EDRM and Web 2.0Where two worlds collide

EDRM Web 2.0

Steve Dale26 March 2009

Let’s look at some trends…

281 Exabytesof digital data created, captured,

or replicated in 2007

What is an Exabyte?

There are about 5 million bytes, or five megabytes, in the complete works of Shakespeare.

One pickup truck full of books might amount to one billion bytes, or a gigabyte.

One billion of those book-filled pickup trucks, or one billion gigabytes, is an Exabyte.

Or ….one Exabyte = approximately 50,000 hours of DVD film.

48 million people routinely logged onto the Internet in

1996. Source: IDC

Last year, there were 1.5billion users on the

Internet.Source: IDC

Another 500 million users to come online by 2010.

Source: IDC

From 1998 to 2006, the number of e-mail mailboxes grew from 253 million to nearly 1.6 billion.

During the same period, the number of e-mails sent grew three times faster than the number of people e-mailing.

We’re living in an Exponential world

Data, data everywhere! Higher definition video and images (e.g. bluRay) Move to more videoconferencing Growing network of digital surveillance P2P file sharing RFID tags and other sensors …etc.

All of this data collected, stored, analysed,

transmitted

New business models are emerging

Source: www.futuregovconsultancy.com

Vs.

….or disappearing!

More users are turning to Web 2.0 solutions where in-house

(Enterprise) solutions are not meeting their needs

What does this mean for traditional Information Management disciplines?

The traditional models of information management are becoming

increasingly ignored or circumvented

Private contentPersonal working area

Unmanaged contentTeam working area

Managed contentCorporate memory area

PublicInfo Area

Published content

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000 Computer science, information100 Philosophy and psychology200 Religion300 Social sciences400 Languages500 Science600 Technology & applied science700 Arts and recreation800 Literature900 History, geography & biography

Information Classification

We are less reliant on taxonomies and classification to find information

I don’t worry about email limits

You are currently using 765Mb (10%) of your 7295MB.

© Google – Terms – Privacy Policy – Google Home

Structured

Freedom

Structured

Freedom

Enterprise vs. Personal Data

Enterprise Data

PersonalData

EnterpriseData

Personal Data

TRE

NN

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2 Terabytes of data.

(1 Terabyte = 1024 GBytes)

2 TB – enough storage to capture everything you say or do in your

lifetime

The scale is tipping towardsthe Cloud and Software as a

Service (SaaS)Security

Reliability Compliance

Control

Risk Management

Lower AdminCosts

EasierIntegration

PlatformNeutral

Easy Collaboration

More usercontrol

Cloud/SaaS

What’s in the cloud?

What are the opportunities?

Massive, abstracted infrastructure Components decided for you

Dynamic allocation, scaling, movement of applications

Pay per use No long-term commitments OS, application architecture independent No hardware or software to installSource: Forrester Research Inc 2007

…what are the threats?

Where is the actual data?Security?Privacy?Control?Compliance?Trust?

…and what about records management?

The information life cycleC

reat

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Ret

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Policies and StandardsPolicies and Standards

Retention Schedules?D

ocum

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ocum

ent

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TimeTime

1 1 MonthMonth

1 1 YearYear

5 5 YearsYears

25 25 YearsYears

DocumentDocumentManagementManagement

FocusFocus(Short-Term)(Short-Term) RecordsRecords

ManagementManagementFocusFocus

(Long-Term)(Long-Term)

Forget about record retention schedules…

Web 2.0 records are perpetual.

Facebook Terms of ServiceYou hereby grant Facebook an irrevocable, perpetual, non-exclusive, transferable, fully paid, worldwide license (with the right to sublicense) to (a) use, copy, publish, stream, store, retain, publicly perform or display, transmit, scan, reformat, modify, edit, frame, translate, excerpt, adapt, create derivative works and distribute ……..

The following sections will survive any termination of your use of the Facebook Service: Prohibited Conduct, User Content, Your Privacy Practices, Gift Credits, Ownership; Proprietary Rights, Licenses, Submissions, User Disputes; Complaints, Indemnity, General Disclaimers, Limitation on Liability, Termination and Changes to the Facebook Service, Arbitration, Governing Law; Venue and Jurisdiction and Other.

What defines a record?A record is a collection of information, not a single document

Documents

Physical objects

Meetings

Instant message conversations

All of the information, managed in context, that makes up an event or a business transaction

E-mails

TasksWebsites and intranet sites

Records need to demonstrate authenticity, reliability, integrity and usability.

More and more ‘records’ are being created outside the corporate

firewall

The Information Management Challenge

Everything is becoming a business record

• Not just e-mail, office docs and SharePoint – but wikis/blogs, video, user content on PCs, mobiles, Google Docs etc.

Information resides everywhere• Multiple copies, multiple

repositories, multiple formats• Paper, structured, unstructured,

rich media etc

Are we in a mess?Enterprises can’t store all the

information that is being createdEnterprises are not managing the

information they’ve got.Enterprises don’t know what

information is being created, stored and used outside the corporate firewall.

EDRMS and Web 2.0 models are diverging

….so.. We need to be smarter about the

information we want to keep We need to accept that we can’t manage

or control every piece of information (esp. when it is stored outside the enterprise)

We need to re-evaluate the purpose and role of EDRMS

We need to shift more responsibility for information & records management to the users.

Strategic Information Management

“It is the people and the processes, not the technology, that really influences Strategic Information Management; leadership, governance and accountability aspects are critical.”

SOLACE Strategic Information Management Conference, 18 July 2008

Points for discussion Is Web 2.0 an opportunity or a threat for

effective information governance? Is the cloud the beginning of a seismic shift in

the way that data/information is stored, used and managed?

Will the role and responsibilities of information/records managers become increasingly irrelevant in a Web 2.0 world?

EDRMS is dead…long live ECM?

Thank you!

Steve DaleIndependent ConsultantSemantix (UK) LtdEmail: steve.dale@semantix.co.ukWebsite: www.semantix.co.ukBlog: http://steve-dale.netSkype id: stephendaleTwitter: www.twitter.com/stephendale