Jesse Wilkins, CRMJesse Wilkins, CRMApril 28, 2011April 28, 2011

8:45 – 10:15 Introduction to IT for RecordsManagers

10:45 – 12:15 The RIM Technologist

12:15 – 1:00 Lunch

1:00 – 2:30 Inventorying Your Electronic Records

2:45 – 4:15 Accessing Your Electronic Records

in 5, 50, 500 Years

Jesse Wilkins, CRMJesse Wilkins, CRMApril 28, 2011April 28, 2011

Introduction Records-related Technology Concepts Emerging Technologies

…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.

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

How to program in C++, Java, or Ruby on Rails

How to design a network How a RAID system works at the hardware

layer The difference between SOA, grid, and

cloud computing The nuances of CMIS or DoD 5015.2

Creation and capture Distribution and Use Storage Access and retrieval Protection Preservation Retention and disposition

Technology supports each phase of the lifecycle – both physical and electronic records

Computer applications: Office, Acrobat, AutoCAD

Scanned digital images Electronic forms Email Database records Fax

Common applications Common file formats Their strengths and weaknesses The importance of standards The importance of open formats

Email Instant messaging Text messaging/SMS Emerging communications platforms

◦ Fax over IP◦ Voice over IP◦ Twitter◦ Facebook Messaging

Which systems are in use Whether the systems are being used to

conduct business Where messages are stored and/or

“archived” What metadata is available and how to get

at it

Magnetic hard disk◦ Solid state disk storage

Optical Tape Enterprise storage Personal storage Microform

Standardized vs. proprietary Operational needs (retrieval speed, etc.) What you’re using and where it is Proper storage conditions

Metadata models Controlled vocabularies Enterprise/federated search Tagging

Which classification tools are in use for a particular system

Limitations and considerations for the different tools

Security Encryption Digital signatures Redaction

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

Media degradation Hardware obsolescence Format obsolescence System dependencies

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 More on this at the end of the day

Destruction of digital information◦ Media types and considerations

Transfer and accession◦ Media types◦ Formats

Capacity and lifespan of media and reader Stage of technology

lifecycle How to securely destroy different types of

media Different types of transfer mechanisms

Laptops, tablets, and smartphones Corporate Personal

What types of devices are used to create and access corporate information

Whether devices are under control of the organization

Security considerations◦ Encryption◦ Location◦ Remote wiping

Data stored in, and accessed from, the web

Lots of different flavors available Privacy and security concerns Jurisdictional issues

Whether you are using it Whether it is public, private, or in-between What you have in it How you would produce information from

it in response to a request

Data stored in, and accessed from, the web

Communications streams involving many actors◦ Inside and outside the organization

Commercial, hosted, some installed inside the firewall

Privacy and security concerns Jurisdictional issues

Whether you are using it Whether it is directed to internal, external,

or both Whether it is commercial, hosted, or

enterprise What you have in it How you would produce information from

it in response to a request

Jesse Wilkins, CRMDirector, Systems of EngagementAIIM

+1 (303) 574-0749 direct

jwilkins@aiim.org

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