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Information Management in a Web 2.0 World May 2009

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Information Management in a Web 2.0 World May 2009

  1. 1. Information Management in a Web 2.0 world Steve Dale 19 May 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? 1,000,000,000,000,000,000 bytes or 10*18
  5. 5. Or ….one Exabyte = approximately 50,000 hours of DVD film.
  6. 6. 48 million people routinely logged onto the Internet in 1996. Source: IDC
  7. 7. Last year, there were 1.5billion users on the Internet. Source: IDC
  8. 8. Another 500 million users will come online by 2010. Source: IDC
  9. 9. 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.
  10. 10. There are about 540,000 words In the English language….
  11. 11. About 5 x as many as during Shakespear’s time
  12. 12. It is estimated that a week’s worth of The Times…
  13. 13. …contains more information than a person was likely to come across in a lifetime in the 18th century.
  14. 14. Information Knowledge in people’s heads
  15. 15. 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 Ø …etc. All of this data collected, stored, analysed, transmitted
  16. 16. New business models are emerging Vs. Source:
  17. 17. ….or disappearing!
  18. 18. More users are turning to Web 2.0 solutions where in-house (Enterprise) solutions are not meeting their needs
  19. 19. What does this mean for traditional Information Management disciplines?
  20. 20. The traditional models of information management are becoming increasingly ignored or circumvented Published content e rna of Public nc go gour Info Area ve i ati ing r Corporate Managed content memory area on orm as inf ncre Team working area Unmanaged content I Personal working area Private content
  21. 21. Information Classification 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
  22. 22. We are less reliant on taxonomies and classification to find information
  23. 23. I don’t worry about email limits You are currently using 765Mb (10%) of your 7295MB. © Google – Terms – Privacy Policy – Google Home
  24. 24. Structured Freedom
  25. 25. Structured Freedom
  26. 26. Enterprise vs. External Data Enterprise External Data Data TRENND Enterprise External Data Data
  27. 27. 2 Terabytes of data. (1 Terabyte = 1024 GBytes)
  28. 28. 2 TB – enough storage to capture everything you say or do in your lifetime
  29. 29. The scale is tipping towards the Cloud and Software as a Service (SaaS) Security Control Easy Collaboration Reliability Compliance More user Risk Lower Admin control Management Costs Platform Easier Neutral Integration Cloud/ SaaS
  30. 30. What’s in the cloud?
  31. 31. What are the opportunities? Ø Massive, abstracted infrastructure l Components decided for you Ø Dynamic allocation, scaling, movement of applications 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
  32. 32. …what are the threats? Ø Where is the actual data? Ø Security? Ø Privacy? Ø Control? Ø Compliance? Ø Trust?
  33. 33. …and what about records management?
  34. 34. Create/capture Index & Classify Store/manage Retrieve/publish Process Policies and Standards Archive Destroy The information life cycle
  35. 35. Retention Schedules? Document Management Focus Document Value (Short-Term) Records Management Focus (Long-Term) 1 1 5 25 Month Year Years Years Time
  36. 36. Forget about record retention schedules… Web 2.0 records are perpetual.
  37. 37. 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.
  38. 38. What defines a record? A record is a collection of information, not a single document Documents E-mails Physical objects All of the information, managed in context, that makes up an event or a business transaction Meetings Tasks Websites and intranet sites Instant message conversations Records need to demonstrate authenticity, reliability, integrity and usability.
  39. 39. More and more information is being created outside the corporate firewall
  40. 40. The Information Management Challenge Everything is becoming a business record • Not just e-mail, office docs and SharePoint – but wikis/blogs, video, user content on PCs, mobiles, Google Docs etc. Information resides everywhere • Multiple copies, multiple repositories, multiple formats • Paper, structured, unstructured, rich media etc
  41. 41. Traditional IM and Web 2.0 models are diverging
  42. 42. 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 firewall. Ø Records managers and information professionals are applying 20th Century policies and procedures to 21st Century ways of working. The two are incompatible.
  43. 43. Strategic Information Management “It is the people and the processes, not the technology, that really influences Strategic Information Management; leadership, governance and accountability aspects are critical.” SOLACE Strategic Information Management Conference, 18 July 2008
  44. 44. 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 date?
  45. 45. Steve Dale Independent Consultant Semantix (UK) Ltd Email: Website: Blog: Skype id: stephendale Twitter:
  46. 46. Credits Trends based on a slideshow by Karl Fisch (