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Records Management Ontologies Denise A. D. Bedford Collaborative Expedition Workshop #63 July 18, 2007

Records Management Ontologies Denise A. D. Bedford Collaborative Expedition Workshop #63 July 18, 2007

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Page 1: Records Management Ontologies Denise A. D. Bedford Collaborative Expedition Workshop #63 July 18, 2007

Records Management Ontologies

Denise A. D. Bedford

Collaborative Expedition Workshop #63July 18, 2007

Page 2: Records Management Ontologies Denise A. D. Bedford Collaborative Expedition Workshop #63 July 18, 2007

Quick Overview Setting the context …

What is an ontology? What is information management? What is records management?

What would a records management ontology “do”?

What would a records management ontology look like?

How do we move forward to address the challenges?

Page 3: Records Management Ontologies Denise A. D. Bedford Collaborative Expedition Workshop #63 July 18, 2007

Definitional Issues Purpose and definition of an ontology

Tim Berners-Lee Tom Gruber

Definition and scoping of information management

Many conceptualizations available – let’s use AIIMs for the present -- capture, management, storage, delivery/use and preservation of information

Definition and scoping of records management - ISO 15489: 2001 which defines records management as..

"The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records".

Page 4: Records Management Ontologies Denise A. D. Bedford Collaborative Expedition Workshop #63 July 18, 2007

Information Management Defined

Page 5: Records Management Ontologies Denise A. D. Bedford Collaborative Expedition Workshop #63 July 18, 2007

IM and RM Functions

Page 6: Records Management Ontologies Denise A. D. Bedford Collaborative Expedition Workshop #63 July 18, 2007

What would IM and RM Ontologies Do? Think back to Berners-Lee and Gruber’s definitions – IM and RM

ontologies should be able to support at a machine level anything that an IM or RM manager would do, or that a user of information or records would need to do

At the simplest and highest level, if we ever expect to realize a semantic web reality for information and records management, we need to have robust conceptualizations of:

metadata elements that support IM and RM knowledge sources that support metadata (reference and

master data sources) expert knowledge of records and information management

‘business processes’

Then we need to implement these conceptualizations in an efficient and effective way (leveraging those business rules again)

Page 7: Records Management Ontologies Denise A. D. Bedford Collaborative Expedition Workshop #63 July 18, 2007

Metadata Reference Model

Find the ontology applications…..

Page 8: Records Management Ontologies Denise A. D. Bedford Collaborative Expedition Workshop #63 July 18, 2007

Records Management Reference Model

Find the ontology applications…..

Page 9: Records Management Ontologies Denise A. D. Bedford Collaborative Expedition Workshop #63 July 18, 2007

Meeting the Challenge The possibilities are tremendous but the challenge is equally

great

Let’s be clear from the outset that the engineers can design and deploy from a good conceptualization but they cannot do that without the conceptualization

Records and information managers must be involved in the process at the beginning if it is to succeed - there needs to be an on-going conversation across the two communities – Ontolog is an excellent forum for this conversation and for the development work

The conversation must begin, though, in the records and information management communities – AIIM, ARMA, ASIST

Question is not whether to begin, but where and when we begin