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Lessons in Information Governance was presented at AIIM's Executive Leadership Council in London. What can we learn from the openness of open source? How can you get people to govern information who have no interest in doing so? Is there any way that management can handle the glut and the risk of the information explosion? Do they even care?
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Lessons in
Information Governance
John Newton (@johnnewton) Founder and CTO, Alfresco
AIIM ELC – London
© 2014 Alfresco Software Inc. All rights reserved. 2
Alfresco Overview
• Founded in 2005
• Open source platform
• 180,000+ Community
• 200+ WW partners
• 1,300 active customers in 180 countries
• 10 billion documents
• 8 million users
• New hybrid cloud & application templates
© 2014 Alfresco Software Inc. All rights reserved.
We enabling
business-criticaldocument processes
patient records
insurance claims
legal contracts
scanning and imaging
government records
web sites
research collaboration
employee forms
financial reporting
request origination
customer invoices
© 2014 Alfresco Software Inc. All rights reserved.
It all started over 20 years ago…
Documentum Team – March 1991
Communists?
There are some new modern-day
sort of Communists who want to get rid of the incentive for software makers
under various guises!
Look who’s talking!
Religious?!?
And Anarchy?!?
I said I’m checking the code change
in!
Open Source was Built
Differently
Quickly Open Source evolved
with Linux
Let’s stay Open,
Modular and Free!
Lesson No. 1
Closed systems aren’t
necessarily the most effective
Corollary: Sunshine is the
best disinfectant
Strong Governance led to
Professional Open Source
Open Source is like Economy
Class!You get nice
champagne in first class, but you
still get there at the same time!
Marten Mickos – CEO of Eucalyptus and former CEO of MySQL
© 2014 Alfresco Software Inc. All rights reserved.
Open Source
A New Value Chain for Software
Development Distribution MarketingSales /
ConsultingSupport
Product Mgmt
Community participates in ideas, priorities, testing and new components
PROJECT GOVERNANCE
Design and
Compose
Internet
DownloadsCommunity
I want to buy!
Deployment
I fixed a bug!
Contribution
Around the World
Lesson No. 2
Strong governance can make
open collaboration effective
Corollary: Open with
governance builds trust
People
are
busy
trying
to get
work
done
Freeze
Disposition
Schedule
Cut off
Transfer
Hold
MoReq
Security
Roles
Events
File Plan
PDF(a)
Audit
Archive
Declare
Delete
Close
Relationships
Permissions
In-Place
File
Retention
Accession
Records
Folders
DoD
Metadata
User Rights
Record
Search
Freeze
Disposition
Schedule
Cut off
Transfer
Hold
MoReq
Security
Roles
Events
File Plan
PDF(a)
Audit
Archive
Declare
Delete
Close
Relationships
Permissions
In-Place
File
Retention
Accession
Records
Folders
DoD
Metadata
User Rights
Record
Search
None Of This Matters!
Freeze
Disposition
Schedule
Cut off
Transfer
Hold
MoReq
Security
Roles
Events
File Plan
PDF(a)
Audit
Archive
Declare
Delete
Close
Relationships
Permissions
In-Place
File
Retention
Accession
Records
Folders
DoD
Metadata
User Rights
Record
Search
“End user adoption of RM applications remains a significant challenge”
“Records Managers Must Focus On Business Needs, Budgets, And Technology To Succeed” Forrester Research. September 18, 2013. Analyst Cheryl McKinnon
Content Creators / Users
Finding Content
Sharing and Collaborating
‘Getting Work Done’
Does RM Help Them?
The Users World
Firewall
Enterprise Collaboration
The Connected Enterprise
1,600
http://blogs.alfresco.com/wp/connected-enterprise-survey-results/
Business Connections
Business
Users = 1,888
http://blogs.alfresco.com/wp/connected-enterprise-survey-results/http://inmaps.linkedinlabs.com/
http://blogs.alfresco.com/wp/connected-enterprise-survey-results/
Lesson No. 3
Users will do what they need
to do to get the job done
Corollary: Zero tolerance
doesn’t work!
Firewall
Information Silos
Team
Collaboration
Image
Management
Rich Media
Support
Web Content
Services
Document
Management
Social
Publishing
Process
Management
Mobile
Support
Accessible
ECM
Repository
Team
Collaboration
Image
Management
Rich Media
Support
Web Content
Services
Document
Management
Social
Publishing
Process
Management
Mobile
Support
Accessible
ECM
Repository
Records Management
The Real Needs of
Information Governance
In Place Records
Automatic Information Filing
Dynamic File Plan
Lesson No. 4
Effective governance is
invisible governance
Corollary: Effective
governance requires
prioritisation and intelligence
Cloud/OnPrem Hybrid helps
users…
Syn
cFirewall
…and provides control
Syn
cFirewall
Simple Smart
Connected Control
Hybrid Cloud and Governance
Hybrid60%
Social
CollaborativeFile Sharing
Personal Work
CRM
HCM
SMB
20%
Focus on the end user.
in the cloud
ERP
Legal
Secure
Classified
Backup
Compliance
+ on-premise20%
Deliver all the value that ECM provides.
Lesson No. 5
Governance does not stop at
the walls of the enterprise
Content Creators / UsersExec Staff &
Record Managers
The Governance Continuum
‘Get Work Done’ ‘Information Governance & Compliance’
Lessons Learnt / Learned
1. Closed systems are not the most effective systems
2. Strong governance can make open systems work
3. Zero tolerance doesn’t work
4. Effective governance is invisible governance
5. Governance does not stop at the walls of the enterprise
Special bonus slide: Role of Information Governance in…
Digital Transformation
Digital customer experienceDigital operational excellence
Digitize end-to-end
customer experience
Digitize products and
services as part of the
value ecosystem
Create trusted
machines
Source enhanced
operational capabilities
within a dynamic
ecosystem
Drive rapid customer-
centric innovation
Digitize for agility over
efficiency
Data,
Information
and Insights
New digitally
enhanced
products and
services
Source: Forrester
