Effective Information Management

8/8/2019 Effective Information Management

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Effective InformationEffective InformationManagementManagement


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2 September 6, 2010

In 2007 there was more digitaldata created, captured, and

replicated than there are starsin the universe.


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281 EBof digital data created, captured, or replicated in 2007


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281 EB ?1 EB (Exabyte) = 1024 Petabytes = ~1 millionTerabytes

Approx44GBcreated in 2007 for each of the6.6 billion people on the planet

Approx 40 timesall words ever spoken byhuman beings


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5 September 6, 2010


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Data + InformationData + Information

Knowledge in peoples headsKnowledge in peoples heads


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000 Computer science, information100 Philosophy and psychology

200 Religion300 Social sciences400 Languages500 Science600 Technology & applied science

700 Arts and recreation800 Literature900 History, geography & biography


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Information the scopeInformation the scope

InformationDocuments

(recorded information)

Records

ElectronicDocuments

Electronic

Records

Good IT systems are essential for managing all this information.

Information is only as good as the method of retrieving it. It must be tagged with metadata and have an index of

what is covered.


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Semantix UK LtdKnowledge & Information12 September 6, 2010


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What defines a record?What defines a record?

A record is a collection of information, not a single document

Documents

Physical objects

Meetings

Instant message conversations

All of the information, managed in context,that makes up an event or a businesstransaction

E-mails

Tasks

Websites and intranet sites

Records need to demonstrate authenticity, reliability, integrity andusability.


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Document vs. Records ManagementDocument vs. Records Management

Docum

entV

alue

DocumentV

alue

TimeTime

11

MonthMonth11

YearYear55

YearsYears2525

YearsYears

DocumentDocument

ManagementManagement

FocusFocus

(Short-Term)(Short-Term) RecordsRecords

ManagementManagementFocusFocus

(Long-Term)(Long-Term)


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Documents and Records are everywhereDocuments and Records are everywhere

SITE SEARCH

Intranet Documents

eMail

MailSystem

MAIL SEARCH

RDBMS

ERP, CRM

Legacy Data

Datawarehouse

Datamarts

BI SEARCH

WEBSITE SEARCH

Intranet DocumentsDocuments

DMS,RMS

R/DMS SEARCH

Records


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The Information Management ChallengeThe Information Management Challenge

Everything is becoming a business record

Regulations driving focus beyond e-mail and office docs to includepaper/scans, SharePoint, wikis/blogs, user content on PC/mobile and fileshares

ECM market is disaggregating Big ECM has unfilled promises

Document repositories are commoditised

Value shifting to what you do with the document

Information resides everywhere

Multiple copies, multiple repositories, multiple formats

Paper, structured, unstructured, rich media etc

Opportunity for content enablement


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The information life cycleThe information life cycle

Create/capture

Index&Cl a

ssif

y

Process

Store/man

age

Retrieve/publish

Archive

Destroy

Policies and StandardsPolicies and Standards


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Semantix UK LtdKnowledge & Information18

Data created, captured, replicated

Available Storage

Problem


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Houston..we have a problem!Houston..we have a problem!

We cant store all the information we areWe cant store all the information we are

creatingcreating

We cant manage the information weve gotWe cant manage the information weve got

..so..so Be smarter about the information we keep!Be smarter about the information we keep!

Address the save it just in case mentalityAddress the save it just in case mentality


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The hierarchy of information managementThe hierarchy of information management

Private contentPersonal working area

Unmanaged contentTeam working area

Managed contentCorporatememory area

Public

Info Area

Published content

Incre

asing

rig

ourofdocu

ment

&reco

rdsmanagement


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Strategic Information Management ModelStrategic Information Management Model

Web Content

Management

Document

Management

Records

Management

Knowledge Management

Digital Assets/Rights Management

Information Management

Policies, Procedures, Standards

EnterpriseContent

Management


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ERM, EDM, & IT Have Differing Goals Document/Content Management assists usersDocument/Content Management assists users

Creation and retrieval of shared active documentsCreation and retrieval of shared active documents

Very little formal control or restrictionsVery little formal control or restrictions

Deleted according to activity, use, space, etc.Deleted according to activity, use, space, etc.

Information Technology supports dataInformation Technology supports data

Records and documents exist as data in e-systemsRecords and documents exist as data in e-systems IT plans computers & networks; Protects systems & dataIT plans computers & networks; Protects systems & data

Records Management defines retention rulesRecords Management defines retention rules

Records tracking of relatively inactive recordsRecords tracking of relatively inactive records Records are formally declared or business rule drivenRecords are formally declared or business rule driven

Deleted according to formal schedules and rulesDeleted according to formal schedules and rules


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Strategic Information ManagementStrategic Information Management

It is the people and the processes, not theIt is the people and the processes, not the

technology, that really influences Strategictechnology, that really influences Strategic

Information Management; leadership,Information Management; leadership,

governance and accountability aspects aregovernance and accountability aspects arecritical.critical.

SOLACE Strategic Information Management Conference, 18 July 2008SOLACE Strategic Information Management Conference, 18 July 2008


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Semantix UK LtdKnowledge & Information

A quick aside..


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Whats the point of IPSV?Whats the point of IPSV?

Integrated Public Sector VocabularyIntegrated Public Sector VocabularyAn 'encoding scheme' for populating the e-An 'encoding scheme' for populating the e-

GMS Subject element of metadataGMS Subject element of metadataCirca 8000 terms (and growing)Circa 8000 terms (and growing)

Usability =1

Complexity


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Never underestimate the capacity of human beings toNever underestimate the capacity of human beings to

misunderstand labelsmisunderstand labels

Never assume your staff will know what categories meanNever assume your staff will know what categories mean

any more than the public (citizens) willany more than the public (citizens) will

Social networks compensate for taxonomy mistakes, butSocial networks compensate for taxonomy mistakes, but

the more effective they are, the more they concealthe more effective they are, the more they conceal

taxonomy faults.taxonomy faults.

Labelling and CategorisingLabelling and Categorising


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Is tagging an alternative?Is tagging an alternative?


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Semantix UK LtdKnowledge & Information31 September 6, 2010

Is it Really a Problem?Is it Really a Problem?


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Privacy violation:Privacy violation:

a new dimensiona new dimension

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Motherhood and apple pieMotherhood and apple pie

Keep information safe and accurate.Keep information safe and accurate.

Prevent leakages; respect the citizensPrevent leakages; respect the citizens

preference for how it is used and retainpreference for how it is used and retain

sound and appropriate recordssound and appropriate records


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EU LegislationEU Legislation

Data Protection DirectiveData Protection Directive 95/46/EC95/46/EC

Right to privacy in collection of personally identifiable dataRight to privacy in collection of personally identifiable data Companies need explicit consent for collection of data on race, health, sex life, criminalCompanies need explicit consent for collection of data on race, health, sex life, criminal

records, etc.records, etc.

Fair and lawful processing, purpose specification and limitationFair and lawful processing, purpose specification and limitation

Includes e-mail privacy protectionIncludes e-mail privacy protection

Directive on Privacy and Electronic Communications 2002/58/ECDirective on Privacy and Electronic Communications 2002/58/EC

Enacts Articles 7 and 8 of the CharterEnacts Articles 7 and 8 of the Charter Specifically prohibiting interception or surveillance of private communications (Art 5 (1))Specifically prohibiting interception or surveillance of private communications (Art 5 (1))

Focused on privacy issues in electronic communications onFocused on privacy issues in electronic communications onpublic networkspublic networks

Consultation on Protection of Workers Personal DataConsultation on Protection of Workers Personal Data Ongoing development of framework for potential new directiveOngoing development of framework for potential new directive


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Privacy architectural challengesPrivacy architectural challenges

Protect InformationProtect Information From Losses and unauthorized disclosuresFrom Losses and unauthorized disclosures

Encrypt contentEncrypt content

Classify information easily or transparentlyClassify information easily or transparently

Private or not minimumPrivate or not minimum Store information centrallyStore information centrally

Can only protect what I haveCan only protect what I have

Define information lifetime policiesDefine information lifetime policies

Enforce disposal timesEnforce disposal times


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QuestionsQuestions

Do you have a records management policy?

Do you have a records management system (not necessarily

electronic)?

Do you have a retention and disposal schedule for records?

Have you carried out a recent information audit throughout theorganisation?

Do you operate an information security and access scheme

throughout the organisation?


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SummarySummary

Be smarter about the information you keepBe smarter about the information you keep

Improve access to the information you needImprove access to the information you need

If it doesnt make sense to you, it wont makeIf it doesnt make sense to you, it wont make

sense to the publicsense to the public

Protect PrivacyProtect Privacy


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Semantix UK Ltd

Knowledge & Information Management

Thank you.Thank you.

Jan Chiong

Information Technology Professor

Our Lady of Fatima University

Email: [email protected]