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Collaboration & Social Media:
New Challenges for Records
Management
       Northern VA Chapter of ARMA International
     ...
The Challenge of Records Management
“The power of real-time information lies in
         its context, not its frequency.”

                                   ...
Objectives

    Become familiar with business and
    technology market trends

    Become collaborative and social media
...
Objectives

    Familiarize yourself with business and
          technology market trends

                    or

       ...
Market Trends
   Business Imperatives
 Customer service & support
 HR management & training
   Financial management
    Pr...
Information Management Quagmire
                Mailbox Quotas
                Message Retention
                Digital R...
Managing the Email Message
    Technologies
   •Policies
   •Filters
                                          Internet
  ...
Content Management


                       Web
      Email                      Document
                      Content
  ...
Vendor Approaches: Microsoft
                                                 unified communications

                    ...
Vendor Approaches: Adobe
                          content creation and delivery

                       Macromedia
      ...
Vendor Approaches: EMC
                                “where information lives”
                   TruArc
               ...
Point Products
                                         Enterprise-wide

                                  Policy engine
 ...
Objectives


      The collaborative and social media
              lifestyle can be glitzy
         Don’t fall victim to ...
Buzzword Fatigue
                                                      Social media

                                     ...
People Talk
                                        One-to-one,
                                        one-to-many



   ...
People Create Information
                                                                        One-to-one,
            ...
Information Takes Form
Category            Paper          E-Communications        Closed                Open
             ...
Form Changes
Social Media Information Defies Form
Content can live in …
   Server cache
   Desktop cache
   Handheld device
   cache
  ...
Adoption Defies Dichotomy
  Grassroots adoption    “Them” and “Us”

  Mushrooming            Communities closed to
  commu...
Objectives



    Dichotomy: Applying RM to collaborative
            and social media content
                Bridge the ...
Where Is My Data?
                              Enterprise Consumer
                              Cloud Data Cloud Data
  ...
Where Is My Information?
Who Defines the Context?
Objectives



    Dichotomy: Applying RM to collaborative
            and social media content
         Transparency trump...
What Defines the Record?

                   Industry regulations
                   Federal and local
                   ...
The world is flat. Space and time are
  curved.*




*Source: Eric Schumacher-Rasmussen, Streaming Media Industry Sourcebo...
Transparency and Open Government

 MEMORANDUM FOR THE HEADS OF EXECUTIVE
 DEPARTMENTS AND AGENCIES
 SUBJECT: Transparency ...
Case Study: Georgia’s Virtual Vault
  Confederate Enlistment Oaths and Discharges
  Chatham County Deed Books
  Colonial W...
Is This a Record?
Is This a Record?
Is this a record?




                                      Basin
                                      Artist: Qian Zhao
...
Bottom Line

           Technology changes



               People don’t



 Records    management        must   adapt
Homework
  Become a champion for collaborative and social media
  information management
    Is doing so worthwhile?

  Ti...
Organizations of Interest
   Center for Democracy & Technology www.cdt.org

      Resource Libraries www.cdt.org/resourcel...
Thank you
  Maurene Caplan Grey
  Founder, Principal Analyst
  Grey Consulting
  http://grey-consulting.com
  maurene.grey...
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Collaboration & Social Media New Challenges For Records Management

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Presentation was delivered as the keynote of the 27 Feb 2009, ARMA Northern VA chapter conference (http://www.armamar.org/nova/programs/ARMA%20NOVA%202009%20Seminar%20Brochure-c.pdf).

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Collaboration & Social Media New Challenges For Records Management

  1. 1. Collaboration & Social Media: New Challenges for Records Management Northern VA Chapter of ARMA International 27 February 2009 Maurene Caplan Grey Founder, Principal Analyst Grey Consulting
  2. 2. The Challenge of Records Management
  3. 3. “The power of real-time information lies in its context, not its frequency.” Larry Yu (MIT Sloan Management Review, Fall 2008) / Source: http://sloanreview.mit.edu/the-magazine/articles/2008/fall/50105/the-downside-of-realtime-data
  4. 4. Objectives Become familiar with business and technology market trends Become collaborative and social media lifestyle savvy Apply record management principles to collaborative and social media content
  5. 5. Objectives Familiarize yourself with business and technology market trends or Fall victim to vendor hype
  6. 6. Market Trends Business Imperatives Customer service & support HR management & training Financial management Product development Technology Disrupters Operations & production … Digital distribution Social media Portability Software as a Service (SaaS) Open source …
  7. 7. Information Management Quagmire Mailbox Quotas Message Retention Digital Rights Management Archiving Document Management Record Management Search Encryption Too many signals No clear direction
  8. 8. Managing the Email Message Technologies •Policies •Filters Internet •Tags, Indices, Information Retrieval Firewall •Storage Media SMTP External Email Relay Server Service Provider Email Archiving, Document Management, Desktop or Records Management Datastore Policies
  9. 9. Content Management Web Email Document Content Archiving Mgnt Mgnt Challenges Characteristics •Unstructured & •Retention structured data •Life cycle Records •Industry management Mgnt mandates •Risk mitigation •Building trust •Citation authority •Technology •Compliance changes •Legal hold
  10. 10. Vendor Approaches: Microsoft unified communications SaaS Product Exchange Exchange Voice Services Voice Services email, email, calendaring calendaring Live Meeting LCS* IM, Web IM Web conferencing conferencing Microsoft Ecosystem Office Suite, SharePoint, BizTalk, Project, Speech, Forms … * Live Communications Server
  11. 11. Vendor Approaches: Adobe content creation and delivery Macromedia Flash Web Acrobat Connect content creation Acrobat (Web (.pdf content Conferencing) Creation) Adobe Acrobat Collaboration Web conferencing & central content library SaaS or Product
  12. 12. Vendor Approaches: EMC “where information lives” TruArc records eRoom management team room Documentum Bulldog Legato document Rich media email archiving management EMC Documentum content management Authentica digital rights management RSA data security Acartus Captiva print stream Image capture output
  13. 13. Point Products Enterprise-wide Policy engine Holistic Compliance-driven Patent pending The Quest for the Holy Grail
  14. 14. Objectives The collaborative and social media lifestyle can be glitzy Don’t fall victim to the buzz
  15. 15. Buzzword Fatigue Social media Cloud computing Enterprise 2.0 Web 2.0 Community Collaboration More buzz than a bee http://www.go2web20.net
  16. 16. People Talk One-to-one, one-to-many Human Communication Electronic Communication Human Collaboration Electronic Jointly create Collaboration common goal and mutual value
  17. 17. People Create Information One-to-one, Technologies: one-to-many Email, IM, Web conferences, blogs, bulletin Human boards… Communication Information of business value Electronic Communication Human Data Collaboration Repository Electronic Jointly create Collaboration common goal Technologies: Chat, and mutual doc & appl sharing, value wikis, white boarding, team rooms…
  18. 18. Information Takes Form Category Paper E-Communications Closed Open Collaborative Collaborative Media Letter Email Team Room Team Room (internal access (anyone can only) participate) Envelope Name, SMTP Header DNS (Domain DNS (Domain (addressing Street, (routing information, Naming Standard) Naming Standard) information) State e.g., To:, From:) Transport USPS (US SMTP (Simple Mail HTTP (Hypertext HTTP (Hypertext Post Office) Transport Protocol) Transfer Protocol ) Transfer Protocol ) Resides File cabinet Email server Intranet Web Internet Web (a resting place) server server
  19. 19. Form Changes
  20. 20. Social Media Information Defies Form Content can live in … Server cache Desktop cache Handheld device cache Kiosk cache Shared Web files Shared local drives Open communities Closed communities
  21. 21. Adoption Defies Dichotomy Grassroots adoption “Them” and “Us” Mushrooming Communities closed to communities new media neophytes Business process Organic; unsanctioned integration Birth of new cottage Point products; industry operational complexity Hybrid architectures Training; re-architecting develop, e.g., tags models within a taxonomy
  22. 22. Objectives Dichotomy: Applying RM to collaborative and social media content Bridge the gap
  23. 23. Where Is My Data? Enterprise Consumer Cloud Data Cloud Data Stores Stores Backup Backup Data Stores Data Stores Disaster Disaster Recovery Data Recovery Data Stores Stores Partners’ Partners’ Enterprise Data Stores Data Stores Data Stores Enterprise Partners’ Data Stores Data Stores Enterprise Enterprise Partners’ Data Stores Stores Data Data Stores Personal-Area Network Data Stores
  24. 24. Where Is My Information?
  25. 25. Who Defines the Context?
  26. 26. Objectives Dichotomy: Applying RM to collaborative and social media content Transparency trumps rigidity
  27. 27. What Defines the Record? Industry regulations Federal and local legislation Intellectual property … more Rigidity is passé Transparency trumps “on a need to know basis”
  28. 28. The world is flat. Space and time are curved.* *Source: Eric Schumacher-Rasmussen, Streaming Media Industry Sourcebook 2009
  29. 29. Transparency and Open Government MEMORANDUM FOR THE HEADS OF EXECUTIVE DEPARTMENTS AND AGENCIES SUBJECT: Transparency and Open Government Government should be transparent. Government should be participatory. Government should be collaborative. The independent agencies should comply with the Open Government Directive. This memorandum shall be published in the Federal Register. BARACK OBAMA http://www.whitehouse.gov/the_press_office/TransparencyandOpenGovernment/
  30. 30. Case Study: Georgia’s Virtual Vault Confederate Enlistment Oaths and Discharges Chatham County Deed Books Colonial Will Books Colonial Wills Historic Postcard Collection Headright and County Plats Confederate Pension Applications County Records from Microfilm Georgia Power Photograph Collection Leo Frank Clemency Application Source: Georgia’s Virtual Vault, October 2006 (http://content.sos.state.ga.us/index.php)
  31. 31. Is This a Record?
  32. 32. Is This a Record?
  33. 33. Is this a record? Basin Artist: Qian Zhao Number: 407180 Location: Chapel Hill, US Source: The One Million Masterpiece (http://www.millionmasterpiece.com)
  34. 34. Bottom Line Technology changes People don’t Records management must adapt
  35. 35. Homework Become a champion for collaborative and social media information management Is doing so worthwhile? Tighten corporate and RM policies, by making them looser “Email policies” are weak. E-communication policies are better. Self-educate Play with different collaborative and social media technologies. Share best practices. You are a pioneer. Get ahead of the curve by designing the road.
  36. 36. Organizations of Interest Center for Democracy & Technology www.cdt.org Resource Libraries www.cdt.org/resourcelibrary IT Compliance Institute www.itcinstitute.com Digital Civil Rights in Europe www.edri.org/ U.S. House of Representatives, Legislative Archive (includes current status of introduced bills) www.house.gov/house/Legproc.shtml Legal Information Institute (research and electronic publishing activity of the Cornell Law School) www.law.cornell.edu Records Management Society (UK) www.rms-gb.org.uk/ Records Management Association of Australasia www.rmaa.com.au/ WikiFOIA (Freedom of Information at the state and local level) sunshinereview.org/index.php/Portal:WikiFOIA
  37. 37. Thank you Maurene Caplan Grey Founder, Principal Analyst Grey Consulting http://grey-consulting.com maurene.grey@grey-consulting.com

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