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Collaborative Techniques & Strategies for Records & Information Management. ARMA NOVA Seminar , February 27, 2009 3050 Chain Bridge Road ( Rt 123), Fairfax, VA “Collaboration -- It takes more than technology” Rick Barry, Content Manager & Editor, MyBestDocs www.mybestdocs.com.

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collaborative techniques strategies for records information management
Collaborative Techniques & Strategies for Records & Information Management
  • ARMA NOVA Seminar, February 27, 2009

3050 Chain Bridge Road (Rt 123), Fairfax, VA

  • “Collaboration -- It takes more than technology”
    • Rick Barry, Content Manager & Editor, MyBestDocswww.mybestdocs.com

www.mybestdocs.com rickbarry at aol dot com

collaboration it takes more than technology
“Collaboration -- It takes more than technology”

Rick Barry, Content Manager & Editor, MyBestDocs.com

  • Presentation available on www.mybestdocs.com
  • References to specific product are for illustration purposes and do not necessarily imply endorsement

www.mybestdocs.com rickbarry at aol dot com

can we talk
Can we talk?
  • What does collaboration mean?
  • Prior considerations
    • Questions competent product representative may ask up front?
    • Organizational culture/atmospherics?
    • Status of IM/RM
    • Invested technology environment?
    • Policies and standards
    • Checklists for future reference

www.mybestdocs.com rickbarry at aol dot com

what does it mean
What does it mean?
  • To cooperate with or willingly assist an enemy of one’s own country and especially an occupying force.
  • To cooperate with an agency or instrumentality with which one is not immediately connected.
  • To work jointly with others or together especially in an intellectual endeavor.

─Merriam-Webster Online. Dec 15 2008 http://www.merriam-webster.com/dictionary/collaborate

www.mybestdocs.com rickbarry at aol dot com

let s play ask n tell i ask you tell
Let’s Play Ask ‘n’ Tell I ask, you tell
  • What kinds of work tasks can effectively use collaboration?
  • To what advantages?
  • What are some downsides?

www.mybestdocs.com rickbarry at aol dot com

organization
ORGANIZATION

www.mybestdocs.com rickbarry at aol dot com

know your organization
Know your organization
    • What is its business? Professional, info services? Individual projects? Software development? Research? Manufacturing? Education?
    • Vision, values, core aims statements
  • Organization: Hierarchical or highlystructured, Flat or virtual
  • Incentive/disincentive system
  • Practice of investing in adequate technical & user training prior to implementing new technologies

www.mybestdocs.com rickbarry at aol dot com

what are the organizational atmospherics
What are the organizational atmospherics?
  • What is the actual management style?
  • Does reality of the organizational culture and staff behavior match up to management vision and values?
  • System of incentives/disincentives

www.mybestdocs.com rickbarry at aol dot com

what are the organizational atmospherics1
What are the organizational atmospherics?
  • What does organizational culture foster?
    • Individual responsibility, risk-taking, independence for product delivery?
    • Telecommuting or in-office presence?
    • Heavy use of consultants and temporary staff?
    • Team or group product building?
    • Participatory or centralized decision making?
    • Compartmentalization of information or information sharing?
  • Does it facilitate its vision, values, aims?
  • Is organization adaptive to change?
  • Does the culture foster stakeholder building?

www.mybestdocs.com rickbarry at aol dot com

stakeholder building
Stakeholder Building
  • Have you identified RM service clients?
  • Who are your RK stakeholders?
  • How have you engaged them? How might you?
  • Disposition management
    • Client representatives
    • Records, archives
    • Security re-grading
    • FOI
    • Knowledge nuggets
    • IT Backups
    • HSM

www.mybestdocs.com rickbarry at aol dot com

im and rm
IM and RM

www.mybestdocs.com rickbarry at aol dot com

status of im and r m
Status of IM and RM
  • Does organization have up-to-date:
    • Records file plan? Retention schedule?
    • Metadata schema?
    • Enterprise IM taxonomy
    • Business model? Knowledge Management mandate/system?
    • How well are these related?

www.mybestdocs.com rickbarry at aol dot com

does your organization have plan an enterprise architecture
Does your organization have, plan an enterprise architecture?
  • Enterprise Business, Information, Technology, Applications Architecture
  • Service Oriented Architecture (SOA)
  • NARA's Records Management Service
  • DoD Business Operating Environment(BOE)
      • See “Principles and Patterns at the U.S. Department of Defense,” by Dennis Wisnosky SOA Magazine http://www.soamag.com/I25/0109-2.asp
  • IBM/Filenet's federated architecture

www.mybestdocs.com rickbarry at aol dot com

if so
If so…
  • Does it, can it, capture records?
    • Office systems, email
    • Collaborative systems
    • Transaction systems (ERP, legacy applications)
    • Other recordmaking systems that aren’t recordkeeping systems

www.mybestdocs.com rickbarry at aol dot com

information technology
Information Technology

www.mybestdocs.com rickbarry at aol dot com

how is technology used in the workplace
How is technology used in the workplace?
  • Is your organization an early/late technology adopter?
  • What technologies are used to carry out its business?
    • Analog: paper, microform, photo, audio
    • Digital: WP, email, instant msg, PPT, text messaging, vmail, Webs, blogs, wikis, other collaboration technologies
  • What about futures?

www.mybestdocs.com rickbarry at aol dot com

invested information technology
Invested Information Technology
  • Many legacy BP-specific stovepipe systems dating many years from initial installation. They “work”!
  • One or multiple ECM, EDM, ERP, systems with/without RK functionality installed, planned
  • One or more collaboration technologies in place
  • ER system deployed across:
    • Whole enterprise,
    • For specific BPs or application systems, or
    • In RMU only
    • No ER system

www.mybestdocs.com rickbarry at aol dot com

does your organization have
Does your organization have:
  • One or multiple Enterprise Content Management, Document Management or Electronic Recordkeeping Systems?
  • Collaborative system(s) not integrated with ECM/EDM/ERK systems?

www.mybestdocs.com rickbarry at aol dot com

policy
Policy

www.mybestdocs.com rickbarry at aol dot com

does your organization have im rm policies covering
Does your organization have IM/RM policies covering:
  • Disposition management for all analog and digital content forms:
  • Ownership of records, other info access to info created by employees, privacy
  • How records are declared in automated systems: Author? Pick-list? BP/Function? Auto-class system? Mixed?
  • Internal/external access/disclosure/FOIA policy
  • Information and records standards

www.mybestdocs.com rickbarry at aol dot com

does your organization have rm policy or position covering
Does your organization have RM policy or position covering:
  • Records declaration: Author? Pick-list? Auto-classification system? (E.g., IBM Content Manager/ZeroClick auto-classification component.)
  • Application: all records—analog (paper/audio/photo/) & digital (textual, PPT,email, instantmsg, Websites, blogs, wikis, other products of collaborative technologies? How well do policies, implementations relate?

www.mybestdocs.com rickbarry at aol dot com

iso 15489 information and documentation records management
ISO 15489: Information and documentation - records management
  • Obtain management commitment
  • Make full use of the extensive information
  • Justification for new resources to carry out recordkeeping program
  • Version updates

www.mybestdocs.com rickbarry at aol dot com

records management applications standard
Records Management Applications Standard
  • Electronic records: DoD 5015.02 RMA Standard
  • Ensure minimum recordkeeping functionality
  • Ensure ongoing compliance – upgrades/testing
  • “Free" product testing
  • Facilitate integration of non-interoperable IT
  • Others: Model Requirements for the Management of Electronic Records (MoReq) ─http://www.cornwell.co.uk/edrm/moreq.asp

www.mybestdocs.com rickbarry at aol dot com

guidelines check lists
Guidelines & Check Lists
  • National Archives & Records Administration
    • Preliminary Planning for Electronic Recordkeeping: Checklist for RM Staff
    • Preliminary Planning for Electronic Recordkeeping: Checklist for IT Staff
  • DoD 5015.2 mandatory requirements (updated 17 October 2008)

www.mybestdocs.com rickbarry at aol dot com