The Requirement for ECMS
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The Requirement for ECMS

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Why every organization needs a Web 2.0 ECMS solution in 70 5 second screens

Why every organization needs a Web 2.0 ECMS solution in 70 5 second screens

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The Requirement for ECMS The Requirement for ECMS Presentation Transcript

  • The Science of Information Information Management Information management for an uncertain technology future Infogrid Pacific Pte. Ltd. 1 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Meme: Information Management What is it? 2 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Making sure all the data that should survive into the indefinite future ... does survive 3 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information For every conceivable purpose ... accessibility ... reuse ... statutory obligations ... value preservation ... history ... just in case 4 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Independent of constantly changing technologies such as: ... hardware ... operating systems ... proprietary software ... proprietary formats and protocols 5 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Remember... Information is forever... Technology changes daily 6 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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... 7 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information The information must be managed independently from technology ... and not embedded in the technology 8 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Technology is revolutionizing our interaction with information 9 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information The value of the information is being redefined faster than most organizations can understand 10 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information The information - technology relationship has to be redefinable instantly 11 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information The human - technology relationship has to be redefinable instantly 12 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information For example: Ubiquitous mobile access is fast approaching, and that is going to redefine our relationship with our information again 13 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information All of this must be easy to do ... or it probably wont happen 14 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 15 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 16 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 17 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Definition INFORMATION Take some data/content, put them into a usable context and they become information 18 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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! 19 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 20 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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! 21 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Information Management Context and ... 22 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 23 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Information Management Context and ... 24 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 25 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Information Management Context and ... 26 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 27 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Information Management Context and ... 28 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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. 29 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Information Management Context and ... 30 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 31 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 32 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 33 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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”. 34 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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? 35 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information There sure is... and its relatively straight forward 36 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 37 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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... 38 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 39 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information The difference is not the metadata ... but how you use the metadata 40 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Package all the data / content files together with the metadata Call them Information Packages 41 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Stop managing files and start managing Information Packages 42 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Don't worry about the technology on each side of the stored Information Packages (That excitement comes later) 43 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information The storage strategy comes first ... control what goes in ... control what comes out ... control how it is maintained 44 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 45 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 46 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 47 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Architecture This architecture is information centric so you can... ... Preserve it ... Maintain it ... Trust it ... Use it 48 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Never forget Information is forever... Technology changes every day 49 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 50 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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. 51 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 52 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 53 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 54 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 55 © 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Separating Information from Technology brings new and powerful options to large-scale information management 56 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information Organizing the Information 57 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 58 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 59 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information So the technology uses whatever metadata it requires to create a specific and contextual user experience 60 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information One information management system doing its job ... Replica Information Information Storage Storage Information Storage Management 61 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 62 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 63 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 64 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 65 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information DRM allows you to provide permissions and constraints for any content 66 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information All of this is encapsulated in IGP:Repostory IGP:Information Architect and IGP:InfoViewer 67 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • 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 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information And supported by IGP:Production Solutions IGP:Metadesk and other Infogrid Pacific Information Management applications 69 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
  • The Science of Information For more information go to ... www.infogridpacific.com 70 © 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners