Keynote - The Future of Information, Getting Ahead of the ...

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The Future of Information, Getting Ahead of the Trends, & Understanding Our Downstream.

2019 ARMA Midwest‐Rocky Mountain & Great Lakes Region Leadership Conference

Nick Inglis, CIP, IGP, INFO – 19 July 2019

Nick Inglis

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Hubblethe

telescope

S T O R Y T I M E

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1 mirror2,200 Nanometers ‐

1/50th thickness of a piece of paper

This one was set up incorrectly.

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NASA WAS GIVEN

THE WRONG DATA

01:

WhatWent Wrong

PERKINS‐ELMER (THE

VENDOR) HAD THE NULL

CORRECTOR

INCORRECTLY

ASSEMBLED.

02:

WhatWent Wrong

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THEY TESTED TWICE BUT

DISREGARDED THE RESULTS

BECAUSE THE NEW NULL

CORRECTOR WAS ASSUMED TO

BE MORE PRECISE THAN THE

TESTING EQUIPMENT.

03:

WhatWent Wrong

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CONTRACTORSHUBBLEGSFC

Corning

Rockwell Autonetics

Westinghouse

Perkin-Elmer

Hughes Aircraft

RCA

ESA

Martin Marrietta Corp

Johns Hopkins University

Garchin bei Munchen

University of California (San Diego)

University of Wisconsin (Madison)

ORIGINAL COST ESTIMATE: $400MORIGINAL LAUNCH DATE: 1983

A C O S T LY M I S TA K E

DISCOVERY DISASTER & CONTRACTOR DELAYS POSTPONE THE LAUNCH FOR 7 YEARS

ACTUAL COST: $1.5BLAUNCHED IN 1990 -MIRROR MISTAKE NOTED

ACTUAL COST WHEN CORRECTED: $4.7BFIXED IN 1993

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T H E H A P P YE N D I N G

that continues today

Hubble's 25th Anniversary Image

WESTERLUND 2

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Revisited in visible light

PILLARS OF CREATION

A ROSE MADE OF GALAXIES

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EXTREME STAR CLUSTER

BURSTS INTO LIFE

THE BUBBLE NEBULA

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GALAXIES GALORE

2020HUBBLERETIREMENT

HUBBLE 'S SUCCESSORCURRENTLY UNDER

CONSTRUCTION‐JAMES WEBB SPACE

TELESCOPELAUNCHING IN 2019 2021

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ALMOST DIDN'T HAPPEN

H U B B L E ' S A D V A N C E M E N T S

B E C A U S E O F A S I N G L E D OW N S T R E A M M I S TA K E

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What’s In Our Downstream?

The Information Profession Mapped

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It was the world’s first successful chain grocer and was once the largest business in the United States and second largest company in the world, second only to the East India Trading Company.

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The History of A&P

1859 – 1 Store• A&P starts in a warehouse

selling bulk tea via mail & storefront

1863 – 5 Stores 1878 – 70 Stores• A&P begins to spread

through low cost sales and groundbreaking marketing

1900 – 400 Stores

1915 – 1600 Stores 1930 – 16,000 Stores!• The first company in the US

to reach $1Billion in sales.

1950 – 4500 Stores• The sky is falling

1970 – 4000 Stores

1980 – 2000 Stores 1990 – 1000 Stores 2000 – 600 Stores 2010 – Bankruptcy• Just over 300 stores

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amazing

awful

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trends.

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A&P started selling individually packed and branded food. They moved away from the standard sales of items from barrels in bulk and began manufacturing its own goods rather than relying on a series of middlemen for distribution.

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A&P Stores were small and local. They were convenient for people walking with a few bags of groceries. The automobile’s advancement made it possible for people to buy more groceries and larger stores with greater selection became preferred by consumers.

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A Simplified Simpler Time

As we were approaching capacity in this model, we were bailed out…

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Avoiding CapacityThrough Technology

Identifying Records

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Identifying Records

Identifying Records

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Disposing Of Records

Disposing Of Records

Is Records Management reducing organizational risk?

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Wipe The Slate Clean?

What Would We Do Differently?

What Were We Trying To Achieve?

• Reduce Risk• Ensure Compliance• Maintain Security• Retain Properly• Dispose Consistently

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The Methods

The File Room Method

Look at all information

Identify what needs to be

retained

The Delegate Method

Everyone looks at their

information

Identify what needs to be

retained

The Keep It All Method

Don’t identify what needs to

be retained

Keep everything, indefinitely

Records Categorization

Method

Leverage classification for

records identification

Automatically identify what is

a Record

Advanced Computing Methods

Software looks at all

information

Software identifies what is a record or what

needs to be retained

Not feasible Not working Too much risk Maybe Maybe

Information Categorization

Method

Leverage classification for

retention identification

Automatically identify what needs to be

retained

Maybe

The File Room Method

The Delegate Method

The Keep It All Method

Records Categorization Method

• Develop Classification Scheme To Support Records Identification

• Identify Records By Upload Location, Folder, Information Type, Metadata, etc.

• Focus On Declaration Through Categorization

Uploaded To Marketing LibraryMetadata Added: “Contract”

What Is It?It’s A Record (Contracts Retention Bucket)

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• Potential Negatives Accuracy Of User Metadata Developing Rules Is A Project Supporting Technology

Records Categorization Method

Information Categorization Method

• This method forgets about the term “Records”• Focus On “Retention”• Consistency Across All Information• Identify Content Based On Categorization

Uploaded To Marketing LibraryMetadata Added: “Contract”

What Is It?A Marketing Contract.Retention applied.

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• Potential NegativesAccuracy Of User MetadataDeveloping Rules Is A ProjectSupporting Technology

Information Categorization Method


• Analytics Based Records Identification: Develop Records Identification

Rules Identification Through Analytics Develop Categorized

Disposition Rules Disposition Through Analytics

• Analytics Based Retention Identification: Develop Information Retention

Identification Rules Identification Through Analytics Develop Disposition Rules Disposition Through Analytics

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• Potential Negatives Analytics Accuracy (Computer) Vs. Delegated Declaration Accuracy (Humans) Cost Start Of Every Apocalyptic Movie Ever Created Integration With Existing Enterprise Systems


Paving The Way Forward

• You have to choose a viable model “File Room”, “Delegate”, & “Keep It All” are unlikely to be viable for your organization

• Which model will serve your organization’s goals?

• Which model will remain a viable option into the future?

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Choose Your Own Adventure

Which Method Will You Choose?

Advanced Computing

Records Categorization

Information Categorization

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That’s why we get paid.

REDUCE RISKRecords Managers Exist To

Pre-technology Records Managers…Yes.

Current Records Managers…Maybe?

Future Records Managers? What are we?

Are we reducing risk?

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What Were We Trying To Achieve?

• Reduce Risk• Ensure Compliance• Maintain Security• Retain Properly• Dispose Consistently

The future is already here.It requires solid information architecture.It requires WORK.It requires a comprehensive understanding of your organization’s information.It requires knowledge of how to classify that information with no room for non-categorized information.Information Governance is a HUGE benefit.

Auto-classification

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James Lappin is brilliant •...go read his blog at http://thinkingrecords.co.uk

•...go read his blog at http://thinkingrecords.co.ukJames Lappin is brilliant

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Advanced

Technology that analyzes content and automatically categorizes it based on rules that (generally) your organization must establish.

The Future Is Here: Information Analytics, Artificial Intelligence, Big Data, Natural Language Processing, etc.

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Basic

Leveraging workflow rules to automatically categorize content based on rules that your organization must establish.

Save Money, Start With Basic

All Information

Group A

Sub-group A1

Sub-group A2

Group B

Sub-group B1

Sub-group B2

Group C Sub-group C1

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All Information

Group A

Sub-group A1

Sub-group A2

Group B

Sub-group B1

Sub-group B2


- Figure out what’s different.- Leverage metadata and

information location to automatically identify it


All Information

Group A

Sub-group A1

Sub-group A2

Group B

Sub-group B1

Sub-group B2


- Figure out what’s different.- Leverage metadata and

information location to automatically identify it(and apply policy)

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What Does The Future Records & Information Manager Look Like?

We enable Information Governance.

ARMA Information Governance Implementation Model

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ARMA Information Governance Implementation Model

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• Ensure our Information Architectures enable Information Governance capabilities.

• Apply Information Governance throughout the organization.

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Our Community Needs To Understand The Trends

- Need to advance beyond paper and boxes (limit your paper conversations)- The number of people supporting this market is shrinking (even though costs are increasing)

- Need to advance from Records to all Information- Expand with the market changes – Records AND Information

- Technology is changing our profession- Need more than simply “what is X” sessions (blockchain, AI, RPA, etc.)- Case studies are easy: “How we did X”- Consulting firms can share their methodologies (they see many clients, they have great perspective)- Don’t be afraid of business partners (vendors) – BUT DO NOT invite the salespeople to talk – invite

the solution providers and experts (require that they provide vendor NEUTRAL guidance)- Connect to the individual: mentoring and conversation – this is all about

PEOPLE

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Downstream Focus

Put Some Focus on Connecting To Downstream How Records Managers can influence IT How Information Managers can connect with Legal How Privacy can drive Information Governance efforts Leveraging Compliance for Information Improvement Help Your Chapter Understand The Downstream A Day In The Life of a _________ (Web Content Manager, Information Security

Professional, Privacy Professional, etc.) Fundamentals Focus Applying Classification To Document Management From File Plans To Information Architecture Connecting Across An Organization Leveraging An Information Lifecycle

Guidance Required

- People want actionable guidance.- Plan a diverse program for your year that takes into

account that we CANNOT do it all- Include related disciplines –- Bring in outside

perspectives: journalists,museums, archives, historians, designers, and more – they have insights that are helpful

- Focus outside voices on their processes – there is often significant carryover in process (and ideas can be generated with this focus)

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How Do We Ready Ourselves & Our Chapters For The Future of

Records & Information Management?

It’s As Simple As Fixing The Hubble Telescope

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Try Not To Take 10 Years & Spend $4.7B

Thank you.

Keynote - The Future of Information, Getting Ahead of the ...

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