collaboration & social media_new challenges for records management

8/2/2019 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

[email protected]

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