The Science of Information
Information Management
Information management
for an uncertain technology future
Infogrid Pacific Pte. Ltd.
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The Science of Information
Meme: Information Management
What is it?
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The Science of Information
Making sure all the data that should
survive into the indefinite future
... does survive
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The Science of Information
For every conceivable purpose
... accessibility
... reuse
... statutory obligations
... value preservation
... history
... just in case
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The Science of Information
Independent of constantly changing
technologies
such as:
... hardware
... operating systems
... proprietary software
... proprietary formats and protocols
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The Science of Information
Remember...
Information is forever...
Technology changes daily
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The Science of Information
Any finite set of data
can have an infinite set of views
Technology gives the ability to see the
same information in many different ways
... and today you may not even know
what those needs are, or will be...
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The Science of Information
The information must be managed
independently from technology
... and not embedded in the technology
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The Science of Information
Technology is revolutionizing
our interaction with information
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The Science of Information
The value of the information is
being redefined faster than most
organizations can understand
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The Science of Information
The information - technology
relationship has to be
redefinable instantly
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The Science of Information
The human - technology
relationship has to be
redefinable instantly
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The Science of Information
For example:
Ubiquitous mobile access is fast
approaching, and that is going to redefine
our relationship with our information again
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The Science of Information
All of this must be easy to do
... or it probably wont happen
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The Science of Information
Jargon Alert
Definitions
Data: The bits and bytes on a computer storage
system
Content: The genre and intellectual value of the
data
Information: Data+content systematized with
metadata so it can be understood and used
Knowledge: something a human has based on
experience and memories
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The Science of Information
Definition
DATA
is all the same
Bits and bytes on the computer are the same
except for endian-ness (are the bits stored 1-
8, or 8-1)
It is stored and transmitted using highly
standardized protocols
This technology has lasted for decades and
will probably last for decades more
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The Science of Information
Definition
CONTENT
Is very different
Content is data arranged within file formats
which are used by applications to represent
the data in an content specific manner.
There are some common file formats, and a
babel of proprietary formats
Few have lasted more than a decade so far
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The Science of Information
Definition
INFORMATION
Take some data/content,
put them into a usable context
and they become information
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The Science of Information
Illustrating Context
An Invoice
The context is a transaction between two
parties. Otherwise it's just a file format, piece
of paper or record in a database.
A DVD Movie
has one context of DRM – you can only view
this on my terms! Otherwise it's just a file
format or a silver disc - or the context
changes to stolen content!
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The Science of Information
Information Management Context
Most current Information Management
Solutions...
... are embedded in the past
... solve only todays problem
... are a liability for the future
... are expensive to customize
... are expensive to maintain
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The Science of Information
Information Management Context
But now your friendly Government
says you have to keep digital
information for
... 7 years
... 25 years
... +++ years
... Or maybe go to jail and pay a big fine!
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The Science of Information
Information Management Context
and ...
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The Science of Information
Information Management Context
A lot of your todays data is digital only,
and you will be creating a lot more
... There are no paper trails
... Digitally certificates expire in 12 months
... 100's of different proprietary file formats
... the data is all over the place
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The Science of Information
Information Management Context
and ...
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The Science of Information
Information Management Context
You have unstructured information
everywhere that needs to be
organized and accessible
Unstructured information: that's the 90% of
your content and information that is in files,
on some hard disk, on some workstation or
server, that are not in a database
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The Science of Information
Information Management Context
and ...
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The Science of Information
Information Management Context
You have legacy physical content
you would like to make available
digitally to reduce access costs
...or even make it available for the first time
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The Science of Information
Information Management Context
and ...
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The Science of Information
Information Management Context
Your information / content has cost
you a lot of money to create
... you need to preserve that value
... preserving the existing value shouldn't
break the bank
... or be a management headache.
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The Science of Information
Information Management Context
and ...
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The Science of Information
Information Management Context
You need serious efficiency and
effectiveness gains
... to reduce operational costs
... to increase competitive advantages
... to provide better service
... to improve productivity
... to create collaboration
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The Science of Information
Information Management Context
And what is available is a cacophony
of solutions...
DMS for documents
AMS for assets
RMS for records
LMS for education and training
WCM for web sites
Customized application development
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The Science of Information
Information Management Context
All of which are just different views
on parts of your information...
...trapped into limiting technology
defined viewpoints
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The Science of Information
Information Management Context
Not one of which has any inbuilt
strategies for digital preservation
other than “buy my upgrade in three years
– if I still support that product! If you pay
the data migration costs”.
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The Science of Information
Information Management Context
So now you have to ask serious
questions about the future of your
data...
Is there a better way?
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The Science of Information
There sure is...
and its relatively straight forward
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The Science of Information
Use independent metadata to
drive your information strategy
Don't let it get trapped in a database
Remember - a database is someones
technology
If metadata if free it can grow and
increase in value
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The Science of Information
Metadata = Flexibility = Control
Using:
... Taxonomies - Categorization
... Thesauri – for refined control
... Keywords (formal and social)
... Authority files
These are standard methods– nothing radical here...
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The Science of Information
Create really good metadata for
each Information Package
Descriptive – what it is about
Ownership – where it came from
Rights – how it can be used
Structure maps – how it is stored
Relationships – how it fits together
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The Science of Information
The difference is not the
metadata
... but how you use the metadata
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The Science of Information
Package all the data / content files
together with the metadata
Call them
Information Packages
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The Science of Information
Stop managing files and start
managing Information Packages
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The Science of Information
Don't worry about the technology
on each side of the stored
Information Packages
(That excitement comes later)
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The Science of Information
The storage strategy comes first
... control what goes in
... control what comes out
... control how it is maintained
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The Science of Information
Architecture
Separate the users and technology from
the information packages
User Community
Producer Community
Information
User's
Package
Producer's
Technology
Storage
Technology
Environment
Administration Community
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The Science of Information
Architecture
Use the latest hottest technology to
access and use the metadata
Newest, hottest
“we gotta have it”
soon technology
Producer Community
What we're using
Information
today and
Package
Producer's
getting by with
Storage
Technology
technology
Environment
Yesterdays
boring
old and cold
technology
Administration Community
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The Science of Information
Architecture
And controlling the whole system?
Just set your ingest and access rules by
individual, groups, organizations, other
applications, etc.
User Community
Producer Community
Information
User's
Package
Producer's
Technology
Storage
Technology
Environment
These are your These are your
information information
ingest rules access rules
What you can put in What you can take out
Administration
Community
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The Science of Information
Architecture
This architecture is information centric
so you can...
... Preserve it
... Maintain it
... Trust it
... Use it
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The Science of Information
Never forget
Information is forever...
Technology changes every day
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The Science of Information
The experts tell us to preserve information in a
trusted manner over time we need...
... Replication Strategies
... Migration Strategies
... Life-cycle maintenance strategies
... Policy based management and admin.
... Digital provenance metadata
Let's see what that all means
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The Science of Information
Jargon Alert
REPLICATION
Don't put all your eggs in one basket
The more copies of a file that exist, the
more likely they will survive anything
If the copies are in different locations
they are more likely to survive all types
of disasters (flood, fire, etc.)
Replication is an automatic policy driven
process that keeps a set number of
copies in multiple locations.
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The Science of Information
Jargon Alert
MIGRATION
I don't want it here anymore!
I want to move some, or all of my information
Packages to a different technology
At some stage – the technology wears out. The
information can be moved while the old
technology stays behind
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The Science of Information
Jargon Alert
LIFE CYCLE MAINTENANCE
Periodic health checks
.. periodic file integrity checks
... periodic evidence quality checks
... replication of files to multiple locations
... retention and disposal actions
... audit history on every action
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The Science of Information
Jargon Alert
Policy based Management and
Administration
Tell the system the rules for
...Collection and data management
...Replication policies
...Surface validity checks
...Ingest and access policies
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The Science of Information
Jargon Alert
Digital Provenance
Full and complete auto-generated metadata
of everything that has happened to the data
while it has been in the care of the storage
system
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The Science of Information
Separating Information from
Technology brings new and
powerful options to large-scale
information management
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The Science of Information
Organizing the Information
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The Science of Information
Better metadata, better
information management
It's easier to put a metadata field into an
Information Package that says “Contract”,
than it is to build a contract management
database
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The Science of Information
Users don't interface with the
files, they interface with the file
metadata
And then just sometimes need to view, or
download and use a file in the content context
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The Science of Information
So the technology uses whatever
metadata it requires to create a
specific and contextual user
experience
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The Science of Information
One information management
system doing its job ...
Replica
Information
Information
Storage
Storage
Information Storage Management
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The Science of Information
... any number of interfaces with
any technology ...
Evidential Records
Documents
Metadata Interface
Images & multimedia
Replica
Information Cultural artifacts
Information
Storage
Storage
Data and Research
Sales & Marketing
Information Storage Management
Commercial Content
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The Science of Information
...comprehensive user controls...
Evidential Records
User Access Controls
Documents
Metadata Interface
Images & multimedia
Replica
Information Cultural artifacts
Information
Storage
Storage
Data and Research
Sales & Marketing
Information Storage Management
Commercial Content
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The Science of Information
With user context applied,
you contol
... what they can see
... what depth they can go to
... what they can do with it
... any other constraints
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The Science of Information
... Digital Rights Assertion ...
Evidential Records
Digital Rights Assertion
User Access Controls
Documents
Metadata Interface
Metadata Interface
Images & multimedia
Replica
Information Cultural artifacts
Information
Storage
Storage
Data and Research
Sales & Marketing
Information Storage Management
Commercial Content
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The Science of Information
DRM allows you to provide
permissions and constraints for
any content
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The Science of Information
All of this is encapsulated in
IGP:Repostory
IGP:Information Architect
and
IGP:InfoViewer
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The Science of Information
Working seamlessly together ...
Different User Groups
Content
Consumer Different Web Sites
Producers Digital Technology
Preservation Interface
IGP:Production Different Business Processes
Archive
Solutions
InfoViewer Forms
Different Content Types
IGP:InfoViewer
IGP:Repository
IGP:Metadesk
Other Applications
New and changing requirements
Other Applications
Syncronized & Automated Metadata
IGP:Information Architect
... and with other Web Services 68
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The Science of Information
And supported by
IGP:Production Solutions
IGP:Metadesk
and other
Infogrid Pacific Information
Management applications
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The Science of Information
For more information go to ...
www.infogridpacific.com
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