Catalysts for innovation in RIM: New technologies vs changing users

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Shana Cameron
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1 Catalysts for innovation in RIM: New technologies vs changing users By: Dr. Pauline Joseph, Lecturer

2 Key messages Catalysts for innovation for RM principles & practices shifted Recordkeeping responsibilities Implications? from qualified RIMs to non-rim savvy Knowledge Workers

3 Catalysts for innovation? Technology User Expectation Organisational Expectations

4 Technological changes 31% of the enterprises surveyed indicated they regularly use social media tools and social networking sites 52% planned to increase their budgets for social media tools and collaboration software in 2010

social networking sites 52% planned to increase their

5 User expectations. 24 / 7 / 365

6 Organisational expectations Standards & Legislation Accountability Transparency "It's about choice. We're trying Electronic to break Transactions down Act barriers within companies - if we Freedom can break of Information down those Act barriers and Privacy give Act people the freedom of how to CM6 E-discovery work, where to work and when Health to Insurance work, it will Portability absolutely & Accountability empower Act them to deliver Sarbanes the utmost Oxley Act that they can." Activity-based working

those Act barriers and Privacy give Act people the freedom of how to CM6 E-discovery work, where to work and when Health to

7 Catalysts for innovation? Technology User Expectation Organisational Expectations Adoption of SP2010: SharePoint % of employees sized firms: Already implemented SP 30% of employees sized firms: No intention to implement SP 13% are first-time SP2010 users 27% performed an upgrade from MOSS > SP % plan to integrate SP w/ their existing or new ECM 4% throw away existing ECMs to replace them with SP2010

employees sized firms: Already implemented SP 30% of 10-500 employees sized firms: No intention to implement

8 Delivering ECM for Everyone

9 SharePoint Sites

11 Key New & Improved ECM Features In-place Records (respecting the Records Continuum) * Hierarchical Taxonomy & BCS * Unique Document IDs * Multi-stage Retention & Disposal * Document Sets * Every object can be treated as a Record (Documents, Lists, Calendars, Wikis, Blogs) Offline Content Management Content Organizer rules engine Enterprise Search Engine understands Taxonomy

Document Sets * Every object can be treated as a Record (Documents, Lists, Calendars, Wikis,

12 ICA ERMS Standard 88% Compliance 3 key gaps: physical records management easy capture security classifications

13 * Archiving provided by Exchange SharePoint ECM Foundational ECM

14 * Archiving provided by Exchange SharePoint ECM Foundational ECM Supplemental ECM Embrace and Extend Workloads with Partners

15 What do these catalysts signal? Blurring definitional boundaries of information & records Paradigm shifts in recordkeeping responsibilities from RIMs to knowledge workers The need for RIMs to know more about SP2010 and get involved in its implementation The need to simplify RM principles and practices

in recordkeeping responsibilities from RIMs to knowledge workers The need

16 Documents Records Quality records Working drafts Data centric records Ect. Audio Video / DVD CD ROM Etc. Blogs, Wikis Tweets Face Book Flickr Etc. Line of Bus Apps INFORMATION

17 Simplify RM Principles Classification Metadata Retention & Disposal Information Security

18 - not intuitive - lack understanding - no training User friendly 1. Simplify 2. User friendly 3. Training Auto classification Metadata & Classification Tag clouds Folksonomies 1. Heuristic tech. 2. Workflow & rules based templates Semantic search engines

Training Auto classification Metadata & Classification Tag

19 Linked to classification Users assign R&D??? Retention & Disposal Periods Aggregate 5, 10, 15, 20 Flag as business risk

20 User Grps Caveats C Levels Information Security? Leave it open & restrict limited content

21 Summary Catalysts for innovation to non-rim savvy Knowledge Workers Simplify RM principles & practices Technology from qualified RIMs Classification Schemes RIMs to understand SP2010 User expectations Shifted recordkeeping responsibilities Metadata Is ISO fit-for-purpose? Organisational expectations SP 2010 a catalyst & solution Retention & Disposal Information Security

22 Bibliography: Angler, M. W. (2011, 27 July). AIIM study: SharePoint 2010 adoption for ECM. Retrieved from Bailey, S., & Vidyarthi, J. (2010). Human-computer interaction: The missing piece of the records management puzzle? Records Management Journal, 20(3), Bell, T., Shegda, K. M., Gilbert, M. K., & Chin, K. (2010). Magic quadrant for enterprise content management. Retrieved 28 June, 2011, from Brooks, P., Hestnes, B., & Teolys, F. (2010). User measures of quality of experience: Why being objective and quantitative is important Network, IEEE 24(2), Retrieved from Deng, L., Turner, D. E., Gehling, R., & Prince, B. (2010). User experience, satisfaction, and continual usage intention of IT. European Journal of Information Systems, 19, Retrieved from doi: /ejis.2009 Diamond, M., & Foskett, S. (2008). Does records management (and do records managers) matter? Infonomics, March/April. Retrieved from Donkin, R. (2011). Activity-based work the new must have, The West Australian. Retrieved from /wa/ /activity-based-work-the-new-must-have/ Healy, S. (2010). ISO records management: Its development and significance. Records Management Journal, 20(1), International Council on Archives (ICA). (2008). Principles and functional requirements for records in electronic office environments module 2: Guidelines and functional requirements for electronic records management systems Retrieved 20 November, 2008, from International Organisation for Standardisation. (2002). ISO : Information and documentation - records management - Part 1 - general. Geneva: International Organisation for Standardisation. Joseph, P. (2009). Barriers to information seeking in EDRMS: An empirical study - Part 1. Informaa Quarterly, 24(4), Joseph, P. (2010a). Barriers to information seeking in EDRMS: An empirical study - Part 2. Informaa Quarterly, 25(1), Serewicz, L. W. (2010). Do we need bigger buckets or better search engines? The challenge of unlimited storage and semantic web search for records management. Records Management Journal, 20(2), The digital city delivers in paperless push. (2011). Image and Data Management Journal, May/June. Retrieved from digital-city-delivers-paperless-push Yeo, G. (2011). Rising to the level of a record? Some thoughts on records and documents. Records Management Journal, 21(1), Warland, A. (2011). What records managers need to know about SharePoint Informaa Quarterly, 27(3),

23 Comments and Questions And thank you Link to profile & publications

Implementing SharePoint 2010 as a Compliant Information Management Platform

Implementing SharePoint 2010 as a Compliant Information Management Platform Changing the Paradigm with a Business Oriented Approach to Records Management Introduction This document sets out the results