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Collaboration: New Challenges for Electronic Records Management Maurene Caplan Grey Founder, Principal Analyst Grey Consul...
Objectives <ul><li>Become familiar with business and technology market trends </li></ul><ul><li>Recognize the collaborativ...
Objectives <ul><li>Familiarize yourself with business and technology market trends </li></ul><ul><li>or </li></ul><ul><li>...
Shared workspaces Email, IM, VoIP Social communities Source: “Baseline's Top 10 Projects in '06,” Baseline, March 2006  To...
2020: Areas of Productive Gains Knowledge management Customer service & support Operations & production Strategy & busines...
Market Trends Business Imperatives Customer service & support HR management & training Financial management Product develo...
Vendor Approaches: Microsoft unified communications SaaS Exchange email,  calendaring Live Meeting IM, Web  conferencing P...
Vendor Approaches: Adobe content creation and delivery Acrobat Connect (Web  Conferencing) Macromedia  Flash Web  content ...
Vendor Approaches: EMC “where information lives” eRoom team room Authentica digital rights management TruArc records manag...
Objectives <ul><li>The collaborative lifestyle can be glitzy </li></ul><ul><li>Don’t fall victim to the buzz </li></ul>
People Talk Human  Communication Electronic  Communication Human  Collaboration Electronic  Collaboration One-to-one, one-...
People Create Information Human  Communication Electronic  Communication Human  Collaboration Electronic  Collaboration Da...
Information Takes Form HTTP  (Hypertext Transfer Protocol ) HTTP  (Hypertext Transfer Protocol ) SMTP  (Simple Mail Transp...
Form Changes
“ Web 2.0” Information Defies Form <ul><li>Content can live in … </li></ul><ul><li>Server cache </li></ul><ul><li>Desktop ...
Objectives Dichotomy: Applying RM to collaborative content Bridge the gap
“The Computer Ate My File” <ul><li>Courts will re(de)fine e-discovery requirements, requiring companies to better understa...
Managing the Email Message Email Server SMTP Relay Email Archiving, Document Management, or Records Management Datastore E...
Information Takes Form HTTP  (Hypertext Transfer Protocol ) HTTP  (Hypertext Transfer Protocol ) SMTP  (Simple Mail Transp...
Content Management Web  Content  Mgnt Document Mgnt Email  Archiving Records Mgnt <ul><li>Retention </li></ul><ul><li>Life...
Is This a Record?
Is This a Record?
Source: The One Million Masterpiece ( http:// www.millionmasterpiece.com ) Basin Artist:  Qian Zhao  Number:  407180 Locat...
What You Need To Do Now <ul><li>Become a champion for collaborative information management </li></ul><ul><ul><li>Can conte...
Articles of Interest <ul><li>“ Mitigating the Risks of Messaging,” The Information Management Journal, November/December 2...
Organizations of Interest <ul><li>Center for Democracy & Technology  www.cdt.org   </li></ul><ul><ul><li>Resource Librarie...
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Collaboration: New Challenges for Electronic Records Management

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New collaborative toolsets are emerging and existing toolsets are consolidating. Some of the information created through these toolsets will be records. Records and information management (RIM) specialists need to plan for these new record types . The objective of this presentation is to understand human and technology market trends and gain best practices to be ahead of the market.

Upon completion of this Web seminar, participants will be able to:

1. Analyze market trends to be able to identify vendor hype
2. Recognize the unique, technology lifecycle resulting from collaborative technologies
3. Apply RIM processes to collaboration information

Pre-Recorded Seminar: Monday, March 12, 2007 - Monday, March 19, 2007

(See http://www.arma.org/learningcenter/webseminars/index.cfm?EventID=WSCOLLABORATION)

Published in: Business, Technology
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Collaboration: New Challenges for Electronic Records Management

  1. 1. Collaboration: New Challenges for Electronic Records Management Maurene Caplan Grey Founder, Principal Analyst Grey Consulting ARMA Web session On-demand viewing 12 – 16 March Q&A – 19 March 2007
  2. 2. Objectives <ul><li>Become familiar with business and technology market trends </li></ul><ul><li>Recognize the collaborative technologies lifestyle </li></ul><ul><li>Apply record management principles to collaborative content </li></ul>
  3. 3. Objectives <ul><li>Familiarize yourself with business and technology market trends </li></ul><ul><li>or </li></ul><ul><li>Fall victim to vendor hype </li></ul>
  4. 4. Shared workspaces Email, IM, VoIP Social communities Source: “Baseline's Top 10 Projects in '06,” Baseline, March 2006 Top Ten for Business Spend 6.7% $2,479,000 10. Compliance tracking 11.9% $2,629,000 9. Business analytics 9.0% $2,975,000 8. Application performance management 27.5% $3,212,000 7. Desktop upgrades 7.1% $3,310,000 6. Supply chain management 9.5% $4,255,000 5. Collaboration 17.3% $5,177,000 4. Customer relationship management 14.7% $5,569,000 3. Data networking 6.0% $8,216,000 2. Outsourcing 16.3% $11,112,000 1. Voice-over-IP % of respondents Average spending Project
  5. 5. 2020: Areas of Productive Gains Knowledge management Customer service & support Operations & production Strategy & business development Marketing & sales HR management & training Corp performance management Product development Financial management Supply-chain management Marketing & sales Procurement <ul><li>Low costs will matter less as a source of differentiation. </li></ul><ul><li>The human touch will become more central to competitive advantage. </li></ul><ul><li>Collaborative relationships will multiply and intensify. </li></ul>Source: “Foresight 2020 Economic, industry and corporate trends,” The Economist Intelligence Unit, 2006 43 35 29 29 28 23 22 19 17 17 14 10
  6. 6. Market Trends Business Imperatives Customer service & support HR management & training Financial management Product development Operations & production … Technology Disrupters Digital distribution Social media Portability Software as a Service (SaaS) Open source …
  7. 7. Vendor Approaches: Microsoft unified communications SaaS Exchange email, calendaring Live Meeting IM, Web conferencing Product Exchange email, calendaring LCS* IM Web conferencing * Live Communications Server Voice Services Microsoft Ecosystem Office Suite, SharePoint, BizTalk, Project, Speech, Forms … Voice Services
  8. 8. Vendor Approaches: Adobe content creation and delivery Acrobat Connect (Web Conferencing) Macromedia Flash Web content creation Acrobat (. pdf content Creation) Adobe Acrobat Collaboration Web conferencing & central content library SaaS or Product
  9. 9. Vendor Approaches: EMC “where information lives” eRoom team room Authentica digital rights management TruArc records management Legato email archiving RSA data security Acartus print stream output Captiva Image capture Documentum document management EMC Documentum content management Bulldog Rich media
  10. 10. Objectives <ul><li>The collaborative lifestyle can be glitzy </li></ul><ul><li>Don’t fall victim to the buzz </li></ul>
  11. 11. People Talk Human Communication Electronic Communication Human Collaboration Electronic Collaboration One-to-one, one-to-many Jointly create common goal and mutual value
  12. 12. People Create Information Human Communication Electronic Communication Human Collaboration Electronic Collaboration Data Repository Technologies: Email, IM, Web conferences, blogs, bulletin boards… Technologies: Chat, doc & appl sharing, wikis, white boarding, team rooms… One-to-one, one-to-many Jointly create common goal and mutual value Information of business value
  13. 13. Information Takes Form HTTP (Hypertext Transfer Protocol ) HTTP (Hypertext Transfer Protocol ) SMTP (Simple Mail Transport Protocol) USPS (US Post Office) Transport Team Room (anyone can participate) Team Room (internal access only) Email Letter Media Internet Web server Intranet Web server Email server File cabinet Resides (a resting place) DNS (Domain Naming Standard) DNS (Domain Naming Standard) SMTP Header (routing information, e.g., To:, From:) Name, Street, State Envelope (addressing information) Open Collaborative Closed Collaborative E-Communications Paper Category
  14. 14. Form Changes
  15. 15. “ Web 2.0” Information Defies Form <ul><li>Content can live in … </li></ul><ul><li>Server cache </li></ul><ul><li>Desktop cache </li></ul><ul><li>Handheld device cache </li></ul><ul><li>Kiosk cache </li></ul><ul><li>Shared Web files </li></ul><ul><li>Shared local drives </li></ul>
  16. 16. Objectives Dichotomy: Applying RM to collaborative content Bridge the gap
  17. 17. “The Computer Ate My File” <ul><li>Courts will re(de)fine e-discovery requirements, requiring companies to better understand and manage their e-mail and other electronic data. </li></ul><ul><li>Mobile security will gain serious attention, and begin (but only begin) to see serious solutions. </li></ul><ul><li>US Congress will again focus on a national data protection law, but will not pass one of the currently favored laws. </li></ul>Source: “IT and Compliance: 10 Big Predictions for 2007” ( http:// www.itcinstitute.com/display.aspx?id =2824 )
  18. 18. Managing the Email Message Email Server SMTP Relay Email Archiving, Document Management, or Records Management Datastore External Service Provider Desktop Policies <ul><li>Policies </li></ul><ul><li>Filters </li></ul><ul><li>Tags, Indices, Information Retrieval </li></ul><ul><li>Storage Media </li></ul>Technologies Firewall Internet
  19. 19. Information Takes Form HTTP (Hypertext Transfer Protocol ) HTTP (Hypertext Transfer Protocol ) SMTP (Simple Mail Transport Protocol) USPS (US Post Office) Transport Team Room (anyone can participate) Team Room (internal access only) Email Letter Media Internet Web server Intranet Web server Email server File cabinet Resides (a resting place) DNS (Domain Naming Standard) DNS (Domain Naming Standard) SMTP Header (routing information, e.g., To:, From:) Name, Street, State Envelope (addressing information) Open Collaborative Closed Collaborative E-Communications Paper Category
  20. 20. Content Management Web Content Mgnt Document Mgnt Email Archiving Records Mgnt <ul><li>Retention </li></ul><ul><li>Life cycle management </li></ul><ul><li>Risk mitigation </li></ul><ul><li>Citation authority </li></ul><ul><li>Compliance </li></ul><ul><li>Legal hold </li></ul><ul><li>Unstructured & structured data </li></ul><ul><li>Industry mandates </li></ul><ul><li>Building trust </li></ul><ul><li>Technology changes </li></ul>Challenges Characteristics
  21. 21. Is This a Record?
  22. 22. Is This a Record?
  23. 23. Source: The One Million Masterpiece ( http:// www.millionmasterpiece.com ) Basin Artist: Qian Zhao Number: 407180 Location: Chapel Hill, US Is this a record?
  24. 24. What You Need To Do Now <ul><li>Become a champion for collaborative information management </li></ul><ul><ul><li>Can content from collaborative technologies be captured? </li></ul></ul><ul><ul><li>Is doing so worthwhile? </li></ul></ul><ul><li>Tighten corporate and RM policies, by making them looser </li></ul><ul><ul><li>“ Email policies” are weak. E-communication policies are better. </li></ul></ul><ul><li>Self-educate </li></ul><ul><ul><li>Play with different collaborative technologies </li></ul></ul><ul><li>Share best practices. You are a pioneer. </li></ul><ul><ul><li>Get ahead of the curve by designing the road </li></ul></ul>
  25. 25. Articles of Interest <ul><li>“ Mitigating the Risks of Messaging,” The Information Management Journal, November/December 2006 </li></ul><ul><li>“ Collaboration: The New Standard of Excellence,” SNIA Data Management Forum and ARMA International, July 2006 </li></ul><ul><li>“ Enterprise 2.0: The Dawn of Emergent Collaboration,” MIT Sloan Management Review, Spring 2006 </li></ul><ul><li>“ Blogs: The New Information Revolution?” The Information Management Journal, September/October 2005 </li></ul><ul><li>“ Why Content Management Should be Part of Every Organization’s Global Strategy,” The Information Management Journal, July/August 2004 </li></ul><ul><li>“ A Travel Guide to Collaboration,” CIO.com, November 15, 2004 </li></ul>
  26. 26. Organizations of Interest <ul><li>Center for Democracy & Technology www.cdt.org </li></ul><ul><ul><li>Resource Libraries www.cdt.org/resourcelibrary </li></ul></ul><ul><li>IT Compliance Institute www.itcinstitute.com </li></ul><ul><li>Digital Civil Rights in Europe www.edri.org/ </li></ul><ul><li>U.S. House of Representatives, Legislative Archive (includes current status of introduced bills) www.house.gov/house/Legproc.shtml </li></ul><ul><li>Legal Information Institute (research and electronic publishing activity of the Cornell Law School) www.law.cornell.edu </li></ul><ul><li>Records Management Society (UK) www.rms-gb.org.uk/ </li></ul><ul><li>Records Management Association of Australasia www.rmaa.com.au/ </li></ul>

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