RM 2.0: RECORDS MANAGEMENT IN A WEB 2.0 WORLD Sacramento Chapter of ARMA Sacramento, California June 2, 2010 - PowerPoint PPT Presentation

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RM 2.0: RECORDS MANAGEMENT IN A WEB 2.0 WORLD Sacramento Chapter of ARMA Sacramento, California June 2, 2010

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RM 2.0: RECORDS MANAGEMENT IN A WEB 2.0 WORLD Sacramento Chapter of ARMA Sacramento, California June 2, 2010 Dr. Mark Langemo, CRM, FAI Professor Emeritus – PowerPoint PPT presentation

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Title: RM 2.0: RECORDS MANAGEMENT IN A WEB 2.0 WORLD Sacramento Chapter of ARMA Sacramento, California June 2, 2010


1
RM 2.0 RECORDS MANAGEMENT IN A WEB 2.0
WORLDSacramento Chapter of ARMASacramento,
CaliforniaJune 2, 2010
  • Dr. Mark Langemo, CRM, FAI
  • Professor Emeritus
  • Information Systems and Business Education
  • College of Business and Public Administration
  • University of North Dakota

2
Welcome to Sacramento ARMA and to todays
luncheon!
  • We are pleased that YOU are here with us!
  • --------------------------------------------------
    --------------------

3
Who Am I ?Dr. Mark Langemo, CRM, FAI

  • RM Guy!
  • Experienced Veteran (43 years in records
    management and IM)
  • Professor Emeritus at UND (retired in 1999
    after 27 years)
  • Over 600 RIM consultations, seminars,
    executive briefings
  • Author or co-author of RIM books and other
    publications
  • Treasures time with wife Diane, 3 sons 3
    daughters-in-law
  • Grandpa Mark to grandchildren Zoe, Abby,
    Kyler, Luke Tanner
  • Has office at UND splits time between ND,
    MN, and Florida
  • More or less been there and done that in
    records management
  • Striving to be a senior RIM resource to our
    profession.
  • 38th ARMA International Conference and 36th as
    a speaker
  • --------------------------------------------------
    --------------------------------------------------

4
Stark reality today
  • The MANAGEMENT OF INFORMATION is changing so
    rapidly that records managers, IT professionals,
    business and government leaders, academics,
    practitioners, researchers, and authors are all
    having difficult times staying current!
  • Business and government use of the World Wide Web
    is expanding exponentially!

5
Leadership is neededmore than ever in history
primarily from
  • Records management professionals
  • IT professionals

6
What is Web 2.0?
  • Is Web 2.0 real or is it a meaningless
    marketing buzzword?
  • Or, is it new conventional wisdom about using and
    managing information?
  • Most leaders in records management and IT are
    struggling to understand Web 2.0
  • Implications for RM and IT are evolving!
  • Lets learn some Web 2.0 fundamentals!

7
Is Web 2.0 a Records ManagementWild Wild West?
  • Some wild-eyed enthusiasts hail it as the
    solution to all information management problems!
  • Some have suggested that Web 2.0 will result in
    the death of records management as a discipline!

8
My senseas a career optimist is that ..
  • .. UNTIL NOW, COMPARATIVELY SPEAKING,
    ESTABLISHING AND MANAGING SUCCESSFUL RECORDS
    MANAGEMENT PROGRAMS HAS BEEN EASY!!!
  • -----------------------------------------

9
But, Im here to tell you that records managers
can leverage Web 2.0 to their
organizationsand their ownbenefits!
  • Use of Web 2-0 must be managed by somebody!
  • IT professionals arent educated and experienced
    to manage Web 2.0 alone!
  • This is another scenario in which RM-IT
    collaboration will be essential!

10
Whats the history of Web 2.0?
  • Term first used in front of a large audience in
    a December 2003 InfoWorld article by Executive
    Editor Eric Knorr.
  • Some say origin was a brainstorming conference
    between Tim OReilly and Dale Dougherty of
    OReilly Media, Inc., and MediaLive International
    people in early 2004.
  • Others suggesting they presented it earlier!
  • Regardless, Web 2.0 is quite new to IM!

11
Definition of Web 2.0
  • Web 2.0 refers to a perceived second generation
    of web development and design, that facilitates
    communication, secure information sharing,
    interoperability, and collaboration on the World
    Wide Web. Web 2.0 concepts have led to the
    development and evolution of web-based
    communities, hosted services, and applications
    such as social-networking sites, video-sharing
    sites, wikis, blogs, and folksonomies.
  • Source
    Wikipedia (May 2009)
  • --------------------------------------------------
    --------------------------------------------------

12
Tim OReilly (OReilly Media) defines Web 2.0
as the business revolution in the computer
industry caused by the move to the Internet as
platform, and an attempt to understand the rules
for success on that new platform.------------
-----------------------------------------------
13
The fundamentals of Web 2.0
  • World Wide Web is the platform
  • Applications/data hosted by third parties
  • Accessibility through web browsers
  • Users run software applications through browsers
  • Tools make it easy to create and use content
  • Examples Google Docs Zoho Write
  • Blogs and wikis enable collaboration
  • Tools allow users to create and use content with
    few rules or restrictions

14
Fundamentals of Web 2.0(continued)
  • Users create, save, and provide their work in
    ways most useful to them
  • Web 2.0 includes web development and design that
    facilitates communication, secure information
    sharing, interoperability, and collaboration
  • Users own data on Web 2.0 sites and have control
    over that data
  • Users can add value to applications as they use
    them

15
Fundamentals of Web 2.0(continued)
  • Web 2.0 sites have rich user-friendly interfaces
  • Enables outsourcing by use of Web services
  • Web 2.0 features easy/rich user experience, user
    participation, dynamic content, metadata, web
    standards, and scalability
  • Web 2.0 concepts have resulted in web-based
    communities, hosted services applications,
    social-networking sites, blogs, and wikis
  • Example free social network sites YouTube,
    Facebook, Twitter, MySpace,Flickr

16
Fundamentals of Web 2.0(continued)
  • Many websites now mimic desktop applicationsword
    processing, spreadsheets, slide-show
    presentations
  • Example WISIWYG applications Writely
  • Web 2.0 implementation increasing in business,
    government, higher education, science, public
    diplomacy, social work, others
  • Sites allow openness, freedom, and use of
    collective intelligence through user
    participation
  • New Web 2.0 knowledge emerging daily!

17
Social networking is irresistible to many people
  • Allows connecting to people who share interests
    and activities
  • Enables interacting in many ways including
    blogging, email, and instant messaging
  • Enable setting up customized personal profile
    with photos and live video
  • Allows ongoing promotion, communication, and
    being friends with other users
  • Issues include privacy, access, potential for
    misuse, and risks for child safety

18
Web 2.0 is irresistible to business end users!
  • Collaboration is readily possibleand easy!
  • Web 2.0 tools are easy to set up!
  • Theyre easy to use!
  • They can be accessed from anywhere!
  • Employees can create or upload documents,
    spreadsheets, wikis, blogs, and other stuff!
  • Others can access, edit, download upload!
  • As results, employees and organizations are
    increasingly implementing the technologies!

19
Web 2.0 is irresistibleto businesses,
departments, and business/operating
units!-------------------------------------------
---------
  • Users can be provisioned in minutes!
  • Financial startup costs are usually low!
  • No calls to IT are usually necessary!

20
Ready or not. Web 2.0, a new generation of
web-based services, is changing the way people
work and the way records and documents are
created, used, and shared. Source Dr.
Bruce Dearstyne,
Information Management Journal,
July/August
2007.
  • Web 2.0 is producing an array of new challenges
    for RIM professionalsincluding how to use these
    tools effectively and how to manage the creation,
    integrity, storage, access, and dissemination of
    such dynamic information.
  • --------------------------------------------------
    ---------------------

21
Vendors are encouraging the Web 2.0 trend .
  • Microsoft and IBM have added wikis and blogging
    capabilities to enterprise applications including
    SharePoint and Lotus Quickr.
  • Google and newer entrants Socialtext, PBwiki, and
    Jive Software are luring corporate users with
    freebie accounts and extremely simple deployment.
  • Organizations can provision users in minutes, pay
    little and never make a call to IT!

22
Many places right now, Web 2.0is like herding
cats!
  • Records managers run a huge risk of being seen as
    irrelevant if they dont provide leadership in
    harnessing Web 2.0!
  • IT professionals need to team with RM and get in
    front of the trend to provide sanctioned options
    enabling RM/IT management oversight!

23
A Scary Scenario .
  • The potential for exposure of sensitive
    information or theft of intellectual property
    runs high, as do concerns about noncompliance
    with corporate or third-party requirements as end
    users scatter sensitive information around the
    Internet!
  • Source Andrew Conry-Murray, Information
    Week, April 21, 2008.
  • --------------------------------------------------
    --------------------------------------------------

24
Impact assessments of Web 2.0 andcollaboration
tools BENEFITS
  • Why use Web 2.0 tools
  • .. They support collaboration across time/space
  • .. They are easily accessible and easy to use
  • .. Many already have comfort level using them
  • .. They are low cost (sometimes even free)
  • .. They require little IT support
  • .. They have very little downtime
  • .. Because they are inexpensive and easy to
    use, there is little risk in trying them
  • Source Jesse Wilkins, Information Management,
    Jan/Feb 2009.

25
Impact assessments of Web 2.0 and collaboration
tools BENEFITS
  • Web 2.0 software-as-a service products have lower
    capital costs, are easy to roll out, and can have
    low maintenance fees
  • Collaboration tools can help employees do their
    jobs and boost their productivity
  • Wikis let employees share best practices
  • Collaboration tools can be more efficient than
    e-mail, provide repositories for information, and
    help workers stay connected and productive

26
Impact assessments of Web 2.0 andcollaboration
tools RISKS
  • Why not use Web 2.0 tools
  • .. Information is more difficult to
    monitor/secure
  • .. Service interrupts outside organizations
    control
  • .. E-discovery is more difficult without physical
    access to storage media
  • .. Lack of systematic control over creating,
    storing, or deleting information
  • .. Loss of connectivity prevents work being done
  • .. Casual nature blurs line between business and
    personal use
  • Source Patrick Cunningham, CRM,
    Information Journal, Jan/Feb 2009.

27
Impact assessments of Web 2.0 and collaboration
tools RISKS
  • Anytime organizational information resides on
    third-party systems, risk of loss increases
  • It is nearly impossible to prevent unauthorized
    use of Web 2.0 products
  • Information losses or breaches may result in
    litigation, fines, and sanctions
  • Failure to produce information stored outside the
    organization during legal discovery can result in
    fines or the loss of cases
  • Bad PR results when info poorly managed

28
The bottom line ..
  • All digital information is vulnerable and will be
    requisitioned in litigationincluding data in
    blogs and wikis and files and documents stored in
    collaborative environments.
  • Records managers and IT colleagues should
    collaborate with legal on policy and discovery
    issuesbefore organization is involved in
    litigation
  • Critically important to develop organization-wide
    policies for the use of Web 2.0 collaborative
    tools and nonenterprise storage of information
    and records in general

29
RM challenges of Web 2.0Getting Board and
managementto listen and agree that
  • They cant just ignore Web 2.0
  • Users will increasingly use Web 2.0 whether they
    like it or not
  • Web 2.0 use has many intangible benefits but
    tangible serious risks
  • Organization-wide policies need to be established
    and implemented

30
RM challenges of Web 2.0
  • There are Board, senior management, records
    management, IT, Legal, and user issues combined
  • Leadership for Web 2.0 policies development and
    implementation should come from RM, IT, and Legal
    collaboration
  • RM basics including survey/inventory, appraisal,
    classification, retention, vital records
    identification and protection, and disposition or
    archiving should be applied as possible

31
RM challenges of Web 2.0
  • RM and IT will need to lead in inventing,
    evolving, and applying new approaches
  • RM and IT will need to collaborate to accept
    responsibilities for being information custodians
  • Access to info must be provided and managed
  • Security of info must be provided and managed
  • Collaboration with Legal will be essential to
    preparedness for discovery and compliance
  • Success or failure will depend on training

32
You cant just look the other way
  • Ignorance may be bliss.initially!
  • But, problems start when some employee does
    something stupidor lawyers start delivering
    discovery requests!

33
The major need for Web 2.0 managementin todays
organizations(after achieving RM/IT leadership
collaboration)
  • ESTABLISHMENT
  • AND IMPLEMENTATION OF
  • ORGANIZATION-WIDE
  • IM WEB 2.0
  • POLICIES
  • ---------------------------------------

34
Is the RIM profession ready for RM 2.0?
  • Records Management 2.0
  • The management profession responsible for
    establishment and implementation of policies,
    concepts, systems, and procedures necessary to
    manage the capture, creation, access,
    distribution, use, storage, security, retrieval,
    and disposition or archiving of entities records
    on all media and all domain/storage/system
    locations through the life cycle of recorded
    information.
  • Dr. Timothy OKeefe and Dr. Mark Langemo, CRM,
    FAI

35
Differences between the definition of RM 2.0
and traditional definitions of RM may seem
minorbut they are important!
  • Establishment of RM/IM policies for
    organization-wide implementation must be a major
    focus of records managers work.
  • New policies, concepts, systems, and procedures
    may need to be invented an used to manage
    information in Web 2.0 environments.
  • Collaboration with IT, Legal, and other RM
    stakeholders will be essential to success.

36
Elements to consider when developingyour RM 2.0
policies for managing information in Web 2.0
environments
  • As a foundation--secure Board, senior management,
    and stakeholder support for your RM and IT
    programs.
  • Using ISO 15489 (the International Records
    Management Standard) as a benchmark, structure
    your RM program based on ARMA resources and your
    industrys best practices.

37
Elements to consider for RM 2.0 policies
  • Place RM program in position of strengthaligned
    with Legal and/or IT and stakeholders.
  • Establish the RM leadershiprecords manager, RM
    staff, records coordinators.
  • Collaborate with IT to form working partnership.
  • Align the RM program with the organizations
    business plan.
  • Use ITs model and align RM program with IT.
  • Survey/inventory organizations existing
    information resources and work with IT to
    determine and plan information needs and systems
    needs of the entity.

38
Elements to consider for RM 2.0 policies
  • You could try a policy to ban Web 2.0 sites and
    tools from the organization, but it wont workat
    least for long!
  • Web 2.0 tools arent going away, people want
    themso only choice is for RM IT to collaborate
    and respond!
  • Establish policies about what kinds of sites are
    approved and which sites and activities are
    forbidden!
  • Put appropriate Web filters and Web proxies in
    place.

39
Elements to consider for RM 2.0 policies
  • Establish policies that will allow but provide
    structure for and sanction employees to create,
    upload, and download documents, spreadsheets,
    wikis, and blogsand allow co-workers to access,
    edit, download, and use content.
  • Provide sanctioned Web 2.0 alternatives that
    combine RM/IT oversight but make users happy.

40
Elements to consider for RM 2.0 policies
  • Consider policies and strategies enabling
    organizational purchase and installation of full
    suites of Web 2.0 sites/tools instead of having
    environments where individual employees or groups
    procure their own.
  • Develop policies to protect against the
    development of dispersed silos of information and
    incompatibility between them.
  • Establish policies to keep confidential
    information behind firewalls.

41
Elements to consider for RM 2.0 policies
  • As end users scatter information around the
    Internet, the potential for exposure of sensitive
    information or theft of intellectual property
    runs high! Establish policies that require use
    of collaboration applications (software) that
    include authentication, access controls, change
    logs, and methods for exporting data into the
    organizations storagewhich will help manage
    risks.

42
Elements to consider for RM 2.0 policies
  • Establish organization-wide policies establishing
    permission levels and access rights.
  • Establish policies and implement applications
    with applications that give RM IT more control
    over content to ensure that organizational
    information gets integrated into backup and
    archiving systems.
  • Some vendors allow company accounts which enable
    more RM/IT control over collaboration and use.

43
Elements to consider for RM 2.0 policies
  • Establish policies and sanctioned Web 2.0
    applications allowing RM/IT control over what
    sites employees will use.
  • Establish policies and implement Web 2.0
    applications that require multiple-factor
    authentications (SecurID code, user name,
    password).
  • Establish audit policies and implement sites and
    applications which log changes to content and be
    scrutinized by RM/IT audits.

44
Elements to consider for RM 2.0 policies
  • Consider policies setting use of applications
    like Microsoft SharePoint, IBM offerings, Lotus
    Connections, Lotus Quickr, BEAs CollabraSuite,
    or EMC Documentums eRoom because of their RM/IT
    management capabilities and extended security
    features.
  • Remember, a challenge is to stay ahead of the
    curve of providing tools for employees so they
    dont feel compelled to find others.

45
Elements to consider for RM 2.0 policies
  • Develop and implement some gentle enforcement
    policies to encourage and accomplish employee use
    of sanctioned Web 2.0 tools.
  • Develop employee reward policies and follow
    through to recognize employees who work with RM
    IT to achieve good organization-wide management
    of records and information resources.

46
Your suggestions for RM 2.0 policies
47
Training will be essential to achieving RM 2.0
and managing use of Web 2.0
  • RM site on network/intranet with RM program
    description, inventories, retention schedules, RM
    procedures, FAQs, and creative resources
  • Online videos on RM IT site(s) with training
    about W 2.0 policies, sanctioned uses,
    technologies, and related topics
  • Periodic live dynamic face-to-face RM IT
    training about Web 2.0 use and management
  • Availability for individual training and coaching

48
In summary .
  • Is the RIM profession ready for RM 2.0?
  • Employees want Web 2.0, so it isnt just a
    trendand it is here to stay!
  • Web 2.0 is making organization-wide RM more
    challenging than ever in history!
  • Records managers cant do it alone!
  • Collaboration with IT is absolutely essential!
  • Learn Web 2.0 and its implications!
  • Collaborate with IT, Legal, and stakeholders to
    implement policies enabling RM 2.0!

49
Thanksto each of youindividually and all of
youcollectivelyfor being agreat audience!
50
RM 2.0 RECORDS MANAGEMENTIN A WEB 2.0
WORLDYOUR QUESTIONS OR REACTIONS?Sacram
ento ARMA LuncheonJune 2, 2010Sacramento,
California--------------------------------------
--------------------------------------------------
-----
51
To Contact Me
Dr. Mark Langemo, CRMProfessor
EmeritusInformation Systems and Business
EducationCollege of Business and Public
AdministrationUniversity of North DakotaGrand
Forks, ND 58202701-777-3514mark_langemo_at_und.nod
ak.edu -------------------------
--------------------------------------------------
----------------
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