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Edrm And Web 2.0 Where Two Worlds Collide


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Web 2.0 technologies enable staff to create, share and store information in any number of web-hosted applications, such as Google Apps. The information is no longer exclusively held on an organisation's servers, and much of it is beyond the control of corporate standards and policies. Is Web 2.0 gradually eroding the relevance of traditional electronic document and records management systems (EDRMS), and will the role of the Records Manager survive in this new ecology?

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Edrm And Web 2.0 Where Two Worlds Collide

  1. 1. EDRM and Web 2.0 Where two worlds collide EDRM Web 2.0 Steve Dale 26 March 2009
  2. 2. Let’s look at some trends…
  3. 3. 281 Exabytes of digital data created, captured, or replicated in 2007
  4. 4. What is an Exabyte? <ul><li>There are about 5 million bytes, or five megabytes, in the complete works of Shakespeare. </li></ul><ul><li>One pickup truck full of books might amount to one billion bytes, or a gigabyte. </li></ul><ul><li>One billion of those book-filled pickup trucks, or one billion gigabytes, is an Exabyte. </li></ul>
  5. 5. <ul><li>Or ….one Exabyte = approximately 50,000 hours of DVD film. </li></ul>
  6. 6. <ul><li>48 million people routinely logged onto the Internet in 1996. </li></ul>Source: IDC
  7. 7. <ul><li>Last year, there were 1.5billion users on the Internet . </li></ul>Source: IDC
  8. 8. Another 500 million users to come online by 2010. Source: IDC
  9. 9. <ul><li>From 1998 to 2006, the number of e-mail mailboxes grew from 253 million to nearly 1.6 billion. </li></ul><ul><li>During the same period, the number of e-mails sent grew three times faster than the number of people e-mailing. </li></ul>
  10. 10. <ul><li>We’re living in an Exponential world </li></ul>
  11. 12. Data, data everywhere! <ul><li>Higher definition video and images (e.g. bluRay) </li></ul><ul><li>Move to more videoconferencing </li></ul><ul><li>Growing network of digital surveillance </li></ul><ul><li>P2P file sharing </li></ul><ul><li>RFID tags and other sensors </li></ul><ul><li>… etc. </li></ul>All of this data collected, stored, analysed, transmitted
  12. 13. New business models are emerging Source: Vs.
  13. 14. … .or disappearing!
  14. 15. <ul><li>More users are turning to Web 2.0 solutions where in-house (Enterprise) solutions are not meeting their needs </li></ul>
  15. 17. <ul><li>What does this mean for traditional Information Management disciplines? </li></ul>
  16. 18. The traditional models of information management are becoming increasingly ignored or circumvented Private content Personal working area Unmanaged content Team working area Managed content Corporate memory area Public Info Area Published content I ncreasing rigour of information governance
  17. 19. 000 Computer science, information 100 Philosophy and psychology 200 Religion 300 Social sciences 400 Languages 500 Science 600 Technology & applied science 700 Arts and recreation 800 Literature 900 History, geography & biography Information Classification
  18. 20. We are less reliant on taxonomies and classification to find information
  19. 21. I don’t worry about email limits You are currently using 765Mb (10%) of your 7295MB . © Google – Terms – Privacy Policy – Google Home
  20. 22. Structured Freedom
  21. 23. Structured Freedom
  22. 24. Enterprise vs. Personal Data TRENND Enterprise Data Personal Data Enterprise Data Personal Data
  23. 25. 2 Terabytes of data. (1 Terabyte = 1024 GBytes)
  24. 26. <ul><li>2 TB – enough storage to capture everything you say or do in your lifetime </li></ul>
  25. 27. The scale is tipping towards the Cloud and Software as a Service (SaaS) Cloud/ SaaS Security Reliability Compliance Control Risk Management Lower Admin Costs Easier Integration Platform Neutral Easy Collaboration More user control
  26. 28. <ul><li>What’s in the cloud? </li></ul>
  27. 30. What are the opportunities? <ul><li>Massive, abstracted infrastructure </li></ul><ul><ul><li>Components decided for you </li></ul></ul><ul><li>Dynamic allocation, scaling, movement of applications </li></ul><ul><li>Pay per use </li></ul><ul><li>No long-term commitments </li></ul><ul><li>OS, application architecture independent </li></ul><ul><li>No hardware or software to install </li></ul>Source: Forrester Research Inc 2007
  28. 31. … what are the threats? <ul><li>Where is the actual data? </li></ul><ul><li>Security? </li></ul><ul><li>Privacy? </li></ul><ul><li>Control? </li></ul><ul><li>Compliance? </li></ul><ul><li>Trust? </li></ul>
  29. 32. <ul><li>… and what about records management? </li></ul>
  30. 33. The information life cycle Create/capture Index & Classify Process Store/manage Retrieve/publish Archive Destroy Policies and Standards
  31. 34. Retention Schedules? Document Value Time 1 Month 1 Year 5 Years 25 Years Document Management Focus (Short-Term) Records Management Focus (Long-Term)
  32. 35. <ul><li>Forget about record retention schedules… </li></ul><ul><li>Web 2.0 records are perpetual. </li></ul>
  33. 36. Facebook Terms of Service You hereby grant Facebook an irrevocable, perpetual , non-exclusive, transferable, fully paid, worldwide license (with the right to sublicense) to (a) use, copy, publish, stream, store, retain, publicly perform or display, transmit, scan, reformat, modify, edit, frame, translate, excerpt, adapt, create derivative works and distribute …….. The following sections will survive any termination of your use of the Facebook Service: Prohibited Conduct, User Content, Your Privacy Practices, Gift Credits, Ownership; Proprietary Rights, Licenses, Submissions, User Disputes; Complaints, Indemnity, General Disclaimers, Limitation on Liability, Termination and Changes to the Facebook Service, Arbitration, Governing Law; Venue and Jurisdiction and Other.
  34. 37. What defines a record? A record is a collection of information , not a single document Documents Physical objects Meetings Instant message conversations E-mails Tasks Websites and intranet sites Records need to demonstrate authenticity, reliability, integrity and usability. All of the information, managed in context, that makes up an event or a business transaction
  35. 40. <ul><li>More and more ‘records’ are being created outside the corporate firewall </li></ul>
  36. 41. The Information Management Challenge <ul><li>Everything is becoming a business record </li></ul><ul><li>Not just e-mail, office docs and SharePoint – but wikis/blogs, video, user content on PCs, mobiles, Google Docs etc. </li></ul><ul><li>Information resides everywhere </li></ul><ul><li>Multiple copies, multiple repositories, multiple formats </li></ul><ul><li>Paper, structured, unstructured, rich media etc </li></ul>
  37. 43. Are we in a mess? <ul><li>Enterprises can’t store all the information that is being created </li></ul><ul><li>Enterprises are not managing the information they’ve got. </li></ul><ul><li>Enterprises don’t know what information is being created, stored and used outside the corporate firewall . </li></ul>
  38. 44. EDRMS and Web 2.0 models are diverging
  39. 46. … .so.. <ul><li>We need to be smarter about the information we want to keep </li></ul><ul><li>We need to accept that we can’t manage or control every piece of information (esp. when it is stored outside the enterprise) </li></ul><ul><li>We need to re-evaluate the purpose and role of EDRMS </li></ul><ul><li>We need to shift more responsibility for information & records management to the users. </li></ul>
  40. 47. Strategic Information Management <ul><li>“ It is the people and the processes, not the technology, that really influences Strategic Information Management; leadership, governance and accountability aspects are critical.” </li></ul><ul><li>SOLACE Strategic Information Management Conference, 18 July 2008 </li></ul>
  41. 48. Points for discussion <ul><li>Is Web 2.0 an opportunity or a threat for effective information governance? </li></ul><ul><li>Is the cloud the beginning of a seismic shift in the way that data/information is stored, used and managed? </li></ul><ul><li>Will the role and responsibilities of information/records managers become increasingly irrelevant in a Web 2.0 world? </li></ul><ul><li>EDRMS is dead…long live ECM? </li></ul>
  42. 49. <ul><li>Thank you! </li></ul>Steve Dale Independent Consultant Semantix (UK) Ltd Email: [email_address] Website: Blog: Skype id: stephendale Twitter: