Technology for Records Managers - Jesse Wilkins & Patrick Cunningham by MCatapano

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									Technology for Records
      Managers

        Patrick Cunningham, CRM, FAI
                   Jesse Wilkins, CRM
                         May 7, 2010



         © 2010 Access Sciences Corporation All rights reserved.
Agenda
  Introduction
  Records-related Technology Concepts
  Emerging Technologies
  The Records Technologist




                        © 2010 Access Sciences Corporation All rights reserved.
INTRODUCTION


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In the beginning…
  …was information.
  …then came the technology to produce more
   information faster
  …then came the skills to manage information
  …then came even better technology to produce even
   more information
  …then management couldn’t keep up.



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Premise
 A records manager without knowledge of
  technology is out on a limb.




                    © 2010 Access Sciences Corporation All rights reserved.
What you DON’T need to know:
  How to program in C++, Java, or Ruby on Rails
  How to design a network
  How a RAID system works
  The difference between SOA, grid, and cloud
   computing
  The nuances of CMIS or DoD 5015.2




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But you do need to know about:
  Creation and capture      Technology supports each
  Distribution and Use      phase of the lifecycle – both
  Storage                   physical and electronic
                             records
  Access and retrieval
  Protection
  Preservation
  Retention and
   Disposition



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  RECORDS-RELATED
TECHNOLOGY CONCEPTS

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Records creation and capture
  Computer applications: Office, Acrobat, AutoCAD
  Scanned digital images
  Electronic forms
  Email
  Database records
  Fax



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What YOU need to know: Creation and capture
  Common applications
  Common file formats
  Their strengths and weaknesses




                         © 2010 Access Sciences Corporation All rights reserved.
Distribution and use
  Email
  Instant messaging
  Emerging communications platforms
   ◦   Fax over IP
   ◦   Voice over IP
   ◦   Google Wave & Google Buzz
   ◦   Twitter
   ◦   Social networking



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What YOU need to know: Distribution and use
  Which systems are in use
  Whether the systems are being used to conduct
   business
  Where these items are stored and/or “archived”
  What metadata is available and how to get at it




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Records storage
  Magnetic hard disk
   ◦ Solid state disk storage

  Optical
  Tape
  Enterprise storage
  Personal storage
  Microform


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What YOU need to know: Storage
  Standardized vs. proprietary
  Operational needs (retrieval speed, etc.)
  What you’re using and where it is
  Lifespan of media and reader
  Proper storage conditions
  Stage of technology
   lifecycle


                          © 2010 Access Sciences Corporation All rights reserved.
Records access and retrieval
  Metadata models
  Controlled vocabularies
  Enterprise/federated search
  Tagging




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What YOU need to know: Retrieval
  Which classification tools are in use for a particular
   system
  Limitations and considerations for the different tools




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Records protection
  Security
  Encryption
  Digital signatures
  Redaction




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What YOU need to know: Records protection
  Whether encryption/signatures are in use
   ◦ What approaches are in use

  How documents are redacted
  What the audit trail contains for a given system
  Whether electronic records are protected
   appropriately




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Digital preservation
  Media degradation
  Hardware obsolescence
  Format obsolescence
  System dependencies




                         © 2010 Access Sciences Corporation All rights reserved.
What YOU need to know: Digital preservation
  Your holdings
  Which holdings are more susceptible to problems
   ◦ Proprietary
   ◦ Older/legacy

  Where your systems are in their lifecycle
  Whether a migration plan exists and is followed




                          © 2010 Access Sciences Corporation All rights reserved.
© 2010 Access Sciences Corporation All rights reserved.
Retention and disposition
  Destruction of digital information
   ◦ Media types and considerations

  Transfer and accession
   ◦ Media types
   ◦ Formats




                            © 2010 Access Sciences Corporation All rights reserved.
EMERGING TECHNOLOGIES


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Mobile devices
  Personal laptops, tablets, and iPads
  External hard disks and flash drives
  Smart phones and cameraphones
  Digital cameras and portable
   scanners




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Web 2.0 and cloud computing
  Data stored in, and accessed from, the web
  Communications streams involving many actors
   ◦ Inside and outside the organization

  Privacy and security concerns
   ◦ Jurisdictional issues

  More details in the following sessions




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THE RECORDS TECHNOLOGIST


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Are you in?
  What’s Out:                              What’s In:

  Lifting 35 lbs                           Understanding technology

  Printing and filing                      Retaining digital records in native
                                           and/or standardized formats
  Staying out of IT’s way                  Partnering with IT for system
                                           selection and configuration
  Fighting technological progress           Figuring out how to manage new
                                            technologies – quickly
  Name calling and dismissal                Learning the lingo – and teaching it
                                            too!



                                    © 2010 Access Sciences Corporation All rights reserved.
How do you get there?
  Develop a mindset for staying informed
  Get comfortable with technology concepts
  Understand the business needs the technology is
   intended to address




                         © 2010 Access Sciences Corporation All rights reserved.
The development plan
  Put together a plan to stay informed
  There are tons of resources available – most of them
   cost just your time
   ◦   Peer resources
   ◦   Publications and reviews
   ◦   “Thought leader” resources
   ◦   Vendor resources




                             © 2010 Access Sciences Corporation All rights reserved.
Technology procurement
  Get involved in requirements development
  Get involved in the procurement process
  Beware of proprietary, closed systems
  Ask how well the solution will work FOR YOU




                         © 2010 Access Sciences Corporation All rights reserved.
Questions?




             © 2010 Access Sciences Corporation All rights reserved.
For more information
  Jesse Wilkins, CRM
  Principal Consultant
  Access Sciences Corporation

        +1 (303) 574-0749 direct
        jwilkins@accesssciences.com
        http://www.twitter.com/jessewilkins
        http://www.linkedin.com/in/jessewilkins
        http://www.facebook.com/jessewilkins
        http://www.slideshare.net/jessewilkins8511


                            © 2010 Access Sciences Corporation All rights reserved.

								
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