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What do records and information managers need to know about the Web's Three Os? Open Source, Open Standards and Open Data? ARMA Ottawa IM Days - Nov 28, 2012
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Candy Strategies Inc.www.candystrategies.com
The Web’s Three Os:Open Standards, Open Source, Open
DataWhat do Records & Information Managers Need to
Know?
ARMA NCR - IM DaysOttawa – November 2012
Cheryl [email protected]
@CherylMcKinnon
• Cheryl McKinnon - President of Candy Strategies Inc.
• 17+ years in the content/information management industry
• Senior management roles with AIIM, Nuxeo, OpenText, Hummingbird
• Co-author of new AIIM ECM Master Courses (now offered here in Ottawa)
• Volunteer director with OSACAN.org (Open Source Alliance of Canada
Introduction
• What a Difference a Year Has Made
• Overview of Definitions
• Importance of Open Standards for Information Management
• Rise of Open Source in Information Management
• Momentum of the Open Data Movement
Agenda
• Survey of open source, open standards and open data adoption in Canada – big progress since last year
• Public Sector institutions in UK and US have many valuable lessons and research to share
What a Difference a Year Has Made
The Web’s Three Os:
Open Standards
Open Source
Open Data
• Not controlled by any single hardware or software vendor, often developed by consensus
• Royalty-free to use
• Often created or managed by an independent standards body or foundation
What are Open Standards?
• What makes a good open standard?
• Supported by vendors and end-users alike
• Made transparently
• Be openly available
• Have a clear governance process
• Be relevant to market needs and drivers
What are Open Standards?
• Roots back to the 1980s in the Free Software Foundation
• Practices rooted in the 1960s/70s – early research that evolved into the internet – open, participatory software development
• Modern definition emerges in 1998 when web browser Netscape Navigator (now Mozilla Foundation) released as open source
What is Open Source?
• Open Source Initiative Founded in 1998
• Developed consistent terminology, sanctioned software license agreements, practices and definitions
• 10 Key characteristics including: free distribution, availability of source code, accommodates derived works, no discrimination against people, groups or use
• http://opensource.org
What is Open Source?
• Simply? A way that a software developer licenses and distributes its source code
• Variety of license types with wide acceptance in courts and the software market
• Examples: GPL, Apache, MIT, Eclipse, LGPL
• Different licenses support different goals, development models, re-use of source code
What is Open Source?
• Open Knowledge Foundation definition: “A piece of data is open if anyone is free to use, reuse, and redistribute it — subject only, at most, to the requirement to attribute and/or share-alike”
• Government open data initiatives became high profile in 2004 with the OECD declaration on open access to publicly-funded data
• 2009-2011: More than 200 governments at all levels initiate open data projects and online portals
What is Open Data?
The Web’s Three Os:
Open Standards
Open Source
Open Data
• Interoperability
• Portability
• Digital Preservation
Value of Open Standards
• Document/Content Management Systems
• “Content Management Interoperability Services” (CMIS) as an OASIS technical committee
• 1.0 Ratified in May 2010
• 1.1 - public review phase in August
• Retention Management now added to scope of standard
Value of Open Standards
• Statement of Purpose
• Define a domain model that can be used by applications to work with one or more Content Management systems
• Data Model, Abstract Capabilities, Set of Bindings
• Problem of “islands of incompatible systems” making it difficult for organizations and application developers to integrate content across and among systems
CMIS: Why and What is it?
IBM/FilenetIBM/Filenet NuxeoNuxeoEMC/EMC/
DocumentuDocumentumm
SharepointSharepoint AlfrescoAlfresco ……
CMIS Client: Portal, Scan/Capture, Content and
Business ApplicationsDocuments
Folders
Metadata
Checkin, Checkout
Versions
CRUD operations
Query : CMISQL
Renditions
Filing
Relations
REST (AtomPub) or SOAP
ACL
CMIS 1.1 – Updates Proposed
Holds Retention
• Dublin Core
• Metadata foundation behind many content management and library systems
• Core elements to describe digital items
• Enables better search, transfer, migration
Open Standards Support Portability
• Content becomes portable by tapping into common ground across diverse content management systems
• Technical Use Cases
• Federated Repositories
• Repository to Repository
• Application to Repository
Harvesting the Content Silos(Don’t Smash Them…)
• Long way to go but: PDF/A and ODF (Open Document Format) are starting points
• PDF/A an ISO Standard, ODF now an OASIS technical standard for office applications
• Goal to remove hardware and operating systems dependencies from viewing, consuming content
• Avoid locked-in dependence on any one vendor in precarious world of corporate mergers & acquisitions
Open Standards for Digital Preservation
• US Government committed to sustainable and readable formats for long term digital preservation
• 2012 Directive on Records Management
• UK Government committed to open standards with November 2012 Cabinet announcement
Open Standards in Government
• Accessibility – Ensure web resources can be read and used by broadest possible range of residents and businesses
• W3C open standards for web
• HTML5 – avoids lock-in of app-specific access
• Support for rich media
Open Standards in Government
The Web’s Three Os:
Open Standards
Open Source
Open Data
Yes.
Is Open Source Safe to Use?
• Concerns about “security” for open source in government have been laid to rest.
• US Department of Defense – 2011 “Lessons Learned” identifies open source as superior for reducing duplicate development efforts and by having larger pool of experts to fix bugs faster
• UK Cabinet Statement - 2011 – “dispels myths” and finds no difference in risk compared to traditional systems.
Is Open Source Safe to Use?
• What if we need support to fix an issue or do customization?
• Strong communities: Popular platforms have 1000s of developers
• Vendor backed support companies: Corporations to sell full-service support and maintenance packages
• Local experts: Access to code and distributed development processes ensures expertise can flourish anywhere
• Strong foundations: often heavily supported by large software vendors who develop and contribute code but don’t control overall governance
Is Open Source Safe to Use?
• What about the licensing?
• Several widely accepted, well-understood, court-tested licenses recognized by the OSI - opensource.org
• May be very permissive or very restrictive – with many shades in between
• Choose technologies with licenses that meets your use cases – to build commercial software? Or for an internal application?
Is Open Source Safe to Use?
• Organizations of all sizes and budgets can at last adopt information management tools
• The web provides opportunities for teams across departments, branches, other levels of government or private sector to collaborate on joint requirements
• Information/content management tools no longer available exclusively to those organizations with large IM/IT budgets – all can adopt solutions
Benefits of Open Source Adoption
• Cost models will be different than traditional software license models
• Total Cost of Ownership considerations should look at all factors
• UK Government TCO Open Source Toolkit – Calculation Spreadsheet
• Balance zero license cost with apples-to-apples needs for maintenance, support or developers
Make Informed Decisions on Open Source Adoption
The Web’s Three Os:
Open Standards
Open Source
Open Data
• Available and accessible
• Reusable and can be redistributed
• Permits universal participation
• These characteristics encourage interoperability with other data sets or applications
Characteristics of Open Data
• Ensure privacy and confidentiality restrictions are respected
• Release of data in useless, closed, or proprietary formats
• Example: large complex tables in PDF rather than .ods or .csv
• Inconsistent vocabulary, taxonomy and metadata used to describe data sets
• Within a large department as well as across agencies or other levels of government
Open Data Challenges and Risks
• Data.gc.ca – over 272,000 data sets
• 2013 commitment to use an open source portal designed for open data purposes
• Technology co-developed by US, India, other governments
Open Data in Canadian Public Sector
• City governments
• Ottawa a leader among local governments in Canada
• Provincial governments
• Ontario commits in fall 2012
Open Data in Canadian Public Sector
Why the Web’s Three Os Matter
Digital = 21st Century Knowledge Economy
• Organizations can start an information management project – faster and cheaper: Start testing, prototyping without significant financial investment
• Access to open data and open source tools spurs the app-economy
• Europe 2012 study – economic benefit of open source valued at $450 Billion ($114B in savings and $342 increased productivity)
• Useful new services, products, insights can be created with these new raw materials
Creating the Digital Goods and Services
• Organizations can take back control of their information and content management roadmaps
• Access to code, marketplaces, module exchange with peers, partners or supply chain
• Example: Drupal WxT project initiated to meet Canadian Federal web needs for bilingualism and accessibility - now adopted by other institutions and municipal governments
Improving the Digital Goods
• Line of Business and content management applications carry business content
• Goods and Services are bought, sold and contracted electronically
• Interoperable systems (ERP, WCM, BPM and Workflow, ECM) need to let electronic content move across business processes
• Reluctance to adopt basic Document Management interoperability standards is a repeat of the Rail Gauge Debates of the 1800s
Transporting the Digital Goods
• Digital Preservation has been neglected by the records and information management communities – vendors and practitioners
• Format decay, hardware obsolescence, loss or deletion of source code
• Cannot count on vendors to take care of your digital history, legacy and corporate memory.• Example: Microsoft can’t find the source code or
people to rebuild PowerPoint file specifications.
Protecting the Digital Goods
• UK Government • 2010 Cabinet Office Memo on Open Source• 2011 Open Source Procurement Toolkit • 2012 Open Standards Principles Memo• ICT Advice Note – Procurement of Open Source
• US Government• 2009 Memo from DoD CIO on Open Source• 2011 Lessons Learned Report- DoD• 2012 Records Management Directive• 2012 Contracting Guidance to Support Modular IT
Development• Military Policy on Open Source – Resource site
• France• 2012 Memo on Open Source
Canada Is Lagging on Adoption, But Made Progress in 2012
From Information Overload to Dark Ages 2.0?
http://opensource.com/life/10/10/information-overload-dark-ages-20
Candy Strategies Inc.www.candystrategies.
com
Thank You!Questions?
ARMA NCR - IM DaysOttawa – November 2012
Cheryl McKinnonCheryl@CandyStrategies.
com@CherylMcKinnon