collaborative techniques & strategies for records & information management

1www.mybestdocs.com rickbarry at aol dot com

Collaborative Techniques & Strategies for Records & Information Management

ARMA NOVA Seminar, February 27, 2009 3050 Chain Bridge Road (Rt 123), Fairfax, VA

“Collaboration -- It takes more than technology”◦Rick Barry, Content Manager & Editor,

MyBestDocs www.mybestdocs.com

2009/02/27

http://www.armamar.org/nova/

http://www.mybestdocs.com/


www.mybestdocs.com rickbarry at aol dot com

“Collaboration -- It takes more than technology”

Rick Barry, Content Manager & Editor, MyBestDocs.com

◦ Presentation available on www.mybestdocs.com◦ References to specific product are for illustration

purposes and do not necessarily imply endorsement

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Can we talk?What does collaboration mean?Prior considerations

• Questions competent product representative may ask up front?

• Organizational culture/atmospherics? • Status of IM/RM • Invested technology environment? • Policies and standards• Checklists for future reference

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What does it mean?• To cooperate with or willingly assist an

enemy of one’s own country and especially an occupying force.

• To cooperate with an agency or instrumentality with which one is not immediately connected.

• To work jointly with others or together especially in an intellectual endeavor. ─Merriam-Webster Online. Dec 15 2008 http://www.merriam-webster.com/dictionary/collaborate

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http://www.merriam-webster.com/dictionary/collaborate


Let’s Play Ask ‘n’ Tell I ask, you tell

• What kinds of work tasks can effectively use collaboration?

• To what advantages? • What are some downsides?

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ORGANIZATION

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Know your organization• What is its business? Professional, info services?

Individual projects? Software development? Research? Manufacturing? Education?

• Vision, values, core aims statements

• Organization: Hierarchical or highly structured, Flat or virtual

• Incentive/disincentive system

• Practice of investing in adequate technical & user training prior to implementing new technologies

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What are the organizational atmospherics?

What is the actual management style?

Does reality of the organizational culture and staff behavior match up to management vision and values?

System of incentives/disincentives

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What are the organizational atmospherics?

What does organizational culture foster?

◦Individual responsibility, risk-taking, independence for product delivery?

◦Telecommuting or in-office presence?◦Heavy use of consultants and temporary staff?◦Team or group product building? ◦Participatory or centralized decision making?◦Compartmentalization of information or information

sharing? Does it facilitate its vision, values, aims? Is organization adaptive to change?Does the culture foster stakeholder building?

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Stakeholder BuildingHave you identified RM service clients?Who are your RK stakeholders? How have you engaged them? How might you?Disposition management

◦Client representatives◦Records, archives◦Security re-grading◦FOI◦Knowledge nuggets◦ IT Backups◦HSM

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IM and RM

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Status of IM and RMDoes organization have up-to-date:

• Records file plan? Retention schedule? • Metadata schema? • Enterprise IM taxonomy • Business model? Knowledge Management

mandate/system? • How well are these related?

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Does your organization have, plan an enterprise architecture?

Enterprise Business, Information, Technology, Applications Architecture

Service Oriented Architecture (SOA)NARA's Records Management ServiceDoD Business Operating Environment(BOE)

See “Principles and Patterns at the U.S. Department of Defense,” by Dennis Wisnosky SOA Magazine http://www.soamag.com/I25/0109-2.asp

IBM/Filenet's federated architecture

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http://www.soamag.com/contributors/bio-dwisnosky.asp

http://www.soamag.com/contributors/bio-dwisnosky.asp

http://www.soamag.com/I25/0109-2.asp


If so…Does it, can it, capture records?

◦Office systems, email◦Collaborative systems◦Transaction systems (ERP, legacy applications)

◦Other recordmaking systems that aren’t recordkeeping systems

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Information Technology

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How is technology used in the workplace?

Is your organization an early/late technology adopter?

What technologies are used to carry out its business?◦Analog: paper, microform, photo, audio◦Digital: WP, email, instant msg, PPT, text messaging,

vmail, Webs, blogs, wikis, other collaboration technologiesWhat about futures?

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Invested Information TechnologyMany legacy BP-specific stovepipe systems

dating many years from initial installation. They “work”!

One or multiple ECM, EDM, ERP, systems with/without RK functionality installed, planned

One or more collaboration technologies in placeER system deployed across:

◦ Whole enterprise, ◦ For specific BPs or application systems, or ◦ In RMU only◦ No ER system

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Does your organization have:One or multiple Enterprise Content

Management, Document Management or Electronic Recordkeeping Systems?

Collaborative system(s) not integrated with ECM/EDM/ERK systems?

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Policy

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Does your organization have IM/RM policies covering:

Disposition management for all analog and digital content forms:

Ownership of records, other info access to info created by employees, privacy

How records are declared in automated systems: Author? Pick-list? BP/Function? Auto-class system? Mixed?

Internal/external access/disclosure/FOIA policy Information and records standards

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Does your organization have RM policy or position covering:

Records declaration: Author? Pick-list? Auto-classification system? (E.g., IBM Content Manager/ZeroClick auto-classification component.)

Application: all records—analog (paper/audio/photo/) & digital (textual, PPT, email, instant msg, Websites, blogs, wikis, other products of collaborative technologies? How well do policies, implementations relate?

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ISO 15489: Information and documentation - records management

◦Obtain management commitment

◦Make full use of the extensive information

◦Justification for new resources to carry out recordkeeping program

◦Version updates

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Records Management Applications Standard

◦Electronic records: DoD 5015.02 RMA Standard◦Ensure minimum recordkeeping functionality ◦Ensure ongoing compliance – upgrades/testing◦“Free" product testing◦Facilitate integration of non-interoperable IT◦Others: Model Requirements for the Management

of Electronic Records (MoReq) ─http://www.cornwell.co.uk/edrm/moreq.asp

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http://www.cornwell.co.uk/edrm/moreq.asp


Guidelines & Check ListsNational Archives & Records

Administration◦Preliminary Planning for Electronic Recordkeepi

ng: Checklist for RM Staff◦Preliminary Planning for Electronic Recordkeepi

ng: Checklist for IT StaffDoD 5015.2 mandatory requirements

(updated 17 October 2008)

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http://www.archives.gov/records-mgmt/policy/prod4rev.html




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