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From Stories to Paper to Digital A Digital Transformation Journey Richard Freeman Twitter: @ contextualinfo Linkedin: richardfreemanincontext

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Page 1: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

From Stories to

Paper to Digital

A Digital

Transformation

Journey

Richard Freeman

Twitter: @contextualinfo

Linkedin: richardfreemanincontext

Page 2: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

The Story

▪ A Digital Transformation Journey

– Why we should talk about it

– What do we need to consider

– How will it help

▪ Obstacles to overcome

– How we deal with the overall mass of it

– How we can use it

▪ The People

– What this means to people

– Protecting individual identity

▪ Developing the map for our Digital Journey

https://www.cmo.com/

Page 3: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Preserving Rich Heritage

▪ Indigenous people in British Columbia

– ~200,000 people

• First Nations, Inuit and Métis.

– 198 distinct First Nations

• Unique traditions and history.

– 30 different First Nation languages

• ~ 60 dialects are spoken in the province.

Page 4: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Digital Transformation

Page 5: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Information Governance Goals

▪ Trust and Leadership

– maintenance of records and consistent governance

demonstrates trust and leadership.

▪ Strengthening accountability

– for improved service delivery, community growth, business

development, funding initiatives and for the protection of rights

and language.

▪ Process optimization

– to deliver better services to the community and represent the

organization well.

Page 6: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Our Information Problem

Page 7: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Digitization Issues

▪ Historical documents

– Fragility of source material

– Varying degrees of legibility

▪ Language

– Collecting tacit memories

– Audio & Video recordings

▪ Access to information

– Privacy

– Right of access

– Users and methods

▪ Cross border issues

– Protecting privileged information

▪ Security

– Indigenous data sovereignty

– Collaboration & security (DropBox,

Shared Drives, Google, OneDrive)

Page 8: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Research Results

Page 9: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Research Results

Page 10: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Data Needed to see a Blackhole

▪ 5 Petabytes of data

꞊ ½ ton of hard drives

꞊ 5,000 years of MP3 files

꞊ The entire selfie

collection, over a lifetime,

of 40,000 people

Credit: Event Horizon Telescope collaboration et al.

Page 11: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

The Mass of Things to Come

Gartner: 21 Billion IoT Devices To Invade By 2020

IBM: Every day, we create 2.5 quintillion bytes of data

IDC: By 2025 worldwide data will grow 61% to 175Zb*

* https://www.seagate.com/files/www-content/our-story/trends/files/idc-seagate-dataage-whitepaper.pdf

Page 12: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Apr 13, 2019 @ 1400 EST

Courtesy: http://www.worldometers.info/ & http://www.internetlivestats.com/

Page 13: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Understanding Your Information

Page 14: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Exercise: Finding the Story

Negotiations are moving forward. We need to find the proof that we

have an ongoing connection and deserve title.

What critical index information would the team need to find the related

documents and media assets? How would the various information

assets be linked?

Assets

− Paper

− Digital documents

− Audio files

− Video files

Page 15: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Information Architecture

IA

HumansContent

Context

Page 16: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

People

Page 17: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Meta Data can tell a Story

X

Page 18: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Meta Data (Indexing the Asset)

1. Title

2. Date uploaded/created

3. Description

4. Hierarchical Keywords with Synonyms

5. Language

6. File type

7. Active file/document or Record

8. File size

9. Who created/uploaded the asset

10. Usage rights

11. Physical Asset location

12. Retention

13. Security

14. Unique ID

Page 19: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Security

Security

Page 20: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Data Protection Levels

▪ Physical Level

▪ Network Level

▪ Data Level

Limited or None

Moderate

High

Extreme

Intended for

Public Access

Potential for breach

“Significant Harm”

Page 21: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

2018 Ponemon Study

The average global probability of a material breach in the next 24 months is 27.9 percent,

an increase over last year’s 27.7 percent

Page 22: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Impact of cybercrime in Canada

▪ ~$14 billion on cyber security

▪ ~1/5 impacted by a cyber security incident

▪ Few Canadian businesses have a written policy

▪ Most Canadian businesses do not report cyber security

https://www150.statcan.gc.ca/n1/daily-quotidien/181015/dq181015a-eng.htm

Page 23: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Personally Identifiable Information

&

Personal Data

Page 24: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Privacy Law▪ Personal Information Protection and Electronic Documents Act

(PIPEDA)

– Up to $100,000

▪ General Data Protection Regulation (GDPR)

– Up to €20 million, or 4% of the worldwide annual revenue

▪ California Consumer Privacy Act (CCPA)

– California's new data privacy law the toughest in the US

– * If Facebook (~ 24.6 million users in California) were found to have violated the CCPA, it could face a maximum penalty of $61.6 billion for

an unintentional violation affecting each of its users and up to $184.7

billion for an intentional violation.

*Source: International Association of Privacy Professionals (IAPP)

Page 25: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

PII and PD Defined

▪ Personally Identifiable Information is any data which may lead to

identification of an individual. It describes any information that identifies,

links, or relates to a person. Bear in mind that a single data point may itself

not be PII, but when merged with other data about the same user or visitor it

may become PII.

▪ Personal data encompasses a wider range of information than PII. It

expands the definition of PII to various pieces of information like transaction

history or posts on social media: basically any information relating to an individual or identifiable person, directly or indirectly.

All PII is personal data, but not all personal data is PII.

The GDPR states that even cookies can be considered personal data.

Page 26: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Linked and Linkable Information

▪ Linked Information– Any piece of personal information that can

be used to identify an individual.

• Full, maiden name

• Home, email address

• Social security, passport,

• driver’s license number

• Credit card numbers

• Date of birth

• Telephone number

• Login details

• Asset information (e.g. MAC address)

• Owned properties (e.g. VIN number)

▪ Linkable Information– Information that on its own may

not be able to identify a person,

but when combined with another

piece of information could identify,

trace, or locate a person.

• First or last name (if common)

• Country, province/state, city, postcode

• Gender

• Race

• Non-specific age (e.g. 30-40 instead of 30)

• Job position and workplace

Page 27: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Linked informationPII PD

Name: full name, maiden name, mother’s maiden name or alias

Home address

Email address

Date of birth

Telephone number

Personal identification numbers: social insurance number (SIN), passport number,

driver’s l icense number, taxpayer identification number, etc.

Personal characteristics: photographic images, fingerprints, or handwriting

Biometric data: retina scans, voice signatures, or facial geometry

Information identifying personally owned property: VIN number or title number

Log in details

Page 28: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Linkable InformationPII PD

First or last name (if common)

Country, province, city, postcode

Place of birth

Gender

Race

Religion

Non-specific age (e.g. 30-40 instead of 30)

Employment information

Business telephone number

Business mailing or email address

Page 29: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Non-PIIPII PD

Device IDs

IP addresses

Cookies

Browser type *

Device type *

Plug-in details *

Language preferences *

Time zones *

Screen size, screen color depth, and system fonts

Page 30: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Concept of Significant Harm

▪ Bodily harm

▪ Humiliation

▪ Damage to reputation or

relationships

▪ Loss of employment

▪ Damage to business or

professional opportunities

▪ Financial loss

▪ Identity theft

▪ Negative effects on the

credit record

▪ Damage to or loss of

property

Page 31: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles
Page 32: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Travelling with Data

Page 33: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

The New Border

Page 34: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

A Brief History of Flying

Page 35: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles
Page 36: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

There is a Difference

Page 37: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Collection of Traveller Data

▪ Advance Passenger Information/Passenger Name Record Program

(API/PNR)

▪ Scenario Based Targeting (SBT)

▪ Entry/Exit System

▪ Biometrics and facial recognition

Page 38: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Records Management Maturity

Records Maturity

Page 39: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Records Maturity

Page 40: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Conclusion

Page 41: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Understand Your Data Holdings

Page 42: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Find the PII/PCI

Page 43: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

What You Should Really Keep

Page 44: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Top 5 Inhibitors to Scaling Dx

▪ Talent

▪ Cyber Risk

▪ Age of current IT assets

▪ Funding

▪ Executive Support

Source: Gartner 2019

Page 45: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Follow the OPC’s Advice

▪ Research conducted by Canada’s privacy commissioner suggests

that only 40% of Canadian organizations have procedures to comply

with the new rules.

▪ To better prepare, organizations should bring all of their content into

one place for tracking, search, and retrieval. In this way, workflow

automation can best serve for managing and reporting on

information.

▪ As your digital landscape continues to evolve, it is best to work with

business partners who understand how to assist with an Information

Governance (IG) Strategy. The best preparation you can have is to

understand your information holdings throughout the enterprise.

Page 46: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles

Next Steps

Start with…

What are our information assets and where are they?

Is it of business or enduring value?

Who will need to use the information?

How will we make it accessible?

Page 47: From Stories to Paper to Digital Transformation · The Story A Digital Transformation Journey –Why we should talk about it –What do we need to consider –How will it help Obstacles