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Lessons in Information Governance

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Lessons in Information Governance was presented at AIIM's Executive Leadership Council in London. What can we learn from the openness of open source? How can you get people to govern information who have no interest in doing so? Is there any way that management can handle the glut and the risk of the information explosion? Do they even care?

Lessons in Information Governance was presented at AIIM's Executive Leadership Council in London. What can we learn from the openness of open source? How can you get people to govern information who have no interest in doing so? Is there any way that management can handle the glut and the risk of the information explosion? Do they even care?

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Lessons in Information Governance

  1. 1. Lessons in Information Governance John Newton (@johnnewton) Founder and CTO, Alfresco AIIM ELC – London
  2. 2. Alfresco Overview • Founded in 2005 • Open source platform • 180,000+ Community • 200+ WW partners • 1,300 active customers in 180 countries • 10 billion documents • 8 million users • New hybrid cloud & application templates © 2014 Alfresco Software Inc. All rights reserved. 2
  3. 3. We enabling business-critical document processes patient records insurance claims legal contracts scanning and imaging government records web sites research collaboration employee forms financial reporting request origination customer invoices
  4. 4. It all started over 20 years ago… © 2014 Alfresco Software Inc. All rights reserved. Documentum Team – March 1991
  5. 5. Communists? There are some new modern-day sort of Communists who want to get rid of the incentive for software makers under various guises!
  6. 6. Look who’s talking!
  7. 7. Religious?!?
  8. 8. And Anarchy?!? I said I’m checking the code change in!
  9. 9. Open Source was Built Differently
  10. 10. Quickly Open Source evolved with Linux Let’s stay Open, Modular and Free!
  11. 11. Lesson No. 1 Closed systems aren’t necessarily the most effective Corollary: Sunshine is the best disinfectant
  12. 12. Strong Governance led to Professional Open Source Open Source is like Economy Class! You get nice champagne in first class, but you still get there at the same time! Marten Mickos – CEO of Eucalyptus and former CEO of MySQL
  13. 13. Open Source A New Value Chain for Software PROJECT GOVERNANCE Development Distribution Marketing © 2014 Alfresco Software Inc. All rights reserved. Sales / Consulting Support Product Mgmt Community participates in ideas, priorities, testing and new components Design and Compose Internet Downloads Community I want to buy! Deployment I fixed a bug! Contribution
  14. 14. Around the World
  15. 15. Lesson No. 2 Strong governance can make open collaboration effective Corollary: Open with governance builds trust
  16. 16. People are busy trying to get work done
  17. 17.  Freeze  Disposition Schedule  Cut off  Transfer  Hold  MoReq  Security  Roles  Events  File Plan  PDF(a)  Audit  Archive  Declare  Delete  Close  Relationships  Permissions  In-Place  File  Retention  Accession  Records Folders  DoD  Metadata  User Rights  Record Search
  18. 18.  Freeze  Disposition Schedule None  Cut off Of This Matters!  Transfer  Hold  MoReq  Security  Roles  Events  File Plan  PDF(a)  Audit  Archive  Declare  Delete  Close  Relationships  Permissions  In-Place  File  Retention  Accession  Records Folders  DoD  Metadata  User Rights  Record Search
  19. 19.  Freeze  Disposition Schedule “End user adoption of RM applications remains a significant challenge”  Cut off  Transfer  Hold  MoReq  Security  Roles  Events  File Plan  PDF(a)  Audit  Archive  Declare  Delete  Close  Relationships  Permissions  In-Place  File  Retention  Accession  Records Folders  DoD  Metadata  User Rights  Record Search “Records Managers Must Focus On Business Needs, Budgets, And Technology To Succeed” Forrester Research. September 18, 2013. Analyst Cheryl McKinnon
  20. 20. The Users World Content Creators / Users Finding Content Sharing and Collaborating ‘Getting Work Done’ Does RM Help Them?
  21. 21. Firewall Enterprise Collaboration
  22. 22. The Connected Enterprise 1,600 http://blogs.alfresco.com/wp/connected-enterprise-survey-results/
  23. 23. Business Connections Business Users = 1,888 http://blogs.alfresco.com/wp/connected-enterprise-survey-results/ http://inmaps.linkedinlabs.com/
  24. 24. http://blogs.alfresco.com/wp/connected-enterprise-survey-results/
  25. 25. Lesson No. 3 Users will do what they need to do to get the job done Corollary: Zero tolerance doesn’t work!
  26. 26. Firewall Information Silos
  27. 27. Team Collaboration Image Management Rich Media Support Web Content Services Document Management Social Publishing Process Management Accessible ECM Repository Mobile Support
  28. 28. Team Collaboration Image Management Rich Media Support Web Content Services Document Management Social Publishing Process Management Accessible ECM Repository Mobile Support Records Management
  29. 29. The Real Needs of Information Governance In Place Records Automatic Information Filing Dynamic File Plan
  30. 30. Lesson No. 4 Effective governance is invisible governance Corollary: Effective governance requires prioritisation and intelligence
  31. 31. Cloud/OnPrem Hybrid helps users… Sync Firewall
  32. 32. …and provides control Sync Firewall
  33. 33. Hybrid Cloud and Governance Simple Smart Connected Control in the cloud Hybrid 60% Social Collaborative File Sharing Personal Work CRM HCM SMB 20% Focus on the end user. ERP Legal Secure Classified Backup Compliance 20% + on-premise Deliver all the value that ECM provides.
  34. 34. Lesson No. 5 Governance does not stop at the walls of the enterprise
  35. 35. The Governance Continuum Content Creators / Users Exec Staff & Record Managers ‘Get Work Done’ ‘Information Governance & Compliance’
  36. 36. Lessons Learnt / Learned 1. Closed systems are not the most effective systems 2. Strong governance can make open systems work 3. Zero tolerance doesn’t work 4. Effective governance is invisible governance 5. Governance does not stop at the walls of the enterprise
  37. 37. Special bonus slide: Role of Information Governance in… Digital Transformation Digitize end-to-end customer experience Digitize products and services as part of the value ecosystem Create trusted machines Source enhanced operational capabilities within a dynamic ecosystem Drive rapid customer-centric innovation Digitize for agility over efficiency Data, Information and Insights New digitally enhanced products and services Digital operational excellence Digital customer experience Source: Forrester
  38. 38. @johnnewton john.newton@alfresco.com

Editor's Notes

  • WHAT PROBLEM DO WE SOLVE: Use this slide to talk about the meaning of “business-critical” and all of the business problems that we solve.
  • Develop from other Open Source Components
    Deliver for free over the internet
    Market by Word of Mouth and Community
    Demand is generated inside the company – Solves the problem or not
    Users participate in QA and resolution of problems with the code
    Community participates in ideas, priorities, testing and new components

  • Closed systems are not the most effective systems
    Strong governance can make open systems work
    Zero tolerance doesn’t work
    Effective governance is invisible governance
    Governance does not stop at the walls of the enterprise
  • Users –
    Create Edit
    Find Version Workflow Collaborate
    Access Control

    RM-

    Disposition Audit Security
    Archive / Destruction

  • ×