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Warning!Warning!You may hear and see things that will make you You may hear and see things that will make you feel uncomfortable. However, even good feel uncomfortable. However, even good medicine frequently has some unsavory aspects. medicine frequently has some unsavory aspects. You will get no sympathy here, only thoughts you You will get no sympathy here, only thoughts you need to consider as a Records Officerneed to consider as a Records Officer

Recording devices and cameras are permitted. Recording devices and cameras are permitted.

Stay seated, if you dare!Stay seated, if you dare!

Presented at RACO 2004

Washington, DC

Tuesday, 11 May 2004

Christopher J. Olsen, CRM

Chief, Records and Classification Management Group

Office of the CIO, Central Intelligence Agency

This is a record.CIO/IMS Presentations (PO-SPCHS-XXXXX-XXX)

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What to Talk About?What to Talk About?

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6

While in MontanaWhile in Montana

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Lesson No. 1Lesson No. 1

Records Management is not interesting to

most people

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While in My CarWhile in My Car

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Lesson No. 2Lesson No. 2

Technology is inevitable, if not

ubiquitous

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But, Why Me as the KeynoteBut, Why Me as the Keynote

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Lesson No. 3Lesson No. 3

Failure is good!

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Value of the LessonsValue of the Lessons

• Lessons LearnedLessons Learned– Lesson No. 1 – Lesson No. 1 –

“RM is not “RM is not interesting”interesting”

– Lesson No. 2 – Lesson No. 2 – “Technology is “Technology is inevitable, if not inevitable, if not ubiquitous”ubiquitous”

– Lesson No. 3 – Lesson No. 3 – “Failure in good!”“Failure in good!”

• ActionsActions– Change the Change the

message; change message; change the approachthe approach

– Records Records Managers must Managers must know technology; know technology; partner with IT partner with IT professionalsprofessionals

– Learn from what Learn from what didn’t work; think didn’t work; think and act differentlyand act differently

The Information Nightmare…its Here!The Information Nightmare…its Here!

Your current records environment is Your current records environment is complex with:complex with:

Paper documents, paper forms, electronic Paper documents, paper forms, electronic documents, electronic forms, telephone documents, electronic forms, telephone conversations, maps, facsimiles, e-mail, chat conversations, maps, facsimiles, e-mail, chat board, white boards, instant messaging, board, white boards, instant messaging, workflow processes, video teleconferencing, workflow processes, video teleconferencing, intra- and internet materials, video and audio intra- and internet materials, video and audio recordings, microforms, compound documents, recordings, microforms, compound documents, WEB links, et.Al.WEB links, et.Al.

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And, the Nightmare Getting’ WorseAnd, the Nightmare Getting’ Worse

• According to A Study from According to A Study from the Berkeley*:the Berkeley*:– The World Produced 6 The World Produced 6

Exabytes of Information Exabytes of Information in 2002in 2002

– The Library of Congress The Library of Congress Has Nineteen Million Has Nineteen Million BooksBooks

– So, the World Made So, the World Made Some 500,000 Libraries Some 500,000 Libraries of Congressof Congress

– 40% of the Information 40% of the Information Was Produced in the USWas Produced in the US

– 80% of Government 80% of Government Information is Information is UnstructuredUnstructured

*The study can be found at www.sims.berkeley.edu*The study can be found at www.sims.berkeley.edu

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And Worser (And Worser (Yeah, I know its bad EnglishYeah, I know its bad English) )

• USA Today poll indicated that workers would sooner USA Today poll indicated that workers would sooner give up their phones than e-mailgive up their phones than e-mail

• Close behind email use in Instant Messaging (IM)Close behind email use in Instant Messaging (IM)– Worldwide Worldwide Corporate IM use will increase by 140%Corporate IM use will increase by 140% per per

annumannum

– MSN Messenger reports 75 million new users each MSN Messenger reports 75 million new users each monthmonth

– As of December 2002, 17 billion were sent per month, As of December 2002, 17 billion were sent per month, an 81% increase over the previous yearan 81% increase over the previous year

– eMarketeer, February 2003, said “1.6 billion IMs sent eMarketeer, February 2003, said “1.6 billion IMs sent daily worldwide through AOLdaily worldwide through AOL

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• ““The U.S. Air Force had kicked off its fight against the Taliban The U.S. Air Force had kicked off its fight against the Taliban with an ineffective bombing campaign, and Washington was with an ineffective bombing campaign, and Washington was anguishing over whether to send in a few Army divisions. anguishing over whether to send in a few Army divisions. Donald Rumsfeld told Gen. Tommy Franks to give the initiative Donald Rumsfeld told Gen. Tommy Franks to give the initiative to 250 Special Forces already on the ground. to 250 Special Forces already on the ground. They used They used satellite phones, Predator surveillance drones, and GPS- and satellite phones, Predator surveillance drones, and GPS- and laser-based targeting systems to make the air strikes brutally laser-based targeting systems to make the air strikes brutally effectiveeffective.”.”

• ““In effect, they ‘Napsterized’ the battlefield by cutting out the In effect, they ‘Napsterized’ the battlefield by cutting out the middlemen (much of the military’s command and control) and middlemen (much of the military’s command and control) and working directly with the real players. working directly with the real players. The data came in so fast The data came in so fast that HQ revised operating proceduresthat HQ revised operating procedures to allow intelligence to allow intelligence analysts and attack planners to work directly together. Their analysts and attack planners to work directly together. Their favorite tool, incidentally, was favorite tool, incidentally, was instant messaginginstant messaging over a secure over a secure networknetwork.” — Ned Desmond, “Broadband’s New Killer App”, .” — Ned Desmond, “Broadband’s New Killer App”, Business 2.0Business 2.0, , October 2002October 2002

Non-Traditional Approaches to WarNon-Traditional Approaches to War

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Can It Get WorseCan It Get Worse

• The National Archives and Records Administration The National Archives and Records Administration (NARA) believes the Federal government will (NARA) believes the Federal government will generate 37 billion email per annumgenerate 37 billion email per annum

• Currently, many home users have 17-22 million Currently, many home users have 17-22 million documents on 60-80 gigabyte drivesdocuments on 60-80 gigabyte drives

• Over two petabytes are exchanged across the Over two petabytes are exchanged across the Internet each dayInternet each day

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Some Perspective on VolumeSome Perspective on Volume

• What is a petabyte:What is a petabyte:A. A prehistoric winged centipede like creature found in A. A prehistoric winged centipede like creature found in

ancient kitchensancient kitchens

B. A sandwich you eat on footB. A sandwich you eat on foot

C.C. 250,000 times the lifetime reading of the average 250,000 times the lifetime reading of the average adultadult

D.D. Or, what Fairfax County residents could finish reading Or, what Fairfax County residents could finish reading in reading in 18 ½ years; Virginia in 2 ½ years in reading in 18 ½ years; Virginia in 2 ½ years

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““We are in aWe are in a brawl brawl with no rules.”with no rules.”

Paul AllairePaul Allaire (former Xerox CEO)(former Xerox CEO)

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My ProphesyMy Prophesy

Traditional approaches to Record Management (RM) Traditional approaches to Record Management (RM) programs will fail in most organizationsprograms will fail in most organizations

Every organization will be negatively impacted by the Every organization will be negatively impacted by the absence of an effective records management absence of an effective records management program program

Think Think DifferentlyDifferently

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Read a Book!Read a Book!

• ““The Tipping Point”, The Tipping Point”, Malcolm GladwellMalcolm Gladwell

• ““Unleashing the Unleashing the Ideavirus”, Seth GodinIdeavirus”, Seth Godin

• ““The Purple Cow”, Seth The Purple Cow”, Seth GodinGodin

• ““Re-imagine”, Tom Re-imagine”, Tom PetersPeters

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Now, a Real Story of Change*Now, a Real Story of Change*

• It’s About New YorkIt’s About New York– In 1984, 6000 subway In 1984, 6000 subway

cars all with graffitticars all with graffitti– 15-20k crimes took place 15-20k crimes took place

in the subwayin the subway– Passenger were Passenger were

frequently harassedfrequently harassed– The Transit authority was The Transit authority was

been subsidizing for been subsidizing for millions due to non millions due to non paying fare customerspaying fare customers

– Crime in New York was Crime in New York was at an all-time highat an all-time high

*from the “Tipping Point”

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Getting’ Re-startedGetting’ Re-started

• Develop, then present the RM program as a program Develop, then present the RM program as a program with milestones and deliverableswith milestones and deliverables

• Focus your attention – focus on the problemFocus your attention – focus on the problem• Build partnerships with a business and the Build partnerships with a business and the

Information Technology officesInformation Technology offices• Define measurable metrics to demonstrate successDefine measurable metrics to demonstrate success• Status the program and herald the accomplishmentsStatus the program and herald the accomplishments• Plan Globally, act locally…conquer the enterprise one Plan Globally, act locally…conquer the enterprise one

office at a timeoffice at a time

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What to Expect!What to Expect!

• You may not get management buy-inYou may not get management buy-in• Fear of litigation or reprisal will get you attention but, Fear of litigation or reprisal will get you attention but,

will not sustain an enterprise RM programwill not sustain an enterprise RM program• You will not be successful simply with the deployment You will not be successful simply with the deployment

of records management softwareof records management software• Your records management plan must address more Your records management plan must address more

than just documentsthan just documents• Your program, if properly constructed and effective, Your program, if properly constructed and effective,

will take years to implementwill take years to implement• Without an organizing taxonomy…you will fail!Without an organizing taxonomy…you will fail!• You must examine ways to change management You must examine ways to change management

incentivesincentives

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What About “Records and Risk”What About “Records and Risk”

• Most agencies are producing more and better records Most agencies are producing more and better records than ever beforethan ever before

• Most agencies are saving recordsMost agencies are saving records• So, where’s the riskSo, where’s the risk

– Users can’t find ‘em; or the find the same ones over Users can’t find ‘em; or the find the same ones over and over againand over again

– IT departments are desperately trying to manage IT departments are desperately trying to manage retrieval against storage retrieval against storage

– For every dollar spent on IT, there is less money for For every dollar spent on IT, there is less money for mission and the publicmission and the public

– Migration costs are inconceivable; archive medium is Migration costs are inconceivable; archive medium is not archivalnot archival

– Separating permanent records from temporary is Separating permanent records from temporary is vexing if not largely impossiblevexing if not largely impossible

– Disaster recovery is made difficult and expensiveDisaster recovery is made difficult and expensive– Information sharing is frustrated and frustratingInformation sharing is frustrated and frustrating

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Fixin’ the MessFixin’ the MessThe Formula For SuccessThe Formula For Success

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Meet the Mission With…Meet the Mission With…

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Meet the Mission With…Meet the Mission With…

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The Analysis – Why We Are At RiskThe Analysis – Why We Are At Risk

Problem

Idiosyncratic Filing Systems Throughout the Agency

Bushel Basket of Unmanaged Electronic

Holdings

Data Vulnerability and Integrity Issues

Islands of Information & Inability to Perform a Credible Agency-wide

Search

Solution

Implement a Standard File Plan/Taxonomy

Deploy a Records Management Application

Certify all Electronic Systems as Electronic Recordkeeping Systems

Establish a Metadata Standard, Register and Repository

BenefitAll Information, regardless of medium, organized uniformly,

speeds retrieval; recovery; access and dispostion

Provides an alternative to printing to paper; individual mail files;

facilitates continuity and operations

Assures information inviolability, preservation, continued user

accessAffixs "tags" to every document object regardless where held to

facilitate retrieval, recovery, disposition, ownership

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Program - First StepsProgram - First StepsDesigning a ProgramDesigning a Program

Metadata

Taxon

omy

(File

Pla

n)

ERKSRMA

augments Agency

Knowledge

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Program – Prong 1Program – Prong 1Why Taxonomies?Why Taxonomies?

• Gartner Group said:Gartner Group said:– In 2003, clients who had invested in content In 2003, clients who had invested in content

management did not achieve full benefit without good management did not achieve full benefit without good taxonomiestaxonomies

– Enterprises that investigate role of metadata and Enterprises that investigate role of metadata and devote training and effort will realize ROI in 2003devote training and effort will realize ROI in 2003

– By 2005, enterprises will devote 15% of content By 2005, enterprises will devote 15% of content management budgets to taxonomy creation and management budgets to taxonomy creation and metatagging toolsmetatagging tools

Good News and Bad News for Good News and Bad News for Records ManagersRecords Managers

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Program – Prong 1Program – Prong 1More Gartner on TaxonomyMore Gartner on Taxonomy

• Knowledge maps - Knowledge maps - taxonomiestaxonomies - are used to organize - are used to organize contentcontent and processes according to the enterprise’s and processes according to the enterprise’s business usage of knowledgebusiness usage of knowledge

• The The taxonomy acts as a guide totaxonomy acts as a guide to the conceptual and the conceptual and physical organization of information resources (experts, physical organization of information resources (experts, data, and processes)data, and processes)

• The object of classification management is to The object of classification management is to filter and filter and classifyclassify enterprise information so delivered information is enterprise information so delivered information is highly relevant to the user’s taskshighly relevant to the user’s tasks

Program – Prong 1Program – Prong 1My Theorem on KMMy Theorem on KM

If, RM is to classificationIf, RM is to classificationAnd, classification is to taxonomyAnd, classification is to taxonomyAnd, taxonomy is to KMAnd, taxonomy is to KM

Then, RM is to KMThen, RM is to KM

QEDQED

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Program- Prong 1Program- Prong 1Search Engine V. TaxonomySearch Engine V. Taxonomy

Search Engine TaxonomyProvides Access Control *Shows Relationships *Flags Retention *Identifies Disaster Recovery Data *Identifies Vital Records *Finds Mission Information * *Applies to All Medium *Represents Business *Serves as Knowledge Map *Aids in Storage Capacity Planning *

Capabilities of a Search Engine v. a Taxonomy

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Program – Prong 1Program – Prong 1Building A TaxonomyBuilding A Taxonomy

• Build a taxonomy from bottom up & validate top down with Build a taxonomy from bottom up & validate top down with organization’s mission (major hierarchical naming organization’s mission (major hierarchical naming schema)schema)– The idea is to build mission critical systems--parochial The idea is to build mission critical systems--parochial

systems--with a corporate approachsystems--with a corporate approach– Link the taxonomy to the organizations Link the taxonomy to the organizations records controlrecords control

schedule, “RCS”--schedule, “RCS”--a description of its file types & retention a description of its file types & retention periodsperiods

– Embedded in the taxonomy is the value, ownership, & type Embedded in the taxonomy is the value, ownership, & type of informationof information

• The taxonomy supports the component organization of The taxonomy supports the component organization of information (records) & enables a corporate search/use information (records) & enables a corporate search/use capabilitycapability

• But, this is not the only taxonomy you will/can buildBut, this is not the only taxonomy you will/can build

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Program – Prong 1Program – Prong 1The CIA TaxonomyThe CIA Taxonomy

Administration

Policy

Intelligence Activities

Operations

Projects and Programs

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Program – Prong 1Program – Prong 1The CIA Taxonomy at All Four LevelsThe CIA Taxonomy at All Four Levels

Administration

Activity Reports

Below Office Level

Your File Title 001

Your File Title 002

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Program – Prong 2Program – Prong 2Proactive Electronic Records Management (PERM)Proactive Electronic Records Management (PERM)

• Consider deploying a records management application, but Consider deploying a records management application, but investigate what the user sees before you buy.investigate what the user sees before you buy.

• The RMA will do these things:The RMA will do these things:

– All records electronically filed at the desktopAll records electronically filed at the desktop

– Records sent to the repository with a couple of mouse clicks Records sent to the repository with a couple of mouse clicks

– Electronic files are available to work groupElectronic files are available to work group

– Sent to an electronic repository where records integrity/access assuredSent to an electronic repository where records integrity/access assured

– All files are retrievable via full-text searchAll files are retrievable via full-text search

– Files can be viewed alphabetically or hierarchicallyFiles can be viewed alphabetically or hierarchically– Likely annoy your customer baseLikely annoy your customer base

• ConsiderConsider targeting targeting certain (not all files) for you RMA certain (not all files) for you RMA• Don’t Don’t confuse success with seat managementconfuse success with seat management or employee use or employee use

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Users Hate to “Classify”Users Hate to “Classify”

I wont’ do it…I wont’ do it…

You can’t make me…You can’t make me…

I am too busy…I am too busy…

This is just Donkey This is just Donkey doo!doo!

Pick your RMA from the users’

perspective

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• Metadata is the enabling technology for:Metadata is the enabling technology for:– Improved coordination and decision making Improved coordination and decision making

– Better support to users and customersBetter support to users and customers

– Data and application interoperabilityData and application interoperability

– CollaborationCollaboration

– Electronic information storage and managementElectronic information storage and management

– Integrating open source Integrating open source

– Multiple security level interconnectionMultiple security level interconnection

– Enabling knowledge/content managementEnabling knowledge/content management

– Basis for XML and DTDsBasis for XML and DTDs

– Improved search and access Improved search and access

Program – Prong 3Program – Prong 3The Metadata BenefitsThe Metadata Benefits

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Program – Prong 3Program – Prong 3The CIA Document Object MetadataThe CIA Document Object Metadata

GENERAL INFORMATION1. Title2. Keyword3. Subject Category4. Summary5. Country6. Docid

RECORD CHARACTERISTICS15. Media Type16. Format17. Vital Record Indicator18. Privacy Act Indicator19. Copyright Indicator

RELEVANT DATES7. Publication Date8. Posted Date9. Cutoff Date10. Expiration Date11. Date and Time Metadata Last Modified12. Metadata Last Modified By

CLASSIFICATION/CONTROL MARKINGS20.1 Classification Marking20.2 Derived From20.3 Classification Reason Code20.4 Classified By20.5 SCI Control Systems20.6 Codewords20.7 REL TO20.8 Non-US Classification Markings20.9 Declassify On21.1 Non-US Intelligence Community Security

Markings22.0 Dissemination Controls

AUTHOR INFORMATION13.1 Originating Organization13.2 Originator13.3 Originator Job Title

RECORD FILING AND DISPOSTIONINFORMATION23.1 File Tag23.2 Location of Record24.0 Office of Record25.0 Hold Status

AUDIENCE14.1 Addressee(s)14.2 Addressee Organization14.3 Addressee Official Job Title

Metadata

Record

Metadata

Date: 08/18/98Time: 1530Author: J. DoeCreation Date: 7/1/98Subject: Russia Energy ReservesClassification: SECRETHandling Caveat: XXXRecipient: youFile Tag: Economics - EnergyDisposition Item: 123a; permanentDeclassification date: X1

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Program – Prong 3Program – Prong 3Searching Using the Metadata RepositorySearching Using the Metadata Repository

•Subject•Keyword•Abstract•Originator•Classification•Compartment•File Tag•Source System...

Metadata Repository

End User via Portal

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Program – Prong 4Program – Prong 4 Electronic Recordkeeping Systems (ERKS) CertificationElectronic Recordkeeping Systems (ERKS) Certification

• Record IntegrityRecord Integrity

• MetadataMetadata

• Organizing InformationOrganizing Information

• Search and RetrievalSearch and Retrieval

• Records DispositionRecords Disposition

• Information Assurance, Information Assurance, Preservation & Migration and Preservation & Migration and Vital RecordsVital Records

• Classification of ObjectsClassification of Objects

• File Plan (Taxonomy)File Plan (Taxonomy)

• Search Capabilities and Access Search Capabilities and Access ControlControl

• Destruction or Transfer of Destruction or Transfer of RecordsRecords

Enterprise activity to certify automated information systems as “electronic recordkeeping,” ensuring that knowledge assets are protected/preserved

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Program – Prong 4Program – Prong 4 Electronic Recordkeeping System (ERKS)Certification Electronic Recordkeeping System (ERKS)Certification

proceduresrules

discipline

documentation

file tag

taxonomyarchive

disposition

retrieval

records custodian

ERKS

IMO

access controls

need to know

audit trail

policy

metadatarecords control

schedule

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URL for CIA ERKS and MetadataURL for CIA ERKS and Metadata

www.foia.cia.gov

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Prong 5Prong 5I thought you said they were only 4!*I thought you said they were only 4!*

• Consider building RM into the infrastructureConsider building RM into the infrastructure– No one gets a vote; no one has to (oops)No one gets a vote; no one has to (oops)

– It operates behind the scenesIt operates behind the scenes

– Its better than relying on usersIts better than relying on users

• Get serious about working with one of the Get serious about working with one of the categorization software productscategorization software products

*I lied—there really are 5 Prongs!

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New RM ArchitectureNew RM Architecture

Data Storage Level

User Interface/Presentation Level

Application Level

Services Level

Taxonomy

Records

Management

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Meet the Mission with…Meet the Mission with…

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The Process -Second StepThe Process -Second StepEstablish, Influence, Infiltrate ProcessesEstablish, Influence, Infiltrate Processes

• Conduct a enterprise-wide audit and present the findings Conduct a enterprise-wide audit and present the findings to CIO, CFO or other senior managementto CIO, CFO or other senior management– Tell Tell them and the employees what you are doing firstthem and the employees what you are doing first and why and why– Make the connection to the current business imperativeMake the connection to the current business imperative

• Write and/or Propose system development standards that Write and/or Propose system development standards that address common “records management” concerns, like:address common “records management” concerns, like:– Organization of contentOrganization of content– Disaster recoveryDisaster recovery– Migration and dispositionMigration and disposition– Data standardizationData standardization

• Integrate RM requirements into system lifecycle and Integrate RM requirements into system lifecycle and programmaticsprogrammatics

• Attend the control gates of major systemsAttend the control gates of major systems

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Process - Second Step Process - Second Step Market Successes, Let Someone Else “Toot” Your Horn!Market Successes, Let Someone Else “Toot” Your Horn!

• Benchmark you program against that of a competitor Benchmark you program against that of a competitor and let management know the resultsand let management know the results

• See Your Program As the “Answer” in Every Forum See Your Program As the “Answer” in Every Forum • Look for marketing opportunities all year longLook for marketing opportunities all year long• Get the Word Out Through Agency Communication Get the Word Out Through Agency Communication

DevicesDevices• Invite “Big Shots” From Outside the Agency to See Your Invite “Big Shots” From Outside the Agency to See Your

StuffStuff• Invite “Big Shots” From Outside the Agency to Invite “Big Shots” From Outside the Agency to

embarrass your big shotsembarrass your big shots• Ask Business Owner, CTO, IT Infrastructure Chief to Ask Business Owner, CTO, IT Infrastructure Chief to

Speak About the BenefitsSpeak About the Benefits

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Meet the Mission With…Meet the Mission With…

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Treat RM As a Virus in Your AgencyTreat RM As a Virus in Your Agency

You are the CarrierYou are the Carrier

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People - The RM ManagerPeople - The RM Manager As the Puppet MasterAs the Puppet Master

• The Effective RM Manager:The Effective RM Manager:

– Writes the policy and standards Writes the policy and standards for system development for system development

– Owns or participates in Owns or participates in data/system standards in the data/system standards in the organizationorganization

– Provides requirements to IT Provides requirements to IT developersdevelopers

– Define and participates in all Define and participates in all Configuration Management Configuration Management processesprocesses

– Is a stakeholder on all system Is a stakeholder on all system developmentdevelopment

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People – The RM ManagerPeople – The RM ManagerAs the Puppet MasterAs the Puppet Master

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People – Forming AllegiancesPeople – Forming AllegiancesBusiness Case BenefitsBusiness Case Benefits

• Make the “Business Case” – Do Not Make Records Make the “Business Case” – Do Not Make Records Management Your MantraManagement Your Mantra

• Use Whatever gets you in the door and people Use Whatever gets you in the door and people listening, e.g. Sarbanes-Oxley, HIPAA, SEC 17alistening, e.g. Sarbanes-Oxley, HIPAA, SEC 17a

• Target a Mission Office(s) With Specific, High Profile Target a Mission Office(s) With Specific, High Profile Problems for Pilot and demonstrate:Problems for Pilot and demonstrate:

• Competitive AdvantageCompetitive Advantage

• Reduced Time to MarketReduced Time to Market

• Exploitation of Information for Decision Support, Trends Exploitation of Information for Decision Support, Trends AnalysisAnalysis

• Protection of corporate assetsProtection of corporate assets

• Survival or DominanceSurvival or Dominance

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People – Forming AllegiancesPeople – Forming AllegiancesBusiness Case BenefitsBusiness Case Benefits

• Show the IT Department the SavingShow the IT Department the Saving– Reduced or Optimized Production and Operation CostsReduced or Optimized Production and Operation Costs

• Demonstrate Security Features to Security OfficeDemonstrate Security Features to Security Office• Give examples of the lessened potential for litigation Give examples of the lessened potential for litigation

or adverse action to the Legal Staffor adverse action to the Legal Staff• Address the compliance issues associated with state Address the compliance issues associated with state

and Federal regulationsand Federal regulations• Trade on Your Success to Convince Other Senior Trade on Your Success to Convince Other Senior

Managers to ExperimentManagers to Experiment

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• Do we have the right people to implement of an IM Do we have the right people to implement of an IM program?program?

• How should we use and train our IM professionals to How should we use and train our IM professionals to meet the customer challenges?meet the customer challenges?

• How do we reward, advance and develop the finest How do we reward, advance and develop the finest cadre of IM professionals in private and public cadre of IM professionals in private and public sector?sector?

People – Examining Your RM Talent*People – Examining Your RM Talent*

* What People Do You Need for Success?

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People in The Federal RM CommunityPeople in The Federal RM Community

• Quit re-inventing the WheelQuit re-inventing the Wheel– Find out what your colleagues are doingFind out what your colleagues are doing

– Steal their ideas; give away yoursSteal their ideas; give away yours

• Help NARA develop standards, e.g., DoD 5015.2Help NARA develop standards, e.g., DoD 5015.2• Present at FIRM and Bridge meetingsPresent at FIRM and Bridge meetings• Include IT Officers in your discussions; discover their Include IT Officers in your discussions; discover their

problemsproblems• Designate executive agents within the Federal Designate executive agents within the Federal

community for:community for:– Developing standardsDeveloping standards

– R&D on taxonomies and categorizationR&D on taxonomies and categorization

– Document object taggingDocument object tagging

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Re-look Your RM OrganizationRe-look Your RM Organization

A rch iva l S erv ices E le ctron ic T o o ls & D a ta S tan da rds

P o licy D o cu m e n t C o nv e rs ion

S pe c ia l S e rv ice s & S urge L ia ison A c tiv it ies

E le ctron ic S yste m s S u pp o rt

R C M G

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A Segment of the New RM OrganizationA Segment of the New RM Organization

T oo l Id en ti f ica tion

F e as ib i li ty S tu d ies

T oo l E va lua tion

X M L

M E T A D A T A

M O D E LS

T A X O N O M Y

IS O O

C A P C O

S tan d ards

E le ctron ic T o o ls & D a ta S tan da rds

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More on a New RM OrganizationMore on a New RM Organization

F ile P lan

D ispo sit ion

IM P o licy

C lass ifica tio n P o licy

R e v ie w & R e lea se

F o rm u la tion

L e ga cy C e r tif ica tion

C o ntro l G ate R e v ie w s

R e qu ire m e n ts

E R K S

In fo rm a tio n M a na g em e nt

C la ss ifica tio n M an a ge m e nt

A nn ua l E va lua tion

G ov e rn an ce

M ain ten an ce

P O LIC Y

The Future Records Management OfficerThe Future Records Management Officer

• Enterprise information engineerEnterprise information engineer– tunes taxonomytunes taxonomy– builds ad hoc taxonomies that use extant builds ad hoc taxonomies that use extant

records against new questionsrecords against new questions– runs tools to import or destroy legacy recordsruns tools to import or destroy legacy records

• Organizational SpecialistOrganizational Specialist

– audits for conformance and discrepanciesaudits for conformance and discrepancies

– monitors access groupsmonitors access groups

– knows how component is organized and where knows how component is organized and where information is locatedinformation is located

– brings up new “collaborations of interest”brings up new “collaborations of interest”

Future RM DutiesFuture RM Duties

• Systems Certification OfficerSystems Certification Officer– certifies all automated information systems as certifies all automated information systems as

electronic record keeping systemselectronic record keeping systems

– certifies each system after a major upgrade or certifies each system after a major upgrade or migrationmigration

– disposes of system when no longer neededdisposes of system when no longer needed

• Information AuthenticatorInformation Authenticator– assures data integrityassures data integrity

– identifies disaster recovery and vital recordsidentifies disaster recovery and vital records

– ensures PERMANENT records are preservedensures PERMANENT records are preserved

– authorizes the destruction of useless records authorizes the destruction of useless records

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TrendsTrends

• Smart application of TechnologySmart application of Technology– Increased use of XML for providing value to Increased use of XML for providing value to

contentcontent• For exporting contentFor exporting content• For re-purposing and exploring contentFor re-purposing and exploring content

– Increased use of taxonomies to organize and Increased use of taxonomies to organize and visualize contentvisualize content

– Use of categorization tools to make sense of Use of categorization tools to make sense of legacy data and inbound informationlegacy data and inbound information

– IT Departments increasingly pressed to reduce IT Departments increasingly pressed to reduce costs; deliver better retrieval and storage costs; deliver better retrieval and storage functionalityfunctionality

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Trends (Continued)Trends (Continued)

• Successful organizations will embed RM Successful organizations will embed RM requirements into the infrastructure to achieve the requirements into the infrastructure to achieve the content management and operating cost savings content management and operating cost savings desireddesired

• Corporation and collaborationCorporation and collaboration– Between Library Scientists and TechnologistsBetween Library Scientists and Technologists– Between heretofore separate business componentsBetween heretofore separate business components– Between Intelligence and non-Intelligence agenciesBetween Intelligence and non-Intelligence agencies

• Skill Mix Change for Records ManagersSkill Mix Change for Records Managers– Emphasis on technical presentationEmphasis on technical presentation– Understanding of metadata, classification toolsUnderstanding of metadata, classification tools– Competition for Library Scientists with good IT skills Competition for Library Scientists with good IT skills

will mean:will mean:• Salaries will increaseSalaries will increase• Training incentives will be hiring/retention considerationsTraining incentives will be hiring/retention considerations

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The SummaryThe Summary

• Fix one problem –focus your attentionFix one problem –focus your attention• Develop, then present the RM program as a program Develop, then present the RM program as a program

with milestones and deliverableswith milestones and deliverables• Build partnerships with a business and the Build partnerships with a business and the

Information Technology officesInformation Technology offices• Define measurable metrics to demonstrate successDefine measurable metrics to demonstrate success• Status the Program and herald the accomplishmentsStatus the Program and herald the accomplishments• Conquer the Enterprise one office at a timeConquer the Enterprise one office at a time

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The ForecastThe Forecast(What Gartner Group, Again?!)(What Gartner Group, Again?!)

• By 2005By 2005– ontologies will become standard technology for e-product ontologies will become standard technology for e-product

catalogscatalogs– 70 percent of Global 5000 will 70 percent of Global 5000 will

• deploy taxonomies for improved organizationdeploy taxonomies for improved organization

• deploydeploy automated text categorization for analysisautomated text categorization for analysis

• By 2006By 2006 – knowledge mapping will become critical for world-class knowledge mapping will become critical for world-class

information management*information management*– number of professionals working on knowledge maps will number of professionals working on knowledge maps will

double or triple by 2006double or triple by 2006

*Automated taxonomy creation tools will work well only with extensive human involvement

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The WarningThe Warning

• Companies Think That by Purchasing Technology, Companies Think That by Purchasing Technology, They Are Purchasing a Classification SystemThey Are Purchasing a Classification System (Plumtree Software)(Plumtree Software)

• To Rely on Technology to Keep a Classification To Rely on Technology to Keep a Classification System Buzzing Is an Unattainable GoalSystem Buzzing Is an Unattainable Goal (YAHOO!) (YAHOO!)

• Automation Does Not Play As Prominent a Role in Automation Does Not Play As Prominent a Role in Classification…classification Is Done by People Classification…classification Is Done by People (Ernst (Ernst & Young)& Young)

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Its All About OrganizationIts All About Organization

Chief Technology Officer (CTO) for American On-line (AOL) Postulates That Its About “Time” and to Give People Options You Must Give Them Organization (WTOP, 28 April 2000)

The Triad for SuccessThe Triad for Success

ProgramProgram

PeoplePeople

Process Process

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Rules to Live By*Rules to Live By*

Don’t’ be BoringDon’t’ be Boring

Safe is RiskySafe is Risky

Design Rules NowDesign Rules Now

Very Good is Very BadVery Good is Very Bad

*from the “Purple Cow”

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RM=MRRM=MR Records Management equals Managing Realistically Records Management equals Managing Realistically

Still lakeStill lake

Frog jumps inFrog jumps in

SplashSplash

Still lakeStill lake

You can change the entire organization, but not all at once!

A Haiku according to Chris

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Thanks, RACO AttendeesThanks, RACO Attendees