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Effective Information Management V2 18sep2008


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A brief history of information management practice, managing the data and information explosion, data privacy, legislation, policies and standards.

Published in: Business, Technology

Effective Information Management V2 18sep2008

  1. 1. Effective Information Management Steve Dale 18 September 2008 Information Management and Security for Local Authorities
  2. 2. Views and opinions expressed in this presentation are my own and do not represent IDeA policy. S Dale IDeA Associate Consultant
  3. 3. June 5, 2009 In 2007 there was more digital data created, captured, and replicated than there are stars in the universe.
  4. 4. 281 EB of digital data created, captured, or replicated in 2007
  5. 5. 281 EB ? 1 EB (Exabyte) = 1024 Petabytes = ~1 million Terabytes Approx 44GB created in 2007 for each of the 6.6 billion people on the planet Approx 40 times all words ever spoken by human beings
  6. 6. June 5, 2009
  7. 7.
  8. 8. Data + Information Knowledge in people’s heads
  9. 9. So where did it all go wrong?
  10. 11. 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
  11. 12. Information – the scope Good IT systems are essential for managing all this information. Information is only as good as the method of retrieving it. It must be tagged with metadata and have an index of what is covered. Information Documents (recorded information) Records Electronic Documents Electronic Records
  12. 13. June 5, 2009
  13. 14. 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
  14. 15. Document vs. Records Management Document Value Time 1 Month 1 Year 5 Years 25 Years Document Management Focus (Short-Term) Records Management Focus (Long-Term)
  15. 16. Documents and Records are everywhere SITE SEARCH Intranet Documents eMail Mail System MAIL SEARCH RDBMS ERP, CRM Legacy Data Datawarehouse Datamarts BI SEARCH WEBSITE SEARCH Intranet Documents Documents DMS, RMS R/DMS SEARCH Records
  16. 17. The Information Management Challenge <ul><li>Everything is becoming a business record </li></ul><ul><li>Regulations driving focus beyond e-mail and office docs to include paper/scans, SharePoint, wikis/blogs, user content on PC/mobile and file shares </li></ul><ul><li>“ ECM” market is disaggregating </li></ul><ul><li>Big ECM has unfilled promises </li></ul><ul><li>Document repositories are commoditised </li></ul><ul><li>Value shifting to “what you do with the document” </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><ul><li>Opportunity for content enablement </li></ul>
  17. 18. The information life cycle Create/capture Index & Classify Process Store/manage Retrieve/publish Archive Destroy Policies and Standards
  18. 19. Data created, captured, replicated Available Storage Problem
  19. 20. Houston..we have a problem! <ul><li>We can’t store all the information we are creating </li></ul><ul><li>We can’t manage the information we’ve got </li></ul><ul><li>… </li></ul><ul><li>Be smarter about the information we keep! </li></ul><ul><li>Address the ‘save it just in case’ mentality </li></ul>
  20. 21. The hierarchy of information management Private content Personal working area Unmanaged content Team working area Managed content Corporate memory area Public Info Area Published content Increasing rigour of document & records management
  21. 22. Strategic Information Management Model Web Content Management Document Management Records Management Knowledge Management Digital Assets/Rights Management Information Management Policies, Procedures, Standards Enterprise Content Management
  22. 23. ERM, EDM, & IT Have Differing Goals <ul><li>Document/Content Management assists users </li></ul><ul><ul><li>Creation and retrieval of shared active documents </li></ul></ul><ul><ul><li>Very little formal control or restrictions </li></ul></ul><ul><ul><li>Deleted according to activity, use, space, etc. </li></ul></ul><ul><li>Information Technology supports data </li></ul><ul><ul><li>Records and documents exist as data in e-systems </li></ul></ul><ul><ul><li>IT plans computers & networks; Protects systems & data </li></ul></ul><ul><li>Records Management defines retention rules </li></ul><ul><ul><li>Records tracking of relatively inactive records </li></ul></ul><ul><ul><li>“ Records” are formally declared or business rule driven </li></ul></ul><ul><ul><li>Deleted according to formal schedules and rules </li></ul></ul>
  23. 24. 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>
  24. 25. A quick aside…..
  25. 26. What’s the point of IPSV? <ul><li>Integrated Public Sector Vocabulary </li></ul><ul><li>An 'encoding scheme' for populating the e-GMS Subject element of metadata </li></ul><ul><li>Circa 8000 terms (and growing) </li></ul>Usability = 1 Complexity
  26. 28. <ul><li>Never underestimate the capacity of human beings to misunderstand labels </li></ul><ul><li>Never assume your staff will know what categories mean any more than the public (citizens) will </li></ul><ul><li>Social networks compensate for taxonomy mistakes, but the more effective they are, the more they conceal taxonomy faults. </li></ul>Labelling and Categorising
  27. 29. Is tagging an alternative?
  28. 30. Privacy
  29. 32. <ul><li>Is it Really a Problem? </li></ul>June 5, 2009
  30. 33. Privacy violation: a new dimension
  31. 34. Motherhood and apple pie <ul><li>“ Keep information safe and accurate. Prevent leakages; respect the citizen’s preference for how it is used and retain sound and appropriate records” </li></ul><ul><li>SOLACE Strategic Information Management Conference, </li></ul><ul><li>18 July 2008 </li></ul>
  32. 35. EU Legislation <ul><li>Data Protection Directive 95/46/EC </li></ul><ul><ul><li>Right to privacy in collection of personally identifiable data </li></ul></ul><ul><ul><li>Companies need explicit consent for collection of data on race, health, sex life, criminal records, etc. </li></ul></ul><ul><ul><li>Fair and lawful processing, purpose specification and limitation </li></ul></ul><ul><ul><li>Includes e-mail privacy protection </li></ul></ul><ul><li>Directive on Privacy and Electronic Communications 2002/58/EC </li></ul><ul><ul><li>Enacts Articles 7 and 8 of the Charter </li></ul></ul><ul><ul><li>Specifically prohibiting interception or surveillance of private communications (Art 5 (1)) </li></ul></ul><ul><ul><li>Focused on privacy issues in electronic communications on public networks </li></ul></ul><ul><li>Consultation on Protection of Workers’ Personal Data </li></ul><ul><ul><li>Ongoing development of framework for potential new directive </li></ul></ul>
  33. 36. Privacy – architectural challenges <ul><li>Protect Information </li></ul><ul><ul><li>From Losses and unauthorized disclosures </li></ul></ul><ul><ul><li>Encrypt content </li></ul></ul><ul><li>Classify information easily or transparently </li></ul><ul><ul><li>“ Private or not” minimum </li></ul></ul><ul><li>Store information centrally </li></ul><ul><ul><li>Can only protect what I have </li></ul></ul><ul><ul><li>Define information lifetime policies </li></ul></ul><ul><ul><li>Enforce disposal times </li></ul></ul>
  34. 37. Standards BS 4971:2002, Repair and allied processes for the conservation of documents Conservation & preservation ISO 27001 (replaces BS7799-2). Establish and maintain an effective information management system Information Security Management BS ISO 15489-1:2001, Information and documentation – records management Records management International Council on Archives, General International Standard of Archival Description [ISAD (g)], 2 nd edition, 1999 Cataloguing BS 5454:2000 Recommendation for the Storage and Exhibition of Archival Documents Records storage
  35. 38. Questions <ul><li>Do you have a records management policy? </li></ul><ul><li>Do you have a records management system (not necessarily electronic)? </li></ul><ul><li>Do you have a retention and disposal schedule for records? </li></ul><ul><li>Have you carried out a recent information audit throughout the organisation? </li></ul><ul><li>Do you operate an information security and access scheme throughout the organisation? </li></ul>
  36. 39. Summary <ul><li>Be smarter about the information you keep </li></ul><ul><li>Improve access to the information you need </li></ul><ul><li>If it doesn’t make sense to you, it won’t make sense to the public </li></ul><ul><li>Protect Privacy </li></ul>Don’t wait!
  37. 40. Thank you. Steve Dale Knowledge & Information Consultant Email: [email_address] Website: Blog: Skype id: stephendale Associate Consultant for IDeA Knowledge & Learning Team Email: