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Why every organization needs a Web 2.0 ECMS solution in 70 5 second screens
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© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 1
The Science of Information
Information ManagementInformation ManagementInformation managementfor an uncertain technology future
Infogrid Pacific Pte. Ltd.
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 2
The Science of Information
Meme: Information ManagementMeme: Information ManagementWhat is it?
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 3
The Science of Information
Making sure all the data that should Making sure all the data that should survive into the indefinite future survive into the indefinite future
... ... does survivedoes survive
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 4
The Science of Information
For every conceivable purposeFor every conceivable purpose... accessibility
... reuse
... statutory obligations
... value preservation
... history
... just in case
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 5
The Science of Information
Independent of constantly changing Independent of constantly changing technologiestechnologies
such as:
... hardware
... operating systems
... proprietary software
... proprietary formats and protocols
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 6
The Science of Information
Remember...Remember...
Information is forever...Information is forever...
Technology changes dailyTechnology changes daily
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 7
The Science of Information
Any finite set of dataAny finite set of data
can have an infinite set of viewscan have an infinite set of viewsTechnology gives the ability to see the same information in many different ways
... and today you may not even know what those needs are, or will be...
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 8
The Science of Information
The information must be managed The information must be managed independently from technologyindependently from technology
... and not embedded in the technology
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 9
The Science of Information
Technology is revolutionizing Technology is revolutionizing our interaction with informationour interaction with information
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 10
The Science of Information
The value of the information is The value of the information is being redefined faster than most being redefined faster than most
organizations can understandorganizations can understand
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 11
The Science of Information
The information - technology The information - technology relationship has to be relationship has to be redefinable instantlyredefinable instantly
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 12
The Science of Information
The human - technology The human - technology relationship has to be relationship has to be redefinable instantlyredefinable instantly
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 13
The Science of Information
For example: For example:
Ubiquitous mobile access is fast approaching, and that is going to redefine our relationship with our information again
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 14
The Science of Information
All of this must be easy to doAll of this must be easy to do
... or it probably wont happen... or it probably wont happen
15© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
The Science of Information
Jargon Alert
Definitions Definitions Data: The bits and bytes on a computer storage system
Content: The genre and intellectual value of the data
Information: Data+content systematized with metadata so it can be understood and used
Knowledge: something a human has based on experience and memories
16© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
The Science of Information
Definition
DATADATA
is all the same is all the same Bits and bytes on the computer are the same except for endian-ness (are the bits stored 1-8, or 8-1)
It is stored and transmitted using highly standardized protocols
This technology has lasted for decades and will probably last for decades more
17© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
The Science of Information
Definition
CONTENTCONTENT
Is very differentIs very differentContent is data arranged within file formats which are used by applications to represent the data in an content specific manner.
There are some common file formats, and a babel of proprietary formats
Few have lasted more than a decade so far
18© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
The Science of Information
Definition
INFORMATIONINFORMATION
Take some data/content, Take some data/content, put them into a usable context put them into a usable context and they become informationand they become information
19© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
The Science of Information
Illustrating Context
An Invoice
The context is a transaction between two parties. Otherwise it's just a file format, piece of paper or record in a database.
A DVD Movie
has one context of DRM – you can only view this on my terms! Otherwise it's just a file format or a silver disc - or the context changes to stolen content!
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 20
The Science of Information
Information Management Context
Most current Information Management Most current Information Management Solutions...Solutions...
... are embedded in the past
... solve only todays problem
... are a liability for the future
... are expensive to customize
... are expensive to maintain
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 21
The Science of Information
Information Management Context
But now your friendly Government But now your friendly Government says you have to keep digital says you have to keep digital
information forinformation for... 7 years
... 25 years
... +++ years
... Or maybe go to jail and pay a big fine!
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 22
The Science of Information
Information Management Context
and ...and ...
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 23
The Science of Information
Information Management Context
A lot of your todays data is digital only, A lot of your todays data is digital only, and you will be creating a lot moreand you will be creating a lot more
... There are no paper trails
... Digitally certificates expire in 12 months
... 100's of different proprietary file formats
... the data is all over the place
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 24
The Science of Information
Information Management Context
and ...and ...
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 25
The Science of Information
Information Management Context
You have unstructured information You have unstructured information everywhere that needs to be everywhere that needs to be
organized and accessibleorganized and accessibleUnstructured information: that's the 90% of your content and information that is in files, on some hard disk, on some workstation or server, that are not in a database
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 26
The Science of Information
Information Management Context
and ...and ...
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 27
The Science of Information
Information Management Context
You have legacy physical content You have legacy physical content you would like to make available you would like to make available digitally to reduce access costsdigitally to reduce access costs
...or even make it available for the first time
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 28
The Science of Information
Information Management Context
and ...and ...
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 29
The Science of Information
Information Management Context
Your information / content has cost Your information / content has cost you a lot of money to createyou a lot of money to create
... you need to preserve that value
... preserving the existing value shouldn't break the bank
... or be a management headache.
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 30
The Science of Information
Information Management Context
and ...and ...
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 31
The Science of Information
Information Management Context
You need serious efficiency and You need serious efficiency and effectiveness gainseffectiveness gains
... to reduce operational costs
... to increase competitive advantages
... to provide better service
... to improve productivity
... to create collaboration
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 32
The Science of Information
Information Management Context
And what is available is a cacophony And what is available is a cacophony of solutions...of solutions...
DMS for documents
AMS for assets
RMS for records
LMS for education and training
WCM for web sites
Customized application development
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 33
The Science of Information
Information Management Context
All of which are just different views All of which are just different views on parts of your information...on parts of your information...
...trapped into limiting technology ...trapped into limiting technology defined viewpointsdefined viewpoints
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 34
The Science of Information
Information Management Context
Not one of which has any inbuilt Not one of which has any inbuilt strategies for digital preservationstrategies for digital preservation
other than “buy my upgrade in three years – if I still support that product! If you pay
the data migration costs”.
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 35
The Science of Information
Information Management Context
So now you have to ask serious So now you have to ask serious questions about the future of your questions about the future of your
data...data...
Is there a better way?Is there a better way?
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 36
The Science of Information
There sure is...There sure is...
and its relatively straight forward
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 37
The Science of Information
Use independent metadata to Use independent metadata to drive your information strategydrive your information strategy
Don't let it get trapped in a database
Remember - a database is someones technology
If metadata if free it can grow and increase in value
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 38
The Science of Information
Metadata = Flexibility = ControlMetadata = Flexibility = ControlUsing:
... Taxonomies - Categorization
... Thesauri – for refined control
... Keywords (formal and social)
... Authority files
These are standard methods– nothing radical here...
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 39
The Science of Information
Create really good metadata for Create really good metadata for each Information Packageeach Information PackageDescriptive – what it is about
Ownership – where it came from
Rights – how it can be used
Structure maps – how it is stored
Relationships – how it fits together
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 40
The Science of Information
The difference is not the The difference is not the metadatametadata
... but how you use the metadata... but how you use the metadata
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 41
The Science of Information
Package all the data / content files Package all the data / content files together with the metadatatogether with the metadata
Call them
Information PackagesInformation Packages
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 42
The Science of Information
Stop managing files and start Stop managing files and start managing Information Packagesmanaging Information Packages
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 43
The Science of Information
Don't worry about the technology Don't worry about the technology on each side of the stored on each side of the stored
Information PackagesInformation Packages (That excitement comes later)
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 44
The Science of Information
The storage strategy comes firstThe storage strategy comes first... control what goes in
... control what comes out
... control how it is maintained
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 45
The Science of Information
Architecture
Separate the users and technology from Separate the users and technology from the information packagesthe information packages
InformationPackageStorage
Environment
Administration Community
Producer Community User Community
User'sTechnology
Producer'sTechnology
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 46
The Science of Information
Architecture
Use the latest hottest technology to Use the latest hottest technology to access and use the metadataaccess and use the metadata
InformationPackageStorage
Environment
Administration Community
Producer CommunityWhat we're using
today and getting by with
technology
Producer'sTechnology
Yesterdays boring
old and coldtechnology
Newest, hottest “we gotta have it”soon technology
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 47
The Science of Information
Architecture
And controlling the whole system?And controlling the whole system?
Just set your ingest and access rules by individual, groups, organizations, other applications, etc.
InformationPackageStorage
Environment
AdministrationCommunity
Producer Community
Producer'sTechnology
These are yourinformationingest rules
What you can put in
User'sTechnology
These are your information
access rulesWhat you can take out
User Community
© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 48
The Science of Information
Architecture
This architecture is information centric This architecture is information centric so you can...so you can...
... Preserve it
... Maintain it
... Trust it
... Use it
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 49
The Science of Information
Never forgetNever forget
Information is forever...Information is forever...
Technology changes every dayTechnology changes every day
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 50
The Science of Information
The experts tell us to preserve information in a The experts tell us to preserve information in a trusted manner over time we need...trusted manner over time we need...
... Replication Strategies
... Migration Strategies
... Life-cycle maintenance strategies
... Policy based management and admin.
... Digital provenance metadata
Let's see what that all meansLet's see what that all means
51© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
The Science of Information
Jargon AlertREPLICATIONREPLICATION
Don't put all your eggs in one basketDon't put all your eggs in one basketThe more copies of a file that exist, the
more likely they will survive anything
If the copies are in different locations they are more likely to survive all types of disasters (flood, fire, etc.)
Replication is an automatic policy driven process that keeps a set number of copies in multiple locations.
52© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
The Science of Information
Jargon AlertMIGRATIONMIGRATION
I don't want it here anymore!I don't want it here anymore!I want to move some, or all of my information Packages to a different technology
At some stage – the technology wears out. The information can be moved while the old technology stays behind
53© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
The Science of Information
Jargon Alert
LIFE CYCLE MAINTENANCELIFE CYCLE MAINTENANCE
Periodic health checksPeriodic health checks.. periodic file integrity checks
... periodic evidence quality checks
... replication of files to multiple locations
... retention and disposal actions
... audit history on every action
54© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
The Science of Information
Jargon Alert
Policy based Management and Policy based Management and AdministrationAdministration
Tell the system the rules for
...Collection and data management
...Replication policies
...Surface validity checks
...Ingest and access policies
55© 2006 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners
The Science of Information
Jargon Alert
Digital ProvenanceDigital ProvenanceFull and complete auto-generated metadata of everything that has happened to the data while it has been in the care of the storage system
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 56
The Science of Information
Separating Information from Separating Information from Technology brings new and Technology brings new and
powerful options to large-scale powerful options to large-scale information managementinformation management
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 57
The Science of Information
Organizing the InformationOrganizing the Information
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 58
The Science of Information
Better metadata, better Better metadata, better information managementinformation management
It's easier to put a metadata field into an Information Package that says “Contract”, than it is to build a contract management database
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 59
The Science of Information
Users don't interface with the Users don't interface with the files, they interface with the file files, they interface with the file
metadatametadataAnd then just sometimes need to view, or download and use a file in the content context
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 60
The Science of Information
So the technology uses whatever So the technology uses whatever metadata it requires to create a metadata it requires to create a
specific and contextual user specific and contextual user experienceexperience
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 61
The Science of Information
One information management One information management system doing its job ...system doing its job ...
InformationStorage
ReplicaInformation
Storage
Information Storage Management
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 62
The Science of Information
... any number of interfaces with ... any number of interfaces with any technology ...any technology ...
InformationStorage
ReplicaInformation
Storage
Information Storage Management
Metadata Interface
Evidential RecordsDocuments
Images & multimedia
Cultural artifacts
Data and Research
Sales & Marketing
Commercial Content
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 63
The Science of Information
...comprehensive user controls......comprehensive user controls...
InformationStorage
ReplicaInformation
Storage
Information Storage Management
Metadata Interface
Evidential RecordsDocuments
Images & multimedia
Cultural artifacts
Data and Research
Sales & Marketing
Commercial Content
User Access C
ontrols
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 64
The Science of Information
With user context applied,With user context applied,you contolyou contol
... what they can see
... what depth they can go to
... what they can do with it
... any other constraints
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 65
The Science of Information
... Digital Rights Assertion ...... Digital Rights Assertion ...
InformationStorage
ReplicaInformation
Storage
Information Storage Management
Metadata Interface
Evidential RecordsDocuments
Images & multimedia
Cultural artifacts
Data and Research
Sales & Marketing
Commercial Content
Metadata Interface
User A
ccess Controls
Digital R
ights Assertion
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 66
The Science of Information
DRM allows you to provide DRM allows you to provide permissions and constraints for permissions and constraints for
any contentany content
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 67
The Science of Information
All of this is encapsulated inAll of this is encapsulated in
IGP:RepostoryIGP:Repostory
IGP:Information ArchitectIGP:Information Architect
andand
IGP:InfoViewerIGP:InfoViewer
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 68
The Science of Information
DigitalPreservation
Archive
IGP:Repository
ConsumerTechnology
Interface
IGP:InfoViewer
Other Applications
ContentProducersIGP:Production
Solutions
InfoViewer Forms
IGP:Metadesk
Other Applications
Different User Groups
Different Web Sites
Different Business Processes
Different Content Types
New and changing requirements
Working seamlessly together ...Working seamlessly together ...
... and with other Web Services... and with other Web Services
Syncronized & Automated MetadataIGP:Information Architect
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 69
The Science of Information
And supported byAnd supported by
IGP:Production SolutionsIGP:Production Solutions
IGP:MetadeskIGP:Metadesk
and other and other
Infogrid Pacific Information Infogrid Pacific Information Management applicationsManagement applications
© 2004-7 Infogrid Pacific. All trademarks and copyrights remain the property of their respective owners 70
The Science of Information
For more information go to ...
www.infogridpacific.comwww.infogridpacific.com