Effective Information Management V2 18sep2008

Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management

Effective Information Effective Information ManagementManagement

Steve DaleSteve Dale

18 September 200818 September 2008

Information Management and Security for Local Authorities

Views and opinions expressed in Views and opinions expressed in this presentation are my own and this presentation are my own and

do not represent IDeA policy.do not represent IDeA policy.

S DaleIDeA Associate Consultant

3 April 7, 2023

In 2007 there was more digital data created, captured, and

replicated than there are stars in the universe.

281 EBof digital data created, captured, or replicated in 2007

281 EB ?1 EB (Exabyte) = 1024 Petabytes = ~1 million

Terabytes

Approx 44GB created in 2007 for each of the 6.6 billion people on the planet

Approx 40 times all words ever spoken by human beings

6 April 7, 2023

Data + InformationData + Information

Knowledge in people’s headsKnowledge in people’s heads

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

Information – the scopeInformation – the scope

InformationDocuments(recorded information)

Records

ElectronicDocuments

ElectronicRecords

Good IT systems are essential for managing all this information.

Information is only as good as the method of retrieving it. It must be tagged with metadata

and have an index of what is covered.

13 April 7, 2023

What defines a record?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.

Document vs. Records Document vs. Records ManagementManagement

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)

Documents and Records are Documents and Records are everywhereeverywhere

SITE SEARCH

Intranet Documents

MailSystem

MAIL SEARCH

ERP, CRM

Legacy Data

Datawarehouse

Datamarts

BI SEARCH

WEBSITE SEARCH

Intranet Documents

Documents

DMS,RMS

R/DMS SEARCH

Records

The Information The Information Management ChallengeManagement Challenge

Everything is becoming a business record• Regulations driving focus beyond e-mail and office docs

to include paper/scans, SharePoint, wikis/blogs, user content on PC/mobile and file shares

“ECM” market is disaggregating• Big ECM has unfilled promises• Document repositories are commoditised• Value shifting to “what you do with the

document”

Information resides everywhere• Multiple copies, multiple repositories, multiple

formats• Paper, structured, unstructured, rich media etc• Opportunity for content enablement

The information life cycleThe information life cycleC

Policies and StandardsPolicies and Standards

Data created, captured, replicated

Available Storage

Problem

Houston..we have a problem!Houston..we have a problem!

We can’t store all the information we are We can’t store all the information we are creatingcreating

We can’t manage the information we’ve We can’t manage the information we’ve gotgot

……..so..so Be smarter about the information we keep!Be smarter about the information we keep! Address the ‘save it just in case’ mentalityAddress the ‘save it just in case’ mentality

The hierarchy of information The hierarchy of information managementmanagement

Private contentPersonal working area

Unmanaged contentTeam working area

Managed contentCorporate memory area

PublicInfo Area

Published content

Strategic Information Management Strategic Information Management ModelModel

Web ContentManagement

DocumentManagement

RecordsManagement

Knowledge Management

Digital Assets/Rights Management

Information ManagementPolicies, Procedures, Standards

EnterpriseContentManagement

ERM, EDM, & IT Have Differing Goals

Document/Content Management assists usersDocument/Content Management assists users Creation and retrieval of shared active documentsCreation and retrieval of shared active documents Very little formal control or restrictionsVery little formal control or restrictions Deleted according to activity, use, space, etc.Deleted according to activity, use, space, etc.

Information Technology supports dataInformation Technology supports data Records and documents exist as data in e-systemsRecords and documents exist as data in e-systems IT plans computers & networks; Protects systems & dataIT plans computers & networks; Protects systems & data

Records Management defines retention rulesRecords Management defines retention rules Records tracking of relatively inactive recordsRecords tracking of relatively inactive records ““Records” are formally declared or business rule drivenRecords” are formally declared or business rule driven Deleted according to formal schedules and rulesDeleted according to formal schedules and rules

Strategic Information Strategic Information ManagementManagement

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

SOLACE Strategic Information Management Conference, 18 July SOLACE Strategic Information Management Conference, 18 July 20082008

A quick aside…..

What’s the point of IPSV?What’s the point of IPSV?

•Integrated Public Sector Integrated Public Sector VocabularyVocabulary•An 'encoding scheme' for An 'encoding scheme' for populating the e-GMS Subject populating the e-GMS Subject element of metadataelement of metadata•Circa 8000 terms (and growing)Circa 8000 terms (and growing)

Usability = 1

Complexity

Never underestimate the capacity of Never underestimate the capacity of human beings to misunderstand labelshuman beings to misunderstand labels

Never assume your staff will know what Never assume your staff will know what categories mean any more than the public categories mean any more than the public (citizens) will(citizens) will

Social networks compensate for taxonomy Social networks compensate for taxonomy mistakes, but the more effective they are, mistakes, but the more effective they are, the more they conceal taxonomy faults.the more they conceal taxonomy faults.

Labelling and CategorisingLabelling and Categorising

Is tagging an alternative?Is tagging an alternative?

32 April 7, 2023

Is it Really a Problem?Is it Really a Problem?

Privacy Privacy violation:violation:

a new a new dimensiondimension

Motherhood and apple pieMotherhood and apple pie

““Keep information safe and accurate. Keep information safe and accurate. Prevent leakages; respect the citizen’s Prevent leakages; respect the citizen’s preference for how it is used and retain preference for how it is used and retain sound and appropriate records”sound and appropriate records”

SOLACE Strategic Information Management Conference, SOLACE Strategic Information Management Conference,

18 July 200818 July 2008

EU LegislationEU Legislation Data Protection Directive Data Protection Directive 95/46/EC95/46/EC

Right to privacy in collection of personally identifiable dataRight to privacy in collection of personally identifiable data Companies need explicit consent for collection of data on race, health, Companies need explicit consent for collection of data on race, health,

sex life, criminal records, etc.sex life, criminal records, etc. Fair and lawful processing, purpose specification and limitationFair and lawful processing, purpose specification and limitation Includes e-mail privacy protectionIncludes e-mail privacy protection

Directive on Privacy and Electronic Communications 2002/58/ECDirective on Privacy and Electronic Communications 2002/58/EC Enacts Articles 7 and 8 of the CharterEnacts Articles 7 and 8 of the Charter Specifically prohibiting interception or surveillance of private Specifically prohibiting interception or surveillance of private

communications (Art 5 (1))communications (Art 5 (1)) Focused on privacy issues in electronic communications on Focused on privacy issues in electronic communications on public public

networksnetworks

Consultation on Protection of Workers’ Personal DataConsultation on Protection of Workers’ Personal Data Ongoing development of framework for potential new directiveOngoing development of framework for potential new directive

Privacy – architectural Privacy – architectural challengeschallenges

Protect Information Protect Information From Losses and unauthorized disclosuresFrom Losses and unauthorized disclosures Encrypt content Encrypt content

Classify information easily or transparentlyClassify information easily or transparently ““Private or not” minimumPrivate or not” minimum

Store information centrallyStore information centrally Can only protect what I haveCan only protect what I have• Define information lifetime policiesDefine information lifetime policies Enforce disposal timesEnforce disposal times

StandardsStandardsRecords storageRecords storage BS 5454:2000 Recommendation for BS 5454:2000 Recommendation for

the Storage and Exhibition of Archival the Storage and Exhibition of Archival DocumentsDocuments

CataloguingCataloguing International Council on Archives, International Council on Archives, General International Standard of General International Standard of Archival Description [ISAD (g)], 2Archival Description [ISAD (g)], 2ndnd edition, 1999edition, 1999

Conservation & Conservation & preservationpreservation

BS 4971:2002, Repair and allied BS 4971:2002, Repair and allied processes for the conservation of processes for the conservation of documentsdocuments

Records managementRecords management BS ISO 15489-1:2001, Information BS ISO 15489-1:2001, Information and documentation – records and documentation – records managementmanagement

Information Security Information Security ManagementManagement

ISO 27001 (replaces BS7799-2). ISO 27001 (replaces BS7799-2). Establish and maintain an effective Establish and maintain an effective information management systeminformation management system

QuestionsQuestions

Do you have a records management policy? Do you have a records management system (not

necessarily electronic)? Do you have a retention and disposal schedule

for records? Have you carried out a recent information audit

throughout the organisation? Do you operate an information security and

access scheme throughout the organisation?

SummarySummary Be smarter about the information you keepBe smarter about the information you keep Improve access to the information you Improve access to the information you

needneed If it doesn’t make sense to you, it won’t If it doesn’t make sense to you, it won’t

make sense to the publicmake sense to the public Protect PrivacyProtect Privacy Don’t wait!

Thank you.Thank you.

Steve DaleKnowledge & Information ConsultantEmail: steve.dale@semantix.co.ukWebsite: www.semantix.co.ukBlog: http://steve-dale.netSkype id: stephendale

Associate Consultant forIDeA Knowledge & Learning TeamEmail: steve.dale@idea.gov.uk

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