IT is from Mars: RIM is from Venus
How Can We Work Together?
Presented by
Douglas Schultz
2
This product is meant for educational purposes only. Any resemblance to real persons, living or dead is purely coincidental. Void where prohibited. Some assembly required. List each check separately by bank number. Batteries not included. Contents may settle during shipment. Use only as directed. No other warranty expressed or implied. Do not use while operating a motor vehicle or heavy equipment. Postage will be paid by addressee. Subject to approval. This is not an offer to sell securities. Apply only to affected area. May be too intense for some viewers. Do not stamp. Use other side for additional listings. For recreational use only. Do not disturb. If condition persists, consult your physician. No user-serviceable parts inside. Freshest if eaten before date on carton. Subject to change without notice. Times approximate. Simulated picture. No postage necessary if mailed in the United States. Breaking seal constitutes acceptance of agreement. For off-road use only. As seen on TV. One size fits most. Many suitcases look alike. Colors may, in time, fade. We have sent the forms which seem to be right for you. Slippery when wet. For office use only. Drop in any mailbox. Edited for television. Keep cool; process promptly. Post office will not deliver without postage. List was current at time of printing. Return to sender, no forwarding order on file, unable to forward. Not responsible for direct, indirect, incidental or consequential damages resulting from any defect, error or failure to perform. At participating locations only. Not the Beatles. Penalty for private use. See label for sequence. Substantial penalty for early withdrawal. Do not write below this line. Falling rock. Lost ticket pays maximum rate. Your cancelled check is your receipt. Add toner. Place stamp here. Avoid contact with skin. Sanitized for your protection. Be sure each item is properly endorsed. Sign here without admitting guilt. Employees and their families are not eligible. Beware of dog. Contestants have been briefed on some questions before the show. Limited time offer, call now to insure prompt delivery. You must be present to win. No passesaccepted for this engagement. No purchase necessary. Processed at location stamped in code at top of carton. Shading within a garment may occur. Use only in well-ventilated area. Keep away from fire or flame. Replace with same type. Approved for veterans. Booths for two or more. Check here if tax deductible. Some equipment shown is optional. Price does not include taxes. Not recommended for children. Reproduction strictly prohibited. No solicitors. No alcohol, dogs, or horses. No anchovies unless otherwise specified. Restaurant package, not for resale. List at least two alternate dates. First pull up, then pull down. Call toll free before digging. Driver does not carry cash. Some of the trademarks mentioned in this product appear for identification purposes only. Record additional transactions on back of previous stub. This product is meant for educational purposes only. Any resemblance to real persons, living or dead is purely coincidental. Void where prohibited. Some assembly required. List each check separately by bank number. Batteries not included. Contents may settle during shipment. Use only as directed. No other warranty expressed or implied. Do not use while operating a motor vehicle or heavy equipment. Postage will be paid by addressee. Subject to approval. This is not an offer to sell securities. Apply only to affected area. May be too intense for some viewers. Do not stamp. Use other side for additional listings. For recreational use only. Do not disturb. If condition persists, consult your physician. No user-serviceable parts inside. Freshest if eaten before date on carton. Subject to change without notice. Times approximate. Simulated picture. No postage necessary if mailed in the United States. Breaking seal constitutes acceptance of agreement. For off-road use only. As seen on TV. One size fits all. Many suitcases look alike. Contains a substantial amount of non-tobacco ingredients. Colors may, in time, fade. We have sent the forms which seem to be right for you. Slippery when wet. For office use only. Not affiliated with the American Red Cross. Drop in any mailbox. Edited for television. Keep cool; process promptly. Post office will not deliver without postage. List was current at time of printing. Return to sender, no forwarding order on file, unable to forward. Not responsible for direct, indirect, incidental or consequential damages resulting from any defect, error or failure to perform. At participating locations only. Not the Beatles. Penalty for private use. See label for sequence. Substantial penalty for early withdrawal. Do not write below this line. Falling rock. Lost ticket pays maximum rate. Your cancelled check is your receipt. Add toner. Place stamp here. Avoid contact with skin. Sanitized for your protection. Be sure each item is properly endorsed. Sign here without admitting guilt. Slightly higher west of the Mississippi. Employees and their families are not eligible. Beware of dog. Contestants have been briefed on some questions before the show. Limited time offer, call now to insure prompt delivery. You must be present to win. No passes accepted for this engagement. No purchase necessary. Processed at location stamped in code at top of carton. Shading within a garment may occur. Use only in well-ventilated area. Keep away from fire or flame. Replace with same type. Approved for veterans. Booths for two or more. Check here if tax deductible. Some equipment shown is optional. Price does not include taxes. No Canadian coins. Not recommended for children. Prerecorded for this time zone. Reproduction strictly prohibited. No solicitors. No alcohol, dogs, or horses. No anchovies unless otherwise specified. Restaurant package, not for resale. List at least two alternate dates. First pull up, then pull down. Call toll free before digging. Driver does not carry cash.
Disclaimer
3
Hurricane Ike
Agenda
• Introduction
• Context of Problem
• History of RIM and IT
• Speaking Different Languages
• Why Is This Important Now?
• Rebooting RIM
• Questions and Discussion
5
About me
6
About Me - Interests
7
About Me - Career
8
Access Sciences
• Access Sciences has been in the information management field for more than 23 years.
• Our core competency is information management and technology consulting from the local level to the global enterprise.
• Our diverse client roster includes global corporations, government organizations, non-profits, and domestic based businesses
• Our professionals are frequent conference speakers, authors, trainers, and panelists, and are called on as field experts by numerous professional organizations and clients.
9
Access Sciences (continued)
• ~100 Highly Skilled Professionals– Key certifications among our staff include:
• Certified Records Managers (CRM)
• Certified Document and Imaging Architects (CDIA+)
• Project Management Professionals (PMP)
• Certified Business Continuity Managers (CBCM)
• Information Capture Professionals (ICP)
– Active Industry Leadership• Director, ARMA International
• Member, ARMA Standards Development Committee
• Chairman, AIIM Master Accreditation Committee
• Developer, AIIM Certification Course
10
"I may not have gone where I intended to go, but I think I have ended up where I needed to be."
- Douglas Adams (1952 - 2001) author of Hitchhiker's Guide to the Galaxy series
Agenda
• Introduction
• Context of Problem
• History of RIM and IT
• Speaking Different Languages
• Why Is This Important Now?
• Rebooting RIM
• Questions and Discussion
12
0
200
400
600
800
1000
1200
1400
1600
1800
2000
2005 2006 2007 2008 2009 2010 2011
Exab
yte
s
InformationCreated
AvailableStorage
Exploding Digital Universe
Source: IDC’s The Diverse and Exploding Digital Universe, 2008
13
Disk Growth
• Gartner estimates 18.8% worldwide growth rate
• Many would think this is US-based:
– Japan - 38.7%
– Latin American – 25.2%
– Europe, Middle East and Africa – 22.3%
– Asia Pacific – 16.6%
– US - 12.8%
14
Context
• Large sanctions for mismanaged e-discovery
• 30% of companies don’t have electronic records in their retention program1
• 93% of all documents produced since 1999 were born digital
• Managers spend up to two hours searching for information2:
– More than 50% of information found is of no value
– 42% accidentally use the wrong information at least once a week
– 53% find less than half the information they do get is of value
1Cohasset Associates ARMA AIIM 2007 “Call for Collaboration”2LexisNexis 1/4/2007 – Accenture survey
15
Context - Information Workers
330,0003,300632.2Version control issues
345,0003,450662.3Acquiring archived records with little or no automation
360,0003,600692.4Converting documents from one format to another
450,0004,500873.0Recreating content
525,0005,2501003.5Unsuccessful search
570,0005,7001103.8Reformatting from multiple formats to one document format
Annual Enterprise Cost for 100 Information Workers
Cost per Worker per Year * ($)
Cost per Worker per Week * ($)
Average Weekly Hours
Task
Annual Cost of Wasted Effort
Source: IDC’s Proving the Value of Content Technologies Study, 2004* Based on average salary of $60,000 per year plus benefits ($28.85 loaded/hour)
Agenda
• Introduction
• Context of Problem
• History of RIM and IT
• Speaking Different Languages
• Why Is This Important Now?
• Rebooting RIM
• Questions and Discussion
17
How We Got Here
• Records Management– Roots in managing paper, historical records or
archives– Focus on policies, procedures, retention, disposition– Back-office function– Historically low organizational status, reporting to
Administrative Services, HR or Legal– Not always exposed to entire Enterprise– Typically smaller budgets– Low ranking in terms of investment in human capital– More interested in the message than the medium– Experts in compliance and government regulations
18
How We Got Here
• Information Technology
– Roots in managing technology, networks, applications
– Focus on technology, productivity and efficiency gains
– Viewed as more integral to the enterprise
– Higher visibility in the organization; typically reports to senior level executive (CEO/COO)
– Exposure to everyone in the enterprise
– Typically larger budgets
– More interested in the medium than the message
– Experts in networks, appliances and software
19
What is Changing
• Focus on big “I” - Information– Legal and Compliance– New collaborative technologies (i.e. SharePoint)– Productivity issues:
• Too much time is spent assembling and collecting rather than analyzing and making decisions.
• Not enough information visibility; the information is often retrospective rather than real time.
• Efficiencies gained in finding the right information at the right time
• Efficiencies lost in recreating information not found
• More than anything, IT needs the discipline RIM can bring into the equation
20
Where does Records Management report in your
organization?
27%
20%
17%
36%
Other
Legal/Compliance
IS/IT
Admin Svcs
Percent of Total Responding
Source: Cohasset Associates ARMA AIIM 2007 “Call for Collaboration”
21
Who currently has responsibility for the day-to-day mgmt
of electronic records?
18%
3%
26%
54%
Other
Legal-Compliance
RIM
IS/IT
Percent of Total Responding
Source: Cohasset Associates ARMA AIIM 2007 “Call for Collaboration”
22
Cross Functional CompetenciesIT Types ranking their
knowledge of ERM
30%
29%
24%
10% 8%
Source: AIIM 2007 State of the ECM Industry
RM Types ranking their
knowledge of IT
43%
27%
10%2%
19%
Agenda
• Introduction
• Context of Problem
• History of RIM and IT
• Speaking Different Languages
• Why Is This Important Now?
• Rebooting RIM
• Questions and Discussion
24
RIM Requirement
• Records Retention
– Retention Schedule – policy document
– Retention periods are based on:
• Legal, Statutory, or Regulatory requirements
• Business needs that may exceed those
• An evaluation of possible legal or financial risks
• Any possible historic, enduring, or intrinsic value
– Objective is to assign a value to information consistent with its need for business
25
IT Understanding
• We have Backup Tapes!!
– Designed to provide wholesale recovery from catastrophic failure
– Cannot provide authenticity, real time access or security
– Does not enable record-level management –all or nothing
– Keeping them forever negates the other efforts to systematically eliminate information
26
RM Requirement
• Information Lifecycle Management
– Why?
• provide accurate, timely and complete information
• make documents more accessible and retrievable
• help to secure and protect critical information assets.
• ensure disposal of unneeded information
– Not solved by applying technology, but aids RM in managing the information.
27
Information Lifecycle Mgmt - Example
Implement Disposition
PreserveDelete
Destroy
Search/Use(Use Cases)
Read-OnlyRead-WriteRepurpose
FileSave
IndexClassify
CreateReceive
Archive/Preserve
Retention
Requirements Met
Re-classify/Re-index
Implement Legal and Tax Holds as Appropriate
Live Repository
28
IT Misunderstanding
• Information Lifecycle Management (ILM)
– Storage Vendors - “Buy to Comply”
• Branded as compliance solution
• Implies all information is equal
– Why do anything?
• Storage device capacity increases at 60% or more per year
• Storage prices falling at 35% or more per year
– Lack of understanding can lead to
• Higher Storage and Storage Mgmt Costs
• Greater Discovery Costs
29
• Equally aggressive data migration strategy and records retention solution needed – Storage Management Policy should complement
records retention policies
– Data not frequently used may still have a lengthy retention requirement
– Cost-efficient for data you use infrequently
• Bare Minimum – embrace philosophy of retain the least amount of info required
• Best Practice – Store information with similar retention periods on same media type
IT Needs to understand
30
• Equally aggressive data migration strategy and records retention solution needed – Storage Management Policy should complement
records retention policies
– Data not frequently used may still have a lengthy retention requirement
– Cost-efficient for data you use infrequently
• Bare Minimum – embrace philosophy of retain the least amount of info required
• Best Practice – Store information with similar retention periods on same media type
IT Needs to understand
Do you believe that Information Systems at your organization really understands the concept of “life cycle” regarding the management of your organization’s electronic records?
30% - Yes44% - No26% - Don’t Know
Source: Cohasset ARMA AIIM Electronic Records Management Survey
Do you believe that Information Systems at your organization really understands the concept of “life cycle” regarding the management of your organization’s electronic records?
30% - Yes44% - No26% - Don’t Know
Source: Cohasset ARMA AIIM Electronic Records Management Survey
31
RM Requirement
Electronic Messaging Retention/Archiving• It may be a record
– Categorized by subject matter– Given a retention period based upon that subject
matter, not the media
• Advantages– Has the virtues of precision and specificity; – Searchability– Retained based upon its assessed value
• Disadvantage– Categorization has proven to be a formidable
challenge
32
IT Understanding
Electronic Messaging Retention/Archiving
• Typical view problem as one of bulk reduction
– Retained for some period -- 60 days, 90 days, 1 year, etc. or until mailbox reaches certain size
– Deleted en mass.
• Advantage - Simple and easy to implement
• Disadvantage - Assumes that e-mail is homogeneous and can be treated identically.
Email Management Strategy:
62% no definition of email management and users are responsible for
deleting, managing, classifying and saving email on their
desktops
29% capture and save all e-mail, regardless of content, for a specific
length of time
Source: AIIM Survey - E-Mail Management: An Oxymoron?
Email Management Strategy:
62% no definition of email management and users are responsible for
deleting, managing, classifying and saving email on their
desktops
29% capture and save all e-mail, regardless of content, for a specific
length of time
Source: AIIM Survey - E-Mail Management: An Oxymoron?
33
IT Needs to Understand
Electronic Messaging Retention/Archiving• Business records must be managed properly
regardless of how they originate or are stored.• Retain it according to retention schedule, not by
type of media• Make E-Mail that are business records easy to
retain and classify.• Manage to ensure accuracy and trustworthiness• Be prepared for E-Discovery of E-Mail• Look at new technologies to decrease email
volume.
34
IT Needs to Understand
• Digital Preservation– Information technology life cycle is faster than the information life
cycle
– Digital preservation problem is greater than problems associatedwith preserving physical records.
– IT must find methods to accommodate these needs, realizing that information may be kept for periods that exceed 50 years; even permanently!
– The records must remain viable, verifiable, able to be authenticated, and accessible in a reasonable amount of time for as long as required to be retained.
– A model for persistent archives – (OAIS - Open Archival Information System)
• ISO 14721 and ISO 15489 (4.3.9.2)
35
IT Needs to Understand
• Digital Preservation– Information technology life cycle is faster than the information life
cycle
– Digital preservation problem is greater than problems associatedwith preserving physical records.
– IT must find methods to accommodate these needs, realizing that information may be kept for periods that exceed 50 years; even permanently!
– The records must remain viable, verifiable, able to be authenticated, and accessible in a reasonable amount of time for as long as required to be retained.
– A model for persistent archives – (OAIS - Open Archival Information System)
• ISO 14721 and ISO 15489 (4.3.9.2)
Long-Term Digital Storage:
42% of IT professionals don’t realize they will have to migrate records
to comply with retention policies.
70% of the companies do not have formal plan to migrate older records
so they will be accessible throughout the retention schedule.
83% have no budget for migration.
Source: Cohasset ARMA AIIM Electronic Records Management Survey
Long-Term Digital Storage:
42% of IT professionals don’t realize they will have to migrate records
to comply with retention policies.
70% of the companies do not have formal plan to migrate older records
so they will be accessible throughout the retention schedule.
83% have no budget for migration.
Source: Cohasset ARMA AIIM Electronic Records Management Survey
Agenda
• Introduction
• Context of Problem
• History of RIM and IT
• Speaking Different Languages
• Why Is This Important Now?
• Rebooting RIM
• Questions and Discussion
37
Your role in the organization
21%
26%
16%
27%
4%
5%
Other
IT
DM/Imaging
RM
Exec
Bus User
Percent of Total Responding
Source: AIIM 2008 State of the ECM Industry
38
How would you best characterize your
organization's experience with DM/RM?
4%
13%
32%
20%
30%
Have not begun a DM/RM project andhave no plans.
Have not begun a DM/RM project, butplan on doing so in the next 6 mons.
Have undertaken one or more DM/RMprojects at dept. level.
Currently integrating DM/RM projectsacross depts.
Deploying and implementingenterprise scale DM/RM capability.
Source: AIIM 2008 State of the ECM Industry
39
How confident are you in your organization
managing, controlling and utilizing electronic
information.
4%
22%
39%
28%
7%
Very Confident Quite Confident Confident
Slightly Confident Not confident at all
Source: AIIM 2008 State of the ECM Industry
40
How confident are you that you could
demonstrate that your electronic information is
accurate, accessible and trustworthy?
7%
19%
23%33%
19%
Very Confident Quite Confident Confident
Slightly Confident Not confident at all
Source: AIIM 2008 State of the ECM Industry
41
How confident are you that emails related to
documenting commitments and obligations are
recorded, complete and retrievable?
5%
12%
21%
32%
30%
Very Confident Quite Confident Confident
Slightly Confident Not confident at all
Source: AIIM 2008 State of the ECM Industry
42
What are your organization's likely application interests in
the next 12-18 months?
33%
10%
35%
66%
23%
16%
57%
31%
16%
37%
22%
Tech Doc Mgmt
Supply Chain
Compliance
ERM
HR Mgmt
ERP
E-mail mgmt
E-discovery
Case Mgmt
Bus Cont/Risk Mgmt
AP/Invoice
Percent of Total Responding
Source: AIIM 2008 State of the ECM Industry
�
�
43
What are your organization's likely technology interests in
the next 12-18 months?
18%
43%
51%
16%
29%
51%
58%
59%
34%
42%
36%
Enterprise 2.0
Portals/Intranets
Workflow/BPM
Mobile/Wireless
KM
E-Mail Mgmt
ERM
EDM
Search
WCM
Capture/Imaging
Percent of Total Responding
Source: AIIM 2008 State of the ECM Industry
�
�
44
How do you think your organization's spending in 2008 on
the following technologies will compare with what was
spent in 2007?
25%
38%
45%
35%
45%
35%
43%
Enterprise 2.0
Ent Search
Workflow
WCM
DM
E-mail Mgmt
ERM
Percent of Total Responding
Source: AIIM 2008 State of the ECM Industry
�
�
Agenda
• Introduction
• Context of Problem
• History of RIM and IT
• Speaking Different Languages
• Why Is This Important Now?
• Rebooting RIM
• Questions and Discussion
46
Rebooting RIM? – Not!
47
Rebooting RIM - Action Items
• Proactively demonstrate value to IT and business
• Educate IT in RIM terms that conflict with IT definitions
• Develop IT skills focusing on ECM architecture
• Educate IT and business on compliance regulations and the role of RM in them
• Develop skills in digital preservation techniques and processes
48
Rebooting RIM - Action Items
• Develop skills in message archiving
• Actively seek involvement in ECM strategy and implementations
• Pursue education, career development and training opportunities
• Build IT awareness of RIM principles and practices
• Don’t allow RIM to be pigeonholed into a paper-centric function
49
New Technologies
Source: http://www.bioteams.com/2008/08/29/team_collaboration_funny.html