collaboration & social media new challenges for records management
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Presentation was delivered as the keynote of the 27 Feb 2009, ARMA Northern VA chapter conference (http://www.armamar.org/nova/programs/ARMA%20NOVA%202009%20Seminar%20Brochure-c.pdf).TRANSCRIPT
Collaboration & Social Media: New Challenges for Records Management
Maurene Caplan GreyFounder, Principal Analyst
Grey Consulting
Northern VA Chapter of ARMA International
27 February 2009
The Challenge of Records Management
“The power of real-time information lies in
its context, not its frequency.”
Larry Yu (MIT Sloan Management Review, Fall 2008)
Source: http://sloanreview.mit.edu/the-magazine/articles/2008/fall/50105/the-downside-of-realtime-data/
Objectives
� Become familiar with business and technology market trends
� Become collaborative and social media lifestyle savvy
� Apply record management principles to collaborative and social media content
Objectives
Familiarize yourself with business and technology market trends
or
Fall victim to vendor hype
Market Trends
Business Imperatives
Customer service & support
HR management & training
Financial management
Product development
Operations & production …
Technology Disrupters
Digital distribution
Social media
Portability
Software as a Service (SaaS)
Open source …
Information Management Quagmire
� Mailbox Quotas
� Message Retention
� Digital Rights Management
� Archiving
� Document Management
� Record Management
� Search
� Encryption
Too many signals
No clear direction
Internet
Email Server
SMTP Relay
Email Archiving, Document Management, or Records Management
Datastore
External Service Provider
Managing the Email Message
Desktop Policies
•Policies
•Filters
•Tags, Indices,
Information
Retrieval
•Storage Media
Technologies
Firewall
Web Content
Mgnt
DocumentMgnt
Content Management
Email Archiving
RecordsMgnt
•Retention•Life cycle management•Risk mitigation•Citation authority•Compliance•Legal hold
•Unstructured & structured data•Industry mandates•Building trust•Technology changes
Challenges Characteristics
Vendor Approaches: Microsoftunified communications
SaaS
Exchangeemail,
calendaring
Live MeetingIM, Web
conferencing
Product
Exchangeemail,
calendaring
LCS*IM Web
conferencing
* Live Communications Server
Vo
ice
Se
rvic
es
Microsoft Ecosystem
Office Suite, SharePoint, BizTalk,
Project, Speech, Forms …
Vo
ice
Se
rvic
es
Vendor Approaches: Adobecontent creation and delivery
Acrobat Connect(Web
Conferencing)
Macromedia FlashWeb
content creation Acrobat
(.pdf content
Creation)
Adobe Acrobat
Collaboration
Web conferencing & central content library
SaaS or Product
eRoomteam room
Vendor Approaches: EMC“where information lives”
Authenticadigital rights
management
TruArcrecords
management
Legatoemail archiving
RSAdata security
Acartusprint stream
output
CaptivaImage capture
Documentumdocument
management
EMC Documentumcontent management
BulldogRich media
Point Products
Patent pendingCompliance-driven
Policy engine
Enterprise-wide
Holistic
The Quest for the Holy Grail
Objectives
The collaborative and social media lifestyle can be glitzy
Don’t fall victim to the buzz
Buzzword Fatigue
Community
Enterprise 2.0
Web 2.0
Collaboration
Social media
Cloud computing
More buzz than a bee http://www.go2web20.net
People Talk
Human Communication
Electronic Communication Human
Collaboration
Electronic Collaboration
One-to-one,
one-to-many
Jointly create
common goal
and mutual
value
People Create Information
Human Communication
Electronic Communication Human
Collaboration
Electronic Collaboration
DataRepository
Technologies:
Email, IM, Web
conferences,
blogs, bulletin
boards…
Technologies: Chat,
doc & appl sharing,
wikis, white
boarding, team
rooms…
One-to-one,
one-to-many
Jointly create
common goal
and mutual
value
Information
of business
value
Information Takes Form
Category Paper E-Communications Closed Collaborative
Open Collaborative
Media Letter Email Team Room (internal access only)
Team Room (anyone can participate)
Envelope
(addressing
information)
Name, Street, State
SMTP Header (routing information,
e.g., To:, From:)
DNS (Domain
Naming Standard)
DNS (Domain
Naming Standard)
Transport USPS (US
Post Office)
SMTP (Simple Mail
Transport Protocol)
HTTP (Hypertext
Transfer Protocol )
HTTP (Hypertext
Transfer Protocol )
Resides
(a resting place)
File cabinet Email server Intranet Web server
Internet Web server
Form Changes
Social Media Information Defies Form
Content can live in …
� Server cache
� Desktop cache
� Handheld device
cache
� Kiosk cache
� Shared Web files
� Shared local drives
� Open communities
� Closed communities
Adoption Defies Dichotomy
� Grassroots adoption
� Mushrooming
communities
� Business process
integration
� Birth of new cottage
industry
� Hybrid architectures
develop, e.g., tags
within a taxonomy
� “Them” and “Us”
� Communities closed to
new media neophytes
� Organic; unsanctioned
� Point products;
operational complexity
� Training; re-architecting
models
Objectives
Dichotomy: Applying RM to collaborative and social media content
Bridge the gap
Disaster
Recovery Data
Stores
Backup
Data Stores
Where Is My Data?
Enterprise Data Stores Enterprise
Data StoresEnterprise
Data Stores
Enterprise Data Stores
Partners’ Data Stores
Partners’ Data Stores
Partners’ Data Stores
Partners’ Data Stores
Disaster
Recovery Data
Stores
Backup
Data Stores
Personal-Area
Network Data
Stores
Enterprise Cloud Data
Stores
Consumer Cloud Data
Stores
Where Is My Information?
Who Defines the Context?
Objectives
Dichotomy: Applying RM to collaborative and social media content
Transparency trumps rigidity
What Defines the Record?
Industry regulations
Federal and local
legislation
Intellectual property
… more
Rigidity is passé
Transparency
trumps “on a need
to know basis”
The world is flat. Space and time are curved.*
*Source: Eric Schumacher-Rasmussen, Streaming Media Industry Sourcebook 2009
Transparency and Open Government
MEMORANDUM FOR THE HEADS OF EXECUTIVE
DEPARTMENTS AND AGENCIES
SUBJECT: Transparency and Open Government
Government should be transparent.
Government should be participatory.
Government should be collaborative.
The independent agencies should comply with the Open Government Directive.
This memorandum shall be published in the Federal Register.
BARACK OBAMA
http://www.whitehouse.gov/the_press_office/TransparencyandOpenGovernment/
Case Study: Georgia’s Virtual Vault
� Confederate Enlistment Oaths and Discharges
� Chatham County Deed Books
� Colonial Will Books
� Colonial Wills
� Historic Postcard Collection
� Headright and County Plats
� Confederate Pension Applications
� County Records from Microfilm
� Georgia Power Photograph Collection
� Leo Frank Clemency Application
Source: Georgia’s Virtual Vault, October 2006 (http://content.sos.state.ga.us/index.php)
Is This a Record?
Is This a Record?
Source: The One Million Masterpiece (http://www.millionmasterpiece.com)
Basin
Artist: Qian Zhao
Number: 407180Location: Chapel Hill, US
Is this a record?
People don’t
Technology changes
Bottom Line
Records adaptmanagement must
Homework
� Become a champion for collaborative and social media
information management
� Is doing so worthwhile?
� Tighten corporate and RM policies, by making them looser
� “Email policies” are weak. E-communication policies are better.
� Self-educate
� Play with different collaborative and social media technologies.
� Share best practices. You are a pioneer.
� Get ahead of the curve by designing the road.
Organizations of Interest
� Center for Democracy & Technology www.cdt.org
� Resource Libraries www.cdt.org/resourcelibrary
� IT Compliance Institute www.itcinstitute.com
� Digital Civil Rights in Europe www.edri.org/
� U.S. House of Representatives, Legislative Archive (includes current status of introduced bills) www.house.gov/house/Legproc.shtml
� Legal Information Institute (research and electronic publishing activity of the Cornell Law School) www.law.cornell.edu
� Records Management Society (UK) www.rms-gb.org.uk/
� Records Management Association of Australasia www.rmaa.com.au/
� WikiFOIA (Freedom of Information at the state and local level) sunshinereview.org/index.php/Portal:WikiFOIA
Thank you
Maurene Caplan Grey
Founder, Principal Analyst
Grey Consulting
http://grey-consulting.com