1. Strategic Information Management: The Roles of XML, StratML & Records Management Owen Ambur Co-Chair Emeritus, xmlCoP & Member, FIRM Board Presentation to Tim Sprehe’s Class University of Maryland April 19, 2007

2. Agenda Extensible Markup Language (XML) Strategy Markup Language (StratML) Records Management – Attributes of a Record ( ISO 15489 ) – Management & Metadata ( ANSI/AIIM/ARMA TR-48 ) – DoD Standard 5015.2 FEA Data Reference Model (DRM) Human Factors ( If time permits ) – Records Management Metrics

3. XML W3C Recommendation – http://www.w3.org/XML/ http://www.w3.org/XML/ – http://www.w3.org/TR/2006/REC-xml11-20060816/ http://www.w3.org/TR/2006/REC-xml11-20060816/ General-purpose markup languagemarkup language – – Facilitate data sharing across orgs & systems – International lingua franca Open, nonproprietary – No software dependencies

4. XML CoP, xml.gov & ET.gov Two proposals made in February 2000 – Render.gov forms & gather data in XML – XML metatags to categorize/manage.gov records http://xml.gov/documents/completed/genesis.htm Current charter & history – http://xml.gov/documents/completed/charter.htm http://xml.gov/documents/completed/charter.htm – http://xml.gov/documents/completed/history.htm http://xml.gov/documents/completed/history.htm Emerging Technology site/process – http://et.gov/history.htm http://et.gov/history.htm

5. StratML Original proposal to AIIM – Specifying an XML Schema for Strategic Plans: The First Step toward the Strategic Management of Documents/Records/Content http://www.xml.gov/draft/AIIMProjectProposalXSDforStrategicPlans.htm Value Proposition – Standardize expression of.gov agency goals & objectives – Citizens would no longer have to translate differing terms used by agencies to describe same strategic planning and performance concepts – Mapping (linkage) of actions (i.e., records) to strategic goals and objectives – Enhanced application of content for reporting and research – More efficient/intuitive search/discovery of strategic plans, actions, and records, as well as potentially sharable services and strategic alignments http://xml.gov/documents/completed/gpo/stratml.pdf StratML CoP – Adam Schwartz of GPO co-chairing – https://collab.core.gov/CommunityBrowser.aspx?id=6232 https://collab.core.gov/CommunityBrowser.aspx?id=6232

6. ISO 15489 International standard for records management – Attributes of a record Authenticity Reliability Integrity Usability – Attributes = metadata XML metatags Readily share metadata – Search, discovery, aggregation, analyses, etc.

7. Metadata In the context of electronic information systems, Management = Metadata – Management functions can be automated based upon metadata ANSI/AIIM/ARMA TR-48-2006 – Document/records management metadata

8. DoD Std. 5015.2 Legal, logical & technical requirements for ERMS Endorsed by NARA for use by all.gov agencies DoD certification processprocess – Product registerregister Agencies failing to use certified products are either: – Risking failure to meet legal requirements, or – Reinventing the standard & certification process At needless cost to the taxpayers

9. DRM Data Description – Attributes of the data (implicit metadata, made explicit) Data Context – Taxonomies (external metadata) – Such as strategic goals & objectives (StratML & FEA PRM) Data Sharing – “Exchange packages” Transaction sets Documents/records “As one example, the Exchange Package concept in the Data Sharing standardization area may be represented via different messaging standards (e.g. eXtensible Markup Language (XML) schema, Electronic Data Interchange (EDI) transaction set) in a concrete system architecture for purposes of information sharing.” http://www.whitehouse.gov/omb/egov/a-5-drm.html

10. Human Factors Memory – The Seven Sins of Memory: How the Mind Forgets and Remembers, Daniel SchacterSchacter Lies – Lies! Lies! Lies! The Psychology of Deceit, Charles FordFord Irrationality – Everyday Irrationality: How Pseudo-Scientists, Lunatics, and the Rest of Us Systematically Fail to Think Rationally, Robyn DawesDawes Naturalistic decision-making – Sources of Power: How People Make Decisions, Gary KleinKlein More – http://mysite.verizon.net/ambur/index.html#recordkeeping http://mysite.verizon.net/ambur/index.html#recordkeeping

11. RM Metrics What gets measured gets done Euphemisms – Transparency – Internal Controls – Governance Good records appropriately shared with stakeholders can dramatically reduce, if not eliminate, waste, fraud & abuse If business is conducted by electronic means, possible to maintain virtually perfect records … IF we choose to do so – Information can be managed “strategically” Link (literally) records to goals & objectives Metrics required to overcome human factors –.gov agencies have particular responsibility to keep & share records – FIRM forum at FOSEforum

12. More Info http://xml.gov This presentation: – http://xml.gov/documents/completed/firm/20070419.ppt http://xml.gov/documents/completed/firm/20070419.ppt – http://xml.gov/documents/completed/firm/20070419.htm http://xml.gov/documents/completed/firm/20070419.htm http://et.gov http://mysite.verizon.net/ambur/ Owen.Ambur@verizon.net