RIM: Origins & Development (PDF)

The Origins & Development of RIM Chapter 1, Part 1 Early Years Records and Information Management, 2nd edition  Memory Aids C Cave paintings, clay tokens Early - - Written Records Hierog...

The Origins & Development of RIM Chapter 1, Part 1 Early Years Records and Information Management, 2nd edition  Memory Aids C Cave paintings, clay tokens Early - - Written Records Hieroglyphics, Clay tablets, Papyrus Scrolls Records - - Animal-skin parchment - - Paper Papermaking in China; parchment in Europe - - Printing Press Johann Gutenberg, 1546 - Emergence of National Archives & Records Offices 14th Century Scotland: Lord Clerk 1462 London Town Clerk 19th Century U.S. & several Register (responsible for the city countries (responsible for the established national National Archives) archives & historical societies Developments in Archival Science & Records Management 1540 Jacob von 1681 Jean Mabillon, 1922 Sir Hilary Jenkinson Rammingen, Father Benedictine monk, published A Manual of archival science, published De Re of Archive wrote the first Diplomatica (Study of Administration. archival Documents) and created manuscript printed the new term in Germany in 1572 diplomatics.  1714 Queen of England Granted first patent for machine and method for impressing/transcribing letters helped prevent counterfeiting 1874 E. Remington & Sons Marketed first commercial typewriter Early 1893 Columbian Exposition, Chicago, Illinois Invention of the file cabinet to store records easily Technology 1943-1945 John W. Mauchly & J. Presper Eckert, University of PA professors Received funding from U.S. war department to build the first all-electronic digital computer (ENIAC) to be Research Laboratory. 1951 UNIVAC An updated version of the ENIAC, data could be input using magnetic computer tape and later punch cards. Recognized as the first civilian computer, UNIVAC was used for the 1960 census.  Third decade of the Twentieth Century 1937 1936 Society of American National Archives Management Archivists (SAA) was funded. - A.R. Newsome became the first president. 1934 1935 Robert D. W. Connor, First Emmett Leahy, National Archives Archivist of the U.S. staff, created committee to analyze records for disposal.  Remainder of the Twentieth Century 1994 Archives II, a 2-million cubic foot building opened in College 1950 & 1955 Park, Maryland, to house most 1950: Federal Records Act codified a federal documents. The series of laws 44 United States Code building accommodates 400 (U.S.C. sections 21, 23, 25, 37, 29, 31, & 33) researchers. and established the National Archives and Records Administration (NARA) to preserve records of permanent historical value. 1955: The first Guide to Records 1943 Retention Requirements was published. Records Disposal Act defined records, authorized the National Archives Council to dispose of or reproduce 1949 permanent records on microfilm. This Act was Emmett J. Leahy created amended in 1945 to include the the Commercial Records government-wide General Center (CRC) industry. Schedule (GS) Franklin D. Roosevelt Harry S. Truman Dwight D. Eisonhower John F. Kennedy Richard M. Nixon 1933-45 1945-53 1953-61 1961-63 1969-74 Recorded Recorded Recorded 1st Secret Secret Recording conversations conversations conversations Recording System & Network Watergate Scandal Presidents and their recordings READY TO DO THE ROSEM MARY RY STR RETC CH accidentally hit the pedal beneath her desk that activated the machine that erased 18 minutes of a taped conversation while talking on the telephone. Source: Wikipedia, accessed September 27, 2017, https://en.wikipedia.org/wiki/Rose_Mary_Woods. DOES THIS EXPLAIN THE GAP IN THE RECORD?  Who Owns the Record? This act and its related regulations mandates the creation and 1950 preservation of those records necessary to document federal activities, establish government ownership of records, and provide the exclusive U.S. Federal Records Act legal procedures for the disposition of records. 1978 Through this act, the US Congress established pubic ownership Presidential Records Act of records generated by subsequent presidents and their staffs. This act expands the definition of federal records to expressly include electronic records, grants the Archivist of the U.S. the 2014 final determination as to what constitutes a Federal record, and Presidential and Federal Act empowers the National Archives to safeguard original and Amendments of 2014 classified records from unauthorized removal.  DATA WORD PROCESSING PROCESSING 1956: IBM launched RAMAC 305; first computer with a 1930: first model of the Electromatic typewriter was hard disk drive (HDD) completed 1962: IBM 1311, first storage unit with removable disks 1933: new division of IBM, Electromatic Typewriters, in disk packs was released; users could easily switch files was formed for different applications 1975: IBM announced 5100 Portable Computer for use Typewriter) by engineers, analysts, statisticians, & other problem solvers 1973: Vydec is first manufacturer to produce word 1978: 5.25" floppy disk became standard removable processing system using floppy disks for storage storage medium until the early 1990s 1981: Word processig functions could be performed 1984: IBM introduced 3.5" floppy disks by personal computer introduced by IBM in 1981.  ELECTRONIC RECORDS PRESENT NEW CHALLENGES S Internet and the WWW made Computer network architecture global connectivity possible. developed to provide packet Organizations turned to 1990: Tim Berners Lee created switching for local area networks Electronic Document the World Wide Web to facilitate Demand for solutions outside the (LANS) and wide area networks Management Systems (EDMS). sharing and updating information organization walls resulted in (WANS) to connect LANs at among researchers. virtual private networks (VPNS). different geographic locations. · Helped enforce records 1994: Jeff Bezos wrote business management policies & plan for Amazon.com. Providers: Cisco, Check Point, Documents could be filed to procedures. and Microsoft. private or department folders. Inability to access information Records were created through Difficult to use with EDMS. Records could be subject to away from the office. transactions taking place on Collaboration challenging. records management policies. Therefore websites. So But information to their laptops Intranets were created to used e-mail with file documents & storing in file for use outside of the office facilitate internal information attachments to avoid using cabinets still standard practice. and uploaded files to the sharing. VPNs. EDMS when they returned. Extranets allowed business partners & customers to access information from outside the organization. 1976 ETHERNET 1980s EDMS 1990s VPNs 1990s WWW I ~ The Origins & Development of RIM Chapter 1, Part 2 Web 2.0 and beyond Records and Information Management, 2nd edition Communications Technologies: Email Email 1965: Ray Tomlinson, ARPANET, Introduced as MAILBOX at MIT program alerted users to new messages in their directory when using dumb terminals to access the same mainframe. Internet-based Email 1971: Tomlinson created file transfer protocol to adapt local SNDMSG mail program to send electronic messages to any computer on the ARPANET network used the @ symbol to tell which user was at which computer. Email Stats 1974: hundreds of military users; 1979: 5,000 email messages sent; 2021: total number business & consumer emails sent and received each day expected to reach 319.6 billion. Email Outsourcing The first decade of the 21st century saw a debate over the merits of outsourcing email. Benefits cited include: ease of management, cost effectiveness, productivity enhancement, flexibility, and data protection. Today email management is recommended, since email services are critical and outsourcing firms are more likely to keep abreast of tools to combat email warfare. Communications Technologies: ICQ IM & Chat 1996: Israeli company Mirabilis introduced free IM utility, ICO, that used a whenever the user was online and the client was running. AOL IM 1998: AOL acquired Mirabilis and renamed the IM utility AIM (AOL Instant Messenger). Today ICQ versions include ICQ Online, ICQ8 for Windows, and ICQ for Android, IOS, and Windows Phones. Chatter 2003: The Chatter Mobile app was lauded as a leap forward in mobile social collaboration when launched in 2003. It was acquired by Salesforce and offered in 2010 for free to Salesforce account holders and at a fee for other businesses. Yammer 2008: Yammer launched at Techrunch50 conference as a way to communicate. Third party developers had the opportunity to create and sell collaborative applications directly to users of Yammer. Acquired by Microsoft in June 2012, it can be used s a standalone enterprise communications tool or integrated with Microsoft Office 365. Web 2.0 Tools RSS (Really Simple Syndication) Delivers regularly changing web content to the subscriber, who must subscribe to a feed using an aggregator or feed reader. Examples: Feedly, Digg Reader, and NewsBlur. Text and Photo Messaging Tools Cell phones support Short Message Service (SMS) and /or Multimedia Messaging Service (MMS). Smartphone users can take and share photos with apps like Instagram and Snapchat. Audio and Video Messaging Tools Podcasting is a way to receive audio and video files over the Internet on your mobile device/desktop. Video files (vodcasts) can be used to create a diary, journal or blog.  Mashups Web pages or applications that combine data from two or more online sources; Application Programming Interfaces (APIs) or other web services and data feeds (e.g., RSS). Results are different from original intent when raw data was produced. Blogs Web logs began as a means of personal online journaling for public consumption; posts are added in Consumer mashups reverse chronological order; may allow reader Example: Craigslist with mapping data from Google comments. Example: WordPress. Microblogs Business (or enterprise) mashups Individuals communicate by exchanging short messages. One example, Twitter has played an with other external web services & publish results to important part in reporting natural disasters and political enterprise portals, application development tools, or uprisings. service-oriented architecture. Wikis Combination website and document that allows groups Data mashups to collaborate using only a browser. Best known wiki is Combine similar types of media & information from Wikipedia (encyclopedia written by volunteers).. disparate data sources, or different tables within a single data source, into a single representation.  Tagging and Social Bookmarking Author-related & user-created metadata for social tagging, social bookmarking, tagging of photos, & tag Social Networks clouds and word clouds. Allow uses to share content, interact, and develop communities of interest. Examples include Facebook, LinkedIn, Pinterest. Tagging/folksonomy Comprised of terms in a flat namespace (no hierarchy & no parent-child/sibling relationship). There is no Virtual Worlds (MVEs) predetermined set of classification terms or labels. Multiuser virtual environments that share certain characteristics including 3-D graphics, web-based access, simultaneous interaction, and representation of a Geotagging persistent virtual world. Examples include Second Life Adds a geographic location to images based on a and World of Warcraft. Google map. Crowdsourcing Word clouds (tag clouds) Involves using the general public to do paid/unpaid Visual representations of terms found in text; graphic of research or other work. Crowdfunding is a variation that terms is created with each term in a size relative to allows donors to contribute monetary assistance. number of times it appears in selected text.  Virtual Office Applications These applications allow employees to access information Augmented Reality they need to conduct their jobs from home or while traveling. Technology that enhances what we see, hear, feel, & smell. Cloud Computing General term for delivering hosted services software, Video Hosting storage, backup, social media archiving, web hosting, & spam/malware filters over the Internet. Services include These services are websites or software which allow social networking sites, photography websites, video sites, users to distribute video clips. Examples are YouTube and tax preparation sites. Options available: private cloud, and Vimeo. public cloud, hybrid cloud, and government cloud Video Conferencing Services Business Process Modeling These online services bring people together from Collection of activities designed to produce a well-defined different geographic areas in real time for meetings, goal. Classic tools include flow charts, data flow diagrams, training sessions, and product demonstrations. Gantt charts, program evaluation & review technique (PERT) diagrams. Records and Information Management, 2nd edition  Web 3.0 allows the user to search for information across silos using common language related to real-world objects. Web 3.0 emphasizes dependence on technology, not humans, to construct meaning and accomplish tasks. Semantic web is a web of data that des a common framework that allows data to be shared and reused across applications, enterprise, and community Web 3.0 Extenion of the WWW, sometimes described as linked data. & the In 2018, the view is that the semantic techologies will assume the role of essential enablers in service to broader needs, such Semantic Web as Artifical Intelligence, Machine Learning, and Data Interoperability. Records and Information Management, 2nd edition Building an Information Governance Program on a Solid RIM Foundation Chapter 2, Part 1 IG Framework & Records/information Models Records and Information Management, 2nd edition Information Governance Gartner defines information governance as the specification of decision rights and an accountability framework to ensure appropriate behavior in the valuation, creation, storage, use, archiving and deletion of information. It includes the processes, roles and policies, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals. https://www.gartner.com/it-glossary/information-governance  IG Multi-departmental collaboration within an organization Requirements Professionals with specialized knowledge Accountability with laws, regulations, & standards governing records & information  Test true/false ↑ Information · Records Data that has been given value information created, received through analysis, interpretation, and maintained as evidence and or compilation in a meaningful as an asset by an organization or form. person, in pursuit of legal ~ARMA Glossary obligations or in the transaction of business. ~ISO 1548-1:2016 Businesses should take a holistic approach  3 Components of the IG Framework RIM policy is adaptable and must Processes govern the selection of address roles and Organizations must adhere to appropriate technology and responsibilities, communications applicable laws, regulations and services. They provide guidelines and training, and metrics and standards; records retention for the use of personal & monitoring; the policy must refer schedules must be media-neutral enterprise information to requirements for managing and retention requirements must technology, participation on records resulting from all be met; automated processes for social media sites, ethical business activities; and they capturing and managing behavior, and security and must acknowledge records information should be employed; privacy concerns. created by or residing in social and guidance should be provided. media and the cloud. Policies Compliance Processes  Information Management Records & Information Management Managing information, whether record or nonrecord, The field of management responsible for establishing throughout its life cycle of creation, use, and and implementing policies, systems, and procedures destruction, while also obtaining business value from to capture, create, access, distribute, use, store, it. secure, retrieve, and ensure disposition of an ~ARMA Glossary ~ARMA Glossary Document centric records and information lifecycle model. Begins with the birth of a document (capture/creation). Ends with its death (destruction) or transfer to an archive for permanent preservation. Retention schedules document the method of disposition and establish destruction dates. Documents not born digital are brought into the document management system through digitization (scanning). Storage and retention is automated through indexing, search, and disposal capabilities. Information Lifecycle Management (ILM) Comprehensive approach to managing the flow of information system data and associated metadata from creation and initial storage to the point when it becomes obsolete and is deleted. Creation (including capture): planning is an essential part of this phase. Active use: define use, make information findable/accessible and grant access. Semi-active use: most vulnerable records and information; controls tend to be less stringent. Final outcome: disposal of information that has met retention requirements and no long has value must be controlled. Records Continuum Alternative to information lifecycle developed by Australian archival theorist Frank Upward which outlined 4 principles: Unified approaches to archives and recordkeeping Focus on records as logical rather than physical entities Integrate recordkeeping into business and societal processes and purposes Archival science is the foundation for organizing knowledge about recordkeeping Enterprise Content Management 8 essential functional components of ECM software: Document management Records management Image-processing applications Social content/collaboration Content workflow Packaged apps and integration Analytics/business intelligence (BI) Extended components (digital asset management, web content management, enterprise search, enterprise file synchronization and sharing).  The Next Wave? Michael Woodbridge, Gartner John Mancini, AIIM Announced the death of ECM and the birth of Content Services in early 2017 based on the realization that ECM could only help the John Mancini suggests a move to Intelligent Information organization achieve one of four goals: regulatory compliance and risk management. The other three retention and Management to create, capture, automate, deliver, secure, dissemination of business knowledge, cost and process and analyze content. efficiencies, and innovation and new ways of working have either been slow to materialize or costly and time-consuming. https://blogs.gartner.com/hanns-koehler-kruener/files/2017/04/CSP_Framework.png https://www.project-consult.de/files/AIIM_IWP_Next_Wave_2017_updated_May17.pdf Building an Information Governance Program on a Solid RIM Foundation Chapter 2, Part 2 RM Program Elements, Standards, & Legislation Records Management Program Elements 1 Policy & procedure development 2 Records inventory, appraisal, retention & disposition 3 Active files management (paper and electronic) 4 Inactive files management & control (records center & digital archive) 5 Preservation & access (digital & physical) 6 Vital records protection, disaster recovery & business continuity planning 7 Active files management (paper and electronic)  Records Management dr kene Activities ↑ case Guang Kerja 1 Identifying records and records sources Sairo --hantar fie 2 Developing a file plan be Sapa ? - 3 Developing records schedules 4 Providing records management guidance O - O ↑ t X O Ot One of 4 goals Enterprise Content Management Systems help the organization achieve: Galification of practic codification , Compliance with Standards, Laws, Regulations and the Legal - Environment 0 + x + X Records and Information Management, 2nd edition 00 0  ia serang Codification of practice 1 & Explicit rules from implicit methodologies Standards Body of common knowledge 11 Consistency in practice & quality i Interoperability & interconnectivity 2 Efficiency & O B : 1 NG ↳4G a 10 M 17 19 De Jure Standards De Facto Standards Those adopted by an official standards-setting body such Standards that achieve its status through dominance as the International Organization for Standardization in the market in which it applies, such as the QWERTY (ISO) and the American National Standards Institute keyboard and the PDF file format. Examples of de (ANSI). ANSI is the official U.S. representative to ISO. facto standards are: Professional associations can develop standards for approval by ANSI. Examples of de jure standards are: DoD 5015.2-STD: Design Criteria Standard for Electronic Records Management Software ISO 15489-1:2016: Information & documentation Applications (recognized by the U.S. government Records Management Part 1: Concepts & Principles and within the private sector since the early 1990s) ISO 23018-1:2017: Information & documentation Records management processes Metadata for MOReq2010: Model Requirements for the records Management of Electronic Records (intended for use throughout the European Union by public and ANSI/ARMA 18-2011: Implications of Web-Based, private sector organizations) Collaborative Technologies in Records Management  tanggu arahan etel Executive orders rasual blanat - - follow legislatio Legislation (statutes that become laws) Administrative actions (regulations) Judicial decisions (case law) keputhsan im kohakiman -y Kene Santung/buang Key related can * Presidential Records Act of 1978 (PRA): Changed the legal ownership of official records of Presidents and Vice Presidents from private to public and established a new regulatory structure. On his first full day in office, 1989, Executive Order 12667, After 9/11, Executive Order President Barack Obama issued established procedure for former 13233, revoked President Executive Order 13489 revoking presidents to limit access to Executive Order 13233 and certain records that would and further restricted access to essentially restored the otherwise have been released by records of former presidents and provisions of EO 12667 with NARA. vice presidents. some modifications. Barack Obama Ronald Reagn George W. Bush  kokser mu! g Laws are created by statutes that originate from legislative bills Neh wal sebarangan Laws & Regulations are applicable only within Regulations jurisdiction/purpose for which such regulations are made Record Management is often housed within Governance and/or Compliance areas  Key U.S. Federal Statutes Related to Records Management National Archives Act of 1934 Presidential Records Act (PRA) of 1978 Federal Records Act of 1950 Paperwork Reduction Act of 1995 Freedom of Information Act (FOIA) of 1966 E-Government Act of 2002 Privacy Act of 1974  Legislation, Regulations, & Rules related to Records Management Code of Federal Regulations (CFR) Sarbanes Oxley Act of 2002 (SOX) 36 CFR 1220-1239: Parts 1220-1239 Financial Industry Regulatory Authority (FINRA) Rules & Guidance The United States Code (USC) 44 US Chapters 21, 22, 29, 31, and 33 Health Insurance Portability and Accountability Act of 1996 (HIPAA) Electronic Signatures in Global National Commerce Act (E-SIGN), 2000  The Legal Environment Attention must be paid to the outcome of lawsuits that reflect the judicial interpretation of laws and regulations. Two examples are: 1) jury instructions and 2) final outcome of a lawsuit filed by a relator (person who is the quasi plaintiff In the proceeding). Duffy v. Lawrence Memorial Hospital, No. 14-2256 (D. Kansas, Mar. 31, 2017) 239) is GRANTED by Magistrate Judge Teresa J. James. Defendant must produce within ten (10) days of the date of the order responses to the Request for Production. BankDirect Capital Fin., LLC v. Capital Premium Fin. Inc., No. 14 C 10340 (N.D. Ill. April 4, 2018) Illinois Magistrate Judge Jeffrey Cole recommended that the court follow the decision in Cahill v. Dart -production of the challenged emails has on If the court was not inclined to let the matter go to the jury, Judge Cole recommended that the court give a permissive spoliation instruction to the jury informing them of the destruction of the requested emails and that the jury could consider the deletion of the emails to be evidence in considering claims and counter-claims of the parties.  file buka Records & Information Creation/Capture, Classification, and File Plan Development Chapter 3, Part 1 Records Creation & Capture Records and Information Management, 2nd edition  In 2025, the world will create and replicate 163 zettabytes (ZB) of data Content created for entertainment purposes Content created for non-entertainment purposes (video surveillance footage or advertising) 4 categories Productivity data in the form of files on PCs & servers, log files, metadata. of data Data created by embedded devices, machine-to- ~International Data Corporation (IDC) machine, & IoT  Transient Data Transitory Records Records needed only for a short time Created within an application session Passes into and out of existence They can be used or acted upon and producing results outside itself then destroyed At the end of a session, it is discarded They do not contain information or reset back to its default and not needed in the future stored in a database Does not appear on a retention schedule Should appear on a retention schedule Record(s) as defined by ISO 15489-1:2016 information created, received and maintained as evidence and as an asset by an organization or person, in pursuit of legal obligations or in the transaction of business To be a record, information must possess these characteristcs... Authenticity Integrity Can be proven to be what it Is complete and purports to be, created or unaltered. sent by person purported to have created or sent it, & created or sent at time purported. Reliability Usability Can be trusted as full & Can be located, retrieved, accurate representation of presented, & interpreted. transactions, activities, or facts to which it attests. Records Creation record apa nak bulea ? Knowing what records to create involves: Using work process analysis to identify records needed to document business or work processes Understanding legal & regulatory requirements that impact the organization, including internal policies, procedures, & directives Assessing the risks of failing to create records Records creation and capture can be integrated into business rules for workflow & transaction systems Data Capture vs Records Capture Data Capture The process of collecting information and delivering it into business applications and databases for further action. Records Capture Ensuring a record (e.g., contract, directive) is fixed so it cannot be altered or deleted. Dynamic records e.g., created by a blog, a post to a social networking site, or an entry on a wiki site may be both captured for further action and deemed a record that must be preserved in an unalterable state. Methods to capture records Paper-based filing system Electronic system Third-party system Printing an electronic document (e.g., Registering an electronic document in Contracting with a cloud-based an email) to place in a file folder an electronic records management service provider (e.g., Smarsh) to housed in a file cabinet system (manual) harvest (or accept transfer of) and store electronic content for the organization Making a photocopy of an original Entering data into an electronic Using a web crawler (e.g., Internet document sent by your organization system, which then saves the data Heritrix) to collect digital and placing it in a file folder automatically Cth surat objects over the Internet : c - Receiving a physical copy of a signed Scanning and digitizing an old photo Use tools provided by third-party sites contract and placing it in a fireproof to store in an electronic records to download your data (e.g., vault management system download all data stored within Google products with the use of Simpan ye Google Takeout) original Records & Information Creation/Capture, Classification, and File Plan Development Chapter 3, Part 2 Classification Records and Information Management, 2nd edition Controlled language (controlled vocabulary) tools to organize information  alpranameric (gov gabungan hunt-- Alphabetic ~ arkib bitse game E Documents arranged in alpha order from A-Z. Simple system often used to organize files on a shared drive. Files stored alphabetically may be further subdivided into folders based on subject of contents. angle a Numeric - Records arranged based on numbers assigned or taken directly from a record. Most commonly used number filing method uses decimal numbers the Dewey Decimal Classification System (DDC). WebDewey, an online version of DDC, provides access to the DDC 23 database including automatic updates to the system. Geographic bukan semua pakai Classification Records are classified according to geographic location. Often requires sub- directories based on geographic location within each directory or sub- directory, items are arranged alphabetically. & Filing Subject Arranged in alphabetical order by subject each document must be Systems analyzed to determine subject; cross reference may be required if more than one subject contained in same document. Can be the basis for management of electronic records. Chronological jabatan kehaliman bla Items are arranged by date with newest records in front for a paper-based system. When applied to an electronic system, a computer field holds the date of transaction to allow software to find and retrieve documents. If more than one document has the same date, a search is conducted on a secondary field. Most often used for small files and records with short life span.  Business classification is a process that helps an organization describe, organize, and control information. Functional Classification Scheme: Classification is based on the Business The functions consist of activities, which consist of transactions. Classification Schemes Records Classification Scheme (File Plan): Derived from the directory or folder structure, especially in electronic records management systems. Hierarchy is comprised of function > activity > topic > subtopic.  Functional Classification Scheme Records Classification Scheme (File Plan) Source: Don Lueders SharePointRecordsManagement.com (blog), May 2, 2010. Courtesy of Source: Unpublished report. Courtesy of MARA graduate C. J. Rodriguez. Records and Information Management, 2 edition SharePointRecordsManagement.com. nd Auto-classification Auto-classification software: Mines content of structured and unstructured data files Analyzes content based on defined rules and workflows Categorizes files based on metadata, words or phrases Categories can be associated with retention schedules and security 6 classifications. Documents can be archived, disposed, or placed on legal hold.  Content Analytics Semantic Analysis Conceptual Analysis (Relational Content Analysis) Goes beyond determining presence of concepts Involves an examination of text for the to look for meaningful (semantic) relationships existence of certain words. between the concepts. Tools provide statistics about the text The semantic web allows person/machine to (written content), such as word count, start in one database and move through other number of sentences, and reading ease. databases about the same topic seamlessly. Some tools extract metadata and hyperlinks, classify documents, and detect language and coding.  The most common text classification tool that Sentiment analyzes content and tells whether the underlying sentiment is positive, negative, or neutral. Analysis Social media networks posts, reviews, comments--are the main source of content studied. Sentiment is classified through machine learning techniques, lexicon-based techniques (words annotated by polarity of score), and a hybrid combination of machine learning and lexicon- based approaches (not often used but produces more promising results than either of the other two approaches alone). Records and Information Management, 2nd edition S S Records & Information Creation/Capture, Classification, and File Plan Development Chapter 3, Part 3 Records Management Metadata Records and Information Management, 2nd edition  Records Metadata for digital records needs to be explicitly documented to describe: content, business context, structure (e.g., form and format) Management relationships with other records & other metadata Metadata identifiers & other information needed to retrieve & present the record business actions & events that involved Metadata ensures authenticity, the record throughout its existence reliability, usability, & integrity of the ~ISO 15489-1:2016 record and can be used as evidence of transactions & activities Records and Information Management, 2nd edition  SO 23 3081 familly ly This standard provides a framework for creating, managing, & using records management metadata & explains the principles that govern ISO 23081-Part 1 them. The principles are related to records and their metadata, all Principles processes that affect them, any system in which they reside, and any organization that is responsible for their management. This technical specification focuses on the framework for defining metadata elements for managing records and provides a generic ISO/TS 23081-Part 2 statement of metadata elements, whether for physical, analogue, or digital records, consistent with ISO 23018-1. It does not prescribe Conceptual & Implementation Issues metadata elements but identifies generic types of metadata that are required to fulfill the requirements for managing records. This technical report provides records professionals and IT professionals with a self-assessment method to evaluate the current ISO/TR 23081-Part 3 state of records metadata capture and management in or across their Self-Assessment Method organization, and provides direction on how to improve the current state. The self-assessment method aligns with ISO 23018-1-2. Source: © ISO. This figure is adapted from ISO 23081-:2009 with permission of the American National Standards Institute (ANSI) on behalf of the International Organization for Standardization (ISO). Copies of this standard may be purchased from ANSI at http://webstore.ansi. org.  Metadata model determine names of all elements to be used to manage records and list them alphabetically. Adopt existing metadata elements when possible (e.g., Dublin Core Metadata Elements). Determine convention to be used to format names of Developing a metadata elements (e.g., lowerCamelCase convention). Records Describe attributes of each metadata element selected (e.g., from Dublin Core), which Management includes its attribute and value, for example Metadata Describe the attributes and values of each metadata Schema element created expressly for the organization. For example, a new metadata element named Records Retention Strategies: Inventory, Appraisal, Retention, and Disposition Chapter 4, Part 1 Records Inventory Records and Information Management, 2nd edition Does all information have lasting value? Even if you could keep all information forever, should you?  Records Inventory locations, dates, volumes, equipment, classification ~ARMA Glossary Must be adjusted periodically based on internal factors or events (e.g., reorganization, acquisitions, mergers) and external factors or events (e.g., changes in laws and regulations. A successful project needs a champion at the executive and/or management level and can be Source: Image courtesy of the South Carolina Department of Archives and History. completed by internal RIM staff, work unit staff, or an outside consultant. Pre-Inventory Steps Once you have top management support, identified champions and appointed a project manager, you should: Define the inventory objectives and strategies Develop an inventory form and directions (see example at right) Select, train, and supply the project team Communicate! Explain the project to other employees Conduct a preliminary survey. Document project management activities and deadlines Records Series Inventory Form. Source: Maine State Archives, MSA/Records Management, 5/29/2015, http://www.maine.gov/sos/arc/records/state/inventoryinfo.pdf  Initial Mapping kat manaimpar Map the physical layout and location of each records series. Inventory each records series using inventory form Use a separate form for every location of the same series. The first three steps work well when Input information trying to understand the status of into database existing physical records do meet Use in-house software (e.g., Microsoft Access), specially with representatives of business units. developed software, or a content management system with records management functionality. Representatives of business units can help with the fourth step as well, but the IT department must also be Conduct an Electronic Records consulted. Inventory Locate both structured and unstructured records in centralized information systems, decentralized information systems, personal work areas and storage devices, and third-party systems. Electronic Records Inventory When completing the Electronic Records Inventory: Records managers or records staff should work with business units to complete the form (see example at right). Personnel performing the inventory must consider the systems in use, the records series in each system, and other important details. A completed electronic records inventory should identify obsolete and/or duplicate records and documents; location of information for efficient retrieval, records critical to business continuity, and current and future storage needs. Work with IT to develop a data map (if one does not yet exist). Source: Indian Health Service, https://www.ihs.gov/ihm/dsp_folder/pc/p5c15/dsp_ihm_pc_p5c15_ap_b.pdf Ellectronic cally ly Stored nformatio on (ES S ) Data Mappin ng Data Mapping represents either the relationships between sets of informational data or a comprehensive inventory of IT system(s); a to our work. Data maps include communications and collaboration tools; documented roles, groups, and users; offsite or third-party storage systems; and social media tools. The benefits of a records inventory and data mapping include intellectual control, awareness of the number and size of files; relationships between systems and repositories; anticipated storage needs; location of sensitive data; and awareness of data usage patterns to mitigate loss or risk. Source: Florida State College of Law Research Center, http://guides.law.fsu.edu/ediscovery/datamaps License: CC BY-ND 4.0. Records Series Inventory Form. Source: Maine State Archives, MSA/Records Management, 5/29/2015, http://www.maine.gov/sos/arc/records/state/inventoryinfo.pdf Records Retention Strategies: Inventory, Appraisal, Retention, and Disposition Chapter 4, Part 2 Records Appraisal / Records Series business activities to determine which records need to be created and captured and how long the records need to be ~ISO 15489-1:2016 Records Appraisal  Traditional View of Records Appraisal Primary Value of Records Secondary Value of Records Records are created to provide evidence of business Records have value beyond the purpose for which they activities maintained to meet one or more of the following were originally created: needs: Historical (cultural)/Research: These records no Administrative (operational): Examples include policies, longer have primary value but are used to document procedures, and organizational charts. and understand the past. Examples include correspondence, U.S. Military records, Fiscal: Examples include records needed to conduct birth/marriage/death records, weather and climate current or future business, evidence of financial data. transactions, tracking of funds (e.g., audits, ledgers, payroll records). Note: Some professionals add Evidential value, Information value, and Intrinsic value to this Legal (and regulatory): Examples include records that category. They may include organizational charts, protect the rights/interests of individuals/organizations census records, the Dead Sea scrolls within these for litigation purposes and to demonstrate compliance categories. (e.g., contracts, titles, claims, deeds). Records Series Inventory Form. Source: Maine State Archives, MSA/Records Management, 5/29/2015, http://www.maine.gov/sos/arc/records/state/inventoryinfo.pdf  Appraisal combines an understanding of business context with identification of requirements for evidence of business that should be met through records. Records requirements are based on an analysis of business activity and its context and are derived from the following: Business needs Legal and regulatory requirements How would you place the primary and Community or societal expectations secondary values from the previous slides within these three categories? Records and Information Management, 2nd edition Records Series The common unit for organizing and controlling files in the United States is a records series. Records are grouped together, either through physical or intellectual control, because they relate to a particular subject or function, result from the same activity, document a specific type of transaction; take a particular physical form; or have some other relationship arising out of their creation, receipt, maintenance, or use. U.S. Department of Interior, https://www.doi.gov/ocio/policy-mgmt-support/information-and-records-management/records-management-questions Anatomy of a Records Series Records series are controlled by a records retention and disposition schedule that adheres to applicable legal and regulatory requirements. disposition requirements are the same as for paper-based or other electronic records. However, the term helps us focus on the considerations that must be made when identifying, capturing, and scheduling static and dynamic web content.  Addition of content No action required when content published on the website exists in a record controlled by the content, a copy of the new web pages should be retained. Content must be published with metadata to provide context. Static Web Content Removal of content If a complete and current copy is managed by a recordkeeping system or is held by the initiating party, it may be deleted from the website at Static web pages display the any time. If not, it may be deleted only when all records retention content the same way to each requirements have been met. If records are required for audit or legal viewer. Content can be captured purposes (e.g., audit, e-discovery request, or FOI request), a legal hold before posting. Rules are required must be put into effect. to address addition, deletion, and preservation of content. Preservation for archival purposes If most content is in a content management system or controlled by a records management system, periodic snapshots may suffice. Records created by snapshots must be managed according to accepted recordkeeping principles. Static Web Page Whitehouse, 1996 Courtesy of the Wayback Machine.  A dynamic webpage is one that delivers custom content and is generated in Dynamic Web Content response to a user request, drawing content from a database and displaying the content in a predetermined format. The Internet Archive provides several options. Web Archiving The Internet Archive's open- Public Archive. As of subscription source, extensible, web-scale, 5/23/18 more than 327 service from The archival-quality web crawler billion web pages saved. Internet Archive. project. Dynamic Web Page Whitehouse, 2018 Link to video Twitter post Commercial web archiving cloud services exist to protect the organization from risks, including Regulatory Non-compliance Litigation Challenges E-discovery Costs https://www.smarsh.com/web-archiving Legal & Regulatory Compliance Federal and State Laws Both general and specific. Requirements vary from Organizations must comply state to state. with regulatory requirements established Statutes of Limitations by entities that exercise Restrict time within which legal proceedings (civil or criminal) can be initiated. control over them. Audit Periods Periods differ depending on reason for audit and records involved. Administrative Needs Based on input from records creators and users. Records Retention Strategies: Inventory, Appraisal, Retention, and Disposition Chapter 4, Part 2 Records Retention & Disposition Schedule  Facilitates disposal of physical records Reduces location and retrieval time Lowers costs for equipment, space, staff and/or services Records and Information Management, 2nd edition  Risk Mitigation (proverbial smoking gun) Reduces cost of e-discovery and / or freedom of information requests Reduces cost of inspecting/redacting records of PII (social security numbers, credit card numbers, numbers) especially important in light of the 2018 GDPR. Records and Information Management, 2nd edition Questions to ask before developing an R&D Schedule Is there an existing retention schedule? Are you creating a general or specific records schedule? What is the scope (enterprise-wide, one Has research been conducted on legal and regulatory function, one work group)? requirements? Will you use a functional records schedule or Will the schedule combine or separate base it on the structure of the organization? electronic and physical records? Has a records inventory and business process What resources (software, database) are available? analysis been completed? Elements included Elements may also be included Records series Functional classification Records title and description Record category Records office Storage medium Volume (amount; how many) Retention requirement Effective date Disposition method Revision number and/or revision date Portion of the University of California Records Retention Schedule Source: http://recordsretention.ucop.edu/index.php/du/retentionSchedules/recordCategory  Versatile Enterprise Records Series dialog box Data from retention schedule is used within electronic records management system. Courtesy of: Zasio Enterprises, Inc  a big bucket (large aggregation) schedule that consists of items covering multiple related series of records and/or records in electronic systems. Traditional schedules, on the other hand, consist of more granular items, Big Buckets typically covering records in one series or electronic system. ~NARA  Big Buckets Approach Advantages Disadvantages Fewer records series to manage on the retention Greater compliance risk be sure all records do have schedule. the same retention requirement (or fit within the range determined). Easier to train staff to understand the retention schedule. Records may be kept longer than with a traditional records schedule, so it potentially can take more The greater likelihood it will be followed by staff. time to locate and retrieve records. Fewer retention choices, greater likelihood of There may be difficulty in classifying which big compliance. bucket a record should fall into. Records Series Inventory Form. Source: Maine State Archives, MSA/Records Management, 5/29/2015, http://www.maine.gov/sos/arc/records/state/inventoryinfo.pdf Portion of General Records Schedule Crosswalk, The General Records Schedules, Transmittal 27, NARA, January 2017. Note the difference in retention periods between the new GRS and the Old. Source: NARA, https://www.archives.gov/files/records-mgmt/grs/grs-trs27.pdf.  Big Buckets: Some things to think about Using big buckets can change operating procedures, for example, the trigger that starts the retention clock. Examples of triggers are: After the date created. After the last date of activity. Implementation is just the beginning. The following are also necessary: Training Compliance review / audit Monitoring of external and internal environments for changes to requirements Records & Information Access, Storage, & Retrieval Chapter 5, Part 1 Business Analysis, Business Chapter 1, Part 1 Process Mapping & Workflow Early Years Analysis Records and Information Management, 2nd edition  Understand business processes. RIM Professionals Identify records-related risks. are expected Partner with other stakeholders to ensure use of new systems & to emerging technologies will comply with governing laws & regulations. Chapter 1, Part 1 Early Years  Archival Approach Systems Analysis Approach (introduced in chapter 4) (introduced in chapter 5) lama penapindal @ Goal is to identify Start at end of Sometimes Start at point of records and improve the Workflow not always creation or business process. discussions planning with business units refine the business ② Records process exist Follow each step of workflow to identify records created and assign to records series Understanding Chapter Conduct an 1, Part 1 Initial focus is Initial focus is of the business inventory, on inactive on active process is Early Years assign to records records esential records series  Understand the Business business process Process through business process mapping Analysis and workflow diagrams. Business process mapping reveals Reviewing existing HOW work is being done (activities business practices that contribute to output). for business Chapter 1, Part 1 process Workflow diagrams reveal WHAT Early Years improvement is being done (tasks, steps, tools, people, etc.). Chapter 1, Part 1 Early Years Chapter 1, Part 1 Early Years Chapter 1, Part 1 Early Years Purchase-to-Pay Process offered by Basware. (Source http://www.basware.com5.) Accenture explains how Blockchain brings brings greater value to the Procure-to- Pay Process https://www.accenture.com/t20170103T200 504Z__w__/us-en/_acnmedia/PDF- 37/Accenture-How-Blockchain-Can-Bring- Greater-Value-Procure-to-Pay.pdf Chapter 1, Part 1 Early Years  permissionless be changed save with the consensus of the blockchains network. Great for permanent accounting. Builds rewrite or remove blocks of information without TRUST among participants when exchanging crypto currency as in the PTP process. function to recreate algorithms that link two separate blocks through the use of secure alteration. legislation (e.g., GDPR), human error, and illegal Chapter actions exist1,for Part 1 regulated industries. heavily In 2016, Accenture and co-developer Dr. Giuseppe Ateniese filed patent application Early Years in the US (US 15/253,997) and the EU (EP 164 250 86.2. https://newsroom.accenture.com/news/accenture-debuts-prototype-of-editable-blockchain-for-enterprise-and-permissioned-systems.htm Records & Information Access, Storage, & Retrieval Chapter 5, Part 2 Chapter 1, Part 1 Access Controls, Active Storage Early Years Systems, Data Types Records and Information Management, 2nd edition  Physical Access control systems based on a card, pin number, or fingerprint can handle thousands of users and can be configured from any standard web browser. Access Access Security lies in layering access controls. Controls Logical/Technical Often entail the use of multiple security controls and authentication techniques. Found in databases, applications, servers, & in transit. Access to critical data should When allowing access from outside the country, set IT access policies by geographic region & then by user roles/responsibilities. Considerations for remote work include VPNs, encryption, and firewalls. Administrative policy Chapter 1, Part 1 some admin beat Controlled access results from administrative actions: policies and procedures, Early Years education and training, and monitoring and evaluating use. Social media, cloud computing, mobile applications, and oher developing and emerging technologies must be addressed. Records and Information Management, 2nd edition  Records are in the active phase of the records lifecycle and stored in a way that allows daily access & use. Active Storage Physical records remain in file cabinets close to those using them. Electronically stored information (ESI) resides in systems that vary in size, scope, and capability. Systems Retention requirements must be considered when ↓ deciding on storage medium. Chapter 1, Part 1 masih EarlyygYears rec gene - blu unti orangunya - active meningge - X Saman(C+ ) - Chapter 1, Part 1 Early Years Source: University Records Center. Last modified June 17, 2011, http://www.archives.upenn.edu/urc/recrdret/studtacad.html. Guidance for Implementation of the retention schedule includes this: Digital or electronic records. Disposition of records created, retained, or stored in information systems or computers should proceed on the same basis as traditional records.  More than 80% of data generated Structured data is data that has Semi-structured data is data that been organized into a formatted has not been organized into a Unstructured data is information, specialized repository, such as a repository, typically a database, in many different forms, that so that its elements can be made database, but that nevertheless doesn't conform to conventional addressable for more effective has associated information, such data models and typically isn't a as metadata, that makes it easier processing and analysis. This good fit for a mainstream format is eminently searchable to analyze. Examples include relational database. Unstructured both with human generated email, XML and other markup data includes text, images, web languages. NoSQL databases are queries and via algorithms using pages, survey responses, blog considered as semi-structured, as type of data and field names, posts, and more. It does have an such as alphabetical or numeric, are SharePoint lists and Chapter 1, Part 1 internal structure but is not document libraries. currency or date. structured via pre-defined data models or schema. Early Years Structured Data Unstructured Semi-structured data main teraber - maklumari direct - i - Cth : thesis (Kenaikut format) - kena lengkap berformat margin d ete - this particular product. The Attributes are Calories, Total Fat, Cholesterol, and more. Chapter 1, Part 1 Early Years Structured data can be Student replaced by the term grades in database Reports, tables, & charts in database at specific points in time. Reports, tables, & charts can be managed with software intended to manage Database unstructured objects data viewed Chapter 1, Part 1 as a chart Early Years Records and Information Management, 2nd edition  Store data in collections of tables (entities) Each table consists of columns (fields) & rows (records) Relations are defined between tables for cross- referencing using a primary key (e.g. CLS ID) Data can be pulled from more than one table to create a record Chapter 1, Part 1 RIM professionals must ensure tables are not Early Years removed prematurely when the records retention schedule is modified  No well-defined model or schema for accessing data. amount of unstructured data produced. Chapter 1, Part 1 Early Years Records and Information Management, 2nd edition  Comparison of HTML and XML markup Chapter 1, Part 1 Early Years Simple HTML used to illustrate differences. Records and Information Management, 2nd edition  Chart result of analyzing Big Data Difficult to work with using traditional data management options Term can be used to describe structured & unstructured data Term could be used to describe tools & techniques used to manage big data sets Three properties of big data: volume, variety, & velocity Chapter 1, Part 1are increasingly used to store Cloud technologies Early& Years process large amounts of data Records and Information Management, 2nd edition Chapter 1, Part 1 Early Years  A data lake is a collection of data assets stored in a near- exact, or even exact, copy of the source format. The data lake presents an unrefined view of data to highly skilled analysts, to help them explore their data refinement and analysis techniques independent of any of the system-of-record compromises that may exist in a traditional analytic data store (such as a data mart or data Chapter 1, Part 1 warehouse). Early Years ~Gartner. Source: Dunn Solutions Group, www.dunnsolutions.com a digital transformation consultancy focusing on analytics and e-commerce automation Records & Information Access, Storage, & Retrieval Chapter 5, Part 3 Chapter Search & 1, Part 1 Process, Retrieval Metadata Early Years& Metadata Standards Records and Information Management, 2nd edition  -type full je/direct C Keyword search Full-text search Boolean search peketags Inverted index search kin davi kath Faceted search sebenar/ Structured search /direct ame special I Chapter 1,Field Partsearch 1 Vector search macon Early Years I google lem -searchth "Xiaomi -search oth" auto pilot car" kellar type , search livik semta lagu - - - Civil die  Structured data: stored in a database and can be presented in tables comprised of columns & rows Structured Programming languages developed to manage structured data: SQL: original data definition & query language for Data: Search updating, deleting, & requesting information from databases: & Retrieval runs on server interpreting actions taken by users who manipulate data using tables, columns, rows, & fields client programs send Structured Query Language (SQL) Chapter 1, Part 1 statements to server for processing Early Years replies are returned to client program Records and Information Management, 2nd edition  2 ways to locate content: browse & search LexisNexis is a subscription-based legal solution that provides content, analysis and visualization tools for the legal industry. Support and training is provided for users at https://www.lexisnexis.com/en-us/support/lexis-advance/search- basics.page Lexis Advance is one service. Search Box Browse Begin typing and it will select Browse sources Arranged in natural language search or a hierarchical structure. terms and connectors search Browse by all or narrow using (ex. personal injury or tort! w/4 filters: ex. jurisdiction > Texas defen!) for you. You can also > Second Materials > locate documents based on Dorsaneo, Texas Litigation citations. To narrow the search, Guide. Browse topics click pre-search filters such as on topic and then select from jurisdiction, category, practice sub-topics. Chapter 1, Part 1 area & topic can be selected and combined. Early Years Records and Information Management, 2nd edition Library of Congress Search and Retrieval Options Browse, search or use additional catalogs and research Chapter tools. 1, Part 1 Early Years Records and Information Management, 2nd edition Source: LOC, https://catalog.loc.gov/.  Enterprise Search and Insight Engines Enterprise search: organized retrieval of stored business data within an organization so users can securely enter & find data across enterprise -izes Google is not in the leader category for 2018 according to the G2 Crowd Grid. Unstructured Swiftype was recognized as the leader followed by Algolia. Insight Engines: Insight engines apply relevancy methods to describe, Data: Search discover, organize and analyze data. Insight Engines extend beyond enterprise search by providing the capability to engage with content and extract insights without touching the source of that content. The goal is to & Retrieval have humans of any skill level ask questions of Insight Engines in plain language, and then let the program put together an advanced query leveraging all available data pools to return an answer. Coveo was the leader in this space in 2017 according to the Gartner Magic Quadrant for Insight Engines. Open-Source Solution: Apache Solr Chapter 1, Part 1 Early Years Major features include: full-text search, hit highlighting, faceted search, database integration, rich document (e.g., Word, PDF) handling, & geospatial search. The software can be downloaded from the Apache Solr site. Records and Information Management, 2nd edition  Semi-structured Data: Search & Retrieval Extensible Markup Semantic Search Language (XML) Search diverse data sources (structured & semi-structured documents, relational databases, & object repositories) labeled using XML tags. Chapter 1, Part 1 Early Years Search & discover the meaning of words & not just their Records and Information Management, 2nd edition occurrence.  Components of a Metadata framework Schema Systematic, orderly combination of elements & terms Metadata: structured Vocabulary Value that would be entered into schema information that describes, explains, locates, or otherwise Conceptual Describes model & concepts in a how all information resource relate to one another makes it easier to retrieve, use, or manage an Describes how vocabularies should be entered Content standard within metadata schema categories information resource ChapterMethod 1, Part 1 used to present metadata (e.g., XML) Encoding Early Years  Descriptive Information about the intellectual content and physical format. Supports discovery, identification, and selection. Standards examples: Dublin Core (DC), MARC, MODS, CDWA, EAD. Structural Information about the relationships among individual components of a complex digital object. Supports navigation. Data is related to individual files, physical and/or intellectual structure, and Types of behaviors. Standard example: METS. Metadata Administrative (preservation, rights management, technical) Information about how and how much the object has been used. Supports assessment. Chapter 1, Part 1 Includes data related to circulation, exhibits, user tracking behavior. Standards examples: Dublin Core (DC), MODS. Early Years Records and Information Management, 2nd edition  Example of Descriptive Metadata Dublin Core (DC) Dublin Core metadata element set is an international standard: ISO 15836:2009: Information and Documentation The Dublin Core Metadata Element Set. It can describe physical resources, digital materials, or composite media, such as webpages. It originally consisted of 15 elements. Title Contributor Source Creator Date Language Subject Type Relation Chapter 1, Part 1 Description Format Coverage Early Years Publisher Identifier Rights Source: http://www.dublincore.org/documents/dces/ hatal 6/16  Sahaja Example of Structural Metadata EPUB 3.1 EPUB 3.1, is family of specifications that define representing, packaging, and encoding structured & semantically enhanced web content for distribution in a single file container. File extension,.epub (EPUB), is XML format for reflowable digital books & publications. It is composed of three open standards: Open Publication Structure (OPS), Open Packaging Format (OPF), & Open Container Format (OCF) Title Publisher Format Identifier Creator