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Coping with the Tsunami of File Formats in a Web 2.0 World

Coping with the Tsunami of File Formats in a Web 2.0 World. Are Standards an Answer?. Stephen Levenson Convener ISO 19005 Chair AIIM Standards Board Member AIIM Board of Directors October 2010. What does ECM help you achieve?. Guarantee business CONTINUITY , 24x7x365

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Coping with the Tsunami of File Formats in a Web 2.0 World

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  1. Coping with the Tsunami of File Formats in a Web 2.0 World Are Standards an Answer? Stephen Levenson Convener ISO 19005 Chair AIIM Standards Board Member AIIM Board of Directors October 2010

  2. What does ECM help you achieve? • Guarantee business CONTINUITY, 24x7x365 • Enable employee, partner, and customer COLLABORATION • Reduce COSTS through process streamlining and standardization • Ensure legal and regulatory COMPLIANCE • Document and finalize a business process

  3. Web 2.0 Defined Web 2.0 From Wikipedia, the free encyclopedia This article needs attention from an expert on the subject. See the talk page for details. Consider associating this request with a WikiProject. The term Web 2.0 is commonly associated with web applications that facilitate interactive information sharing, interoperability, user-centered design,[1and collaboration on the World Wide Web.

  4. Web 2.0 Defined (Continued) A Web 2.0 site gives its users the free choice to interact or collaborate with each other in a social media dialogue as creators (prosumer) of user-generated content in a virtual community, in contrast to websites where users (consumer) are limited to the passive viewing of content that was created for them. Examples of Web 2.0 include social-networking sites, blogs, wikis, video-sharing sites, hosted services, web applications, mashups and folksonomies. The term is closely associated with Tim O'Reilly because of the O'Reilly Media Web 2.0 conference in 2004.[2][3] Although the term suggests a new version of the World Wide Web, it does not refer to an update to any technical specifications, but rather to cumulative changes in the ways software developers and end-users use the Web.

  5. According to a new study from Nielsen, our society has gone mad with texting, data usage and app downloads. Nielsen analyzed the mobile data habits of over 60,000 mobile subscribers and surveyed over 3,000 teens during April, May and June of this year. The numbers they came up with are astounding. The number of texts being sent is on the rise, especially among teenagers age 13 to 17. According to Nielsen, the average teenager now sends 3,339 texts per month. There's more, though: teen females send an incredible 4,050 text per month, while teen males send an average of 2,539 texts. Teens are sending 8 percent more texts than they were this time last year.

  6. Average teenager sends more than six texts per waking hour Teen females send an incredible 4,050 text per month In every age bracket, the number of texts sent has increased when compared to last year Twenty-two percent say SMS is easier than a phone call

  7. Audience Participation • What format is a Text File?

  8. At least we do not have to worry about that in Government!

  9. Federal Computer Week Oct 12, 2010 By Alice Lipowicz • GSA debuts new Web 2.0 tools and hosting for federal agencies • Citizen.apps.gov website designed to help agencies get the most out of blogs, wikis and forums • The General Services Administration is making it easier for federal agencies to create blogs, wikis and other Web 2.0 applications via a new federal website offering free tools and hosting services.

  10. Federal Computer Week Oct 12, 2010 By Alice Lipowicz • The new Citizen.apps.gov site offers the products and services only for federal employees. It launched in beta form in August with six Web 2.0 tools, including a blog, wiki, citizens discussion forum and contest platform. The tools are easy to use, secure, created from open-source software and compliant with federal policies, including regulations on access for people with disabilities under Section 508 of the Rehabilitation Act, Gwynne Kostin, director at the GSA’s Center for New Media and Citizen Engagement in the Office of Citizen Services and Innovative Technologies, said at FedScoop’s FedTalks 2010 conference today. The tools also are customizable, and GSA will provide hosting services.

  11. Emergence of ERM into Popular Culture

  12. Are you ready…Why not? • 80% of organizational information is unstructured and 90% of this remains unmanaged (Doculabs). • Unmanaged information is growing at roughly 36% annually (Doculabs). • 27% of ECM users are highly disappointed in their ECM implementations (Jupiter Research). • There is a 10x cost of compliance by taking a one-off vs. integrated approach (Gartner). • 7.5% of documents are lost forever (Cuadra Associates).

  13. Best Practices (AIIM) • Be aware of the role information plays in your organization • Information is an asset • Understand how information is used • Develop written policies and procedures • Know your risk • Apply standards and best practices to improve the records management • Involve participants from throughout the organization • Senior Management • IT • End Users • Legal • Records Managers • Records management is key – educate the staff

  14. Best Practices (Continued) • Review business processes • Keep policies up-to-date • Monitor adherence to policies and procedures • Validate policies to ensure that they are clear, simple • Conduct disposition reviews – archive/destroy records • Implement technology to support the processes • Be consistent

  15. Electronic Communications • Email • Instant Messaging • Text or email enabled phones • Discussion Forums • Wikis • Blogs

  16. WEB 2.0 SCOPE • What Types are Affected? • Documents • Records • E-mail • Word files • Spreadsheets • Presentations • Images • Web sites …everything!

  17. How Bad can it be? If there is one thing that social media has helped amplify, it's the fact that stupid people do stupid things, and love to tell everyone about it. Case in point – Scott Harris of Staten Island, NY.Seems that this 31 year-old man decided that shooting a .38 caliber pistol out the second floor window of his father's house at 4:30 AM – after a few shots of liquor – would be a great idea.  (Yes, ladies, he's 31 and lives with his dad and apparently is available…) One of his neighbors heard the shot and dialed 911 and alerted the police that they heard a shot (the news report doesn't verify this, but I'm assuming the shot was prefaced by Harris' repeated yelling of "YOU TALKIN' TO ME??")In the good old days (read: pre-Facebook), the police would have canvassed the neighborhood, looked for shell casings, interviewed some neighbors, and may or may not have found out that Harris was their drunken shooter. However, social media (combined with a severe case of the dumba**) has made investigations easier. Harris took the time to update his Facebook status about the "good idea" he had about shooting toward the swampland out his Dad's window (just how is this guy still on the market??) The police found the Facebook update, tracked down Harris and he confessed to being the drunken–Facebook–status–updating–shooter.Long story short… Guns, Liquor and Facebook don't seem to mix very well — especially if you're an idiot. Posted by Greg Lambert

  18. Will Standards Fix It?

  19. Canada General Standards • Canada General Standards • National Standard for the Use of Electronic Documents as Documentary Evidence – November 2005 • Ensures information in information technology systems is trustworthy, reliable and authentic • CAN/CGSB 72.11.00, Microfilm and Electronic Images as Documentary Evidence • CAN/CGSB 72.34-2005, Electronic Records as Documentary Evidence

  20. Standards • ANSI/AIIM/ARMA TR48, Framework for the Integration of Electronic Document Management Systems and Electronic Records Management Systems • ANSI/AIIM TR31-2004, Legal Acceptance of Records Produced by Information Technology Systems • DoD 5015.2, Design Criteria Standard for Electronic Records Management Software Applications • MoREQ2, Model Requirements for the Management of Electronic Records • VERS, Victoria Electronic Records Standard

  21. More Standards • Formal de jure Standards • ANSI, ISO, ITU, IEC, JTC1 • Internet Standardization • IETF and W3C • Industry standards/specifications • AIIM Recommended Specifications • Coalitions and Consortiums • DMA, ODMA, WfMC, OMG, TWAIN • Organizational/Market Driven standards/specifications

  22. More Standards • ISO/NP 22997, Records management relationships with knowledge management • AIAA/G-031A, Life cycle development of knowledge bases systems using DoD-Std 2167A • Emergency/Home Land Security Knowledge Management Standards

  23. More Standards • WebDAV • Implementation Guidelines and Standards Associated with Web-based Document Management Technologies • ODMA

  24. More Standards • Format – SGML, HTML, XML • Input – ISIS, TWAIN, Test Targets, Indexing, Metadata • Compression – ITU Group 3 & 4, JPEG, MPEG, DjVu, JBIG • Object – CORBA, COM/DOM

  25. More Standards • DoD 5015.2 • ISO 15489, Records Management • ARMA Standards • ASTM Records Media • BSR/ARMA 9-199X, Guideline for Managing e-mail • AIIM Standards for public records • ISO/CD 15801 and Legality standards

  26. More Standards • ebXML • Web Services • UDDI • SOAP • Workflow • Metadata • Dublin Core • Cedar • Pandora

  27. Enough Standards • XML • Metadata • Digital Preservation • Evidentiary Information Management • Integrated EDM/ERM Requirements • Knowledge Management

  28. The Consumer Market Place • Business practices may not fit well with consumer level products • A best practice is to convert or create business data into A preservable format

  29. PDF/A ISO 19005-1 • PDF/A attempts to maximize: • Device independence • Self-containment • Self-documentation

  30. PDF/A ISO 19005-1(continued) • The constraints include: • Audio and video content are forbidden • Javascript and executable file launches are prohibited • All fonts must be embedded and also must be legally embeddable for unlimited, universal rendering

  31. PDF/A ISO 19005(continued) • Colorspaces specified in a device-independent manner • Encryption is disallowed • Use of standards-based metadata is mandated • Dublin Core • Cedar • Pandora

  32. PDF/A Future • PDF/A-2 • Catch up to current ISO version of 32000 • PDF/A-3 • Compound files with storage for other file types • XML • Original authoring software • Versions

  33. Policies + Standards • Consider the entire lifecycle of information • Convert or create early to preservable formats • Homogeneous collections are easier to preserve • Don’t base business practices on consumer level software • Create a bright line between social (water cooler) and business exchange

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