Are We Kidding Ourselves? How much can we really capture and manage? Presented by: John Sim IIM Victorian Branch Meeting – 29 May 2012

Are We Kidding Ourselves?

How much can we really capture and manage?

Presented by: John Sim

IIM Victorian Branch Meeting – 29 May 2012

Where Have We Come from?A Trip Down Memory Lane

• Remember Registries?• Remember mainframes and

dumb terminals?• Prime, Wang, Honeywell, DEC,

Data General & many others• Photocopy centres (MFD’s?)• Hardcopy everything! (almost)• Microfilm was HUGE!• PC’s had arrived, but you were

lucky if you had oneKramenna Pty Ltd (trading as Records Solutions) © 2009 2

Mid 1970’s to mid 80’s

A sophisticated programmable calculator, the HP 9830A was actually an early desktop computer with printer - circa 1975

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Still In Memory Lane

• Desktop computing just beginning to appear (Apple)

• Typing pools still going!• Email (as we know it) still to

arrive in most workplaces• Internal memo still king!• Manual information circulation.• Windows OS arrives – 1.0 in

1985, 2.0 in 1987, 3.0 in 1990 and 3.1 in 1992, Win 95

MID 1980’s to Early 90’s

Early WangPC circa

1987

Prime computer room circa 1982

So what has changed?

• Mass introduction of desktop computing.

Kramenna Pty Ltd (trading as Records Solutions) © 2009 4

Mid to late 1990’s and onward

• Word processing EXPLOSION (remember Wordperfect?).

• Direct access to network drives.• WWW introduced (as we know it

today) 1994 (Netscape).

• Email explosion begins – (hotmail launched in 1996)

Email Facts and Figures

• there were 360 million Hotmail users worldwide.

• in November, 71% of worldwide email traffic was spam!

• despite spam filters 19% of spam emails were still delivered to corporate email inboxes.

• the average number of emails sent and received each day by corporate users was 110.

• it is estimated that over 300 Billion emails are sent every day (2.8 Million every second).

• 75% of all email accounts belong to consumers, 25% are corporate.


• Email pre-dates the internet. The first email was sent by Ray Tomlinson in 1971 (41 years ago).

In 2011:• there were 3.146 billion email accounts worldwide (44% of population)

Bits, Bytes and Yottabytes

• 8 bits = 1 Byte

• 1,024 bytes = 1 Kilobyte

• 1000 Kilobytes (approx) = 1 Megabyte

• 1000 Megabytes = 1 Gigabyte (1 [s/l] DVD = 4.7 GB)

• 1000 Gigabytes = 1 Terabyte (~213 DVD’s)

• 1000 Terabytes = 1 Petabyte (~213,000 DVD’s)

• 1000 Petabytes = 1 Exabyte (~213 million DVD’s)

• 1000 Exabytes = 1 Zettabyte (~213 billion DVD’s)

• 1000 Zettabytes = 1 Yottabyte or (~213 trillion DVD’s)approx 1,000,000,000,000,000,000,000,000 or 10 24 bytes


HD1.4 MB

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The Information Explosion – Facts and Predictions (according to IDC.com)

• The last time storage technology kept pace with information growth was 2002.

• Print, film, magnetic, and optical storage media produced about 5 Exabyte of information in 2002 = Approx. 37,000 libraries the size of the US Library of Congress (17 million books) ~ 629 billion books.

• A 2011 University of Southern California study estimated the total human information storage capacity in 2007 was 256 Exabytes (256 billion Gigabytes).

• Based on the above figures that’s enough data to fill approximately 15 average size libraries for every person on the planet (6.6 Billion in 2007).

More Facts and Predictions

• By 2020, it is predicted our digital universe will be 44 times as big as it was in 2009.


0.13 1.22 7.91

A Zettabyte =1000 Exabyte

Spread of the Internet


1,016 Mil

500 Mil

273 Mil

236 Mil

140 Mil

77 Mil

24 Mil

USERS

Internet Penetration


17 Mil users (Aust)3.6 Mil users (NZ)* 13.3 Mil Facebook accounts

The Real Facts

• Organisations are only responsible for 30% of total information generated

• 2011 - 600 Exabyte = approx. 127,800,000,000 DVD’s• Written words are insignificant, amounting to less than

0.1% of the total generated – 127,800,000 DVD’s• Only 5% of the information that is created is “structured”,

meaning it comes in a standard format of words or numbers. The rest are things like pictures, phone calls, digital radio & TV signals etc.

• The amount of reading people do has almost tripled since 1980, mainly thanks to all the text on the internet.


What About Organisational Growth?

• The average growth rate of unstructured data in enterprises is 50% per annum. Larger organisations (over 1000 employees) can be as high as 80%.

• Average growth rate of organisational Email traffic is 40% per annum.

• In Australia (2011) average growth in Storage Area Networks (SAN’s) was 18% (3% less than the world average). Not keeping pace with data growth.

• In a 2010 survey of 1000 companies, it was estimated over 80% were retaining data for longer than required.


The world according to Gartner:

• Can we capture everything we are supposed to?....

• What is the best way to try and capture everything?....

What about Recordkeeping?


• Principles still valid? ..

Jury is still out, very unlikely right now!

Depends on who you are and the Value & Risk involved.

YES – a record is still a record and it should be captured!

Automated Classification!

• What must be captured?..

Some Key Recordkeeping Issues

• Definition of what constitutes a record!• End Users have been asked to become

recordkeeping experts.• Functional classification may be necessary

but users hate it.• Hard copy is hanging on.• Lack of time to capture manually.• Abundance of local databases.• Web 2.0


Where To From Here?

• Investigate automated classification tools


Some Suggestions• The Records Survey – what is critical?• Capture with tomorrow in mind!

• Be strong – tell your bosses about the risks e.g. use of social media

(compliance is rarely a strong motivator!)

One Last Thought!


• Check out these facts from 2011.

Questions?


Documents

Are We Kidding Ourselves? How much can we really capture and manage? Presented by: John Sim IIM Victorian Branch Meeting – 29 May 2012