Data-Ed Online: Your Documents and Other Content: Managing Unstructured Data

Welcome!
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Your Documents and Other Content:
Managing Unstructured Data

Date: August 14,
2012
Time: 2:00 PM ET
Presented by: Dr. Peter Aiken

PRODUCED BY CLASSIFICATION DATE SLIDE
DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012 1
1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!

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Meet Your Presenter: Dr. Peter Aiken
• Internationally recognized thought-leader in the
data management field with more than 30 years of
experience
• Recipient of the 2010 International Stevens Award
• Founding Director of Data Blueprint
(http://datablueprint.com)
• Associate Professor of Information Systems at
Virginia Commonwealth University
(http://vcu.edu)

• President of DAMA International
(http://dama.org)
• DoD Computer Scientist, Reverse
Engineering Program Manager/
Office of the Chief Information Officer
• Visiting Scientist, Software Engineering
Institute/Carnegie Mellon University
• 7 books and dozens of articles
• Experienced w/ 500+ data management
practices in 20 countries #dataed

Your Documents &
Other Content:
Managing
Unstructured Data

Managing non-tabular Data: Document & Content Management
DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION 8/14/2012

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Outline
1. Data Management Overview
2. What is document & content
management and why is it
important?
3. Planning and implementing
document & content management
4. Levels of control
5. Additional considerations
6. Content management building
blocks
7. Guiding Principles Tweeting now:
#dataed
8. Take Aways, References and Q&A

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The DAMA Guide to the Data Management Body of Knowledge

Data
Management
Functions

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Published by
DAMA International
• The professional
association for
Data Managers (40
chapters
worldwide)

Data
Management
Functions

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Published by
DAMA International
• The professional
association for
Data Managers (40
chapters
worldwide)
DMBoK organized
around
• Primary data
management
functions focused
around data
delivery to the
organization
• Organized around
environmental Data
elements Management
Functions

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Environmental Elements

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Amazon:
http://
www.amazon.com/
DAMA-Guide-
Management-
Knowledge-DAMA-
DMBOK/dp/
0977140083
Or enter the terms
"dama dm bok" at the
Amazon search
engine

Environmental Elements

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Data Management


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Data Management

Data Program
Coordination

Organizational
Data Integration

Data Stewardship Data Development

Data Support
Operations


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Data Management
Manage data coherently.

Data Program
Coordination

Organizational
Data Integration


Data Support
Operations


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Data Management

Data Program
Coordination
Share data across boundaries.
Organizational
Data Integration


Data Support
Operations


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Data Management

Data Program
Coordination
Organizational
Data Integration


Assign responsibilities for data.

Data Support
Operations


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Data Management

Data Program
Coordination
Organizational
Data Integration


Engineer data delivery systems.

Data Support
Operations


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Data Management

Data Program
Coordination
Organizational
Data Integration


Engineer data delivery systems.

Data Support
Operations

Maintain data availability.


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Data Management


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Overview: Document & Content Management

from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

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Outline
important?
blocks
#dataed

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Polling Question #1
How much larger do the experts consider the
non-tabular data management challenge
than the tabular data management
challenge?

a) The same size
b) 2x
c) 5x
d) 10x


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Increasing Scope & Volume of Data Management


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Increasing Scope & Volume of Data Management

5 X Tabular and Non-Tabular Data

1 X Tabular Data


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Data Management Technology Research


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Definition: Document & Content Management


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• The control over capture, storage,
access, and use of data and
information stored outside relational
databases


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databases
• Focus on integrity and access; roughly
equivalent to data operations
management for relational databases


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databases
• Looks beyond the purely operational
focus


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databases
• Looks beyond the purely operational
focus
• Strategic and tactical focus overlaps with other data
management functions in addressing the need for data
governance, architecture, security, managed meta-
data, and data quality for unstructured data

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Definition, cont’d
Two sub-functions of document and content mgmt:


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1. Document management:
• The storage, inventory, and control of
electronic and paper documents


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• Encompasses the processes,
techniques, and technologies for
controlling and organizing documents
and records (stored electronically and
on paper)


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on paper)
2. Content management:
• The organization, categorization and
structure of data/resources so that they
can be stored, published and reused in
multiple ways


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on paper)
2. Content management:
• The organization, categorization and
structure of data/resources so that they
can be stored, published and reused in
multiple ways
• Sometimes referred to as Enterprise
Content Management (ECM), implying
the scope of content management is
across the entire enterprise

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Unstructured (or preferred) Non-tabular Data


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• Any document, file, graphic,
image, text, report, form, video,
or sound recording that has not
been tagged or otherwise
structured into rows and
columns or records


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columns or records
• Found in different kinds of
electronic formats, including
word processing, email, flat
files, spreadsheets, XML files,
etc.


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columns or records
• Found in different kinds of
electronic formats, including
word processing, email, flat
files, spreadsheets, XML files,
etc.
• Enormous amount of
unstructured data also exists in
paper files from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

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Polling Question #2
According to researchers at IDC, 80% of
enterprise data today is unstructured data.
What do you think is the exponential annual
rate at which it is growing?

a) 30%
b) 50%
c) 60+%
d) 90+%


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Document/Record Management


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• Lifecycle management of the designated
significant documents of the organization


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• Records can be physical, electronic or hybrid


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• 90%+ of today’s records are electronic:
growth in email and IM has made the
management of electronic records critical to
organizations


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• 90%+ of today’s records are electronic:
growth in email and IM has made the
management of electronic records critical to
organizations
• Compliance regulations and statutes:
– U.S. Sarbanes-Oxley Act
– E-Discovery Amendments
– Canada’s Bill 198

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Outline
important?
blocks
#dataed

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Document/Record Management Lifecycle


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Activities:


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Activities:
• Identify existing and
Identify
newly created
documents/records


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Activities:
Identify
newly created
documents/records Create,
approve,
• Create, approve, and enforce
enforce documents/
records policies


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Activities:
Identify
newly created
approve,
enforce documents/
records policies
• Classify documents/
records Classify


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Activities:
Identify
newly created
approve,
enforce documents/
records policies
records Classify

• Retention policy

Retain


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Activities:
Identify
newly created
approve,
enforce documents/
records policies
records Classify

• Short and long-term
storage Store Retain


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Activities:
Identify
newly created
approve,
enforce documents/
records policies
• Classify documents/ Retrieve
records and Classify
circulate
• Retrieval and circulation


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Activities:
Identify
newly created
documents/records Preserve Create,
and approve,
• Create, approve, and dispose enforce
enforce documents/
records policies
• Classify documents/ Retrieve
records and Classify
circulate
• Retrieval and circulation
• Preserve and dispose

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Plan for Managing Documents/Records


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• Documents management involves planning at
different levels of a document’s lifecycle:

(1) (2) (4)
(3)
Creation or Organizatio Archiving
Distribution
Receipt n for or


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(1) (2) (4)
(3)
Distribution
Receipt n for or

• Develop classification/indexing systems and
taxonomies so that documents retrieval is easy


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(1) (2) (4)
(3)
Distribution
Receipt n for or

• Create planning and policy around documents and
records on the value of the data to the organization


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(1) (2) (4)
(3)
Distribution
Receipt n for or

• Create planning and policy around documents and
records on the value of the data to the organization
• Establish, communicate, and enforce policies,
procedures and best practices for documents

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Implementing Document/Records Management Systems


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• Electronic documents must be
indexed during the capture process
so that they can be found


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• A document repository enables
check-in and check-out features,
versioning, collaboration,
comparison, archiving, status
state(s), migration from one
storage media to another, and disposition


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• Document storage includes document management


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• Documents can be categorized for retrieval


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• Reports are delivered through a number of tools, e.g. printers,
email, website, etc.


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• Reports are delivered through a number of tools, e.g. printers,
email, website, etc.
• Many document management systems include digital asset
management: management of digital assets (audio, video,
music and digital photographs)

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Outline
important?
blocks
#dataed

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Three Levels of Control


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• Levels are based on the criticality of the data and the perceived
harm that would occur if data were corrupted or otherwise
unavailable


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unavailable
• ANSI Standard 859:
1. Formal (most rigid)
• requires formal change initiation
• thorough change evaluation for impact
• decision by a change authority
• Full status accounting of implementation and validation to
stakeholders


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unavailable
stakeholders
2. Revision
• Less formal
• Notify stakeholders and increment versions when a change is
required


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unavailable
stakeholders
2. Revision
• Less formal
• Notify stakeholders and increment versions when a change is
required
3. Custody (least rigid)
• Least formal
• Merely requiring safe storage and a means of retrieval

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Three Levels of Control: Example

Sample list of
data assets and
possible control
levels


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Determining Levels of Control


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