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Status report on draft document forpublic review

Section 605

Share thoughts with #IWCTR

AbstractRIM professionals are increasingly seeking guidance inapplying generally accepted recordkeeping practices to web based records. In response, ARMA International, an ANSI accredited standards developer, decided to address policies,procedures, change management, training, technology, andmetadata as related to the use of Web-based technologies. Thefinal product, an American National Standard, will addresssocial media including wikis, blogs, miniblogs, mashups,classification sites, and social networking sites. Panel members will provide a status report on this project.


We'll be watching Twitter hashtag: #IWCTR

Panel MembersPatricia C. Franks, Ph.D., CRMProject Lead & Panel ModeratorAssociate Professor and MARA Program CoordinatorSan Jose State University

John B. Breeden, CRM, AIIMFellow, MPARecords ManagerVirginia Department ofTransportation

Don Burke, Intellipedia Doyen and Records Information Manager, CIADoyen, Department of Energy Internal Wiki

William Manago, Jr., CRMDirector, Information Governance SolutionsAutonomy Corporation


Project Committee MembersJohn Breeden, Virginia DOTDon Burke, CIADarin Cote, NARA SW FRCGeorge Darnell, SAICPat Franks, San Jose State Univ.Naomi Gage, Iron MountainBrent Gatewood, PelliGroup

Mary Beth Herkert, Oregon State ArchivesBill Manago, Autonomy Deb Rifenbark, Stinson Morrison Hecker LLPJason Stearns, NY Life Ins. Co.Paula Walker, Duff & PhelpsMary Wilson, CDCNancy Barnes, ARMA International

Educator/Trainer Supplier Government User Non-government user


Today's AgendaPart 1Panel Members will address the following topics:1. The Changing Information Landscape – D. Burke2. Overview of the ARMA/ANSI draft document – J.

Breeden3. Relationship between GARP® and Web-Based,

Collaborative Technologies – B. Manago

Part 2Audience & Panel Interact for Next Steps and Q&A


THE CHANGING INFORMATION LANDSCAPE

Don H. BurkeIntellipedia Doyen and

Records Information ManagerCIA


The Changing Information Landscape"Every two days now we create as much information as we did from the dawn of civilization up until 2003. That’s something like five exabytes of data"

Eric Schmidt, CEO Google at Techonomy, 4 Aug, 2010http://techcrunch.com/2010/08/04/schmidt-data/


10% as of 1995 - Keith Davidson, president of Xplor International. From his keynote address at the Xplor International Document Strategies Conference, February 1998.

80% as of 1998 - Gartner Group, 1998. Kevin Craine, Designing a Document Strategy

90% as of 2010 - http://www.arma.org/erecords/index.cfm, date accessed 5 April, 2010Share thoughts with #IWCTR

Dion Hinchliffe, Feb 2010http://web2.socialcomputingjournal.com/exploring_why_social_business_will_drive_the_21st_century.htm


You Don't Always Know

"Somewhere in the digital world there is a kindergarten photograph or a link to a personal blog of a future president." Somewhere, there are tweets that foreshadow enormous moments in history. We just haven't learned what they are yet.

- Dan Cohen, the director of the Center for History and New Media at George Mason University in a May 2010 article in the Washington Post about the Library of Congress' decision to archive tweets

http://www.washingtonpost.com/wp-dyn/content/article/2010/05/05/AR2010050505309_pf.html:


Archivist of the US calls for Rethink

"We need to rethink the definition of a record. What part of technology is permanent that we need to keep in perpetuity?"

- David Ferriero, at a 22 July, 2010 hearing on "Government 2.0: Federal Agency Use Of Web 2.0 Technologies"

http://radar.oreilly.com/2010/07/government-20-web-20-risks-and.html


Possible Strategies!

• Sedona Definition of a Recordo Information, regardless of medium or format that has

value to an organization.• Record cannot equal paper!• Use Platform-based social tools such as wikis, blogs,

microblogging, and tagging to to identify the most important information (that which has "value") and make sure it is archived.


In Practice

• In Intellipedia, one of our core principles is to "Work Topically"o Article titles that are clear and time-independento Tags, categories, hashtags to supplement formal

taxonomies• Start with items that have the most links or are in the

most widely accessible locations.• Use "breadcrumbs" to connect to data stores about that

topic that are more sensitive/can’t be shared as wisely.


OVERVIEW OF THE ARMA/ANSI DRAFT DOCUMENT

John B. Breeden, CRM, AIIMFellow, MPA

Records ManagerVirginia Department of Transportation


What are“Web-based, Collaborative

Technologies?”


PurposeProvide guidance for records and information management professionals using internally-facing or externally-directed

(public or private) web-based collaborative technologies for records management purposes.

Adherence to Generally Accepted RecordkeepingPrinciples® (GARP®) is also supported and encouraged by advice

contained within this publication.


ScopeThis document defines requirements for records and information management when using web-based, collaborative technology environment. General examples of web-based, collaborative technologies covered by this standard include, but are not limited to, social media such as wikis, blogs, mashups, and classification (tagging) sites. Topics covered include policies, procedures, and processes related to records and information management (RIM) best practices in the use of web-based, collaborative technologies.

This publication does not provide records management requirements for e-commerce, e-mail, instant messaging (IM), or workflow solutions; although it is recognized that the aforementioned activities may, under certain circumstances, be conducted within a web-based, collaborative technology setting.

Nothing in this standard is intended to preclude the application of new methods, technologies, or techniques for web-collaborative technologies RIM.


Framework • Terms and definitions• General Accepted Recordkeeping Principles (GARP)

and Web-based Collaborative Technologies• Program Components for Web-Based Collaborative

Technologies


Implications

• Governance• Legislation, Laws, Regulations• Infrastructure/Technology• Risk Management, Behavioral Norms, & Security• Policies & Procedures• Processes & Controls• Change Management• Training• Auditing & Evaluation


Table of Contents, continued


RELATIONSHIP BETWEEN GARP® AND WEB-BASED, COLLABORATIVE TECHNOLOGIES

William Manago, Jr., CRMDirector, Information Governance Solutions

Autonomy


GARP - Principle of Availability• Description: An organization shall maintain records in a

manner that ensures timely, efficient, and accurate retrieval of needed information.

• Social Media Impact: Processes and procedures designed to maintain access and retrieval of information posted on social media sites are normally addressed in agreements between your organization and the social media hosts. These agreements are private agreements between the publisher and its users, and they define the rights and obligations of each party. Typically, user agreements have at least two components: (1) a privacy policy and (2) a terms of use policy. The host site should clearly state their practices regarding the privacy of personal information in accordance with federal and state statues.


GARP - Principle of AvailabilityTerms of use agreements describe the terms and conditions governing the relationship between the user and the publisher or operator of the service. This agreement specifies the terms and conditions—the rights and obligations—between your organization and the host of the social media web sites regarding the protection, use, and removal of your company’s content.


GARP - Principle of AvailabilityPrinciple of Availability

Issue Yes No

10.6.1 Does your Service Level Agreements (SLA) with your social media providers ensure that the content they host for you can be made accessible at any time and stored in non-proprietary and editable formats?

10.6.2 Does your organization have the capability to retrieve and retain records of its social media conversations that are considered official records?

10.6.3 Is the content stored in a manner that is indexed and searchable?

10.6.4 Can the content deemed as official records be captured and/or transferred to a medium suitable for satisfying the official record’s retention period?


GARP - Principle of AvailabilityTerms of use agreements describe the terms and conditions governing the relationship between the user and the publisher or operator of the service. This agreement specifies the terms and conditions—the rights and obligations—between your organization and the host of the social media web sites regarding the protection, use, and removal of your company’s content.


Web 2.0 Challenges

Social Media Records in Cyberspace

Cloud Computing


Cloud Computing

Private

Public

Hybrid

ITInfrastructure



Cloud Computing – definitions(as many as those attempting to define …)

Tim O’Reilly, credited with coining the term, Web 2.0 on the cloud: Foundations of next generation of computing Web 2.0 – world in which the network of networks is platform for all computing.

Clay Shirkey, author of book Here Comes Everybody (2001) on the cloud: “Thomas Watson said … 5 computers.” “He overstated the number by 4.” Everything we think of as computer today is a device that connects to the big computer we’re all collectively building. Movement of connecting into the network of networks. Virtualization – data layers (data subsystems) – access to classes of data, location, ID, etc. System services. Cloud computing is way to think about delivering computer services in the future.

Dan Farver, Editor and Chief, CNET News: use cloud to store data, applications, etc. Desktop, mobile, and cloud. More move here with bandwidth, reliability, security – etc. Data, applications, etc. will be served up through cloud like electricity.

Maggie Fox, Founder CEO, Social Media Group – all activity on remote server elsewhere and all that is needed is Internet connection.

Managed Record PrinciplesCategory

Retention

Provenance

Access

Reference

Authenticity

Chain of Custody


Where Does a Cyberspace Record Begin? End?


Managing Records in the Clouds?

On Premise Hosted


Where to find us?• We will continue to watch #IWCTR

• Where to find the draft report?o http://www.arma.org/standards/development/publi

c/index.cfm• Where to submit comments and vote on draft?

o Follow same link to draft report!o Public review period: August 6, 2010 to

September 20, 2010


Questions???


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