(EN) Breaking The Barriers of Traditional Records Management - DLM Forum Conference Toulouse 2008 - Ulrich Kampffmeyer

Breaking the Barriers of
Traditional Records Management
Dr. Ulrich Kampffmeyer

DLM Forum Conference
Toulouse, Decembre 12th 2008
PROJECT CONSULT
Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH
DLM Forum
RM
PROJECT CONSULT
Unternehmensberatung
Dr. Ulrich Kampffmeyer GmbH
Breitenfelder Straße 17
20251 Hamburg
www.project-consult.com
© PROJECT CONSULT 2008
1
Edited version for print.
Automation and animation removed.
Original Powerpoint version:

http://www.PROJECT-CONSULT.net/files/20081212_DLM Forum_Breaking the Barriers_Kff.pps
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n Ancient Reco
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Records Managers love this Type of Record
It‘s handy
It‘s rare
It‘s valuable
It‘s solid
It easily stores in Cabinets
People enjoy looking at it
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It carries a Part of our History
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Archivists even love it more …

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These
Days
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are gone.
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This presentation is about
Records, Records Management,

Enterprise Content Management
and the Lifecycle Concept of MoReq2.
Challenges for traditional Records

Management in a rapidly changing
digital World.
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Implications and future Tasks.
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Yes, we got good Definitions …
Information created, received, and maintained

as evidence and information by an organisation
or person, in pursuance of legal obligations or
in the transaction of business.
Field of management responsible for the
efficient and systematic control of the creation,
receipt, maintenance, use and disposition
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of records, including processes for capturing and
maintaining evidence of and information
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about business activities and transactions

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in the form of records.

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… but we still got different Perceptions …
The Archivists as “Pre-Preservation” …

The Public Sector Records Manager as
Result of a “Bureaucratic Process” …
The Chief Compliance Officer as
“Legal Evidence” of his Business Activities …
The IT Manager as “Application” of his
ERP-Solution …
The Programmer as “Structure and Fields”
in his Legacy Application …
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The Music Fan as the “Directory Functionality”

of his LASTfm Records …

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Today we talk about …
Content, Documents, eMails, Media Assets,
Forms, Files, Images, Videos, Web Pages,
Audios, Twitters, PDFs, Datasets, a.s.o.
Some propose to generally speak of
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Information Objects
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This is OK, but …

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There is still the Need
of the Concept of a Record
Not all Information Objects will

become a Record
and
not all Information Objects,
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either Records,
will end up in an Archive
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Because Records can be defined as well by
their Attributes
• Business Value
• Legal Value
• Context
• Integrity
• Persistence
• Authenticity
• Defined Metadata
• Consistency
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•
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and more,
which seperate Records from other Objects
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Another
Point
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of View
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The Concept of
ECM
Enterprise Content
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The Software Industry moved on …
“Enterprise Content Management

is theTechnologies used to
Capture, Manage, Store, Preserve
and Deliver
Content and Documents related to
Organizational Processes.”
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A Lifecycle Model …
MANAGE
Collab
DM
CAPTURE STORE WCM DELIVER
W
F/BP
M RM
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PRESERVE
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ECM MANAGE
Document Management Collab
DM
W
F/BP
M RM
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PRESERVE
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ECM MANAGE
Collaboration
Collab
DM
W
F/BP
M RM
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PRESERVE
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ECM MANAGE
Collab
DM
W Web Content Management

F/BP
M RM
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PRESERVE
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ECM MANAGE
Collab
DM
W
F/BP
M RM
Records
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Management
PRESERVE
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ECM MANAGE
Collab
DM
W
F/BP
Workflow M RM
Business Process Management
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PRESERVE
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RECORDS
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A Components Model …
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Dr. Ulrich Kampffmeyer GmbH A Structural Model …
A Functionality Model …
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As well a Lifecycle Model …

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Capture
Preserve
RECORDS
Store Manage
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A DLM Model …
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Capture
Preserve
Records
RECORDS
Management
Store Manage
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The DLM Forum RM Model …

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What is Records
the Difference
between the ECM and
RECORDS
Management
the MoReq2 RM Model?
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Focus!
RECORDS
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Case Management
Document
Workflow
Management
Most ECM Components

Records
RECORDS
Management
are only Satelites
in the RM Model!
Web Content
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Archiving
Management
RM
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Collaboration
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ECM MANAGE
Collab
DM
W
F/BP
M RM Records
Management
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PRESERVE
Records Management:
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One integrated Module of the Components Model

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That was
the easy
Part!
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The Software Industry moved on …
ECM was enhanced

to really cope with the
Challenges of “2.0”
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whilst Records Management and
RM
Electronic Archival are just in an

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“experimental Phase” …
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This is the
Challenge
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This is the
Challenge
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The positive Aspect is, this
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The positive Aspect is, this Wave has not
arrived in Records Keeping Centers and
Archives by now …
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The Technology Challenge
Most „new“ Technologies do not care to provide

Objects suitable to become consistent Records
or to be archived properly …
Think about:
• Personalisation & Individualisation
• Blogs, Twitters, Instant Messages & Wikis
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• Proprietary Formats for Multi Media Objects
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• Mashups & distributed Ressources

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• non-persistent URLs
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• a.s.o, a.s.o, a.s.o.

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The Technology Challenge
We might even have to come up with the

Discussion,
again,
if we need the Definition of Something like a
„Digital Original“
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The Cultural Challenge
New Perceptions, how to generate and use

information.
Think about:
• Social Communities
• Digital Immigrants versus Digital Natives
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• „Always Online“
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• New Ways of Communication and Interaction

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• Rights Management & Data Protection

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The Cultural Challenge
We might even have to come up with

Discussions,
again,
about the Information Society and
Social Implications of what we are
doing.
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And not to forget the Digital Addicts …

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The Information Growth Challenge
Exponential Growth of Information and no

sufficient „Management“ of Information.
Think about:
• Uncontrolled Redundancy
• The Value of Information
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• The growing Dependency of the Availibility
and Accurancy of Information
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Lets have a Look
to some special
Records Management
Challenges
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Records Managers love Metadata!
They are used to complex Data Entry Forms.
„2.0“-Users hate complex Data Entry Forms!

They want to trust in automatic
Categorization.
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Records Managers are excellent in
structured Search!
They are used to Expert Search Forms.
„2.0“-Users hate complex Search Forms!

They love „Single Field Search“ á la „Google“
finding Everything Everywhere.
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Records Managers are aware of the
Importance of Context Information!
They are used to spent hours to create
orderly Structures.
„2.0“-Users are lazy!

They don‘t mind where they are storing their
stuff.
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Records Managers perfectly know to navigate
by Tree Views and Folder-Sub-Folder-Volume-
Hierarchies!
It‘s just about having Fun.
„2.0“-Users will loose temper when the Interface

doesn‘t work like a Media Library or Youtube!
Or they get bored and just stop to search what
they have been looking for.
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Records Managers know about the Importance
of Selection and Disposal!
They work until late in the Night to keep their
Repositories clean.
„2.0“-Users know, that a 1-TB-Disk at the

Grocers Store is now only 100 €!
They believe, that there will always be enough
Space for Everything.
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Records Managers are Specialists in regard
to determine the Value of Records!
They are working eagerly, to keep Information
accessible and available for all time.
„2.0“-Users have no idea about a record and

who might be responsible to store it safely!
Everbody gets Copies of Everything, so
Somebody will take care of it.
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Records Managers are fond of their Fileplans,
Thesaurus, Taxonomies, Ontologies and
Classification Schemes!
They move even through 7 Levels of Hierarchy
to find the right Spot for a Note.
„2.0“-Users believe in Folksonomy!

If there are enough Users choosing the same
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Tag, it can not be false.
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Records Managers are prepared to learn hard
every Function of their RM Solution!
With extensive Training every Software Interface
can be turned into a usable Tool.
„2.0“-Users love their iPod!

If the User Interface is not sexy and works like
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Facebook, they will just shut the Application
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down.
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Records Managers know by Heart (or by their
Retrieval System) the place of every Object!
They are in Control of Everything in the
Electronic Realm and in the World of Paper
Documents.
„2.0“-Users, the Digital Natives, started living

in a virtual World …
… and the Systems are no longer jailed in their
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Silicon Cages. With RFID, Robotics, Cameras,
Sensors they are entering the Real World and

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take over Control.

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By the Way …
… a lot of DLM Forum Members are even

Senior Digital Immigrants.
… so, are we prepared for all of this?

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Will future Historians call our Time
„The Dark Age of the

Early Information Society“?
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Do not fear Darkness!
Remember
„The Tortoise & the Hare“
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Do not fear Darkness!
Remember
„The Tortoise & the Hare“
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Where are we
standing now
with MoReq2?
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Everything is in Place
• Requirements online and printed

• Test Material available
• XML Schema finished
• Test Center Contract signed
• MoReq2 Governance Board established
• Translations & Chapter 0s coming in …
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We can start to gather Experiences, initiate
Improvements and generate Acceptance.

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So what could be
the next Steps
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with MoReq?
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… Usefullness
There is a Need to demonstrate the
Usefullness and Usability of MoReq2:
• Even a complex Structure can be easily used with
modern Software Architecture, Applications and
User Interfaces
• Used in the right Way, MoReq2 will help to save
Money and to increase Efficiency
• Not Everybody will need every Function. Make the
modular Approach work
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• Systems must not only be capable of MoReq2-
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Functionality, but must be able to support even
Office Workers with their daily Work

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And the good Thing is:
MoReq2
can do!
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For future Activities …
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… Concentrate on the
DLM Forum Assets
Combining the Competences

of Archives and Records
Management
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… a slight Return to the
MoReq2 Components Model
RECORDS
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… Archiving
• Challenge of new formats

• Interfacing RECORDS
• other Archive-centric topics

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… Connectivity
• Testing the Interoperability

and Records Interchange
• XML Schema Evaluation
RECORDS
in Practice
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• Pilots
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… Expanding
RECORDS
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… Expanding
• Enhancing the Optional

Modules
RECORDS
• Improving the Lifecycle
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… Dissemination
• Training
• Education
RECORDS
• Building Reputation
• Bringing the Message to the
Private Sector
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… Maintenance
We can not do Maintenance only

of the MoReq2 Standard
„for ever“.
Technology and the Use of Technology

are changing rapidly!
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… Paradigms
We will need a Paradigm Change

in Records Management to
adopt technical and cultural
Change!
Or we will see a Paradigm Shift to

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Somewhere where we do not like
to be!
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and then …
• 2010 Scoping of MoReq3 ?

RECORDS
• 2013 Delivery of MoReq3 ?

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… and with the next
Version we have to
break the Barriers of
RECORDS
traditional
Records Management!
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… could be …
RECORDS
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… could be …
RECORDS
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Thank you very much for your Attention!

E-Mail: Ulrich.Kampffmeyer@PROJECT-CONSULT.com
Slides, Newsletter, Information ...

www.PROJECT-CONSULT.com
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Breaking the Barriers of

Traditional Records Management

Dr. Ulrich Kampffmeyer

Original Powerpoint version:

Archivists even love it more …

Records, Records Management,

Challenges for traditional Records

Information created, received, and maintained

about business activities and transactions

in the form of records.

The Archivists as “Pre-Preservation” …

The Music Fan as the “Directory Functionality”

of his LASTfm Records …

Some propose to generally speak of

This is OK, but …

Not all Information Objects will

“Enterprise Content Management

CAPTURE STORE WCM DELIVER

CAPTURE STORE WCM DELIVER

CAPTURE STORE WCM DELIVER

CAPTURE STORE WCM DELIVER

W Web Content Management

CAPTURE STORE WCM DELIVER

CAPTURE STORE WCM DELIVER

As well a Lifecycle Model …

The DLM Forum RM Model …

Most ECM Components

CAPTURE STORE WCM DELIVER

One integrated Module of the Components Model

ECM was enhanced

Electronic Archival are just in an

Most „new“ Technologies do not care to provide

• Mashups & distributed Ressources

• a.s.o, a.s.o, a.s.o.

We might even have to come up with the

New Perceptions, how to generate and use

• New Ways of Communication and Interaction

• Rights Management & Data Protection

• a.s.o, a.s.o, a.s.o.

We might even have to come up with

And not to forget the Digital Addicts …

Exponential Growth of Information and no

• a.s.o, a.s.o, a.s.o.

„2.0“-Users hate complex Data Entry Forms!

„2.0“-Users hate complex Search Forms!

„2.0“-Users are lazy!

„2.0“-Users will loose temper when the Interface

„2.0“-Users know, that a 1-TB-Disk at the

„2.0“-Users have no idea about a record and

„2.0“-Users believe in Folksonomy!

„2.0“-Users love their iPod!

„2.0“-Users, the Digital Natives, started living

Sensors they are entering the Real World and

take over Control.

… a lot of DLM Forum Members are even

… so, are we prepared for all of this?

„The Dark Age of the

• Requirements online and printed

Improvements and generate Acceptance.

Office Workers with their daily Work

Combining the Competences

• Challenge of new formats

• other Archive-centric topics