Catalysts for innovation in RIM: New technologies vs changing users

Catalysts for innovation in RIM: New technologies vs changing users By: Dr. Pauline Joseph, Lecturer 12.09.11

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

Catalysts for innovation? Technology User Expectation Organisational Expectations

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

User expectations. 24 / 7 / 365

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

Catalysts for innovation? Technology User Expectation Organisational Expectations Adoption of SP2010: SharePoint 2010 70% of 5000+ employees sized firms: Already implemented SP 30% of 10-500 employees sized firms: No intention to implement SP 13% are first-time SP2010 users 27% performed an upgrade from MOSS 2007 -> SP2010 49% plan to integrate SP w/ their existing or new ECM 4% throw away existing ECMs to replace them with SP2010

Delivering ECM for Everyone

SharePoint Sites

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

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

* E-mail Archiving provided by Exchange SharePoint ECM Foundational ECM

* E-mail Archiving provided by Exchange SharePoint ECM Foundational ECM Supplemental ECM Embrace and Extend Workloads with Partners

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

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

Simplify RM Principles Classification Metadata Retention & Disposal Information Security

- 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

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

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

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 15489 fit-for-purpose? Organisational expectations SP 2010 a catalyst & solution Retention & Disposal Information Security

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Comments and Questions And thank you p.joseph@curtin.edu.au Link to profile & publications