Data-Ed Online: Structuring Your Unstructured Data Document & Content Management

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PRODUCED BYDATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060

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8/14/20121/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!

Welcome!

Date: August 14, 2012Time: 2:00 PM ETPresented by: Dr. Peter Aiken

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Your Documents and Other Content:Managing Unstructured Data

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Commonly Asked Questions1) Will I get copies of the slides after the

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Meet Your Presenter: Dr. Peter Aiken

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• Internationally recognized thought-leader in the data management field with more than 30 years of experience

• Recipient of the 2010 International Stevens Award• Founding Director of Data Blueprint

(http://datablueprint.com)• Associate Professor of Information Systems at

Virginia Commonwealth University (http://vcu.edu)

• President of DAMA International (http://dama.org)

• DoD Computer Scientist, Reverse Engineering Program Manager/Office of the Chief Information Officer

• Visiting Scientist, Software Engineering Institute/Carnegie Mellon University

• 7 books and dozens of articles• Experienced w/ 500+ data management

practices in 20 countries #dataed

8/14/2012DATA BLUEPRINT 10124-C W. BROAD ST, GLEN ALLEN, VA 23060 EDUCATION

Your Documents & Other Content:

Managing Unstructured Data

Managing non-tabular Data: Document & Content Management

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Outline1. Data Management Overview2. What is document & content

management and why is it important?

3. Planning and implementing document & content management

4. Levels of control5. Additional considerations6. Content management building

blocks7. Guiding Principles8. Take Aways, References and Q&A

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Tweeting now: #dataed

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The DAMA Guide to the Data Management Body of Knowledge

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Data Management

Functions

Published by DAMA International• The professional

association for Data Managers (40 chapters worldwide)

DMBoK organized around • Primary data

management functions focused around data delivery to the organization

• Organized around environmental elements

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The DAMA Guide to the Data Management Body of Knowledge

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Environmental Elements

Amazon:http://www.amazon.com/DAMA-Guide-Management-Knowledge-DAMA-DMBOK/dp/0977140083Or enter the terms "dama dm bok" at the Amazon search engine

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Data Management

91/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!

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Data Management

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Manage data coherently.

Share data across boundaries.

Assign responsibilities for data.Engineer data delivery systems.

Maintain data availability.

Data Program Coordination

Organizational Data Integration

Data Stewardship Data Development

Data Support Operations


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Data Management


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Overview: Document & Content Management

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from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International


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Increasing Scope & Volume of Data Management

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1 X Tabular Data

5 X Tabular and Non-‐Tabular Data

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Data Management Technology Research

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Definition: Document & Content Management

• The control over capture, storage, access, and use of data and information stored outside relational databases

• Focus on integrity and access; roughly equivalent to data operations management for relational databases

• Looks beyond the purely operational focus

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• Strategic and tactical focus overlaps with other data management functions in addressing the need for data governance, architecture, security, managed meta-data, and data quality for unstructured data

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Definition, cont’dTwo sub-functions of document and content mgmt:

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1. Document management:• The storage, inventory, and control of

electronic and paper documents• Encompasses the processes,

techniques, and technologies for controlling and organizing documents and records (stored electronically and on paper)

2. Content management: • The organization, categorization and

structure of data/resources so that they can be stored, published and reused in multiple ways

• Sometimes referred to as Enterprise Content Management (ECM), implying the scope of content management is across the entire enterprise


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Unstructured (or preferred) Non-tabular Data• Any document, file, graphic,

image, text, report, form, video, or sound recording that has not been tagged or otherwise structured into rows and columns or records

• Found in different kinds of electronic formats, including word processing, email, flat files, spreadsheets, XML files, etc.

• Enormous amount of unstructured data also exists in paper files

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Polling Question #2

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According to researchers at IDC, 80% of enterprise data today is unstructured data. What do you think is the exponential annual rate at which it is growing?

a) 30%b) 50%c) 60+% d) 90+%

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Document/Record Management• Lifecycle management of the designated

significant documents of the organization• Records can be physical, electronic or hybrid• 90%+ of today’s records are electronic:

growth in email and IM has made the management of electronic records critical to organizations

• Compliance regulations and statutes:– U.S. Sarbanes-Oxley Act– E-Discovery Amendments– Canada’s Bill 198

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Document/Record Management LifecycleActivities:• Identify existing and

newly created documents/records

• Create, approve, and enforce documents/records policies

• Classify documents/records

• Retention policy• Short and long-term

storage• Retrieval and circulation• Preserve and dispose

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Identify

Create, approve, enforce

Classify

Retain Store

Retrieve and

circulate

Preserve and

dispose



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Plan for Managing Documents/Records• Documents management involves planning at

different levels of a document’s lifecycle:

• Develop classification/indexing systems and taxonomies so that documents retrieval is easy

• Create planning and policy around documents and records on the value of the data to the organization

• Establish, communicate, and enforce policies, procedures and best practices for documents

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(1)Crea(on or Receipt

(2)Organiza(on for Retrieval

(3)Distribu(on

(4)Archiving or Disposi(on



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Implementing Document/Records Management Systems• Electronic documents must be

indexed during the capture process so that they can be found

• A document repository enables check-in and check-out features, versioning, collaboration, comparison, archiving, status state(s), migration from one storage media to another, and disposition

• Document storage includes document management• Documents can be categorized for retrieval• Reports are delivered through a number of tools, e.g. printers,

email, website, etc.• Many document management systems include digital asset

management: management of digital assets (audio, video, music and digital photographs)

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Three Levels of Control • Levels are based on the criticality of the data and the perceived

harm that would occur if data were corrupted or otherwise unavailable

• ANSI Standard 859:1. Formal (most rigid)

• requires formal change initiation• thorough change evaluation for impact• decision by a change authority• Full status accounting of implementation and validation to

stakeholders2. Revision

• Less formal• Notify stakeholders and increment versions when a change is

required3. Custody (least rigid)

• Least formal• Merely requiring safe storage and a means of retrieval

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Three Levels of Control: Example

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Sample list ofdata assets and possible control levels


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Determining Levels of Control • ANSI 859 recommends the following

criteria: – Cost of providing and updating the asset– Project impact, when the change has

significant cost or schedule consequences– Other consequences of change to the

enterprise or project– Need to reuse the asset or earlier

versions of the asset– Maintenance of a history of change

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Polling Question #3

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What percentage of providers of unstructured data retain it forever?

a) 25%b) 45%c) 65% d) 85%

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Backup and Recovery Plans and Procedures• The document and content management system needs to be

included as part of the overall corporate backup and recovery activities for all data and information

• Documents/records manager needs to be involved

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• A business continuity plan (Disaster Recovery Plan) contains written policies, procedures, and information designed to mitigate the impact of threats to all media and to recover them in a minimum amount of time and disruption

• This requires:– Identification of vital records– Development of plans for protection and

recovery– Maintenance of these plans



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Retention and Disposition ProgramsA document/records retention and disposition program:• Defines the period of time

during which documents/records must be maintained

• Defines when the documents/records are not active any more and can be transferred to a secondary storage facility

• Specifies the processes for compliance and the methods and schedules for the disposition of documents/records

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Audits: Example

Document/recordsmanagement requires auditing on a periodic basis to ensure that the right information isgetting to the right people at the right time for decision making or performing operational activities

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Audits: Components• Defining organizational drivers and

identifying the stakeholders that comprise the “why” of document/records management

• Gathering data on the process (the “how”), once it is determined what to examine/measure and what tools to use

• Reporting the outcomes

• Developing a plan of action for next steps and timeframes

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Document & Content Management

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üü ü üü ü ü

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Goals and Principles1. To safeguard and ensure the

availability of data assets stored in less structured formats.

2. To enable effective and efficient retrieval and use of data and information in unstructured formats.

3. To comply with legal obligations and customer expectations.

4. To ensure business continuity through retention, recovery, and conversion.

5. To control document storage operating costs.

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Activities1. Document/Records Management

– Plan for Managing Documents/Records– Backup and Recover Documents/Records– Retain and Dispose of Documents/Records– Audit Document/Records Management– Implement Document/Records Management Systems for

Acquisition, Storage, Access, and Security Controls2. Content Management

– Define and Maintain Enterprise taxonomies– Document/Index Information Content Metadata– Provide Content Access and Retrieval– Govern for Quality Content

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• E-discovery records• Outgoing letters and emails• Policies and procedures• Audit trails and logs• Meeting minutes• Format reports• Significant memoranda• Contracts and financial documents• Managed records in many media formats

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Primary Deliverables

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Roles and Responsibilities

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Suppliers:• Employees

• External parties

Consumers:• Business and IT users

• Government regulatory agencies

• Senior management

• External customers

Participants:• All employees• Data Stewards• DM Professionals• Records Management Staff• Other IT Professionals • Data Management

Executives• Other IT Managers• Chief Information Officer• Chief Knowledge Officer

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Technology• Stored Documents

• Office Productivity Tools

• Records Management Tools

• XML Development Tools

• Collaboration Tools

• Internet

• Email Systems

• Image and Workflow Management Tools

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Guiding Principles• Everyone in the organization

must create, use, retrieve, and dispose of records in accordance with the established policies and procedures

• Experts in the handling of records and content should be fully engaged in policy and planning

• Even if records management professionals are not available to the organization, everyone can be trained and have an understanding of the issues. Once trained, business stewards and others can collaborate on an effective approach to records management

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Overview: Document & Content Management

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References

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References, cont’d

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References, cont’d

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Questions?

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It’s your turn! Use the chat feature or Twitter (#dataed) to submit

your questions to Peter now.

+ =

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Upcoming Events

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September Webinar:Let’s Talk Metadata: Strategies and Successes September 11, 2012 @ 2:00 PM – 3:30 PM ET(11:00 AM-12:30 PM PT)

October Webinar:Engineering Solutions to Data Quality ChallengesOctober 9, 2012 @ 2:00 PM – 3:30 PM ET(11:00 AM-12:30 PM PT)

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Transcript of Data-Ed Online: Structuring Your Unstructured Data Document & Content Management