of digital data created, captured, or
replicated in 2007
What is an Exabyte?
Or ….one Exabyte = approximately
50,000 hours of DVD film.
48 million people routinely
logged onto the Internet in
Last year, there were
1.5billion users on the
Another 500 million users
will come online by 2010.
From 1998 to 2006, the number of e-
mail mailboxes grew from 253 million
to nearly 1.6 billion.
During the same period, the number of
e-mails sent grew three times faster
than the number of people e-mailing.
There are about 540,000 words
In the English language….
Data, data everywhere!
Ø Higher definition video and images (e.g. bluRay)
Ø Move to more videoconferencing
Ø Growing network of digital surveillance
Ø P2P file sharing
Ø RFID tags and other sensors
All of this data collected,
New business models are
More users are turning to Web 2.0
solutions where in-house
(Enterprise) solutions are not
meeting their needs
What does this mean for traditional
The traditional models of information
management are becoming
increasingly ignored or
ati ing r
Corporate Managed content
Team working area Unmanaged content
Personal working area Private content
000 Computer science, information
100 Philosophy and psychology
300 Social sciences
600 Technology & applied science
700 Arts and recreation
900 History, geography & biography
We are less reliant on taxonomies
and classification to find information
Enterprise vs. External Data
Enterprise External Data
2 Terabytes of
(1 Terabyte =
2 TB – enough storage to capture
everything you say or do in your
The scale is tipping towards
the Cloud and Software as a
Risk Lower Admin
What are the opportunities?
Ø Massive, abstracted infrastructure
l Components decided for you
Ø Dynamic allocation, scaling, movement of
Ø Pay per use
Ø No long-term commitments
Ø OS, application architecture independent
Ø No hardware or software to install
Source: Forrester Research Inc 2007
…what are the threats?
Ø Where is the actual data?
Index & Classify
Policies and Standards
The information life cycle
1 1 5 25
Month Year Years Years
Forget about record retention
Web 2.0 records are perpetual.
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.
What defines a record?
A record is a collection of information, not a single document
All of the information, managed in
context, that makes up an event
or a business transaction
Websites and intranet sites
Instant message conversations
Records need to demonstrate authenticity, reliability,
integrity and usability.
More and more information is being
created outside the corporate
Everything is becoming a business record
• Not just e-mail, office docs and
SharePoint – but wikis/blogs, video,
user content on PCs, mobiles, Google
Information resides everywhere
• Multiple copies, multiple
repositories, multiple formats
• Paper, structured, unstructured, rich
Traditional IM and Web 2.0 models
True or False?
Ø The FOI Act makes no distinction on whether
information is part of a record or not.
Ø EDRM systems cannot resolve FOI requests
Ø The destruction of electronic information and
records is tantamount to vandalism.
Ø Enterprises don’t know what information is being
created, stored and used outside the corporate
Ø Records managers and information
professionals are applying 20th Century policies
and procedures to 21st Century ways of working.
The two are incompatible.
“It is the people and the processes, not the
technology, that really influences Strategic
Information Management; leadership,
governance and accountability aspects are
SOLACE Strategic Information Management Conference, 18 July
Points for discussion
Ø Is Web 2.0 an opportunity or a threat for
effective information governance?
Ø Is the cloud the beginning of a seismic
shift in the way that data/information is
stored, used and managed?
Ø Will the role and responsibilities of
information/records managers become
increasingly irrelevant in a Web 2.0 world?
Ø Are EDRM systems past their sell-by