Leveraging Project Management with Information …pmicie.org/images/meeting/021814/rc_dinner_meeting_presentation_dr...Leveraging Project Management with Information Management (IM)
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Leveraging Leveraging Leveraging Leveraging Project Management with Project Management with Project Management with Project Management with Information Management (IM) Information Management (IM) Information Management (IM) Information Management (IM) to Foster to Foster to Foster to Foster CollaborationCollaborationCollaborationCollaboration
The Information Governance Assessment is the most comprehensive platform available to help your organization assess and mitigate information risk. Based on a large body of generally accepted practices, international- and national-level standards, and legal and regulatory requirements, the Information Governance Assessment provides an authoritative and objective means of measuring your organization’s information governance (IG) program’s maturity.
Project Management
� Project � A temporary endeavor undertaken to create a
Information Management (IM) is the collection and management of information from one or more sources and the distribution of that information to one or more audiences.
IM entails organizing, retrieving, acquiring, securing and maintaining information. It is closely related to and overlapping with the practice of data management.
IM has become a powerful resource and a large expense, as well as risk, for many organizations.
� A specific set of processes, related control functions, and tools that are consolidated and combined to record and retain information about the project-
The PMBOK Guide
Information Management and Information Management and Information Management and Information Management and Collaboration Features and FunctionsCollaboration Features and FunctionsCollaboration Features and FunctionsCollaboration Features and Functions
Organizations often face a significant Organizations often face a significant Organizations often face a significant Organizations often face a significant Content Management ChallengeContent Management ChallengeContent Management ChallengeContent Management Challenge
� Paper-based systems: outdated and detrimental to communications/collaboration
� Spending excessive time on “non-value add” tasks such as file tending, paper management etc.
� Inability to manage, track, control work because process is paper and manual based
� Current business processes are single threaded
� Users must be co-located with paper which inhibits business consolidation initiatives
� Lack of consistent, standard meta tagging or taxonomy approach
� Purge of hard goods (paper, optical) & digital content following retention expiration
� Legacy systems: home grown and departmentally-based
� Literally millions of non-integrated data points
� Correlation of data points with different properties/formats
Seven Reasons Customers Need Seven Reasons Customers Need Seven Reasons Customers Need Seven Reasons Customers Need Records Records Records Records ManagementManagementManagementManagement
Making eMaking eMaking eMaking e----Records DisappearRecords DisappearRecords DisappearRecords Disappear : Keep It Simple: Keep It Simple: Keep It Simple: Keep It Simple
� Users Don’t Want Another Piece of
Software for Recordkeeping.
– Perceived as Administration.
– More work, no return. � Recordkeeping Must be Part of Everyday
How Things will Change once Formal Records How Things will Change once Formal Records How Things will Change once Formal Records How Things will Change once Formal Records Management is implemented EnterpriseManagement is implemented EnterpriseManagement is implemented EnterpriseManagement is implemented Enterprise----wide:wide:wide:wide:
1. Most / all employee work products are captured as records / information assets of the corporation
2. Destruction is carried out exclusively by records professionals, under a prescribed structured process
3. All documents are stored within a carefully controlled repository
4. Users have a prescribed process to store/share documents
5. Access to documents is prescribed and controlled
6. Repurposing of objects done from official records
Roadmap to Records Management Roadmap to Records Management Roadmap to Records Management Roadmap to Records Management UUUUnderstandingnderstandingnderstandingnderstanding
Retention Schedule Rules Vary Based on PoliciesRetention Schedule Rules Vary Based on PoliciesRetention Schedule Rules Vary Based on PoliciesRetention Schedule Rules Vary Based on Policies
Organizations are under everOrganizations are under everOrganizations are under everOrganizations are under ever----increasing increasing increasing increasing regulatory pressure and scrutinyregulatory pressure and scrutinyregulatory pressure and scrutinyregulatory pressure and scrutiny
NASD memo - “Regardless of the informality of instant messaging, it is still subject to the same requirements as email communications and members must ensure that their use of instant messaging is consistent with their basic supervisory and record keeping obligations”
Today’s Social Media definition Today’s Social Media definition Today’s Social Media definition Today’s Social Media definition –––– courtesy of Wikipedia (courtesy of Wikipedia (courtesy of Wikipedia (courtesy of Wikipedia (which is one which is one which is one which is one
format of Social Mediaformat of Social Mediaformat of Social Mediaformat of Social Media))))
� Social media refers to the means of interactions among people in
which they create, share, and exchange information and ideas in virtual
communities and networks. Andreas Kaplan and Michael Haenlein
define social media as "a group of Internet-based applications that build
on the ideological and technological foundations of Web 2.0, and that
allow the creation and exchange of user-generated
content. Furthermore, social media depends on mobile and web-based
technologies to create highly interactive platforms through which
individuals and communities share, co-create , discuss, and modify
user-generated content. It introduces substantial and pervasive
changes to communication between organizations, communities and
individuals.
� Social media differentiates from traditional/industrial media in many
aspects such as quality, reach, frequency, usability, immediacy and
permanence.
� http://en.wikipedia.org/wiki/Social_media January 6, 2014
From a RIM perspective From a RIM perspective From a RIM perspective From a RIM perspective –––– what are the what are the what are the what are the issues? issues? issues? issues?
� Private sector focus has been more on the backup and archiving side of IT – not managing records in this environment
� Regulatory Compliance – where is my records repository
� Security – who has access, data encryption issues, privacy
� Data Ownership – migration from one host service to another
� Performance – access, speed and ease of use
� Backup and Disaster Recovery – does it exist and is it auditable? And what happens if they “disappear”
� Technical standards still evolving
� Wild Wild West – lots of vendors but not all will survive – how can I trust anyone?
*Source: Federal Cloud Computing Strategy; 02/08/13
Future cloud spending is forecast to be significant and will be Future cloud spending is forecast to be significant and will be Future cloud spending is forecast to be significant and will be Future cloud spending is forecast to be significant and will be required to reduce costs, support mission goals and meet required to reduce costs, support mission goals and meet required to reduce costs, support mission goals and meet required to reduce costs, support mission goals and meet mandatesmandatesmandatesmandates
As security remains a top obstacle for cloud, unAs security remains a top obstacle for cloud, unAs security remains a top obstacle for cloud, unAs security remains a top obstacle for cloud, un----funded or funded or funded or funded or conflicting mandates and cultural issues further contribute to the conflicting mandates and cultural issues further contribute to the conflicting mandates and cultural issues further contribute to the conflicting mandates and cultural issues further contribute to the complexitycomplexitycomplexitycomplexity