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Don Lueders, CRM, CDIA ARMA NOVA February 5, 2014.

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Presentation on theme: "Don Lueders, CRM, CDIA ARMA NOVA February 5, 2014."— Presentation transcript:

1 Don Lueders, CRM, CDIA ARMA NOVA February 5, 2014

2 Please note questions and save until end of presentation.

3 Certified Records Manager (CRM), Certified Document and Imaging Architect (CDIA) TrueArc/Documentum/EMC Supported Microsoft development of MOSS 07 records management features Product Manager for team that created Microsoft’s DoD 5015.2 certified MOSS 07 add-on Product Manager for Microsoft partner that created the on DoD 5015.2 certified native SharePoint 2010 application Introduction

4 Records management has never been more critical Rapid advances in technology pose continuous stream of new, unprecedented challenges Most old methods no longer apply to the work we do Innovative, transformative solutions to managing the information lifecycle in the Digital Age Next Generation Records Management

5 E-discovery makes everything a ‘record’. Next Gen RM Issue #1:

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14 Integrated Information Lifecycle Management: “Cradle-to-the-grave lifecycle management for all recorded information, regardless of format, across the entire enterprise.”

15 Total Enterprise Information Higher value Long term preservation Rigorous business rules

16 Retention and Disposition Across the Enterprise Electronic documents Non-electronic documents Emails Social media File shares Web sites Videos Wikis Blogs Instant messages Voice mail Others…

17 Requirements for structured content are the same for unstructured content. Next Gen RM Issue #2:

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21 Integrated Information Lifecycle Management: “Cradle-to-the-grave lifecycle management for all recorded information, regardless of format, across the entire enterprise.”

22 Massive volume requires massive simplification. Next Gen RM Issue #3:

23 US DoD Record Category Identifier 0430-02: Record Category Name: Foreign Employee Award Files Disposition Authority: N1-218-00-3 item 18 Transfer or Accession to NARA Indicator: Yes Vital Record Indicator: No Record Category Description: Decorations to foreign nationals and US citizens not employed by the US Government consisting of: case files of recommendations, decisions, awards announcements, board meeting minutes, and related documents which are maintained by any JS/combatant command activity Disposition Instructions: Permanent. Cut off on completion of case, hold 2 years, then retire to offline storage. Transfer to federal records holding area 5 years after retirement to offline storage. Transfer to NARA 25 years after cutoff. Event: Case Complete Note: One folder per case. Expected Behavior: Folder becomes due for cutoff after the case is complete. Cutoff folder is transferred to offline storage facility 2 years after cutoff. Folder is transferred to the federal records holding area 5 years after transfer to offline storage facility (based on transfer date). Folder is transferred to NARA 25 years after cutoff.

24 US DoD Record Category Identifier 0430-02: Record Category Name: Foreign Employee Award Files Disposition Authority: N1-218-00-3 item 18 Transfer or Accession to NARA Indicator: Yes Vital Record Indicator: No Record Category Description: Decorations to foreign nationals and US citizens not employed by the US Government consisting of: case files of recommendations, decisions, awards announcements, board meeting minutes, and related documents which are maintained by any JS/combatant command activity Disposition Instructions: Permanent. Cut off on completion of case, hold 2 years, then retire to offline storage. Transfer to federal records holding area 5 years after retirement to offline storage. Transfer to NARA 25 years after cutoff. Event: Case Complete Note: One folder per case. Expected Behavior: Folder becomes due for cutoff after the case is complete. Cutoff folder is transferred to offline storage facility 2 years after cutoff. Folder is transferred to the federal records holding area 5 years after transfer to offline storage facility (based on transfer date). Folder is transferred to NARA 25 years after cutoff.

25 Disposition approval at the record item level?

26 Approved retention schedule Documented processes Robust audit trail

27 Automate, Automate, Automate Records declaration Metadata population Email archiving Content destruction Transfers File plan classification

28 Hardware and software obsolescence is the single biggest long term threat to records management. Next Gen RM Issue #4:

29 Storage Media Durability Floppy disk: 3-5 years. Though no longer made, many still exist; examples include 8”, 5.25” and 3.5” disks, along with items such as Zip and Jaz disks. Flash media: 1-10 years. This category includes USB flash drives (also known as jump drives or thumb drives), SD/SDHC cards and solid-state drives; all generally are less reliable than traditional spinning-disk hard drives. Hard drive: 2-8 years. The health of a spinning disk hard drive often depends on the environment; excessive heat, for example, can lead to quick failure. CD/DVD/Blu-ray optical disk: 2-10 years. There is large variation in the quality of optical media; note that “burnable” discs typically have a shorter life than “factory pressed” discs). Magnetic tape: 10-30 years. Tape is a more expensive storage option for most users–it depends on specialty equipment–but it is the most reliable media available.

30 US DoD Record Category Identifier 0430-02: Record Category Name: Foreign Employee Award Files Disposition Authority: N1-218-00-3 item 18 Transfer or Accession to NARA Indicator: Yes Vital Record Indicator: No Record Category Description: Decorations to foreign nationals and US citizens not employed by the US Government consisting of: case files of recommendations, decisions, awards announcements, board meeting minutes, and related documents which are maintained by any JS/combatant command activity Disposition Instructions: Permanent. Cut off on completion of case, hold 2 years, then retire to offline storage. Transfer to federal records holding area 5 years after retirement to offline storage. Transfer to NARA 25 years after cutoff. Event: Case Complete Note: One folder per case. Expected Behavior: Folder becomes due for cutoff after the case is complete. Cutoff folder is transferred to offline storage facility 2 years after cutoff. Folder is transferred to the federal records holding area 5 years after transfer to offline storage facility (based on transfer date). Folder is transferred to NARA 25 years after cutoff.

31 Standardize on software

32 Cloud computing is here to stay. Next Gen RM Issue #5:

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35 Proactive about inclusion on cloud discussions Understand the technology Off-premises On-premises Hybrid Provide helpful input Focus on RM issues Solutions, not obstacles to success

36 Mobility. Next Gen RM Issue #6:

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39 Policy and Technology Mobile Device Records Management Policy BYOD Privacy concerns Train users Validate compliance Technology Understand technology available Know where information lives Capture the content

40 Records created through social media channels are exploding. Next Gen RM Issue #7:

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42 Policy and Technology Social Media Records Management Policy Personal social channels vs. organization’s accounts Procedures for capturing the content Train users Validate compliance Technology Understand that posts are permanent Create methodologies for managing social media content

43 We still haven’t solved the email records management ‘problem’. Next Gen RM Issue #8:

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46 Policy and Technology Email Records Management Policy Enterprise email records management strategy ‘Capstone’ model Permanent archiving of all mission critical staff emails Shorter term archiving remaining users ‘Capstone plus’ for private sector? Like Capstone, but still supports traditional email declaration strategies for major decision makers Train users Validate compliance Technology Native archiving features Least burdensome email declaration solution available

47 Legacy electronic records management functional standards have failed. Next Gen RM Issue #9:

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49 Concerns with DoD 5015.2 Based on paper records management paradigm A records management application standard Massively complicated Creating a compliant product is expensive Model for records management is unworkable ‘On Why I No Longer Support the DoD 5015.2 Standard’

50 A new standard Based on latest technologies for managing the entire lifecycle of electronically stored information A records management services standard Massively simple Few core requirements (e.g. referential integrity, forensic destruction) Broadly defined optional components (e.g. item level security, vital records management, cutoff processing, etc., etc.)

51 The importance of defensible destruction will continue to grow. Next Gen RM Issue #10:

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53 ‘Save Everything’ is unsustainable Lets imagine that everyone thought that way, and decided to keep everything forever. In 2011 the world stored 1.8 Zettabytes of data. If we decided to keep it all for the long term in the cloud, we would be effectively endowing it. How big would the endowment be? Applying our model, starting with S3's current highest-volume price of $0.055/GB/mo and assuming that price continues to drop at the 10%/yr historic rate for S3's largest tier, we need an endowment of about $6.3K/TB. So the net present value of the cost of keeping all the world's 2011 data in S3 would be about $11.4 trillion. The 2011 Gross World Product (GWP) at purchasing price parity is almost $80 trillion. So keeping 2011's data would consume 14% of 2011's GWP. The world would be writing S3 a check each month of the first year for almost $100 billion, unless the world got a volume discount. David Rosenthal, ‘Let’s Just Keep Everything Forever in the Cloud’, May 2012

54 ‘Save Everything’ is unsustainable Lets imagine that everyone thought that way, and decided to keep everything forever. In 2011 the world stored 1.8 Zettabytes of data. If we decided to keep it all for the long term in the cloud, we would be effectively endowing it. How big would the endowment be? Applying our model, starting with S3's current highest-volume price of $0.055/GB/mo and assuming that price continues to drop at the 10%/yr historic rate for S3's largest tier, we need an endowment of about $6.3K/TB. So the net present value of the cost of keeping all the world's 2011 data in S3 would be about $11.4 trillion. The 2011 Gross World Product (GWP) at purchasing price parity is almost $80 trillion. So keeping 2011's data would consume 14% of 2011's GWP. The world would be writing S3 a check each month of the first year for almost $100 billion, unless the world got a volume discount. David Rosenthal, ‘Let’s Just Keep Everything Forever in the Cloud’, May 2012

55 ‘Save Everything’ is unsustainable Lets imagine that everyone thought that way, and decided to keep everything forever. In 2011 the world stored 1.8 Zettabytes of data. If we decided to keep it all for the long term in the cloud, we would be effectively endowing it. How big would the endowment be? Applying our model, starting with S3's current highest-volume price of $0.055/GB/mo and assuming that price continues to drop at the 10%/yr historic rate for S3's largest tier, we need an endowment of about $6.3K/TB. So the net present value of the cost of keeping all the world's 2011 data in S3 would be about $11.4 trillion. The 2011 Gross World Product (GWP) at purchasing price parity is almost $80 trillion. So keeping 2011's data would consume 14% of 2011's GWP. The world would be writing S3 a check each month of the first year for almost $100 billion, unless the world got a volume discount. David Rosenthal, ‘Let’s Just Keep Everything Forever in the Cloud’, May 2012

56 Defensible Destruction Leave the paper paradigm behind Innovative information lifecycle methods Solutions that are ‘good enough’ Understand and leverage helpful legal precedent (e.g. Rule 37(e) FRCP) Set destruction goals Monitor progress Confident and aggressive

57 Information governance is records management. Next Gen RM Issue #11:

58 Gartner on Information Governance: “…the specification of decision rights and an accountability framework to encourage desirable behavior in the valuation, creation, storage, use, archival and deletion of information. It includes the processes, roles, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals.” ‘What is Information Governance? And Why is it So Hard?’ Debra Logan, January 11, 2010

59 Gartner on Information Governance: “…the specification of decision rights and an accountability framework to encourage desirable behavior in the valuation, creation, storage, use, archival and deletion of information. It includes the processes, roles, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals.” ‘What is Information Governance? And Why is it So Hard?’ Debra Logan, January 11, 2010

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63 Next Generation Records Management Resources: NextGenRM.org Next Generation Records Management LinkedIn group Next Generation Records Management LinkedIn group Twitter: @NextGenRM Don.Lueders@HarborPointIM.com

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