20110428 ARMA Amarillo IT for Records Managers
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Jesse Wilkins, CRM Jesse Wilkins, CRM April 28, 2011 April 28, 2011
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This presentation at the ARMA Amarillo Spring Seminar described the technology knowledge base records managers should cultivate in order to remain relevant.
Transcript of 20110428 ARMA Amarillo IT for Records Managers
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
http://www.twitter.com/jessewilkins
http://www.linkedin.com/in/jessewilkins
http://www.facebook.com/jessewilkins
http://www.slideshare.net/jessewilkins
