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20110428 ARMA Amarillo IT for Records Managers


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This presentation at the ARMA Amarillo Spring Seminar described the technology knowledge base records managers should cultivate in order to remain relevant.

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20110428 ARMA Amarillo IT for Records Managers

  1. 1. Jesse Wilkins, CRM April 28, 2011
  2. 2. <ul><li>8:45 – 10:15 Introduction to IT for Records </li></ul><ul><li>Managers </li></ul><ul><li>10:45 – 12:15 The RIM Technologist </li></ul><ul><li>12:15 – 1:00 Lunch </li></ul><ul><li>1:00 – 2:30 Inventorying Your Electronic </li></ul><ul><li>Records </li></ul><ul><li>2:45 – 4:15 Accessing Your Electronic Records </li></ul><ul><li>in 5, 50, 500 Years </li></ul>
  3. 3. Jesse Wilkins, CRM April 28, 2011
  4. 4. <ul><li>Introduction </li></ul><ul><li>Records-related Technology Concepts </li></ul><ul><li>Emerging Technologies </li></ul>
  5. 6. <ul><li>… was information. </li></ul><ul><li>… then came the technology to produce more information faster </li></ul><ul><li>… then came the skills to manage information </li></ul><ul><li>… then came even better technology to produce even more information </li></ul><ul><li>… then management couldn’t keep up. </li></ul>
  6. 7. <ul><li>A records manager without knowledge of technology is out on a limb. </li></ul>
  7. 8. <ul><li>How to program in C++, Java, or Ruby on Rails </li></ul><ul><li>How to design a network </li></ul><ul><li>How a RAID system works at the hardware layer </li></ul><ul><li>The difference between SOA, grid, and cloud computing </li></ul><ul><li>The nuances of CMIS or DoD 5015.2 </li></ul>
  8. 9. <ul><li>Creation and capture </li></ul><ul><li>Distribution and Use </li></ul><ul><li>Storage </li></ul><ul><li>Access and retrieval </li></ul><ul><li>Protection </li></ul><ul><li>Preservation </li></ul><ul><li>Retention and disposition </li></ul>Technology supports each phase of the lifecycle – both physical and electronic records
  9. 11. <ul><li>Computer applications: Office, Acrobat, AutoCAD </li></ul><ul><li>Scanned digital images </li></ul><ul><li>Electronic forms </li></ul><ul><li>Email </li></ul><ul><li>Database records </li></ul><ul><li>Fax </li></ul>
  10. 12. <ul><li>Common applications </li></ul><ul><li>Common file formats </li></ul><ul><li>Their strengths and weaknesses </li></ul><ul><li>The importance of standards </li></ul><ul><li>The importance of open formats </li></ul>
  11. 13. <ul><li>Email </li></ul><ul><li>Instant messaging </li></ul><ul><li>Text messaging/SMS </li></ul><ul><li>Emerging communications platforms </li></ul><ul><ul><li>Fax over IP </li></ul></ul><ul><ul><li>Voice over IP </li></ul></ul><ul><ul><li>Twitter </li></ul></ul><ul><ul><li>Facebook Messaging </li></ul></ul>
  12. 14. <ul><li>Which systems are in use </li></ul><ul><li>Whether the systems are being used to conduct business </li></ul><ul><li>Where messages are stored and/or “archived” </li></ul><ul><li>What metadata is available and how to get at it </li></ul>
  13. 15. <ul><li>Magnetic hard disk </li></ul><ul><ul><li>Solid state disk storage </li></ul></ul><ul><li>Optical </li></ul><ul><li>Tape </li></ul><ul><li>Enterprise storage </li></ul><ul><li>Personal storage </li></ul><ul><li>Microform </li></ul>
  14. 16. <ul><li>Standardized vs. proprietary </li></ul><ul><li>Operational needs (retrieval speed, etc.) </li></ul><ul><li>What you’re using and where it is </li></ul><ul><li>Proper storage conditions </li></ul>
  15. 17. <ul><li>Metadata models </li></ul><ul><li>Controlled vocabularies </li></ul><ul><li>Enterprise/federated search </li></ul><ul><li>Tagging </li></ul>
  16. 18. <ul><li>Which classification tools are in use for a particular system </li></ul><ul><li>Limitations and considerations for the different tools </li></ul>
  17. 19. <ul><li>Security </li></ul><ul><li>Encryption </li></ul><ul><li>Digital signatures </li></ul><ul><li>Redaction </li></ul>
  18. 20. <ul><li>Whether encryption/signatures are in use </li></ul><ul><ul><li>What approaches are in use </li></ul></ul><ul><li>How documents are redacted </li></ul><ul><li>What the audit trail contains for a given system </li></ul><ul><li>Whether electronic records are protected appropriately </li></ul>
  19. 21. <ul><li>Media degradation </li></ul><ul><li>Hardware obsolescence </li></ul><ul><li>Format obsolescence </li></ul><ul><li>System dependencies </li></ul>
  20. 22. <ul><li>Your holdings </li></ul><ul><li>Which holdings are more susceptible to problems </li></ul><ul><ul><li>Proprietary </li></ul></ul><ul><ul><li>Older/legacy </li></ul></ul><ul><li>Where your systems are in their lifecycle </li></ul><ul><li>Whether a migration plan exists and is followed </li></ul><ul><li>More on this at the end of the day </li></ul>
  21. 24. <ul><li>Destruction of digital information </li></ul><ul><ul><li>Media types and considerations </li></ul></ul><ul><li>Transfer and accession </li></ul><ul><ul><li>Media types </li></ul></ul><ul><ul><li>Formats </li></ul></ul>
  22. 25. <ul><li>Capacity and lifespan of media and reader </li></ul><ul><li>Stage of technology </li></ul><ul><li>lifecycle </li></ul><ul><li>How to securely destroy different types of media </li></ul><ul><li>Different types of transfer mechanisms </li></ul>
  23. 27. <ul><li>Laptops, tablets, and smartphones </li></ul><ul><li>Corporate </li></ul><ul><li>Personal </li></ul>
  24. 28. <ul><li>What types of devices are used to create and access corporate information </li></ul><ul><li>Whether devices are under control of the organization </li></ul><ul><li>Security considerations </li></ul><ul><ul><li>Encryption </li></ul></ul><ul><ul><li>Location </li></ul></ul><ul><ul><li>Remote wiping </li></ul></ul>
  25. 29. <ul><li>Data stored in, and accessed from, the web </li></ul><ul><li>Lots of different flavors available </li></ul><ul><li>Privacy and security concerns </li></ul><ul><li>Jurisdictional issues </li></ul>
  26. 30. <ul><li>Whether you are using it </li></ul><ul><li>Whether it is public, private, or in-between </li></ul><ul><li>What you have in it </li></ul><ul><li>How you would produce information from it in response to a request </li></ul>
  27. 31. <ul><li>Data stored in, and accessed from, the web </li></ul><ul><li>Communications streams involving many actors </li></ul><ul><ul><li>Inside and outside the organization </li></ul></ul><ul><li>Commercial, hosted, some installed inside the firewall </li></ul><ul><li>Privacy and security concerns </li></ul><ul><li>Jurisdictional issues </li></ul>
  28. 32. <ul><li>Whether you are using it </li></ul><ul><li>Whether it is directed to internal, external, or both </li></ul><ul><li>Whether it is commercial, hosted, or enterprise </li></ul><ul><li>What you have in it </li></ul><ul><li>How you would produce information from it in response to a request </li></ul>
  29. 34. <ul><li>Jesse Wilkins, CRM </li></ul><ul><li>Director, Systems of Engagement </li></ul><ul><li>AIIM </li></ul><ul><li>+1 (303) 574-0749 direct </li></ul><ul><li>[email_address] </li></ul><ul><li> </li></ul><ul><li> </li></ul><ul><li> </li></ul><ul><li> </li></ul>