effective information management v2 18sep2008
Post on 18-Sep-2014
15 Views
Preview:
DESCRIPTION
TRANSCRIPT
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Effective Information Effective Information ManagementManagement
Steve DaleSteve Dale
18 September 200818 September 2008
Information Management and Security for Local Authorities
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Views and opinions expressed in Views and opinions expressed in this presentation are my own and this presentation are my own and
do not represent IDeA policy.do not represent IDeA policy.
S DaleIDeA Associate Consultant
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
3 April 7, 2023
In 2007 there was more digital data created, captured, and
replicated than there are stars in the universe.
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
281 EBof digital data created, captured, or replicated in 2007
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
281 EB ?1 EB (Exabyte) = 1024 Petabytes = ~1 million
Terabytes
Approx 44GB created in 2007 for each of the 6.6 billion people on the planet
Approx 40 times all words ever spoken by human beings
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
6 April 7, 2023
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
7
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Data + InformationData + Information
Knowledge in people’s headsKnowledge in people’s heads
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
000 Computer science, information100 Philosophy and psychology200 Religion300 Social sciences400 Languages500 Science600 Technology & applied science700 Arts and recreation800 Literature900 History, geography & biography
000 Computer science, information100 Philosophy and psychology200 Religion300 Social sciences400 Languages500 Science600 Technology & applied science700 Arts and recreation800 Literature900 History, geography & biography
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Information – the scopeInformation – the scope
InformationDocuments(recorded information)
Records
ElectronicDocuments
ElectronicRecords
Good IT systems are essential for managing all this information.
Information is only as good as the method of retrieving it. It must be tagged with metadata
and have an index of what is covered.
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
13 April 7, 2023
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
What defines a record?What defines a record?A record is a collection of information, not a single document
Documents
Physical objects
Meetings
Instant message conversations
All of the information, managed in context, that makes up an event or a business transaction
E-mails
TasksWebsites and intranet sites
Records need to demonstrate authenticity, reliability, integrity and usability.
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Document vs. Records Document vs. Records ManagementManagement
Docu
men
t V
alu
eD
ocu
men
t V
alu
e
TimeTime
1 1 MonthMonth
1 1 YearYear
5 5 YearsYears
25 25 YearsYears
DocumentDocumentManagementManagement
FocusFocus(Short-Term)(Short-Term) RecordsRecords
ManagementManagementFocusFocus
(Long-Term)(Long-Term)
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Documents and Records are Documents and Records are everywhereeverywhere
SITE SEARCH
Intranet Documents
MailSystem
MAIL SEARCH
RDBMS
ERP, CRM
Legacy Data
Datawarehouse
Datamarts
BI SEARCH
WEBSITE SEARCH
Intranet Documents
Documents
DMS,RMS
R/DMS SEARCH
Records
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
The Information The Information Management ChallengeManagement Challenge
Everything is becoming a business record• Regulations driving focus beyond e-mail and office docs
to include paper/scans, SharePoint, wikis/blogs, user content on PC/mobile and file shares
“ECM” market is disaggregating• Big ECM has unfilled promises• Document repositories are commoditised• Value shifting to “what you do with the
document”
Information resides everywhere• Multiple copies, multiple repositories, multiple
formats• Paper, structured, unstructured, rich media etc• Opportunity for content enablement
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
The information life cycleThe information life cycleC
rea
te/c
ap
ture
Ind
ex
& C
las
sif
y
Pro
ces
s
Sto
re/m
an
ag
e
Re
trie
ve/p
ub
lish
Arc
hiv
e
De
str
oy
Policies and StandardsPolicies and Standards
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
19
Data created, captured, replicated
Available Storage
Problem
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Houston..we have a problem!Houston..we have a problem!
We can’t store all the information we are We can’t store all the information we are creatingcreating
We can’t manage the information we’ve We can’t manage the information we’ve gotgot
……..so..so Be smarter about the information we keep!Be smarter about the information we keep! Address the ‘save it just in case’ mentalityAddress the ‘save it just in case’ mentality
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
The hierarchy of information The hierarchy of information managementmanagement
Private contentPersonal working area
Unmanaged contentTeam working area
Managed contentCorporate memory area
PublicInfo Area
Published content
Incr
easi
ng ri
gour
of d
ocum
ent
& re
cord
s m
anag
emen
t
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Strategic Information Management Strategic Information Management ModelModel
Web ContentManagement
DocumentManagement
RecordsManagement
Knowledge Management
Digital Assets/Rights Management
Information ManagementPolicies, Procedures, Standards
EnterpriseContentManagement
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
ERM, EDM, & IT Have Differing Goals
Document/Content Management assists usersDocument/Content Management assists users Creation and retrieval of shared active documentsCreation and retrieval of shared active documents Very little formal control or restrictionsVery little formal control or restrictions Deleted according to activity, use, space, etc.Deleted according to activity, use, space, etc.
Information Technology supports dataInformation Technology supports data Records and documents exist as data in e-systemsRecords and documents exist as data in e-systems IT plans computers & networks; Protects systems & dataIT plans computers & networks; Protects systems & data
Records Management defines retention rulesRecords Management defines retention rules Records tracking of relatively inactive recordsRecords tracking of relatively inactive records ““Records” are formally declared or business rule drivenRecords” are formally declared or business rule driven Deleted according to formal schedules and rulesDeleted according to formal schedules and rules
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Strategic Information Strategic Information ManagementManagement
““It is the people and the processes, not the It is the people and the processes, not the technology, that really influences Strategic technology, that really influences Strategic Information Management; leadership, Information Management; leadership, governance and accountability aspects are governance and accountability aspects are critical.”critical.”
SOLACE Strategic Information Management Conference, 18 July SOLACE Strategic Information Management Conference, 18 July 20082008
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
A quick aside…..
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
What’s the point of IPSV?What’s the point of IPSV?
•Integrated Public Sector Integrated Public Sector VocabularyVocabulary•An 'encoding scheme' for An 'encoding scheme' for populating the e-GMS Subject populating the e-GMS Subject element of metadataelement of metadata•Circa 8000 terms (and growing)Circa 8000 terms (and growing)
Usability = 1
Complexity
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Never underestimate the capacity of Never underestimate the capacity of human beings to misunderstand labelshuman beings to misunderstand labels
Never assume your staff will know what Never assume your staff will know what categories mean any more than the public categories mean any more than the public (citizens) will(citizens) will
Social networks compensate for taxonomy Social networks compensate for taxonomy mistakes, but the more effective they are, mistakes, but the more effective they are, the more they conceal taxonomy faults.the more they conceal taxonomy faults.
Labelling and CategorisingLabelling and Categorising
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Is tagging an alternative?Is tagging an alternative?
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
32 April 7, 2023
Is it Really a Problem?Is it Really a Problem?
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Privacy Privacy violation:violation:
a new a new dimensiondimension
33
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Motherhood and apple pieMotherhood and apple pie
““Keep information safe and accurate. Keep information safe and accurate. Prevent leakages; respect the citizen’s Prevent leakages; respect the citizen’s preference for how it is used and retain preference for how it is used and retain sound and appropriate records”sound and appropriate records”
SOLACE Strategic Information Management Conference, SOLACE Strategic Information Management Conference,
18 July 200818 July 2008
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
EU LegislationEU Legislation Data Protection Directive Data Protection Directive 95/46/EC95/46/EC
Right to privacy in collection of personally identifiable dataRight to privacy in collection of personally identifiable data Companies need explicit consent for collection of data on race, health, Companies need explicit consent for collection of data on race, health,
sex life, criminal records, etc.sex life, criminal records, etc. Fair and lawful processing, purpose specification and limitationFair and lawful processing, purpose specification and limitation Includes e-mail privacy protectionIncludes e-mail privacy protection
Directive on Privacy and Electronic Communications 2002/58/ECDirective on Privacy and Electronic Communications 2002/58/EC Enacts Articles 7 and 8 of the CharterEnacts Articles 7 and 8 of the Charter Specifically prohibiting interception or surveillance of private Specifically prohibiting interception or surveillance of private
communications (Art 5 (1))communications (Art 5 (1)) Focused on privacy issues in electronic communications on Focused on privacy issues in electronic communications on public public
networksnetworks
Consultation on Protection of Workers’ Personal DataConsultation on Protection of Workers’ Personal Data Ongoing development of framework for potential new directiveOngoing development of framework for potential new directive
35
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Privacy – architectural Privacy – architectural challengeschallenges
Protect Information Protect Information From Losses and unauthorized disclosuresFrom Losses and unauthorized disclosures Encrypt content Encrypt content
Classify information easily or transparentlyClassify information easily or transparently ““Private or not” minimumPrivate or not” minimum
Store information centrallyStore information centrally Can only protect what I haveCan only protect what I have• Define information lifetime policiesDefine information lifetime policies Enforce disposal timesEnforce disposal times
36
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
StandardsStandardsRecords storageRecords storage BS 5454:2000 Recommendation for BS 5454:2000 Recommendation for
the Storage and Exhibition of Archival the Storage and Exhibition of Archival DocumentsDocuments
CataloguingCataloguing International Council on Archives, International Council on Archives, General International Standard of General International Standard of Archival Description [ISAD (g)], 2Archival Description [ISAD (g)], 2ndnd edition, 1999edition, 1999
Conservation & Conservation & preservationpreservation
BS 4971:2002, Repair and allied BS 4971:2002, Repair and allied processes for the conservation of processes for the conservation of documentsdocuments
Records managementRecords management BS ISO 15489-1:2001, Information BS ISO 15489-1:2001, Information and documentation – records and documentation – records managementmanagement
Information Security Information Security ManagementManagement
ISO 27001 (replaces BS7799-2). ISO 27001 (replaces BS7799-2). Establish and maintain an effective Establish and maintain an effective information management systeminformation management system
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
QuestionsQuestions
Do you have a records management policy? Do you have a records management system (not
necessarily electronic)? Do you have a retention and disposal schedule
for records? Have you carried out a recent information audit
throughout the organisation? Do you operate an information security and
access scheme throughout the organisation?
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
SummarySummary Be smarter about the information you keepBe smarter about the information you keep Improve access to the information you Improve access to the information you
needneed If it doesn’t make sense to you, it won’t If it doesn’t make sense to you, it won’t
make sense to the publicmake sense to the public Protect PrivacyProtect Privacy Don’t wait!
Semantix UK LtdSemantix UK LtdKnowledge & Information ManagementKnowledge & Information Management
Thank you.Thank you.
Steve DaleKnowledge & Information ConsultantEmail: steve.dale@semantix.co.ukWebsite: www.semantix.co.ukBlog: http://steve-dale.netSkype id: stephendale
Associate Consultant forIDeA Knowledge & Learning TeamEmail: steve.dale@idea.gov.uk
top related