Washington State Archives Presented by: Leslie Koziara, CRM Electronic Records Management Consultant ERM 2.0 But Wait, There’s More!

Planning and Strategies for ERM 2.0 –Migration happens What’s trending –Mobility (BYOD) –Cloud storage and online file sharing –Big data Overview

Nothing’s Changed Revised Code of Washington (RCW) 40.10Essential Records 40.14Preservation and Destruction of Public Records 40.16Penal Provisions for the Destruction of Public Records 40.20Reproduced Records Public Records Act aka Public Disclosure Act (responsibility of the Attorney General’s Office)

What DOES Change:

Technology has an impact Records professionals must also take into consideration all aspects (good and bad) of the effect that technology has on your records

Technology du jour and your records Chances are the media will NOT outlive the records Obsolescence or failure bound to happen It’s all about the record! “Technology advances, people stay the same!”

Laws and rules regarding the use of all the different technologies and medias are not written fast enough to keep up! Recent court cases and decisions are impacting how records are created, stored, maintained and searched for discovery or disclosure Law and rules can’t keep up either

“Planned Obsolescence” Vendors and developers do not care about your retention requirements - their purpose in life is profit Your purpose in life is managing the records being created, regardless of “physical form or characteristics” (RCW )

Think “big picture” and globally What is happening now with your electronic records? What needs to happen for your hardware and software to continue to work for you? –Vendor support for current applications –Consider what is actually useful and applicable Consider agency and records needs, not trends

Stability is important You’ll want the vendor and the application to be stable, with a level of consistency throughout New and shiny is not neccessarily a good thing when it comes to managing records Plan for longevity!

An overlooked aspect of electronic records: MIGRATION

MIGRATION Why does it happen? 1.Storage – you have reached critical mass 2.Databases – implementing/updating/shifting 3.Applications – implementation/configuration/no longer being supported 4.Business Process – new/change/mergers/acquire 5.Preservation – obsolescence and need for long term access/retrieval/transfers

Migration Traditional to modern/conversion Cassette tapes (analog) to digital recordings (.wav) Floppy disks and CD’s Formats and Upgrades (migrating/converting to a newer version)

Data Happens – A LOT OF IT At some point, you will be moving or shifting data / records / and information Sometimes it’s voluntary (planned and prepared for) Sometimes it’s not voluntary (oh by the way, your software is no longer being supported) Are you prepared?

DATA = RECORDS Get invited to any discussion/planning of migration It may impact: –Retention –Disposition Think about it – date of “creation”, dates of migration etc – as opposed to the date of the record

What’s still hot and getting hotter: Mobility (BYOD) Going to the Cloud Online File Sharing/Collaboration Big Data

Mobility Using different devices and different locations does not negate the fact that you are creating or accessing public records

BYOD “Bring Your Own Device” As an agency, it is up to you to determine what you will allow Establish the ground rules Educate, educate, educate Avoid lawsuits!

Cool and groovy vs government Bear in mind as a government entity, what’s trending does not always equal best use for government There are some great tools out there, choose wisely and well –Stability –Sustainable

Do you?

Going to the cloud CLOUD Consumer level products and servers are not appropriate for government use: Storage SaaS Online File Sharing Other cloud applications

Ask the questions Do you really need this technology in order to conduct business? Do you really need something else that needs looking after? Do you really need it to provide necessary services? Are you prepared to take it on?

Read those terms of service agreements! “By submitting, posting or displaying Content on or through the Services, you grant us a worldwide, non-exclusive, royalty-free license (with the right to sublicense) to use, copy, reproduce, process, adapt, modify, publish, transmit, display and distribute such Content in any and all media or distribution methods (now known or later developed).” TWITTER

TOS Agreement = Contract Users that click “I agree” using.wa.gov addresses are signing contracts using a state address Read the fine print Draw your boundaries on use!

Issues to consider: Custody / Discovery / Disclosure Co-mingling of data (will probably not be held separately from others using storage server) Privacy, security / hijacking of information Data transmission/flow (Where is the server, exactly? Disaster preparedness and recovery Clouding the issue

Ask the questions What about the vendor: –How stable? What’s their history? –Do they outsource or sub-contract ? –How proprietary are their applications? –Their hiring practices for employment? Are there background checks, etc? –Their overall audit / security processes? –Can your rules apply?

Online and sharing Between devices and online file sharing, draw boundaries on use Remember, public records are being created, shared and stored – do you know where? Work with IT – good chance agency can develop in-house “sharing” strategies that will not involve cloud resources

Is it appropriate? Establish rules for online file sharing and other cloud providers/services Do security assessments Any certifications? Mitigate your risk! “CAVEAT EMPTOR” (USER!)

Big Data and Records Management Big data is mind boggling amounts of data –Exabytes Big data can be relative – to some over a hundred gigabytes is huge, others it’s hundreds of terabytes

Reasons for big data If left unattended and no one is paying attention, your data can reach epic levels Big data can be part of mission (compilation and analysis, planning, research)

How to apply RM Big data = records Get invited to those conversations in the development of databases or applications from the beginning Plan the retention and management of the data

You Are Not Alone 2012 ARMA Conference Fellows Attendee Poll: 81 % Organizations do NOT have a systematic process following retention schedules for deleting electronic records 62% do NOT have a digital preservation plan for data and electronic records following retention periods 83% do NOT know where their data resided in the cloud 64% have users hoard outdated electronic information because “they might need it”

Washington State Archives: Partners in preservation and access. Thank you!