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12.09.11By: Dr. Pauline Joseph, Lecturer

Catalysts for innovation in RIM:New technologies vs changing users

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Catalysts for innovation

shifted Recordkeeping responsibilities

from qualified RIMs

to non-RIM savvy

Knowledge Workers

Implications?

for RM principles &

practices

Key messages

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Catalysts for innovation?

Technology User Expectation

Organisational Expectations

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Technological changes

“31% of the enterprises surveyed indicated they

regularly use social media tools and social networking

sites”

“52% planned to increase their budgets for social

media tools and collaboration software in

2010”

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User expectations …. 24 / 7 / 365

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Organisational expectationsStandards & Legislation Accountability Transparency

Electronic Transactions Act

Freedom of Information Act

Privacy Act

CM6 – E-discovery

Health Insurance Portability & Accountability Act

Sarbanes Oxley Act Activity-based working

"It's about choice. We're trying to break down barriers within companies -if we can break down those barriers and give people the freedom of how to work, where to work and when to work, it will absolutely empower them to deliver the utmost that they can."

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Catalysts for innovation ?

Technology User Expectation

Organisational Expectations

70% of 5000+ employees sized firms: Already implemented SP30% of 10-500 employees sized firms: No intention to implement SP13% are first-time SP2010 users27% performed an upgrade from MOSS 2007 -> SP201049% plan to integrate SP w/ their existing or new ECM4% throw away existing ECMs to replace them with SP2010

SharePoint 2010Adoption of SP2010:

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Delivering ECM for Everyone

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SharePoint Sites

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Curtin University is a trademark of Curtin University of TechnologyCRICOS Provider Code 00301J

Key New & Improved ECM Features

In-place Records (respecting the Records Continuum) *Hierarchical Taxonomy & BCS *Unique Document IDs *Multi-stage Retention & Disposal *Document Sets *Every object can be treated as a Record (Documents, Lists, Calendars, Wikis, Blogs)

Offline Content ManagementContent Organizer – rules engineEnterprise Search Engine – understands Taxonomy

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3 key gaps:physical records managementeasy email capturesecurity classifications

ICA ERMS Standard – 88% Compliance

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Foundational ECM

SharePoint ECM

* E-mail Archiving provided by Exchange

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Foundational ECM

Supplemental ECMEmbrace and Extend Workloads with Partners

SharePoint ECM

* E-mail Archiving provided by Exchange

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What do these catalysts signal?

Blurring definitional boundaries of information & records

Paradigm shifts in recordkeeping responsibilities from RIMs to knowledge workers

The need for RIMs to know more about SP2010 and get involved in its implementation

The need to simplify RM principles and practices

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INFORMATION

Blogs,Wikis

TweetsFace Book

FlickrEtc.

DocumentsRecords

Quality recordsWorking drafts

Data centric recordsEct.

AudioVideo / DVD

CD ROMEtc.

Line of Bus Apps

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Simplify RM Principles

Classification MetadataRetention &

DisposalInformation

Security

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Metadata&

Classification

User friendly

Tag cloudsFolksonomies

Semantic search engines

Auto classification

- not intuitive- lack understanding

- no training1. Simplify 2. User friendly3. Training

1. Heuristic tech.2. Workflow & rules

based templates

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Retention &

Disposal Periods

Linked to classification

Aggregate

5, 10, 15, 20

Flag asbusiness

risk

Users assign R&D???

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Information Security

User GrpsCaveatsC Levels

Leave it open & restrict limited content

?

Curtin University is a trademark of Curtin University of TechnologyCRICOS Provider Code 00301J

Catalysts for innovation

Technology

User expectations

Organisational expectations

SP 2010 a catalyst &

solution

Shifted recordkeeping responsibilities

from qualified

RIMs

to non-RIM savvy

Knowledge Workers

Simplify RM principles &

practices

Classification Schemes

Metadata

Retention & Disposal

Information Security

Is ISO 15489 fit-for-purpose?

RIMs to understand

SP2010

Summary

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Bibliography:Angler, M. W. (2011, 27 July). AIIM study: SharePoint 2010 adoption for ECM. Retrieved from http://angler.wordpress.com/2011/06/14/aiim-study-sharepoint-2010-adoption-for-ecm/

Bailey, S., & Vidyarthi, J. (2010). Human-computer interaction: The missing piece of the records management puzzle? Records Management Journal, 20(3), 279-290.

Bell, T., Shegda, K. M., Gilbert, M. K., & Chin, K. (2010). Magic quadrant for enterprise content management. Retrieved 28 June, 2011, fromhttp://my.gartner.com/portal/server.pt?open=512&objID=260&mode=2&PageID=3460702&resId=1470317&ref=QuickSearch&content=html

Brooks, P., Hestnes, B., & Teolys, F. (2010). User measures of quality of experience: Why being objective and quantitative is important Network, IEEE 24(2), 8-13. Retrieved from http://ieeexplore.ieee.org/xpl/freeabs_all.jsp?arnumber=5430138

Deng, L., Turner, D. E., Gehling, R., & Prince, B. (2010). User experience, satisfaction, and continual usage intention of IT. European Journal of Information Systems, 19, 60-75. Retrieved from http://www.palgrave-journals.com/ejis/journal/v19/n1/abs/ejis200950a.html. doi:10.1057/ejis.2009

Diamond, M., & Foskett, S. (2008). Does records management (and do records managers) matter? Infonomics, March/April. Retrieved from http://www.aiim.org/infonomics/does-records-management-matter.aspx

Donkin, R. (2011). Activity-based work the new must have, The West Australian. Retrieved from http://au.news.yahoo.com/thewest/business/a/-/wa/10205518/activity-based-work-the-new-must-have/

Healy, S. (2010). ISO 15489 records management: Its development and significance. Records Management Journal, 20(1), 96-103.

International Council on Archives (ICA). (2008). Principles and functional requirements for records in electronic office environments – module 2: Guidelines and functional requirements for electronic records management systems Retrieved 20 November, 2008, from http://www.adri.gov.au/ICA-M2-ERMS.pdf

International Organisation for Standardisation. (2002). ISO 15489-1: Information and documentation - records management - Part 1 - general. Geneva: International Organisation for Standardisation.

Joseph, P. (2009). Barriers to information seeking in EDRMS: An empirical study - Part 1. Informaa Quarterly, 24(4), 38-42.

Joseph, P. (2010a). Barriers to information seeking in EDRMS: An empirical study - Part 2. Informaa Quarterly, 25(1), 38-40.

Serewicz, L. W. (2010). Do we need bigger buckets or better search engines? The challenge of unlimited storage and semantic web search for records management. Records Management Journal, 20(2), 172-181.

The digital city delivers in paperless push. (2011). Image and Data Management Journal, May/June. Retrieved from http://www.idm.net.au/article/008571-digital-city-delivers-paperless-push

Yeo, G. (2011). Rising to the level of a record? Some thoughts on records and documents. Records Management Journal, 21(1), 8-27.

Warland, A. (2011). What records managers need to know about SharePoint 2010. Informaa Quarterly, 27(3), 32-35.

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Comments and Questions

_______________________________

And thank you

_____________________

p.joseph@curtin.edu.au

Link to profile & publications