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Are We Kidding Ourselves? How much can we really capture and manage? Presented by: John Sim IIM Victorian Branch Meeting – 29 May 2012
Where Have We Come from? A Trip Down Memory Lane Remember Registries? Remember mainframes and dumb terminals? Prime, Wang, Honeywell, DEC, Data General & many othersPrimeWang Photocopy centres (MFD’s?) Hardcopy everything! (almost) Microfilm was HUGE! PC’s had arrived, but you were lucky if you had one Kramenna Pty Ltd (trading as Records Solutions) © 2009 2 Mid 1970’s to mid 80’s A sophisticated programmable calculator, the HP 9830A was actually an early desktop computer with printer - circa 1975
Kramenna Pty Ltd © 2009 3 Still In Memory Lane Desktop computing just beginning to appear (Apple)Apple Typing pools still going!going Email (as we know it) still to arrive in most workplaces Internal memo still king! Manual information circulation. Windows OS arrives – 1.0 in 1985, 2.0 in 1987, 3.0 in 1990 and 3.1 in 1992, Win 95 MID 1980’s to Early 90’s Early Wang PC circa 1987 Prime computer room circa 1982
So what has changed? Mass introduction of desktop computing. Kramenna Pty Ltd (trading as Records Solutions) © 2009 4 Mid to late 1990’s and onward Word processing EXPLOSION (remember Wordperfect?). Direct access to network drives. WWW introduced (as we know it today) 1994 (Netscape). Email explosion begins – (hotmail launched in 1996)
Email Facts and Figures there were 360 million Hotmail users worldwide. in November, 71% of worldwide email traffic was spam! despite spam filters 19% of spam emails were still delivered to corporate email inboxes. the average number of emails sent and received each day by corporate users was 110. it is estimated that over 300 Billion emails are sent every day (2.8 Million every second). 75% of all email accounts belong to consumers, 25% are corporate. Kramenna Pty Ltd (trading as Records Solutions) © 2009 5 Email pre-dates the internet. The first email was sent by Ray Tomlinson in 1971 (41 years ago). In 2011: there were 3.146 billion email accounts worldwide (44% of population)
Bits, Bytes and Yottabytes 8 bits = 1 Byte 1,024 bytes = 1 Kilobyte 1000 Kilobytes (approx) = 1 Megabyte 1000 Megabytes = 1 Gigabyte (1 [s/l] DVD = 4.7 GB) 1000 Gigabytes = 1 Terabyte (~213 DVD’s) 1000 Terabytes = 1 Petabyte (~213,000 DVD’s) 1000 Petabytes = 1 Exabyte (~213 million DVD’s) 1000 Exabytes = 1 Zettabyte (~213 billion DVD’s) 1000 Zettabytes = 1 Yottabyte or (~213 trillion DVD’s) approx 1,000,000,000,000,000,000,000,000 or 10 24 bytes Kramenna Pty Ltd (trading as Records Solutions) © 2009 6 HD 1.4 MB
Kramenna Pty Ltd © 2009 7 The Information Explosion – Facts and Predictions (according to IDC.com) The last time storage technology kept pace with information growth was 2002. Print, film, magnetic, and optical storage media produced about 5 Exabyte of information in 2002 = Approx. 37,000 libraries the size of the US Library of Congress (17 million books) ~ 629 billion books.Exabyte A 2011 University of Southern California study estimated the total human information storage capacity in 2007 was 256 Exabytes (256 billion Gigabytes). Based on the above figures that’s enough data to fill approximately 15 average size libraries for every person on the planet (6.6 Billion in 2007).
More Facts and Predictions By 2020, it is predicted our digital universe will be 44 times as big as it was in 2009. Kramenna Pty Ltd (trading as Records Solutions) © 2009 8 0.13 1.22 7.91 A Zettabyte = 1000 Exabyte
Spread of the Internet Kramenna Pty Ltd (trading as Records Solutions) © 2009 9 1,016 Mil 500 Mil 273 Mil 236 Mil 140 Mil 77 Mil 24 Mil USERS
Internet Penetration Kramenna Pty Ltd (trading as Records Solutions) © 2009 10 17 Mil users (Aust) 3.6 Mil users (NZ) * 13.3 Mil Facebook accounts
The Real Facts Organisations are only responsible for 30% of total information generated 2011 - 600 Exabyte = approx. 127,800,000,000 DVD’s Written words are insignificant, amounting to less than 0.1% of the total generated – 127,800,000 DVD’s Only 5% of the information that is created is “structured”, meaning it comes in a standard format of words or numbers. The rest are things like pictures, phone calls, digital radio & TV signals etc. The amount of reading people do has almost tripled since 1980, mainly thanks to all the text on the internet. Kramenna Pty Ltd (trading as Records Solutions) © 2009 11
What About Organisational Growth? The average growth rate of unstructured data in enterprises is 50% per annum. Larger organisations (over 1000 employees) can be as high as 80%. Average growth rate of organisational Email traffic is 40% per annum. In Australia (2011) average growth in Storage Area Networks (SAN’s) was 18% (3% less than the world average). Not keeping pace with data growth. In a 2010 survey of 1000 companies, it was estimated over 80% were retaining data for longer than required. Kramenna Pty Ltd (trading as Records Solutions) © 2009 12 The world according to Gartner:
Can we capture everything we are supposed to?.... What is the best way to try and capture everything?.... What about Recordkeeping? Kramenna Pty Ltd (trading as Records Solutions) © 2009 13 Principles still valid?.. Jury is still out, very unlikely right now! Depends on who you are and the Value & Risk involved. YES – a record is still a record and it should be captured! Automated Classification! What must be captured?..
Some Key Recordkeeping Issues Definition of what constitutes a record! End Users have been asked to become recordkeeping experts. Functional classification may be necessary but users hate it. Hard copy is hanging on. Lack of time to capture manually. Abundance of local databases. Web 2.0 Kramenna Pty Ltd (trading as Records Solutions) © 2009 14
Where To From Here? Investigate automated classification tools Kramenna Pty Ltd (trading as Records Solutions) © 2009 15 Some Suggestions The Records Survey – what is critical? Capture with tomorrow in mind! Be strong – tell your bosses about the risks e.g. use of social media (compliance is rarely a strong motivator!)
One Last Thought! Kramenna Pty Ltd (trading as Records Solutions) © 2009 16 Check out these facts from 2011.these
Questions? Kramenna Pty Ltd (trading as Records Solutions) © 2009 17
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