20110518-4 ARMA Central Iowa Records Management 2.0
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Transcript of 20110518-4 ARMA Central Iowa Records Management 2.0
Jesse Wilkins, CRMMay 18, 2011
Records Management 2.0
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Web 2.0 considerations Records management 2.0
Agenda
Web 2.0 issues and considerations
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How do you know it’s accurate? You don’t. It isn’t. But it’s self-correcting.
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Security issues
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Connectivity issues
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Privacy issues
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Reliability pt 1: the toolSystem downtime
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Reliability pt 2: the vendorVendor closure
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Vendor lock-inVendor lock-in
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Prohibition is not realistic
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“…fully networked enterprises are not only more likely to be market leaders or to be gaining market share but also use management practices that lead to margins higher than those of companies using the Web in more limited ways…”
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The “Shadow IT department”
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There are too many of them
They change too quickly
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Mobile access
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Change
Commercial vs. enterprise social technologies
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Implementation model Identity management Archival and local storage Integration Auditing and reporting Cost
Commercial vs. enterprise
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Web-based Apps
Implementation model - commercial
www.idsgn.orgcybernetnews.com
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◦Hosted◦Application server◦Appliance
Implementation model - enterprise
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Need separate accounts for most sites Many sites leveraging identity
management◦ Facebook Connect◦ Twitter OAuth
Identity management - commercial
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Integration into identity infrastructure◦Ensure security and confidentiality◦Provide accountability◦Support for groups and
ethical walls◦Access to other
resources inside the organization
Identity management - enterprise
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Doesn’t exist for most sites Available for Facebook since Oct 2010 Some third-party services available
Archiving - commercial
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Support archiving and retrieval of system data
Archiving - enterprise
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Some using FB Connect, Oauth Very little integration into line of business
systems - today
Integration with other systems - commercial
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◦Allow import from other systems◦Allow export to other systems
Integration with other systems - enterprise
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Most commercial services offer very little in the way of analytics and auditing
Some third-party services available, especially for Twitter
Social “listening platforms” and CRM (sCRM)
Auditing and reporting - commercial
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Significant amounts of information available for reporting◦Who has done what◦What has been done to a
particular article/item/etc.◦Any changes made to the
system, security, etc.
Auditing and report - enterprise
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But…
Cost - commercial
www.chaosaddons.com
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NOT FREE. Still cheaper than many other enterprise
solutions Often available via subscription model Freemium
Cost - enterprise
Records management 2.0
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Is the information unique and not available anywhere else?
Does it contain evidence of an agency’s policies, business, mission, etc.?
Is the tool being used in relation to an agency’s work?
Is there a business need for the information?
Does it document a transaction or decision?
Is it a record?
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Commercial services will honor subpoenas
Many will honor requests from law enforcement and government agencies
May be limited in how much data they retain after an account is deleted
Type of production will vary by provider
Discovery and production
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Address in policies
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Our Twitter policy: Be professional, kind, discreet, authentic. Represent us well. Remember that you can’t control it once you hit “update.”
Policy 2.0 – in 140 characters
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Provide guidance
Whether the tool & account is official or unofficial (add screenshot)
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Whether the account is monitored for actionable content (screenshot)
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Blog post◦ Comments?◦ Updates?
Individual Tweet◦ Links and shortened URLS?
Wiki article◦ The article?◦ Its changes over time?
It depends….
What’s the record?
Prepare for discovery
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Check the service level agreement
40Take a snapshot of record content
41Archive entire stream locally
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Archive selected items locally◦Use search queries and monitoring
Records management in brief
Store selected items locally using search queries or RSS
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Use the native backup to store locally
Store locally using built-in tools
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Use a third-party service to store locally
Store locally using third-party service
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Store locally using API
Store locally using APIs
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Use Word or Notepad to draft content updates and save *that* as a record
Draft content locally
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Implement enterprise versions
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Implement a compliance solution
• And many others
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Questions?
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Web 2.0 is here Prohibition is not a realistic option Web 2.0 tools can add significant value to
the organization Lead your organization to use them
effectively
Conclusion
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Jesse Wilkins, CRM, CDIA+Director, Systems of EngagementAIIM International
+1 (303) 574-0749 [email protected]
http://www.twitter.com/jessewilkins
http://www.linkedin.com/in/jessewilkins
http://www.facebook.com/jessewilkins
http://www.slideshare.net/jessewilkins
For more information
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“How Federal Agencies Can Effectively Manage Records Created Using New Social Media Tools”, Patricia Franks, Ph.D., IBM Center for The Business of Government, 2010
Guideline for Outsourcing Records Storage to the Cloud, ARMA International, 2010
Additional resources
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“Managing Social Media Records”, U.S. Department of Energy, September 2010◦ http://cio.energy.gov/documents/Social_Media_R
ecords_and_You_v2_JD.pdf “Best Practices Study of Social Media
Records Policies”, ACT-IAC, April 2011◦ http://www.actgov.org/knowledgebank/whitepap
ers/Documents/Shared%20Interest%20Groups/Collaboration%20and%20Transformation%20SIG/Best%20Practices%20of%20Social%20Media%20Records%20Policies%20-%20CT%20SIG%20-%2003-31-11%20(3).pdf
Additional resources
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NARA Bulletin 2011-02, “Guidance on Managing Records in Web 2.0/Social Media Platforms”, October 2010◦ http://www.archives.gov/records-mgmt/bulletins
/2011/2011-02.html “A Report on Federal Web 2.0 Use and
Value”, National Archives and Records Administration, 2010◦ http://www.archives.gov/records-mgmt/resource
s/web2.0-use.pdf
Additional resources
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Florida Social Media Toolkit◦http://sites.google.com/site/flsocmed/
“Friends, Followers, and Feeds: A National Survey of Social Media Use in Government”, NASCIO, September 2010◦http://www.nascio.org/publications/documen
ts/NASCIO-SocialMedia.pdf Texas Dept of Information Resources Social
Media Policy◦http://www.texas.gov/en/about/Pages/social-
media-policy.aspx
Additional resources
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Compliance Building Social Media Policies Database◦ http://www.compliancebuilding.com/about/publica
tions/social-media-policies/ 57 Social Media Policy Examples and
Resources◦ http://www.socialmediatoday.com/davefleet/1517
61/57-social-media-policy-examples-and-resources
Web 2.0 Governance Policies and Best Practices◦ http://govsocmed.pbworks.com/w/page/15060450
/Web-2-0-Governance-Policies-and-Best-Practices
Additional resources
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Social Media Governance policy database◦ http://socialmediagovernance.com/policies.php
“Analysis of Social Media Policies: Lessons and Best Practices”, Chris Boudreaux, December 2009◦ http://socialmediagovernance.com
Additional resources