20110512-4 arma boston alternatives to email

ARMA Boston Spring Seminar 2011Jesse Wilkins, CRM

Better Collaboration WITHOUT Email

22

Alternatives to email Alternatives vs. email Collaborative tools and the records program

Session Agenda

Alternatives to email

44

Email isn’t the best tool to collaborate

Other more effective tools available◦Instant messaging◦Blogs and microblogging (Twitter)◦Wikis◦Social sharing and social networking

Using these tools can reduce email usage and increase productivity

Alternatives to email

555

Blogs

66

It is part text messaging and part blogging, with the ability to update on your cellphone or computer, but constrained to 140 characters.

-- Ari Herzog, Ariwriter.com

Microblogging (Twitter)

77

Wikipedia

7

88

Many different applications available Fully-featured to fairly narrow

◦ Generally compatible with common Office functionality

May default to private or public

Web-based office suitesOffice 2.0

99

Social networking

1010

Screenshot of social sharing

Alternatives vs. email

1212

Use blogs instead of email to send one-way communications◦Internal announcements◦Project updates◦Feedback on posts or resources◦Meeting announcements◦Availability of new resources◦Knowledge transfer

Blogs vs. email

12

1313

Microblogging is better for: ◦Time-sensitive or transitory

communications◦Announcement of new or

updated documents, presentations, resources, etc.

◦Crowd-sourcing research◦Environmental scanning◦Virtual water cooler

Microblogging vs. email

1414

Wikis are better for:◦Collaborative authoring – documents,

schedules, etc. ◦Drafting meeting agendas and minutes◦Sharing best practices

Wikis vs. email

1515

Send links to documents instead of email attachments◦Ensures everyone is working on the most

current version◦No “attachment spam”◦Track changes more easily

Often provide more capabilities than just email – all in the cloud

Office 2.0 vs. email

1616

Messaging is available to everyone in the network, not just sender/recipient◦But can be sent privately or made

private if needed◦Other capabilities available (polling,

calendaring across organizations, etc.)◦Commenting, rating/ranking, social

aspects of social networks

Social networking vs. email

1717

Send links to documents/videos/etc. ◦Especially good for rich media

documents Subscribe to updates Embed documents/videos in e.g. blog

Social sharing vs. email

Collaborative tools and the records

program

1919

Prohibition is not realistic

2020

Address in policies

2121

Our Twitter policy: Be professional, kind, discreet, authentic. Represent us well. Remember that you can’t control it once you hit “update.”

Policy 2.0 – in 140 characters

Image and quote source: Gruntled Employeeshttp://www.gruntledemployees.com

222222

Provide guidance

Whether the tool & account is official or unofficial (add screenshot)

232323

Whether the account is monitored for actionable content (screenshot)

2424

Is the information unique and not available anywhere else?

Does it contain evidence of an agency’s policies, business, mission, etc.?

Is the tool being used in relation to an agency’s work?

Is there a business need for the information?

Does it document a transaction or decision?

Is it a record?

252525Take a snapshot of record content

262626Archive entire stream locally

272727

Records management in brief

Archive selected items locally◦Use search queries and monitoring

Store selected items locally using search queries or RSS

282828

Use the native backup to store locally

Store locally using built-in tools

292929

Use a third-party service to store locally

Store locally using third-party service

303030

Store locally using API

Store locally using APIs

3131

Use e.g. Word or Notepad to draft content updates and save *that* as a record

Draft content locally

3232

Check the service level agreement

3333

Implement enterprise versions

3434

Implement a compliance solution

• And many others

3535

Questions?

3636

Jesse Wilkins, CRM, ecmm, emmm, ermm

Director, Systems of EngagementAIIM International

(303) 574-0749 direct

jwilkins@aiim.org

http://www.twitter.com/jessewilkins

http://www.linkedin.com/in/jessewilkins

http://www.facebook.com/jessewilkins

http://www.slideshare.net/jessewilkins

For more information