Records Mgmt & Archiving

Auf Facebook wurde dazu eine Gruppe gebildet.

The World PaperFree Day (hashtag #WPFD) is a virtual event - so you can join at your office, at home and even in your holidays!

http://bit.ly/cZ6kJQ

and see also

AIIM Link

Workshop im Rahmen der iPRES 2010 in Wien.

s. Event Website

Steve Akers on AIIM about 8 Things You Need to Know about Devising an Information Governance Strategy

go to Digital landfill

Together with Australians, Canadians have been successful in developing the RM profession in a disproportionate way.

Why?

see the lasting impact of Canadians in Records and Information Management

Another attempt to create a globally unique identifier string for institutions;
this might overlap with the ID developed in the ISAAR standard.

NISO Request for Comments on Institutional Identifier Midterm Work to Date
Feedback Requested by August 2, 2010

In 2008, the National Information Standards Organization (NISO) established the Institutional Identifier (I2) Working Group to develop a robust, scalable, and interoperable standard to uniquely identify institutions and to describe relationships between entities within them. The charge is to develop a standard that includes a globally unique identifier string that is usable in the web environment, together with sufficient metadata to uniquely relate the institution to its identifier. The identifier that is developed must integrate smoothly with existing workflows and processes and enable future workflows within the information chain. The Working Group is also tasked with the implementation of the identifier, including identifying the host and technical needs, addressing legacy uses of institutional identifiers in the digital information space, and identifying complementary initiatives that could be informed by, or interoperable with, the NISO I2 standard.

http://www.niso.org/workrooms/i2/midtermreport/

As some of us have already been preaching it for years, it seems that also IT
is slowly getting the revelation that not technology is the problem but
"information" (content).


have a look at the big bang video from AIIM by John Mancini

It's the same message as Davenport wrote 10 years ago in his excellent article in a FT publication (Mastering information)

Als Exkurs behandelt die Studie das Thema Records Management:
Der rechtssicheren Archivierung im Zusammenhang mit ECM-Anwendungen messen
die befragten Unternehmen zwar eine hohe Relevanz bei, die Umsetzung erweist sich
derzeit jedoch noch als schwierig.

go to

s. auch: http://www.nachrichten.ch/detail/444280.htm

Going paperless: World Paperfree Day, October 28, 2010 -

a lot of good hints and tips for best practice

and Australia: http://www.paperlessalliance.com

MOSS 2010 is coming up with significant improvements related
to RM requirements.
HP is adding a backend with TRIM, so that scaling up and archiving will be improved
(hopefully).
HP-TRIM (pdf, 1,936 KB)

Microsoft Infos:
MOSS-2010 (docx, 24 KB)

Analysis from AIIM:
SP-ECM-AIIM (pdf, 183 KB)

The market survey was carried out by Tessella (UK) to ascertain the status and requirements of long-term management of digital information by European organisations that create or hold digital content.

see:
White paper
and
Survey analysis

see my comment to a blog post by Bob Larrivee on AIIM ERM Community:

http://ermcommunity.org/erm/blog/email-and-policy-oil-and-water#comment-131

Jürg

There is not enough clarity how to qualify an e-mail as a business record. Basically e-mail is a media and not a record per se. People should be trained in applying a simple method to identifiy the business value (& purpose) of an e-mail. A lot of organizations have introduced a simple Q&A loop to go through in order to end up with a decision whether an e-mail is a record or not. However there are several methods in this field and there is no generic answer. Apply the defined methodology within your business scope and you will be fairly compliant. But remind: in an e-discovery case, potentially all e-mails become a record.
In general, some research findings have shown that the percentage of compliance relevant e-mails is higher than expected (20-30% on an average).
The current NARA regulation might not be sufficient, but the related decision tree will do the job:
http://static.twoday.net/jhagmann/files/E-Mail-Mgmt-NARA.pdf (page 17)
- Agencies must inform staff that e-mail messages are potential records.
- Staff must be capable of identifying federal records.
- E-mail transmission data and distribution lists must be preserved.
- Agencies must state that draft documents circulated on e-mail systems are potential federal records.
- E-mail must be stored in an appropriate record-keeping system and staff must be
informed of how these records, regardless of format, are maintained in that system.
- Agencies must provide instruction on how to copy e-mail identified as federal records from an e-mail system to an official record-keeping system.
- E-mail systems must not be used to store record-keeping copies of e-mail messages identified as federal records.
- Agencies must not use e-mail backup tapes for record-keeping purposes.
- Staff must be educated on the management and preservation of e-mail records sent or received from nongovernmental e-mail systems.

These rules are either applicable in the private sector. (just replace "federal" or "agency" by "company")

And it's not hopeless:
http://ermcommunity.org/erm/blog/hopeless-records-management-email

Information Governance ist nötig.

Der technische CIO hat seine Rolle ausgespielt und sollte sich auf das "I" in der
IT verlegen. Putting the "I" into IT war ein Aufsatzvon Davenport im Jahr 2000.
Imagine a world of plumbing and nobody cares about the water and the quality of the water ...and the flow.

download Artikel v. 15.4.2010

see Archivalia Blog

RM Life Cycle Management: Eine Präsentation gehalten am Finance Forum
in Zürich, 19. Jan. 2010
Was kann die Privatwirtschaft von der Verwaltung lernen?

Link

One of the interesting AIIM post about 8 things ....

Link

The author restricts the scope of information governance mainly to the discipline of records mgmt.

unfortunately the link at http://www.fcsig.com/ebook does not offer the eBook, “Making the Case for Information Governance,” anymore.

Still one of the best glossaries for information management; maybe information risk related aspects will be added in the near future (e.g. Cobit
etc.)

Link

Jason Baron, director of litigation in NARA talks about e-Discovery and other related topics

Link

The ERM Wiki on AIIM communities has a nice overview of the Moreq2 requirements:

Good for records managers to explain the func specs of RM to their IT.

http://www.aiimcommunities.org/erm/wiki/MoReq2