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What Do Records Managers Need to Know About Open Source, Open Standards, Open Data


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What do records and information managers need to know about the Web's Three Os? Open Source, Open Standards and Open Data? ARMA Ottawa IM Days - Nov 28, 2012

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What Do Records Managers Need to Know About Open Source, Open Standards, Open Data

  1. 1. The Web’s Three Os:Open Standards, Open Source, Open DataWhat do Records & Information Managers Need to Know? ARMA NCR - IM Days Ottawa – November 2012 Cheryl McKinnon Candy Strategies @CherylMcKinnon
  2. 2. Introduction • Cheryl McKinnon - President of Candy Strategies Inc. • 17+ years in the content/information management industry • Senior management roles with AIIM, Nuxeo, OpenText, Hummingbird • Co-author of new AIIM ECM Master Courses (now offered here in Ottawa) • Volunteer director with (Open Source Alliance of Canada
  3. 3. Agenda • What a Difference a Year Has Made • Overview of Definitions • Importance of Open Standards for Information Management • Rise of Open Source in Information Management • Momentum of the Open Data Movement
  4. 4. What a Difference a Year Has Made • Survey of open source, open standards and open data adoption in Canada – big progress since last year • Public Sector institutions in UK and US have many valuable lessons and research to share
  5. 5. The Web’s Three Os: Open Standards Open Source Open Data
  6. 6. What are Open Standards? • Not controlled by any single hardware or software vendor, often developed by consensus • Royalty-free to use • Often created or managed by an independent standards body or foundation
  7. 7. What are Open Standards? • What makes a good open standard? • Supported by vendors and end-users alike • Made transparently • Be openly available • Have a clear governance process • Be relevant to market needs and drivers
  8. 8. What is Open Source? • Roots back to the 1980s in the Free Software Foundation • Practices rooted in the 1960s/70s – early research that evolved into the internet – open, participatory software development • Modern definition emerges in 1998 when web browser Netscape Navigator (now Mozilla Foundation) released as open source
  9. 9. What is Open Source? • Open Source Initiative Founded in 1998 • Developed consistent terminology, sanctioned software license agreements, practices and definitions • 10 Key characteristics including: free distribution, availability of source code, accommodates derived works, no discrimination against people, groups or use •
  10. 10. What is Open Source? • Simply? A way that a software developer licenses and distributes its source code • Variety of license types with wide acceptance in courts and the software market • Examples: GPL, Apache, MIT, Eclipse, LGPL • Different licenses support different goals, development models, re-use of source code
  11. 11. What is Open Data? • Open Knowledge Foundation definition: “A piece of data is open if anyone is free to use, reuse, and redistribute it — subject only, at most, to the requirement to attribute and/or share-alike” • Government open data initiatives became high profile in 2004 with the OECD declaration on open access to publicly-funded data • 2009-2011: More than 200 governments at all levels initiate open data projects and online portals
  12. 12. The Web’s Three Os: Open Standards Open Source Open Data
  13. 13. Value of Open Standards • Interoperability • Portability • Digital Preservation
  14. 14. Value of Open Standards • Document/Content Management Systems • “Content Management Interoperability Services” (CMIS) as an OASIS technical committee • 1.0 Ratified in May 2010 • 1.1 - public review phase in August • Retention Management now added to scope of standard
  15. 15. CMIS: Why and What is it?• Statement of Purpose • Define a domain model that can be used by applications to work with one or more Content Management systems • Data Model, Abstract Capabilities, Set of Bindings • Problem of “islands of incompatible systems” making it difficult for organizations and application developers to integrate content across and among systems
  16. 16. CMIS 1.1 – Updates Proposed CMIS Client: Portal, Scan/Capture, Content and Business Applications Documents Metadata CRUD operations Filing Folders Query : CMISQL Checkin, Checkout Relations Holds Versions Retention ACL Renditions REST (AtomPub) or SOAP EMC/Docume IBM/Filenet Nuxeo Sharepoint Alfresco … ntum
  17. 17. Open Standards Support Portability • Dublin Core • Metadata foundation behind many content management and library systems • Core elements to describe digital items • Enables better search, transfer, migration
  18. 18. Harvesting the Content Silos(Don’t Smash Them…)• Content becomes portable by tapping into common ground across diverse content management systems• Technical Use Cases • Federated Repositories • Repository to Repository • Application to Repository
  19. 19. Open Standards for Digital Preservation• Long way to go but: PDF/A and ODF (Open Document Format) are starting points • PDF/A an ISO Standard, ODF now an OASIS technical standard for office applications • Goal to remove hardware and operating systems dependencies from viewing, consuming content • Avoid locked-in dependence on any one vendor in precarious world of corporate mergers & acquisitions
  20. 20. Open Standards in Government• US Government committed to sustainable and readable formats for long term digital preservation • 2012 Directive on Records Management• UK Government committed to open standards with November 2012 Cabinet announcement
  21. 21. Open Standards in Government• Accessibility – Ensure web resources can be read and used by broadest possible range of residents and businesses• W3C open standards for web• HTML5 – avoids lock-in of app-specific access • Support for rich media
  22. 22. The Web’s Three Os: Open Standards Open Source Open Data
  23. 23. Is Open Source Safe to Use? Yes.
  24. 24. Is Open Source Safe to Use? • Concerns about “security” for open source in government have been laid to rest. • US Department of Defense – 2011 “Lessons Learned” identifies open source as superior for reducing duplicate development efforts and by having larger pool of experts to fix bugs faster • UK Cabinet Statement - 2011 – “dispels myths” and finds no difference in risk compared to traditional systems.
  25. 25. Is Open Source Safe to Use? • What if we need support to fix an issue or do customization? • Strong communities: Popular platforms have 1000s of developers • Vendor backed support companies: Corporations to sell full- service support and maintenance packages • Local experts: Access to code and distributed development processes ensures expertise can flourish anywhere • Strong foundations: often heavily supported by large software vendors who develop and contribute code but don’t control overall governance
  26. 26. Is Open Source Safe to Use? • What about the licensing? • Several widely accepted, well-understood, court-tested licenses recognized by the OSI - • May be very permissive or very restrictive – with many shades in between • Choose technologies with licenses that meets your use cases – to build commercial software? Or for an internal application?
  27. 27. Benefits of Open Source Adoption • Organizations of all sizes and budgets can at last adopt information management tools • The web provides opportunities for teams across departments, branches, other levels of government or private sector to collaborate on joint requirements • Information/content management tools no longer available exclusively to those organizations with large IM/IT budgets – all can adopt solutions
  28. 28. Make Informed Decisions on Open SourceAdoption • Cost models will be different than traditional software license models • Total Cost of Ownership considerations should look at all factors • UK Government TCO Open Source Toolkit – Calculat • Balance zero license cost with apples-to-apples needs for maintenance, support or developers
  29. 29. The Web’s Three Os: Open Standards Open Source Open Data
  30. 30. Characteristics of Open Data • Available and accessible • Reusable and can be redistributed • Permits universal participation • These characteristics encourage interoperability with other data sets or applications
  31. 31. Open Data Challenges and Risks • Ensure privacy and confidentiality restrictions are respected • Release of data in useless, closed, or proprietary formats • Example: large complex tables in PDF rather than .ods or .csv • Inconsistent vocabulary, taxonomy and metadata used to describe data sets • Within a large department as well as across agencies or other levels of government
  32. 32. Open Data in Canadian Public Sector • – over 272,000 data sets • 2013 commitment to use an open source portal designed for open data purposes • Technology co- developed by US, India, other governments
  33. 33. Open Data in Canadian Public Sector • City governments • Ottawa a leader among local governments in Canada • Provincial governments • Ontario commits in fall 2012
  34. 34. Why the Web’s Three Os Matter
  35. 35. Digital = 21 Century Knowledge Economy st
  36. 36. Creating the Digital Goods and Services• Organizations can start an information management project – faster and cheaper: Start testing, prototyping without significant financial investment• Access to open data and open source tools spurs the app- economy • Europe 2012 study – economic benefit of open source valued at $450 Billion ($114B in savings and $342 increased productivity) • Useful new services, products, insights can be created with these new raw materials
  37. 37. Improving the Digital Goods• Organizations can take back control of their information and content management roadmaps • Access to code, marketplaces, module exchange with peers, partners or supply chain • Example: Drupal WxT project initiated to meet Canadian Federal web needs for bilingualism and accessibility - now adopted by other institutions and municipal governments
  38. 38. Transporting the Digital Goods• Line of Business and content management applications carry business content • Goods and Services are bought, sold and contracted electronically • Interoperable systems (ERP, WCM, BPM and Workflow, ECM) need to let electronic content move across business processes • Reluctance to adopt basic Document Management interoperability standards is a repeat of the Rail Gauge Debates of the 1800s
  39. 39. Protecting the Digital Goods• Digital Preservation has been neglected by the records and information management communities – vendors and practitioners• Format decay, hardware obsolescence, loss or deletion of source code• Cannot count on vendors to take care of your digital history, legacy and corporate memory. • Example: Microsoft can’t find the source code or people to rebuild PowerPoint file specifications.
  40. 40. Canada Is Lagging on Adoption, But MadeProgress in 2012 • UK Government • 2010 Cabinet Office Memo on Open Source • 2011 Open Source Procurement Toolkit • 2012 Open Standards Principles Memo • ICT Advice Note – Procurement of Open Source • US Government • 2009 Memo from DoD CIO on Open Source • 2011 Lessons Learned Report- DoD • 2012 Records Management Directive • 2012 Contracting Guidance to Support Modular IT Development • Military Policy on Open Source – Resource site • France • 2012 Memo on Open Source
  41. 41. From Information Overload to Dark Ages 2.0?
  42. 42. Thank You! Questions? ARMA NCR - IM Days Ottawa – November 2012 Cheryl McKinnon Candy Strategies @CherylMcKinnon