Catalysts for innovation in RIM: New technologies vs changing users

12.09.11

By: Dr. Pauline Joseph, Lecturer

Catalysts for innovation in RIM:

Catalysts for

innovation

shifted

Recordkeeping

responsibilities

from qualified

RIMs

to non-RIM

savvy

Knowledge

Workers

Implications?

for RM

principles &

practices

Key messages

Catalysts for innovation?

Technology

User

Expectation

Organisational

Expectations

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

Organisational expectations

Standards &

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."

Catalysts for innovation ?

Technology

User

Expectation

Organisational

Expectations

70%

of 5000+ employees sized firms: Already implemented SP

30%

of 10-500 employees sized firms: No intention to implement SP

13%

are first-time SP2010 users

27%

performed an upgrade from MOSS 2007 -> SP2010

49%

plan to integrate SP w/ their existing or new ECM

4%

throw away existing ECMs to replace them with SP2010

SharePoint 2010

Key New & Improved ECM Features

ƒ

In-place Records (respecting the Records Continuum) *

ƒ

Hierarchical Taxonomy & BCS *

ƒ

Unique Document IDs *

ƒ

Multi-stage Retention & Disposal *

ƒ

Document Sets *

ƒ

Every object can be treated as a Record

(Documents, Lists, Calendars, Wikis, Blogs)

ƒ

Offline Content Management

ƒ

Content Organizer – rules engine

3 key gaps:

ƒ

physical records management

ƒ

easy email capture

ƒ

security classifications

Foundational ECM

Foundational ECM

Supplemental ECM

Embrace and Extend Workloads with Partners

SharePoint ECM

What do these catalysts signal?

ƒ

Blurring definitional boundaries of information & records

ƒ

Paradigm shifts in recordkeeping responsibilities from RIMs to

knowledge workers

ƒ

The need for RIMs to know more about SP2010 and get

involved in its implementation

INFORMATION

Blogs, Wikis Tweets Face Book Flickr Etc. Documents Records Quality records Working drafts Data centric records

Ect. Audio Video / DVD CD ROM Etc.

Line of

Bus

Apps

Simplify RM Principles

Classification

Metadata

Retention &

Disposal

Information

Security

Metadata

&

Classification

User friendly Tag clouds Folksonomies Semantic search engines Auto classification

- not intuitive

- lack understanding

- no training

1. Simplify

2. User friendly

3. Training

1. Heuristic tech.

2. Workflow & rules

Retention

&

Disposal

Periods

Linked to

classification

Aggregate

5, 10, 15, 20

Flag as

business

risk

Users assign

R&D???

Information

Security

User Grps

Caveats

C Levels

Leave it

open &

restrict

limited

content

?

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

Bibliography:

ƒ 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/

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

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

ƒ 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

ƒ 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

ƒ 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

ƒ 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/

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

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

International Organisation for Standardisation.

ƒ Joseph, P. (2009). Barriers to information seeking in EDRMS: An empirical study - Part 1. Informaa Quarterly, 24(4), 38-42. ƒ Joseph, P. (2010a). Barriers to information seeking in EDRMS: An empirical study - Part 2. Informaa Quarterly, 25(1), 38-40.

ƒ 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.

ƒ 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

ƒ Yeo, G. (2011). Rising to the level of a record? Some thoughts on records and documents. Records Management Journal, 21(1), 8-27. ƒ Warland, A. (2011). What records managers need to know about SharePoint 2010. Informaa Quarterly, 27(3), 32-35.

Comments and Questions

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And thank you

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