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Electronic Records Management: What You Need to Know about Blogs, Wikis, Email, and More.

Electronic Records Management: What You Need to Know about Blogs, Wikis, Email, and More. Jesse Wilkins April 16, 2009. Central Missouri Chapter. Seminar agenda. Blogs, Wikis, and RSS Managing Records in the Cloud Selecting Email Management Technologies Developing an Email Policy.

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Electronic Records Management: What You Need to Know about Blogs, Wikis, Email, and More.

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  1. Electronic Records Management:What You Need to Know about Blogs, Wikis, Email, and More. Jesse Wilkins April 16, 2009 Central Missouri Chapter

  2. Seminar agenda Blogs, Wikis, and RSS Managing Records in the Cloud Selecting Email Management Technologies Developing an Email Policy

  3. Blogs, Wikis, and RSS: A Gentle Introduction to Web 2.0 Technologies Jesse Wilkins April 16, 2009 Central Missouri Chapter

  4. Blog this!

  5. What’s a blog? Started as online diaries Today used more as lightweight CMS Hides complexity of Web publishing Generally arranged in chronological order, most recent at top

  6. Informata

  7. Blogging basics Centralized - one person or group posts, others can only read the posts Comments and trackbacks Easy to link to other pages Easy to blog using toolbars Important to keep current!

  8. Blog use cases Internal communications Project management Research Knowledge management Change order management

  9. Blogs and records management • If the CEO is blogging, is it a record? • Maybe… • Most blogging systems support basic content management capabilities • Review comments periodically • Or consider turning them off • Track changes to postings, comments • Document reason for changes

  10. Consumer vs. enterprise blogs Control over implementation model Security and authentication Ease of use Audit trails Search and retrieval Reporting Support Syndication

  11. Getting started • Sign up for a free hosted service • Start posting • Keep posting! • Make it relevant if you want it to be read…. • Consider commercial solutions • More control over content • Finer-grained control over access, updates

  12. Blog solutions - hosted Wordpress Typepad Blogger LiveJournal Myspace.com Blog.com MSN Spaces Yahoo 360°

  13. Blog solutions - internal Movable Type Enterprise Traction Teampage Blogtronix Enterprise Sharepoint 2007 Drupal Telligent Community Server UserLand Manila and Radio UserLand

  14. Microblogging • Same types of tools as blogs – in 140 characters! • Immediacy of IM, retainability of blogs • Same considerations as blogs • Enterprise versions emerging

  15. Microblogging

  16. Wiki-wiki

  17. Wiki-Wiki • Wikipedia: 2,700,000+ articles in English • More than 10 million in 264 languages • Wiktionary:1,131,000+ definitions in English • WikiQuote: 16,400+ quotations • Wikitravel: 20,500+ destination guides • Lyricwiki: 400,000+ song lyrics!

  18. Wikipedia

  19. The wiki basics Collaborative website Organized as linked articles Hides complexity of HTML from users Easy to add articles Easy to link articles Easy to correct mistakes

  20. Wikipedia RM article

  21. How do you use a wiki? Source: Stewart Mader, www.ikiw.org

  22. Wikis are more archival than email, less process than Word. -- Mike Cannon-Brookes Co-founder and CEO of Atlassian

  23. Collaboration: email vs. wiki Source: Manny Wilson, CentCom and Intellipedia

  24. There are plenty of ways to commit career suicide; wikis are just the newest one. Eric M. Johnson State Department Office of eDiplomacy

  25. Commercial vs. enterprise Control over implementation model Security and identity Ease of use Audit trails Search and retrieval Reporting Integration and performance

  26. Wikis and records management • Is the wiki a record – or is it just used to create the record? • If the wiki is the end product it may need to be managed as a record • Baselining/publishing • Snapshot • If not, follow existing collaboration practices

  27. Change tracking

  28. Implementing a wiki • Sign up for a free hosted service • Start writing • Invite others to write • Moderate…or not • Consider a commercial wiki • MUCH more control over look & feel, access rights/security, content

  29. Wikis - hosted Atlassian Confluence Hosted Central Desktop Cyn.in (“bliki”) EditMe pbWiki Socialtext Wikia (uses MediaWiki) Wikispaces Zoho Wiki

  30. Wikis - internal Atlassian Confluence MediaWiki Sharepoint 2007 Socialtext Managed Service Appliance TWiki

  31. Really simple RSS

  32. Really Simple Syndication XML-based content syndication language Makes it easy for users to find your content Push instead of pull Most blogs and wikis support RSS natively

  33. Google Reader on iGoogle

  34. RSS in Outlook 2007

  35. RSS and records management • Is RSS the record? • If it is, it may need to be retained • Enterprise RSS tools can help • Archival and basic retention • Productivity benefits of enterprise RSS

  36. Getting started with RSS Find a website with a feed Subscribe to the feed using a reader Reader polls the website periodically and downloads updated feed items Read the feeds in the reader!

  37. Feed readers • Lots of them available • Many of them free • Google Reader • My Yahoo! • WizzRSS • Newsgator • Attensa • Many others….

  38. Conclusion All of these tools can be useful to the organization Use the right tool for the circumstances Address in policy Manage the tools appropriately Consider enterprise versions

  39. Questions?

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