RM 2.0: RECORDS MANAGEMENT IN A WEB 2.0 WORLD Sacramento Chapter of ARMA Sacramento, California...

RM 2.0: RM 2.0: RECORDS MANAGEMENTRECORDS MANAGEMENT

IN A WEB 2.0 WORLD IN A WEB 2.0 WORLD

Sacramento Chapter of ARMASacramento Chapter of ARMASacramento, CaliforniaSacramento, California

June 2, 2010June 2, 2010

Dr. Mark Langemo, CRM, FAIDr. Mark Langemo, CRM, FAIProfessor EmeritusProfessor EmeritusInformation Systems and Business EducationInformation Systems and Business EducationCollege of Business and Public AdministrationCollege of Business and Public AdministrationUniversity of North DakotaUniversity of North Dakota

Welcome to Sacramento ARMA Welcome to Sacramento ARMA and to today’s luncheon!and to today’s luncheon!

We are pleased that YOU are here with us!We are pleased that YOU are here with us!--------------------------------------------------------------------------------------------------------------------------------------------

Who Am I ?Who Am I ?

Dr. Mark Langemo, CRM, FAIDr. Mark Langemo, CRM, FAI

… “… “RM Guy!”RM Guy!”… … ““Experienced Veteran” Experienced Veteran” (43 years in records management and IM) (43 years in records management and IM) … … Professor Emeritus at UND (retired in 1999 after 27 years)Professor Emeritus at UND (retired in 1999 after 27 years)… … Over 600 RIM consultations, seminars, executive briefingsOver 600 RIM consultations, seminars, executive briefings… … Author or co-author of RIM books and other publicationsAuthor or co-author of RIM books and other publications… … Treasures time with wife Diane, 3 sons & 3 daughters-in-lawTreasures time with wife Diane, 3 sons & 3 daughters-in-law… “… “Grandpa Mark” to grandchildren Zoe, Abby, Kyler, Luke & TannerGrandpa Mark” to grandchildren Zoe, Abby, Kyler, Luke & Tanner… … Has office at UND & splits time between ND, MN, and FloridaHas office at UND & splits time between ND, MN, and Florida… … More or less “been there and done that” in records managementMore or less “been there and done that” in records management… … Striving to be a “senior RIM resource” to our profession.Striving to be a “senior RIM resource” to our profession.… … 3838thth ARMA International Conference and 36 ARMA International Conference and 36thth as a speaker as a speaker--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Stark reality today ……………Stark reality today ……………

The The MANAGEMENT OF INFORMATIONMANAGEMENT OF INFORMATION is changing so rapidly that records is changing so rapidly that records managers, IT professionals, business managers, IT professionals, business and government leaders, academics, and government leaders, academics, practitioners, researchers, and authors practitioners, researchers, and authors are all having difficult times staying are all having difficult times staying current!current!

Business and government use of the Business and government use of the World Wide Web is expanding World Wide Web is expanding exponentially!exponentially!

Leadership is needed—Leadership is needed—more than ever in history– more than ever in history–

primarily from:primarily from:

Records Records management management professionalsprofessionals

IT professionalsIT professionals

What is “Web 2.0?What is “Web 2.0?

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

Is Web 2.0 a Is Web 2.0 a Records ManagementRecords Management

“Wild Wild West?”“Wild Wild West?”

Some wild-eyed enthusiasts Some wild-eyed enthusiasts hail it as the solution to all hail it as the solution to all information management information management problems!problems!Some have suggested that Some have suggested that Web 2.0 will result in the Web 2.0 will result in the death of records management death of records management as a discipline!as a discipline!

My sense—as a “career optimist”My sense—as a “career optimist” is that ….. is that …..

…….. UNTIL NOW, COMPARATIVELY .. UNTIL NOW, COMPARATIVELY SPEAKING, ESTABLISHING AND SPEAKING, ESTABLISHING AND

MANAGING SUCCESSFUL RECORDS MANAGING SUCCESSFUL RECORDS MANAGEMENT PROGRAMS HAS BEEN MANAGEMENT PROGRAMS HAS BEEN

EASY!!!EASY!!!----------------------------------------------------------------------------------

But, I’m here to tell you that But, I’m here to tell you that “records managers “records managers

can leverage Web 2.0 can leverage Web 2.0 to their organizations’to their organizations’

—and their own—benefits!”—and their own—benefits!”

Use of Web 2-0 must be managed – by Use of Web 2-0 must be managed – by somebody!somebody!IT professionals aren’t educated and IT professionals aren’t educated and experienced to manage Web 2.0 alone!experienced to manage Web 2.0 alone!This is another scenario in which RM-IT This is another scenario in which RM-IT collaboration will be essential!collaboration will be essential!

What’s the history What’s the history of “Web 2.0?”of “Web 2.0?”

Term first used in front of a large audience Term first used in front of a large audience in a December 2003 in a December 2003 InfoWorldInfoWorld article by article by Executive Editor Eric Knorr.Executive Editor Eric Knorr.Some say origin was a brainstorming Some say origin was a brainstorming conference between Tim O’Reilly and Dale conference between Tim O’Reilly and Dale Dougherty of O’Reilly Media, Inc., and Dougherty of O’Reilly Media, Inc., and MediaLive International people in early 2004.MediaLive International people in early 2004.Others suggesting they presented it earlier!Others suggesting they presented it earlier!Regardless, “Web 2.0” is quite new to IM!Regardless, “Web 2.0” is quite new to IM!

Definition of “Web 2.0”Definition of “Web 2.0”

““Web 2.0” refers to a perceived second Web 2.0” refers to a perceived second generation of web development and design, generation of web development and design, that facilitates communication, secure that facilitates communication, secure information sharing, interoperability, and information sharing, interoperability, and collaboration on the World Wide Web. Web collaboration on the World Wide Web. Web 2.0 concepts have led to the development 2.0 concepts have led to the development and evolution of web-based communities, and evolution of web-based communities, hosted services, and applications; such as hosted services, and applications; such as social-networking sites, video-sharing sites, social-networking sites, video-sharing sites, wikis, blogs, and folksonomies.”wikis, blogs, and folksonomies.”

Source: Wikipedia (May 2009)Source: Wikipedia (May 2009)------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

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Tim O’Reilly (O’Reilly Media) Tim O’Reilly (O’Reilly Media) defines “Web 2.0” asdefines “Web 2.0” as

… the business revolution in the … the business revolution in the computer industry caused by the move computer industry caused by the move

to the Internet as platform, and an to the Internet as platform, and an attempt to understand the rules for attempt to understand the rules for

success on that new platform.success on that new platform.

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The fundamentals of Web 2.0The fundamentals of Web 2.0

World Wide Web is the platformWorld Wide Web is the platformApplications/data hosted by third partiesApplications/data hosted by third partiesAccessibility through web browsersAccessibility through web browsersUsers run software applications through Users run software applications through browsersbrowsersTools make it easy to create and use contentTools make it easy to create and use contentExamples: “Google Docs” & “Zoho Write” Examples: “Google Docs” & “Zoho Write” Blogs and wikis enable collaborationBlogs and wikis enable collaborationTools allow users to create and use content Tools allow users to create and use content with few rules or restrictionswith few rules or restrictions

Fundamentals of Web 2.0Fundamentals of Web 2.0(continued)(continued)

Users create, save, and provide their work Users create, save, and provide their work in ways most useful to themin ways most useful to themWeb 2.0 includes web development and Web 2.0 includes web development and design that facilitates communication, design that facilitates communication, secure information sharing, interoperability, secure information sharing, interoperability, and collaborationand collaborationUsers own data on Web 2.0 sites and have Users own data on Web 2.0 sites and have control over that datacontrol over that dataUsers can add value to applications as they Users can add value to applications as they use themuse them


Web 2.0 sites have rich user-friendly interfacesWeb 2.0 sites have rich user-friendly interfacesEnables outsourcing by use of Web servicesEnables outsourcing by use of Web servicesWeb 2.0 features easy/rich user experience, Web 2.0 features easy/rich user experience, user participation, dynamic content, metadata, user participation, dynamic content, metadata, web standards, and scalabilityweb standards, and scalabilityWeb 2.0 concepts have resulted in web-based Web 2.0 concepts have resulted in web-based communities, hosted services & applications, communities, hosted services & applications, social-networking sites, blogs, and wikissocial-networking sites, blogs, and wikisExample free social network sites: YouTube, Example free social network sites: YouTube, Facebook, Twitter, MySpace,FlickrFacebook, Twitter, MySpace,Flickr


Many websites now mimic desktop applicationsMany websites now mimic desktop applications—word processing, spreadsheets, slide-show —word processing, spreadsheets, slide-show presentationspresentationsExample WISIWYG applications: “Writely”Example WISIWYG applications: “Writely”Web 2.0 implementation increasing in business, Web 2.0 implementation increasing in business, government, higher education, science, public government, higher education, science, public diplomacy, social work, othersdiplomacy, social work, othersSites allow openness, freedom, and use of Sites allow openness, freedom, and use of collective intelligence through user participationcollective intelligence through user participationNew Web 2.0 knowledge emerging daily!New Web 2.0 knowledge emerging daily!

Social networking is Social networking is irresistibleirresistible to many people to many people

Allows connecting to people who share Allows connecting to people who share interests and activitiesinterests and activitiesEnables interacting in many ways including Enables interacting in many ways including blogging, email, and instant messagingblogging, email, and instant messagingEnable setting up customized personal Enable setting up customized personal “profile” with photos and live video“profile” with photos and live videoAllows ongoing promotion, communication, Allows ongoing promotion, communication, and being “friends” with other usersand being “friends” with other usersIssues include privacy, access, potential for Issues include privacy, access, potential for misuse, and risks for child safetymisuse, and risks for child safety

““Web 2.0” is Web 2.0” is irresistibleirresistible to business end users!to business end users!

Collaboration is readily possible…and easy!Collaboration is readily possible…and easy!Web 2.0 tools are easy to set up!Web 2.0 tools are easy to set up!They’re easy to use!They’re easy to use!They can be accessed from anywhere!They can be accessed from anywhere!Employees can create or upload documents, Employees can create or upload documents, spreadsheets, wikis, blogs, and other stuff!spreadsheets, wikis, blogs, and other stuff!Others can access, edit, download & upload!Others can access, edit, download & upload!As results, employees and organizations are As results, employees and organizations are increasingly implementing the technologies!increasingly implementing the technologies!

““Web 2.0” is Web 2.0” is irresistibleirresistibleto businesses, departments, to businesses, departments,

and business/operating units!and business/operating units!--------------------------------------------------------------------------------------------------------

Users can be provisioned in minutes!Users can be provisioned in minutes!Financial startup costs are usually low!Financial startup costs are usually low!No calls to IT are usually necessary!No calls to IT are usually necessary!

““Web 2.0 is producing an array of new challenges Web 2.0 is producing an array of new challenges for RIM professionals—including how to use for RIM professionals—including how to use these tools effectively and how to manage the these tools effectively and how to manage the creation, integrity, storage, access, and creation, integrity, storage, access, and dissemination of such dynamic information.”dissemination of such dynamic information.”

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Ready or not….Ready or not….… … Web 2.0, a new generation of Web 2.0, a new generation of web-based services, is changing the web-based services, is changing the way people work and the way records way people work and the way records and documents are created, used, and documents are created, used, and shared. and shared. Source: Dr. Bruce Dearstyne,Source: Dr. Bruce Dearstyne, Information Management Journal, Information Management Journal, July/August 2007. July/August 2007.

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

Many places right now, Many places right now, Web 2.0Web 2.0

is like “herding cats!”is like “herding cats!”

Records managers run a huge risk of Records managers run a huge risk of being seen as irrelevant if they don’t being seen as irrelevant if they don’t provide leadership in harnessing Web 2.0!provide leadership in harnessing Web 2.0!IT professionals need to team with RM IT professionals need to team with RM and get in front of the trend to provide and get in front of the trend to provide sanctioned options enabling RM/IT sanctioned options enabling RM/IT management oversight!management oversight!

A Scary Scenario …….A Scary Scenario …….

““The potential for exposure of sensitive The potential for exposure of sensitive information or theft of intellectual property information or theft of intellectual property runs high, as do concerns about runs high, as do concerns about noncompliance with corporate or third-party noncompliance with corporate or third-party requirements as end users scatter sensitive requirements as end users scatter sensitive information around the Internet!”information around the Internet!”

Source: Andrew Conry-Murray, Information Week, April 21, 2008.Source: Andrew Conry-Murray, Information Week, April 21, 2008.--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Impact assessments of Web 2.0 andImpact assessments of Web 2.0 andcollaboration tools: collaboration tools: BENEFITSBENEFITS

Why use Web 2.0 tools:Why use Web 2.0 tools:

.. They support collaboration across time/space.. They support collaboration across time/space

.. .. They are easily accessible and easy to useThey are easily accessible and easy to use

.. Many already have comfort level using them.. Many already have comfort level using them

.. .. They are low cost (sometimes even free)They are low cost (sometimes even free)

.. They require little IT support.. They require little IT support

.. .. They have very little “downtime”They have very little “downtime”

.. Because they are inexpensive and easy to .. Because they are inexpensive and easy to use, there is little risk in trying themuse, there is little risk in trying them

Source: Jesse Wilkins, Information Management, Jan/Feb 2009.Source: Jesse Wilkins, Information Management, Jan/Feb 2009.

Impact assessments of Web 2.0 and Impact assessments of Web 2.0 and collaboration tools: collaboration tools: BENEFITSBENEFITS

Web 2.0 software-as-a service products Web 2.0 software-as-a service products have lower capital costs, are easy to roll out, have lower capital costs, are easy to roll out, and can have low maintenance feesand can have low maintenance feesCollaboration tools can help employees do Collaboration tools can help employees do their jobs and boost their productivitytheir jobs and boost their productivityWikis let employees share best practicesWikis let employees share best practicesCollaboration tools can be more efficient Collaboration tools can be more efficient than e-mail, provide repositories for than e-mail, provide repositories for information, and help workers stay information, and help workers stay connected and productiveconnected and productive

Impact assessments of Web 2.0 andImpact assessments of Web 2.0 andcollaboration tools: collaboration tools: RISKSRISKS

Why not use Web 2.0 tools:Why not use Web 2.0 tools:.... Information is more difficult to monitor/secure Information is more difficult to monitor/secure.... Service interrupts outside organization’s controlService interrupts outside organization’s control.... E-discovery is more difficult without physical E-discovery is more difficult without physical

access to storage mediaaccess to storage media.... Lack ofLack of systematic control over creating, systematic control over creating,

storing, or deleting informationstoring, or deleting information.... Loss of connectivity prevents work being done Loss of connectivity prevents work being done.... Casual nature blurs line between business and Casual nature blurs line between business and

personal usepersonal use Source: Patrick Cunningham, CRM, Information Journal, Jan/Feb 2009.Source: Patrick Cunningham, CRM, Information Journal, Jan/Feb 2009.

Impact assessments of Web 2.0 and Impact assessments of Web 2.0 and collaboration tools: collaboration tools: RISKSRISKS

Anytime organizational information resides on Anytime organizational information resides on third-party systems, risk of loss increasesthird-party systems, risk of loss increasesIt is nearly impossible to prevent unauthorized It is nearly impossible to prevent unauthorized use of Web 2.0 productsuse of Web 2.0 productsInformation losses or breaches may result in Information losses or breaches may result in litigation, fines, and sanctionslitigation, fines, and sanctionsFailure to produce information stored outside the Failure to produce information stored outside the organization during legal discovery can result in organization during legal discovery can result in fines or the loss of casesfines or the loss of casesBad “PR” results when info poorly managedBad “PR” results when info poorly managed

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

RM challenges of Web 2.0RM challenges of Web 2.0

Getting Board and managementGetting Board and managementto listen and agree that:to listen and agree that:

They can’t just ignore Web 2.0They can’t just ignore Web 2.0Users will increasingly use Web 2.0 whether Users will increasingly use Web 2.0 whether they like it or notthey like it or notWeb 2.0 use has many intangible benefits… Web 2.0 use has many intangible benefits… but tangible serious risksbut tangible serious risksOrganization-wide policies need to be Organization-wide policies need to be established and implementedestablished and implemented


There are Board, senior management, records There are Board, senior management, records management, IT, Legal, and user issues management, IT, Legal, and user issues combinedcombinedLeadership for Web 2.0 policies development Leadership for Web 2.0 policies development and implementation should come from RM, IT, and implementation should come from RM, IT, and Legal collaborationand Legal collaborationRM basics including survey/inventory, RM basics including survey/inventory, appraisal, classification, retention, vital appraisal, classification, retention, vital records identification and protection, and records identification and protection, and disposition or archiving should be applied as disposition or archiving should be applied as possiblepossible


RM and IT will need to lead in inventing, RM and IT will need to lead in inventing, evolving, and applying new approachesevolving, and applying new approachesRM and IT will need to collaborate to accept RM and IT will need to collaborate to accept responsibilities for being information custodiansresponsibilities for being information custodiansAccess to info must be provided and managedAccess to info must be provided and managedSecurity of info must be provided and managedSecurity of info must be provided and managedCollaboration with Legal will be essential to Collaboration with Legal will be essential to preparedness for discovery and compliancepreparedness for discovery and complianceSuccess or failure will depend on trainingSuccess or failure will depend on training

You can’t just You can’t just “look the other way”…“look the other way”…

““Ignorance may be bliss”….initially!Ignorance may be bliss”….initially!

But, problems start when some employee But, problems start when some employee

does something does something stupidstupid—or —or lawyers lawyers start delivering discovery requests!start delivering discovery requests!

The major need for The major need for Web 2.0 managementWeb 2.0 management

in today’s organizationsin today’s organizations(after achieving RM/IT leadership collaboration)(after achieving RM/IT leadership collaboration)

ESTABLISHMENT ESTABLISHMENT AND IMPLEMENTATION OF AND IMPLEMENTATION OF

ORGANIZATION-WIDE ORGANIZATION-WIDE IM & WEB 2.0 IM & WEB 2.0

POLICIESPOLICIES------------------------------------------------------------------------------

Is the RIM profession Is the RIM profession ready for ready for “RM 2.0?”“RM 2.0?”

Records Management 2.0Records Management 2.0

The management profession responsible for The management profession responsible for establishment and implementation of policies, establishment and implementation of policies,

concepts, systems, and procedures necessary to concepts, systems, and procedures necessary to manage the capture, creation, access, distribution, manage the capture, creation, access, distribution, use, storage, security, retrieval, and disposition or use, storage, security, retrieval, and disposition or archiving of entities’ records on all media and all archiving of entities’ records on all media and all domain/storage/system locations through the life domain/storage/system locations through the life

cycle of recorded information.cycle of recorded information.Dr. Timothy O’Keefe and Dr. Mark Langemo, CRM, FAIDr. Timothy O’Keefe and Dr. Mark Langemo, CRM, FAI

Differences between the definition of Differences between the definition of “RM 2.0” and traditional definitions of “RM 2.0” and traditional definitions of

RM may seem minor—RM may seem minor—but they are important!but they are important!

Establishment of Establishment of RM/IM policiesRM/IM policies for for organization-wide implementation must be a organization-wide implementation must be a major focus of records managers’ work.major focus of records managers’ work.New policies, concepts, systems, and New policies, concepts, systems, and procedures may need to be invented an used to procedures may need to be invented an used to manage information in Web 2.0 environments.manage information in Web 2.0 environments.Collaboration with IT, Legal, and other RM Collaboration with IT, Legal, and other RM stakeholders will be essential to success.stakeholders will be essential to success.

Elements to consider Elements to consider when developingwhen developing

your RM 2.0 policies your RM 2.0 policies for managing informationfor managing information in Web 2.0 environments in Web 2.0 environments

As a foundation--secure Board, senior As a foundation--secure Board, senior management, and stakeholder support for management, and stakeholder support for your RM and IT programs.your RM and IT programs.Using ISO 15489 (the International Records Using ISO 15489 (the International Records Management Standard) as a benchmark, Management Standard) as a benchmark, structure your RM program based on ARMA structure your RM program based on ARMA resources and your industry’s best practices.resources and your industry’s best practices.

Elements to consider for RM 2.0 policiesElements to consider for RM 2.0 policies

Place RM program in position of strength—aligned Place RM program in position of strength—aligned with Legal and/or IT and stakeholders.with Legal and/or IT and stakeholders.Establish the RM leadership—records manager, Establish the RM leadership—records manager, RM staff, records coordinators.RM staff, records coordinators.Collaborate with IT to form working partnership.Collaborate with IT to form working partnership.Align the RM program with the organization’s Align the RM program with the organization’s business plan.business plan.Use IT’s model and align RM program with IT.Use IT’s model and align RM program with IT.Survey/inventory organization’s existing information Survey/inventory organization’s existing information resources and work with IT to determine and plan resources and work with IT to determine and plan information needs and systems needs of the entity.information needs and systems needs of the entity.

Elements to consider for RM 2.0 policiesElements to consider for RM 2.0 policiesYou could try a policy to ban Web 2.0 sites You could try a policy to ban Web 2.0 sites and tools from the organization, and tools from the organization, but itbut it won’t work—at least for long!won’t work—at least for long!Web 2.0 tools aren’t going away, people Web 2.0 tools aren’t going away, people want them—so only choice is for RM & IT want them—so only choice is for RM & IT to collaborate and respond!to collaborate and respond!Establish policies about what kinds of sites Establish policies about what kinds of sites are approved and which sites and are approved and which sites and activities are forbidden!activities are forbidden!Put appropriate Web filters and Web Put appropriate Web filters and Web proxies in place.proxies in place.

Elements to consider Elements to consider for RM 2.0 policiesfor RM 2.0 policies

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

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


As end users scatter information around the As end users scatter information around the Internet, the potential for exposure of Internet, the potential for exposure of sensitive information or theft of intellectual sensitive information or theft of intellectual property runs high! property runs high! Establish policies that Establish policies that require use of collaboration applications require use of collaboration applications (software) that include authentication, access (software) that include authentication, access controls, change logs, and methods for controls, change logs, and methods for exporting data into the organization’sexporting data into the organization’s storagestorage—which will help manage risks.—which will help manage risks.

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

Elements to consider for RM 2.0 policiesElements to consider for RM 2.0 policies

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


Consider policies setting use of applications Consider policies setting use of applications like like Microsoft SharePoint, IBM offerings,Microsoft SharePoint, IBM offerings, Lotus Connections, Lotus Quickr, BEA’sLotus Connections, Lotus Quickr, BEA’s CollabraSuite, or EMC Documentum’sCollabraSuite, or EMC Documentum’s eRoomeRoom because of their RM/IT management because of their RM/IT management capabilities and extended security features.capabilities and extended security features.

Remember, a challenge is to stay ahead of Remember, a challenge is to stay ahead of the curve of providing tools for employees so the curve of providing tools for employees so they don’t feel compelled to find others.they don’t feel compelled to find others.

Elements to consider for RM 2.0 policiesElements to consider for RM 2.0 policiesDevelop and implement some gentle enforcement Develop and implement some gentle enforcement policies to encourage and accomplish employee use policies to encourage and accomplish employee use of sanctioned Web 2.0 tools.of sanctioned Web 2.0 tools.

Develop employee reward policies and follow Develop employee reward policies and follow through to recognize employees who work with RM through to recognize employees who work with RM & IT to achieve good organization-wide & IT to achieve good organization-wide management of records and information resources.management of records and information resources.

Your suggestions for RM 2.0 policiesYour suggestions for RM 2.0 policies

Training will be essentialTraining will be essential to achieving “RM 2.0” to achieving “RM 2.0”

and managing use of Web 2.0and managing use of Web 2.0RM site on network/intranetRM site on network/intranet with RM program with RM program description, inventories, retention schedules, description, inventories, retention schedules, RM procedures, FAQs, and creative resources RM procedures, FAQs, and creative resources Online videos on RM & IT site(s) with training Online videos on RM & IT site(s) with training about W 2.0 policies, sanctioned uses, about W 2.0 policies, sanctioned uses, technologies, and related topicstechnologies, and related topicsPeriodic live dynamic face-to-face RM & IT Periodic live dynamic face-to-face RM & IT training about Web 2.0 use and managementtraining about Web 2.0 use and managementAvailability for individual training and coachingAvailability for individual training and coaching

In summary ….In summary ….Is the RIM profession ready for “RM 2.0?”Is the RIM profession ready for “RM 2.0?”Employees want Web 2.0, so it isn’t just a Employees want Web 2.0, so it isn’t just a trend—and it is here to stay!trend—and it is here to stay!Web 2.0 is making organization-wide RM Web 2.0 is making organization-wide RM more challenging than ever in history!more challenging than ever in history!Records managers can’t do it alone!Records managers can’t do it alone!Collaboration with IT is absolutely essential!Collaboration with IT is absolutely essential!Learn Web 2.0 and its implications!Learn Web 2.0 and its implications!Collaborate with IT, Legal, and stakeholders Collaborate with IT, Legal, and stakeholders to implement policies enabling “RM 2.0!”to implement policies enabling “RM 2.0!”

““Thanks”Thanks”to each of youto each of youindividually individually

and all of youand all of youcollectivelycollectivelyfor being afor being a

great audience!great audience!

RM 2.0: RECORDS MANAGEMENTRM 2.0: RECORDS MANAGEMENTIN A WEB 2.0 WORLDIN A WEB 2.0 WORLD

YOUR QUESTIONS OR REACTIONS?YOUR QUESTIONS OR REACTIONS?

Sacramento ARMA LuncheonSacramento ARMA LuncheonJune 2, 2010June 2, 2010

Sacramento, CaliforniaSacramento, California

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To Contact Me:To Contact Me:

Dr. Mark Langemo, CRMDr. Mark Langemo, CRMProfessor EmeritusProfessor Emeritus

Information Systems and Business EducationInformation Systems and Business EducationCollege of Business and Public AdministrationCollege of Business and Public Administration

University of North DakotaUniversity of North DakotaGrand Forks, ND 58202Grand Forks, ND 58202

[email protected]

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mailto:[email protected]

RM 2.0: RECORDS MANAGEMENT IN A WEB 2.0 WORLD Sacramento Chapter of ARMA Sacramento, California...

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