 30% of the
    • total volume of information
    • in the digital universe is
    • created by businesses and
    • organizations…
    http://www.emc.com
  • 19. What’s in our digital landfill?
    • … and most of it is
    • unmanaged.
  • 20. What’s in our digital landfill? Think about just one example e-mail…
  • 21. What’s in our digital landfill?
    • Only
    • 13%
    • of organizations have
    • deployed an e-mail
    • management strategy across
    • their organization.
    http://www.emc.com
  • 22. What’s in our digital landfill?
    • Most organizations don’t
    • understand the difference
    • between archiving and backup
    • and 59% say e-mail is
    • “ archived” as part of backup
    • or via .pst files
    http://www.emc.com
  • 23. What’s in our digital landfill?
    • 56%
    • of organizations have no
    • policy at all, relative to
    • e-mail retention.
    http://www.aiim.org
  • 24. What’s in our digital landfill?
    • Thinking about how we
    • communicate today that’s a
    • large e-mail digital
    • landfill for Pfizer.
  • 25. What’s in our digital landfill?
    • Now think about other
    • kinds of electronic
    • information…
  • 26. What’s in our digital landfill?
  • 27. What’s in our digital landfill?
  • 28. What’s in our digital landfill?
    • … most organizations have not
    • begun to address the core
    • process of managing electronic
    • information...
  • 29. What’s in our digital landfill?
    • … we have core systems
    • to manage the
    • MONEY and PEOPLE
    • in our organization...
  • 30. What’s in our digital landfill?
    • … but what about
    • INFORMATION?
  • 31. What’s in our digital landfill?
    • Over
    • 40%
    • of organizations have no policy
    • for classifying electronic
    • information as business records.
    http://www.aiim.org
  • 32. What’s in our digital landfill?
    • Nearly 64% of end users believe
    • that their organization
    • understands what PAPER records
    • are and how they should be
    • retained …
    http://www.aiim.org
  • 33. What’s in our digital landfill?
    • … only 34% have the same
    • understanding when considering
    • ELECTRONIC records.
    http://www.aiim.org
  • 34. What’s in our digital landfill?
    • That means most
    • electronic
    • information winds
    • up in the digital
    • landfill.
  • 35. What’s in our digital landfill?
    • … with names like
    • ordonsfilestuff.doc
    • and
    • ordonsfilestuff2.doc
  • 36. What’s in our digital landfill?
    • Think about legal
    • exposure…
  • 37. What’s in our digital landfill?
    • Only
    • 41%
    • of organizations deliver any sort
    • of training on how to handle
    • electronic information.
    http://www.aiim.org
  • 38. What’s in our digital landfill?
    • That means the CEO is going to
    • have a very hard time in
    • court explaining his/her digital
    • landfill.
  • 39. What’s in our digital landfill?
    • Think about process
    • inefficiency…
  • 40. What’s in our digital landfill?
    • On a scale of 1 (terrible) to 10 (excellent)
    • how would you rate the effectiveness of
    • our department/group/Pfizer in managing
    • information?
    http://www.aiim.org
  • 41. What’s in our digital landfill?
    • 54%
    • of businesses gave themselves a grade of
    • 5 or less, suggesting that they have
    • “ little or no confidence”
    • that their electronic information is
    • “ accurate, accessible, and
    • trustworthy.”
    http://www.aiim.org
  • 42. What’s in our digital landfill?
    • … and yet over 90% of organizations view their ability to manage electronic
    • information as critical to their future.
    http://www.aiim.org
  • 43. What’s in our digital landfill?
    • That means most organizations
    • are pretending the digital
    • landfill does not exist.
  • 44. What’s in our digital landfill?
    • A few questions
    • to consider…
  • 45. What’s in our digital landfill?
    • How many digital landfills are there in our organization?
    • Is the explosion of digital information making Pfizer more effective or less effective?
    • Can our people find the information they need when they need it?
    • Can our people collaborate on projects no matter where they are located in the world?
    • Has our ability to document what our company did, why we did it, who did it, and when we did it gotten better or worse in the past 5 years?
    • Can our customers find the information they need when they need it?
    • Are our processes running as smoothly as they should?
    • If you were dragged into court, would the process you use to manage electronic information stand up to scrutiny ?
  • 46. What’s in our digital landfill?
    • If the answers to
    • one or more of these
    • questions are of a
    • NEGATIVE
    • nature then we
    • are not alone.
  • 47. What’s in our digital landfill?
    • SO, WHAT ARE WE DOING ABOUT IT?
  • 48. What’s in our digital landfill?
    • Some of the digital information health issues we are working on right now to help reduce our digital landfill:
    It stops us keeping rogue copies lying around in different places. The quicker we get it into controlled systems the better we are managing our digital landfill. Improve processes especially those for getting project documentation into Meridian quickly (other systems too) With a structured system we can control and manager our files, therefore we control our digital landfill. Create FS filing structure Centrally controlled documentation with no rogue copies lying around on other systems and so it reduces and controls our digital landfill. Ensure accurate records we can stake our reputation on Actually this one is more of a green issue and as long as we control it then we control our digital landfill. Paperless office/society Centrally controlled electronic copies held on CD/DVD means there are no rogue copies lying around on other systems and so it reduces and controls our digital landfill. Archive strategy Allows people to find things easily from one central portal using one set of techniques giving them confidence that they can always find it again and so they don’t hold onto rogue copies, reduces and controls our digital landfill. Enterprise search Centrally controlled documentation with no rogue copies lying around on other systems, reduces and controls our digital landfill. EDMS (Meridian, GDMS, Share Point) HOW DOES IT HELP WITH OUR DIGITAL LANDFILL DOCUMENTATION DIGITAL HEALTH ISSUES
  • 49. What’s in our digital landfill?
    • QUESTIONS?