edrm and web 2.0 where two worlds collide
TRANSCRIPT
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EDRM and Web 2.0Where two worlds collide
EDRM Web 2.0
Steve Dale26 March 2009
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Let’s look at some trends…
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281 Exabytesof digital data created, captured,
or replicated in 2007
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What is an Exabyte?
There are about 5 million bytes, or five megabytes, in the complete works of Shakespeare.
One pickup truck full of books might amount to one billion bytes, or a gigabyte.
One billion of those book-filled pickup trucks, or one billion gigabytes, is an Exabyte.
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Or ….one Exabyte = approximately 50,000 hours of DVD film.
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48 million people routinely logged onto the Internet in
1996. Source: IDC
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Last year, there were 1.5billion users on the
Internet.Source: IDC
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Another 500 million users to come online by 2010.
Source: IDC
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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.
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We’re living in an Exponential world
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Data, data everywhere! Higher definition video and images (e.g. bluRay) Move to more videoconferencing Growing network of digital surveillance P2P file sharing RFID tags and other sensors …etc.
All of this data collected, stored, analysed,
transmitted
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New business models are emerging
Source: www.futuregovconsultancy.com
Vs.
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….or disappearing!
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More users are turning to Web 2.0 solutions where in-house
(Enterprise) solutions are not meeting their needs
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What does this mean for traditional Information Management disciplines?
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The traditional models of information management are becoming
increasingly ignored or circumvented
Private contentPersonal working area
Unmanaged contentTeam working area
Managed contentCorporate memory area
PublicInfo Area
Published content
Incr
easin
g rig
our o
f
infor
mat
ion g
over
nanc
e
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000 Computer science, information100 Philosophy and psychology200 Religion300 Social sciences400 Languages500 Science600 Technology & applied science700 Arts and recreation800 Literature900 History, geography & biography
Information Classification
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We are less reliant on taxonomies and classification to find information
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I don’t worry about email limits
You are currently using 765Mb (10%) of your 7295MB.
© Google – Terms – Privacy Policy – Google Home
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Structured
Freedom
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Structured
Freedom
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Enterprise vs. Personal Data
Enterprise Data
PersonalData
EnterpriseData
Personal Data
TRE
NN
D
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2 Terabytes of data.
(1 Terabyte = 1024 GBytes)
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2 TB – enough storage to capture everything you say or do in your
lifetime
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The scale is tipping towardsthe Cloud and Software as a
Service (SaaS)Security
Reliability Compliance
Control
Risk Management
Lower AdminCosts
EasierIntegration
PlatformNeutral
Easy Collaboration
More usercontrol
Cloud/SaaS
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What’s in the cloud?
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What are the opportunities?
Massive, abstracted infrastructure Components decided for you
Dynamic allocation, scaling, movement of applications
Pay per use No long-term commitments OS, application architecture independent No hardware or software to installSource: Forrester Research Inc 2007
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…what are the threats?
Where is the actual data?Security?Privacy?Control?Compliance?Trust?
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…and what about records management?
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The information life cycleC
reat
e/ca
ptur
e
Inde
x &
Cla
ssify
Proc
ess
Stor
e/m
anag
e
Ret
rieve
/pub
lish
Arc
hive
Des
troy
Policies and StandardsPolicies and Standards
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Retention Schedules?D
ocum
ent
Valu
eD
ocum
ent
Valu
e
TimeTime
1 1 MonthMonth
1 1 YearYear
5 5 YearsYears
25 25 YearsYears
DocumentDocumentManagementManagement
FocusFocus(Short-Term)(Short-Term) RecordsRecords
ManagementManagementFocusFocus
(Long-Term)(Long-Term)
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Forget about record retention schedules…
Web 2.0 records are perpetual.
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Facebook Terms of ServiceYou 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.
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What defines a record?A record is a collection of information, not a single document
Documents
Physical objects
Meetings
Instant message conversations
All of the information, managed in context, that makes up an event or a business transaction
E-mails
TasksWebsites and intranet sites
Records need to demonstrate authenticity, reliability, integrity and usability.
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More and more ‘records’ are being created outside the corporate
firewall
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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
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Are we in a mess?Enterprises can’t store all the
information that is being createdEnterprises are not managing the
information they’ve got.Enterprises don’t know what
information is being created, stored and used outside the corporate firewall.
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EDRMS and Web 2.0 models are diverging
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….so.. We need to be smarter about the
information we want to keep We need to accept that we can’t manage
or control every piece of information (esp. when it is stored outside the enterprise)
We need to re-evaluate the purpose and role of EDRMS
We need to shift more responsibility for information & records management to the users.
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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
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Points for discussion Is Web 2.0 an opportunity or a threat for
effective information governance? Is the cloud the beginning of a seismic shift in
the way that data/information is stored, used and managed?
Will the role and responsibilities of information/records managers become increasingly irrelevant in a Web 2.0 world?
EDRMS is dead…long live ECM?
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Thank you!
Steve DaleIndependent ConsultantSemantix (UK) LtdEmail: [email protected]: www.semantix.co.ukBlog: http://steve-dale.netSkype id: stephendaleTwitter: www.twitter.com/stephendale