collaboration & social media_new challenges for records management
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Collaboration & Social Media:New Challenges for RecordsManagement
Maurene Caplan Grey
Founder, Principal AnalystGrey Consulting
Northern VA Chapter of ARMA International
27 February 2009
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The Challenge of Records Management
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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/t
he-magazine/articles/2008/fall/50105/t
he-downside-of-realtime-data/
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Objectives
Become familiar with business and
technology market trends
Become collaborative and social medialifestyle savvy
Apply record management principles to
collaborative and social media content
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Objectives
Familiarize yourself with business and
technology market trends
or
Fall victim to vendorhype
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Market Trends
Business Imperatives
Customer service & support
HR management & training
Financial managementProduct development
Operations & production
Technology Disrupters
Digital distribution
Social media
Portability
Software as a Service (SaaS)
Open source
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Information Management Quagmire
Mailbox Quotas
Message Retention
Digital Rights Management
Archiving
Document Management
Record Management
Search
Encryption
Too many signals
No clear direction
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Internet
EmailServer
SMTPRelay
Email Archiving,Document Management,or Records Management
Datastore
ExternalServiceProvider
Managing the Email Message
Desktop
Policies
Policies
Filters
Tags, Indices,
Information
Retrieval
Storage Media
Technologies
Firewall
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Web
Content
Mgnt
Document
Mgnt
Content Management
Email
Archiving
Records
Mgnt
Retention
Life cycle
managementRisk mitigation
Citation authority
Compliance
Legal hold
Unstructured &
structured data
Industrymandates
Building trust
Technology
changes
Challenges Characteristics
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Vendor Approaches: Microsoftunified communications
SaaS
Exchangeemail,
calendaring
Live MeetingIM, Web
conferencing
Product
Exchangeemail,
calendaring
LCS*IM Web
conferencing
* Live Communications Server
VoiceServices
Microsoft Ecosystem
Office Suite, SharePoint, BizTalk,
Project, Speech, Forms
Voic
eServices
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Vendor Approaches: Adobecontent creation and delivery
Acrobat Connect
(Web
Conferencing)
Macromedia
Flash
Web
content creation Acrobat
(.pdf content
Creation)
Adobe Acrobat
Collaboration
Web conferencing & central content library
SaaS or Product
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eRoomteam room
Vendor Approaches: EMCwhere information lives
Authenticadigital rights
management
TruArcrecords
management
Legatoemail archiving
RSAdata security
Acartusprint stream
output
CaptivaImage capture
Documentumdocument
management
EMC Documentumcontent management
BulldogRich media
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Point Products
Patent pendingCompliance-driven
Policy engine
Enterprise-wide
Holistic
The Quest for the Holy Grail
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Objectives
The collaborative and social media
lifestyle can be glitzy
Dont fall victim to the buzz
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Buzzword Fatigue
Community
Enterprise 2.0
Web 2.0
Collaboration
Social media
Cloud computing
More buzz than a bee http://www.go2web20.net
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People Talk
Human
Communication
Electronic
Communication Human
Collaboration
Electronic
Collaboration
One-to-one,one-to-many
Jointly create
common goaland mutual
value
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People Create Information
Human
Communication
Electronic
Communication Human
Collaboration
Electronic
Collaboration
Data
Repository
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 goaland mutual
value
Information
of business
value
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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 (DomainNaming Standard)
DNS (DomainNaming Standard)
Transport USPS (USPost Office)
SMTP (Simple MailTransport Protocol)
HTTP (HypertextTransfer Protocol )
HTTP (HypertextTransfer Protocol )
Resides(a resting place)
File cabinet Email server Intranet Webserver
Internet Webserver
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Form Changes
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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
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Adoption Defies Dichotomy
Grassroots adoption
Mushrooming
communities
Business process
integration
Birth of new cottage
industry
Hybrid architecturesdevelop, e.g., tags
within a taxonomy
Them and Us
Communities closed to
new media neophytes
Organic; unsanctioned
Point products;
operational complexity
Training; re
-
architectingmodels
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Objectives
Dichotomy: Applying RM to collaborativeand social media content
Bridge the gap
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DisasterRecovery Data
Stores
BackupData Stores
Where Is My Data?
Enterprise
Data Stores Enterprise
Data StoresEnterprise
Data Stores
Enterprise
Data Stores
Partners
Data StoresPartners
Data StoresPartners
Data StoresPartners
Data Stores
DisasterRecovery Data
Stores
BackupData Stores
Personal-Area
Network Data
Stores
EnterpriseCloud Data
Stores
ConsumerCloud Data
Stores
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Where Is My Information?
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Who Defines the Context?
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Objectives
Dichotomy: Applying RM to collaborativeand social media content
Transparency trumps rigidity
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What Defines the Record?
Industry regulations
Federal and local
legislation
Intellectual property
more
Rigidity is pass
Transparency
trumps on a needto know basis
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The world is flat. Space and time arecurved.*
*Source: Eric Schumacher-Rasmussen, Streaming Media Industry Sourcebook 2009
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Transparency and Open Government
MEMORANDUM FORTHE HEADSOF 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/
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Case Study: Georgias 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:Georgias Virtual Vault, October 2006(http://content.sos.state.ga.us/index.php)
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Is This a Record?
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Is This a Record?
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Source: The One Million Masterpiece
(http://www.millionmasterpiece.com)
Basin
Artist: Qian Zhao
Number: 407180Location: Chapel Hill, US
Is this a record?
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People dont
Technology changes
Bottom Line
Records adaptmanagement must
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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.
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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 currentstatus of introduced bills) www.house.gov/house/Legproc.shtml
Legal Information Institute (research and electronic publishing activity ofthe 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 ofInformation at the state and local level)sunshinereview.org/index.php/Portal:WikiFOIA
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Thank you
Maurene Caplan Grey
Founder, Principal AnalystGrey Consulting
http://grey-consulting.com