Effective Collaboration Strategies for Records and Information Management

1. Collaborative Techniques & Strategies for Records & Information Management • ARMA NOVA Seminar, February 27, 2009 3050 Chain Bridge Road (Rt 123), Fairfax, VA • “Collaboration -- It takes more than technology” • Rick Barry, Content Manager & Editor, MyBestDocswww.mybestdocs.com www.mybestdocs.com rickbarry at aol dot com

2. “Collaboration -- It takes more than technology” Rick Barry, Content Manager & Editor, MyBestDocs.com • Presentation available on www.mybestdocs.com • References to specific product are for illustration purposes and do not necessarily imply endorsement www.mybestdocs.com rickbarry at aol dot com

3. Can we talk? • What does collaboration mean? • Prior considerations • Questions competent product representative may ask up front? • Organizational culture/atmospherics? • Status of IM/RM • Invested technology environment? • Policies and standards • Checklists for future reference www.mybestdocs.com rickbarry at aol dot com

4. What does it mean? • To cooperate with or willingly assist an enemy of one’s own country and especially an occupying force. • To cooperate with an agency or instrumentality with which one is not immediately connected. • To work jointly with others or together especially in an intellectual endeavor. ─Merriam-Webster Online. Dec 15 2008 http://www.merriam-webster.com/dictionary/collaborate www.mybestdocs.com rickbarry at aol dot com

5. Let’s Play Ask ‘n’ Tell I ask, you tell • What kinds of work tasks can effectively use collaboration? • To what advantages? • What are some downsides? www.mybestdocs.com rickbarry at aol dot com

6. ORGANIZATION www.mybestdocs.com rickbarry at aol dot com

7. Know your organization • What is its business? Professional, info services? Individual projects? Software development? Research? Manufacturing? Education? • Vision, values, core aims statements • Organization: Hierarchical or highlystructured, Flat or virtual • Incentive/disincentive system • Practice of investing in adequate technical & user training prior to implementing new technologies www.mybestdocs.com rickbarry at aol dot com

8. What are the organizational atmospherics? • What is the actual management style? • Does reality of the organizational culture and staff behavior match up to management vision and values? • System of incentives/disincentives www.mybestdocs.com rickbarry at aol dot com

9. What are the organizational atmospherics? • What does organizational culture foster? • Individual responsibility, risk-taking, independence for product delivery? • Telecommuting or in-office presence? • Heavy use of consultants and temporary staff? • Team or group product building? • Participatory or centralized decision making? • Compartmentalization of information or information sharing? • Does it facilitate its vision, values, aims? • Is organization adaptive to change? • Does the culture foster stakeholder building? www.mybestdocs.com rickbarry at aol dot com

10. Stakeholder Building • Have you identified RM service clients? • Who are your RK stakeholders? • How have you engaged them? How might you? • Disposition management • Client representatives • Records, archives • Security re-grading • FOI • Knowledge nuggets • IT Backups • HSM www.mybestdocs.com rickbarry at aol dot com

11. IM and RM www.mybestdocs.com rickbarry at aol dot com

12. Status of IM and RM • Does organization have up-to-date: • Records file plan? Retention schedule? • Metadata schema? • Enterprise IM taxonomy • Business model? Knowledge Management mandate/system? • How well are these related? www.mybestdocs.com rickbarry at aol dot com

13. Does your organization have, plan an enterprise architecture? • Enterprise Business, Information, Technology, Applications Architecture • Service Oriented Architecture (SOA) • NARA's Records Management Service • DoD Business Operating Environment(BOE) • See “Principles and Patterns at the U.S. Department of Defense,” by Dennis Wisnosky SOA Magazine http://www.soamag.com/I25/0109-2.asp • IBM/Filenet's federated architecture www.mybestdocs.com rickbarry at aol dot com

14. If so… • Does it, can it, capture records? • Office systems, email • Collaborative systems • Transaction systems (ERP, legacy applications) • Other recordmaking systems that aren’t recordkeeping systems www.mybestdocs.com rickbarry at aol dot com

15. Information Technology www.mybestdocs.com rickbarry at aol dot com

16. How is technology used in the workplace? • Is your organization an early/late technology adopter? • What technologies are used to carry out its business? • Analog: paper, microform, photo, audio • Digital: WP, email, instant msg, PPT, text messaging, vmail, Webs, blogs, wikis, other collaboration technologies • What about futures? www.mybestdocs.com rickbarry at aol dot com

17. Invested Information Technology • Many legacy BP-specific stovepipe systems dating many years from initial installation. They “work”! • One or multiple ECM, EDM, ERP, systems with/without RK functionality installed, planned • One or more collaboration technologies in place • ER system deployed across: • Whole enterprise, • For specific BPs or application systems, or • In RMU only • No ER system www.mybestdocs.com rickbarry at aol dot com

18. Does your organization have: • One or multiple Enterprise Content Management, Document Management or Electronic Recordkeeping Systems? • Collaborative system(s) not integrated with ECM/EDM/ERK systems? www.mybestdocs.com rickbarry at aol dot com

19. Policy www.mybestdocs.com rickbarry at aol dot com

20. Does your organization have IM/RM policies covering: • Disposition management for all analog and digital content forms: • Ownership of records, other info access to info created by employees, privacy • How records are declared in automated systems: Author? Pick-list? BP/Function? Auto-class system? Mixed? • Internal/external access/disclosure/FOIA policy • Information and records standards www.mybestdocs.com rickbarry at aol dot com

21. Does your organization have RM policy or position covering: • Records declaration: Author? Pick-list? Auto-classification system? (E.g., IBM Content Manager/ZeroClick auto-classification component.) • Application: all records—analog (paper/audio/photo/) & digital (textual, PPT,email, instantmsg, Websites, blogs, wikis, other products of collaborative technologies? How well do policies, implementations relate? www.mybestdocs.com rickbarry at aol dot com

22. ISO 15489: Information and documentation - records management • Obtain management commitment • Make full use of the extensive information • Justification for new resources to carry out recordkeeping program • Version updates www.mybestdocs.com rickbarry at aol dot com

23. Records Management Applications Standard • Electronic records: DoD 5015.02 RMA Standard • Ensure minimum recordkeeping functionality • Ensure ongoing compliance – upgrades/testing • “Free" product testing • Facilitate integration of non-interoperable IT • Others: Model Requirements for the Management of Electronic Records (MoReq) ─http://www.cornwell.co.uk/edrm/moreq.asp www.mybestdocs.com rickbarry at aol dot com

24. Guidelines & Check Lists • National Archives & Records Administration • Preliminary Planning for Electronic Recordkeeping: Checklist for RM Staff • Preliminary Planning for Electronic Recordkeeping: Checklist for IT Staff • DoD 5015.2 mandatory requirements (updated 17 October 2008) www.mybestdocs.com rickbarry at aol dot com