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Unlock Business Value Through Document & Content Management
Organizations must realize what it means to utilize document and content
management in support of business strategy. The volume of unstructured
data is growing at an enormous pace. While we are still far away from
automated content comprehension, increasingly sophisticated technologies
are extending our business and data management capabilities into more
critical and regulated areas. This presentation provides you with an
understanding of the dimensions of these new developments, including
electronic and physical document monitoring, storage systems, content
analysis and archive, retrieve and purge cycling.

Learning Objectives
1

What is Document & Content Management and why is it important?

2

Planning and Implementing Document & Content Management

3

Document/Record Management Lifecycle

4

Levels of Control

5

Content management building blocks

6

Guiding principles & best practices

7

Understanding foundational document & content management concepts
based on the Data Management Body of Knowledge (DMBOK)

Date:
Time:
Presenter:

December 10, 2013
2:00 PM ET/11:00 AM PT
Peter Aiken, Ph.D.

MONETIZING
DATA MANAGEMENT

Unlocking the Value in Your Organization’s
Most Important Asset.

PETER AIKEN WITH JUANITA BILLINGS
FOREWORD BY JOHN BOTTEGA

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Copyright 2013 by Data Blueprint
Executive Editor at DATAVERSITY.net

Shannon Kempe

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Copyright 2013 by Data Blueprint
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Copyright 2013 by Data Blueprint
Peter Aiken, PhD
•
•
•
•
•
•
•
•

25+ years of experience in data
management
Multiple international awards &
recognition
Founder, Data Blueprint (datablueprint.com)
Associate Professor of IS, VCU (vcu.edu)
President, DAMA International (dama.org)
8 books and dozens of articles
Experienced w/ 500+ data
management practices in 20 countries
Multi-year immersions with
organizations as diverse as the
US DoD, Nokia, Deutsche Bank,
Wells Fargo, and the Commonwealth
of Virginia
4
Copyright 2013 by Data Blueprint

2
Identify
Create,
approve,
enforce

Preserve
and dispose

Retrieve and
circulate

Classify

Store

Retain

Unlock Business Value
Through Document & Content Management

Presented by Peter Aiken, Ph.D.

10124 W. Broad Street, Suite C
Glen Allen, Virginia 23060
804.521.4056
Unlock Business Value Through Document & Content Management
• Data Management Overview
• What is document & content
management and why is it important?
• Planning and implementing
document & content management
• Levels of control
• Additional considerations
• Content management building blocks
• Guiding Principles
• Take Aways, References and Q&A

Tweeting now:
#dataed
6
Copyright 2013 by Data Blueprint
The DAMA Guide to the Data Management Body of Knowledge

Published by DAMA
International
• The professional
association for Data
Managers (40
chapters worldwide)

DMBoK organized
around
• Primary data
management
functions focused
around data delivery
to the organization
• Organized around
environmental
elements
Data Management
Functions

7
Copyright 2013 by Data Blueprint
The DAMA Guide to the Data Management Body of Knowledge
Amazon:
http://
www.amazon.com/
DAMA-GuideManagementKnowledge-DAMADMBOK/dp/
0977140083
Or enter the terms
"dama dm bok" at the
Amazon search engine

Environmental Elements
8
Copyright 2013 by Data Blueprint
What is the CDMP?
• Certified Data Management Professional
• DAMA International and ICCP
• Membership in a distinct group made up
of your fellow professionals
• Recognition for your specialized
knowledge in a choice of 17 specialty
areas
• Series of 3 exams
• For more information, please visit:
– http://www.dama.org/i4a/pages/
index.cfm?pageid=3399
– http://iccp.org/certification/designations/
cdmp

#dataed
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Data Management

10
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1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
Data Management
Manage data coherently.
Data Program
Coordination

Share data across boundaries.
Organizational
Data Integration

Data Development

Data Stewardship

Assign responsibilities for data.
Engineer data delivery systems.
Data Support
Operations

Maintain data availability.

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© Copyright this and previous years by Data Blueprint - all rights reserved!
Five Integrated DM Practice Areas
Data management
processes and
infrastructure

Organizational Strategies

Implementation

Data Program
Coordination

Guidance

Goals

Organizational
Data Integration

Combining multiple
assets to produce
extra value

Integrated
Models
Achieve sharing of data within a
business area

Organizational-entity
subject area data
integration

Data
Stewardship

Standard
Data

Application
Models &
Designs

Provide reliable data
access

Direction

Data Support
Operations

Feedback
Leverage data in organizational activities

Data
Development

Business
Data

Data
Asset Use

Business Value

12
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Overview:
Document &
Content
Management

from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
13
Copyright 2013 by Data Blueprint

1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
Unlock Business Value Through Document & Content Management
• Data Management Overview
• What is document & content
management and why is it important?
• Planning and implementing
document & content management
• Levels of control
• Additional considerations
• Content management building blocks
• Guiding Principles
• Take Aways, References and Q&A

Tweeting now:
#dataed
14
Copyright 2013 by Data Blueprint
Polling Question #1
How much larger do the experts consider the non-tabular data
management challenge than the tabular data management
challenge?

a)The same size
b)2x
c)5x
d)10x

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Increasing Scope & Volume of Data Management

5 X Tabular and Non-Tabular Data

1 X Tabular Data

16
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Data Management Technology Research

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Definition: Document & Content Management
• The control over capture, storage,
access, and use of data and information
stored outside relational databases
• Focus on integrity and access; roughly
equivalent to data operations
management for relational databases
• Looks beyond the purely operational
focus
• Strategic and tactical focus overlaps with other data
management functions in addressing the need for data
governance, architecture, security, managed meta-data,
and data quality for unstructured data
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

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1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
Definition, cont’d
Two sub-functions of document and content mgmt:
1. Document management:
•
•

The storage, inventory, and control of
electronic and paper documents
Encompasses the processes, techniques,
and technologies for controlling and
organizing documents and records (stored
electronically and on paper)

2. Content management:
•

•

The organization, categorization and
structure of data/resources so that they can
be stored, published and reused in multiple
ways
Sometimes referred to as Enterprise
Content Management (ECM), implying the
scope of content management is across the
entire enterprise
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

19
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© Copyright this and previous years by Data Blueprint - all rights reserved!
Unstructured (or preferred) Non-tabular Data
• Any document, file, graphic,
image, text, report, form, video,
or sound recording that has not
been tagged or otherwise
structured into rows and columns
or records
• Found in different kinds of
electronic formats, including word
processing, email, flat files,
spreadsheets, XML files, etc.
• Enormous amount of
unstructured data also exists in
paper files
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
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© Copyright this and previous years by Data Blueprint - all rights reserved!
Document/Record Management
• Lifecycle management of the
designated significant
documents of the organization
• Records can be physical,
electronic or hybrid
• 90%+ of today’s records are
electronic: growth in email and
IM has made the management
of electronic records critical to
organizations
• Compliance regulations and
statutes:
– U.S. Sarbanes-Oxley Act
– E-Discovery Amendments
– Canada’s Bill 198

from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

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© Copyright this and previous years by Data Blueprint - all rights reserved!
Federal Rules of Civil Procedure
• Zabulake v. UBS Warburg
– Trial judge instructed the jury that it could
assume that missing information was
probably damaging
– Zabulake was awarded $20 million

• Perleman v. Morgan Stanley
– Morgan Stanley "found" at least 120
backup tapes of email
– Morgan Stanley was fined $604 million in
compensatory and $850 million in punitive damages

• New federal rules
–
–
–
–

26(f) lawyers must know what is known, legal holds
26 (b) (2) [B] relative cost of the recovery and judgment
34 (b) data delivered in native format
37 (f) you are required to secure all relevant data
22
Copyright 2013 by Data Blueprint
Unlock Business Value Through Document & Content Management
• Data Management Overview
• What is document & content
management and why is it important?
• Planning and implementing
document & content management
• Levels of control
• Additional considerations
• Content management building blocks
• Guiding Principles
• Take Aways, References and Q&A

Tweeting now:
#dataed
23
Copyright 2013 by Data Blueprint
Document/Record Management Lifecycle
Activities:
• Identify existing and
newly created documents/
records
• Create, approve, and
enforce documents/
records policies
• Classify documents/
records
• Retention policy
• Short and long-term
storage
• Retrieval and circulation
• Preserve and dispose

Identify
Create,
approve,
enforce

Preserve
and
dispose

Retrieve
and
circulate

Classify

Store

Retain

from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

24
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1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
Plan for Managing Documents/Records
• Documents management involves planning at different
levels of a document’s lifecycle:
(1)
Creation or
Receipt

•
•
•

(2)
Organization
for Retrieval

(3)
Distribution

(4)
Archiving or
Disposition

Develop classification/indexing systems and
taxonomies so that documents retrieval is easy
Create planning and policy around documents and
records on the value of the data to the organization
Establish, communicate, and enforce policies,
procedures and best practices for documents
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

25
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© Copyright this and previous years by Data Blueprint - all rights reserved!
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

Implementing Document/Records Management Systems
• Electronic documents must be
indexed during the capture process
so that they can be found
• A document repository enables
check-in and check-out features,
versioning, collaboration,
comparison, archiving, status
state(s), migration from one
storage media to another, and disposition
• Document storage includes document management
• Documents can be categorized for retrieval
• Reports are delivered through a number of tools, e.g. printers,
email, website, etc.
• Many document management systems include digital asset
management: management of digital assets (audio, video, music
and digital photographs)
26
Copyright 2013 by Data Blueprint

1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
Unlock Business Value Through Document & Content Management
• Data Management Overview
• What is document & content
management and why is it important?
• Planning and implementing
document & content management
• Levels of control
• Additional considerations
• Content management building blocks
• Guiding Principles
• Take Aways, References and Q&A

Tweeting now:
#dataed
27
Copyright 2013 by Data Blueprint
Three Levels of Control
• Levels are based on the criticality of the data
and the perceived harm that would occur if
data were corrupted or otherwise unavailable
• ANSI Standard 859:
1. Formal (most rigid)
•
•
•
•

requires formal change initiation
thorough change evaluation for impact
decision by a change authority
Full status accounting of implementation and validation to
stakeholders

2. Revision
• Less formal
• Notify stakeholders and increment versions when a change is
required

3. Custody (least rigid)
• Least formal
• Merely requiring safe storage and a means of retrieval
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

28
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Three Levels of Control: Example

Sample list of
data assets and
possible control
levels

from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
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Determining Levels of Control
• ANSI 859 recommends
the following criteria:
– Cost of providing and
updating the asset
– Project impact, when the
change has significant cost
or schedule consequences
– Other consequences of
change to the enterprise or
project
– Need to reuse the asset or
earlier versions of the asset
– Maintenance of a history of
change
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

30
Copyright 2013 by Data Blueprint

1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
Unlock Business Value Through Document & Content Management
• Data Management Overview
• What is document & content
management and why is it important?
• Planning and implementing
document & content management
• Levels of control
• Additional considerations
• Content management building blocks
• Guiding Principles
• Take Aways, References and Q&A

Tweeting now:
#dataed
31
Copyright 2013 by Data Blueprint
Backup and Recovery Plans and Procedures
• The document and content management system needs to be
included as part of the overall corporate backup and recovery
activities for all data and information
• Documents/records manager needs to be involved
• A business continuity plan (Disaster
Recovery Plan) contains written policies,
procedures, and information designed to
mitigate the impact of threats to all media and
to recover them in a minimum amount of time
and disruption
• This requires:
– Identification of vital records
– Development of plans for protection and
recovery
– Maintenance of these plans
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

32
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© Copyright this and previous years by Data Blueprint - all rights reserved!
Retention and Disposition Programs
A document/records retention
and disposition program:
• Defines the period of time
during which documents/
records must be maintained
• Defines when the documents/
records are not active any more
and can be transferred to a
secondary storage facility
• Specifies the processes for
compliance and the methods
and schedules for the
disposition of documents/
records
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

33
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© Copyright this and previous years by Data Blueprint - all rights reserved!
Audits: Example
Document/records
management
requires auditing
on a periodic basis
to ensure that the
right information is
getting to the right
people at the right
time for decision
making or performing
operational activities

from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
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Audits: Components
• Defining organizational drivers and
identifying the stakeholders that comprise the
“why” of document/records management

• Gathering data on the process (the “how”),
once it is determined what to
examine/measure and what
tools to use
• Reporting the outcomes
• Developing a plan of action
for next steps and timeframes
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
35
Copyright 2013 by Data Blueprint

1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
Unlock Business Value Through Document & Content Management
• Data Management Overview
• What is document & content
management and why is it important?
• Planning and implementing
document & content management
• Levels of control
• Additional considerations
• Content management building blocks
• Guiding Principles
• Take Aways, References and Q&A

Tweeting now:
#dataed
36
Copyright 2013 by Data Blueprint
Goals and Principles
1. To safeguard and ensure the
availability of data assets stored in
less structured formats.
2. To enable effective and efficient
retrieval and use of data and
information in unstructured formats.
3. To comply with legal obligations and
customer expectations.
4. To ensure business continuity
through retention, recovery, and
conversion.
5. To control document storage
operating costs.
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

37
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© Copyright this and previous years by Data Blueprint - all rights reserved!
Activities
1. Document/Records Management
–
–
–
–
–

Plan for Managing Documents/Records
Backup and Recover Documents/Records
Retain and Dispose of Documents/Records
Audit Document/Records Management
Implement Document/Records Management Systems for
Acquisition, Storage, Access, and Security Controls

2. Content Management
–
–
–
–

Define and Maintain Enterprise taxonomies
Document/Index Information Content Metadata
Provide Content Access and Retrieval
Govern for Quality Content
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

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Primary Deliverables
• E-discovery records
• Outgoing letters and emails
• Policies and procedures
• Audit trails and logs
• Meeting minutes
• Format reports
• Significant memoranda
• Contracts and financial
documents
• Managed records in
many media formats
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

39
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Roles and Responsibilities
Participants:
•
•
•
•
•
•
•
•
•

All employees
Data Stewards
DM Professionals
Records Management Staff
Other IT Professionals
Data Management Executives
Other IT Managers
Chief Information Officer
Chief Knowledge Officer

Suppliers:
• Employees
• External parties

Consumers:
• Business and IT users
• Government regulatory
agencies
• Senior management
• External customers

from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
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© Copyright this and previous years by Data Blueprint - all rights reserved!
Technology
• Stored Documents
• Office Productivity Tools
• Records Management Tools
• XML Development Tools
• Collaboration Tools
• Internet
• Email Systems
• Image and Workflow Management Tools
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

41
Copyright 2013 by Data Blueprint

1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
Unlock Business Value Through Document & Content Management
• Data Management Overview
• What is document & content
management and why is it important?
• Planning and implementing
document & content management
• Levels of control
• Additional considerations
• Content management building blocks
• Guiding Principles
• Take Aways, References and Q&A

Tweeting now:
#dataed
42
Copyright 2013 by Data Blueprint
Guiding Principles
• Everyone in the organization
must create, use, retrieve,
and dispose of records in
accordance with the
established policies and procedures
• Experts in the handling of records and content
should be fully engaged in policy and planning
• Even if records management professionals are not
available to the organization, everyone can be
trained and have an understanding of the issues.
Once trained, business stewards and others can
collaborate on an effective approach to records
management
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

43
Copyright 2013 by Data Blueprint

1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
Unlock Business Value Through Document & Content Management
• Data Management Overview
• What is document & content
management and why is it important?
• Planning and implementing
document & content management
• Levels of control
• Additional considerations
• Content management building blocks
• Guiding Principles
• Take Aways, References and Q&A

Tweeting now:
#dataed
44
Copyright 2013 by Data Blueprint
Overview:
Document &
Content
Management

from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
45
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1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
References

from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

46
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1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
References, cont’d

from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
47
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1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
References, cont’d

from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International

48
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1/26/2010

© Copyright this and previous years by Data Blueprint - all rights reserved!
Questions?

+

=

It’s your turn!
Use the chat feature or Twitter (#dataed) to submit
your questions to Peter now.

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Data-Ed: Unlock Business Value through Document & Content Management

  • 1. Unlock Business Value Through Document & Content Management Organizations must realize what it means to utilize document and content management in support of business strategy. The volume of unstructured data is growing at an enormous pace. While we are still far away from automated content comprehension, increasingly sophisticated technologies are extending our business and data management capabilities into more critical and regulated areas. This presentation provides you with an understanding of the dimensions of these new developments, including electronic and physical document monitoring, storage systems, content analysis and archive, retrieve and purge cycling. Learning Objectives 1 What is Document & Content Management and why is it important? 2 Planning and Implementing Document & Content Management 3 Document/Record Management Lifecycle 4 Levels of Control 5 Content management building blocks 6 Guiding principles & best practices 7 Understanding foundational document & content management concepts based on the Data Management Body of Knowledge (DMBOK) Date: Time: Presenter: December 10, 2013 2:00 PM ET/11:00 AM PT Peter Aiken, Ph.D. MONETIZING DATA MANAGEMENT Unlocking the Value in Your Organization’s Most Important Asset. PETER AIKEN WITH JUANITA BILLINGS FOREWORD BY JOHN BOTTEGA 1 Copyright 2013 by Data Blueprint
  • 2. Executive Editor at DATAVERSITY.net Shannon Kempe 2 Copyright 2013 by Data Blueprint
  • 3. Get Social With Us! Live Twitter Feed Like Us on Facebook Join the Group Join the conversation! www.facebook.com/ datablueprint Data Management & Business Intelligence Follow us: @datablueprint @paiken Ask questions and submit your comments: #dataed Post questions and comments Ask questions, gain insights Find industry news, insightful and collaborate with fellow data management content professionals and event updates. 3 Copyright 2013 by Data Blueprint
  • 4. Peter Aiken, PhD • • • • • • • • 25+ years of experience in data management Multiple international awards & recognition Founder, Data Blueprint (datablueprint.com) Associate Professor of IS, VCU (vcu.edu) President, DAMA International (dama.org) 8 books and dozens of articles Experienced w/ 500+ data management practices in 20 countries Multi-year immersions with organizations as diverse as the US DoD, Nokia, Deutsche Bank, Wells Fargo, and the Commonwealth of Virginia 4 Copyright 2013 by Data Blueprint 2
  • 5. Identify Create, approve, enforce Preserve and dispose Retrieve and circulate Classify Store Retain Unlock Business Value Through Document & Content Management Presented by Peter Aiken, Ph.D. 10124 W. Broad Street, Suite C Glen Allen, Virginia 23060 804.521.4056
  • 6. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 6 Copyright 2013 by Data Blueprint
  • 7. The DAMA Guide to the Data Management Body of Knowledge Published by DAMA International • The professional association for Data Managers (40 chapters worldwide) DMBoK organized around • Primary data management functions focused around data delivery to the organization • Organized around environmental elements Data Management Functions 7 Copyright 2013 by Data Blueprint
  • 8. The DAMA Guide to the Data Management Body of Knowledge Amazon: http:// www.amazon.com/ DAMA-GuideManagementKnowledge-DAMADMBOK/dp/ 0977140083 Or enter the terms "dama dm bok" at the Amazon search engine Environmental Elements 8 Copyright 2013 by Data Blueprint
  • 9. What is the CDMP? • Certified Data Management Professional • DAMA International and ICCP • Membership in a distinct group made up of your fellow professionals • Recognition for your specialized knowledge in a choice of 17 specialty areas • Series of 3 exams • For more information, please visit: – http://www.dama.org/i4a/pages/ index.cfm?pageid=3399 – http://iccp.org/certification/designations/ cdmp #dataed 9 Copyright 2013 by Data Blueprint
  • 10. Data Management 10 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 11. Data Management Manage data coherently. Data Program Coordination Share data across boundaries. Organizational Data Integration Data Development Data Stewardship Assign responsibilities for data. Engineer data delivery systems. Data Support Operations Maintain data availability. 11 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 12. Five Integrated DM Practice Areas Data management processes and infrastructure Organizational Strategies Implementation Data Program Coordination Guidance Goals Organizational Data Integration Combining multiple assets to produce extra value Integrated Models Achieve sharing of data within a business area Organizational-entity subject area data integration Data Stewardship Standard Data Application Models & Designs Provide reliable data access Direction Data Support Operations Feedback Leverage data in organizational activities Data Development Business Data Data Asset Use Business Value 12 Copyright 2013 by Data Blueprint
  • 13. Overview: Document & Content Management from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 13 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 14. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 14 Copyright 2013 by Data Blueprint
  • 15. Polling Question #1 How much larger do the experts consider the non-tabular data management challenge than the tabular data management challenge? a)The same size b)2x c)5x d)10x 15 Copyright 2013 by Data Blueprint
  • 16. Increasing Scope & Volume of Data Management 5 X Tabular and Non-Tabular Data 1 X Tabular Data 16 Copyright 2013 by Data Blueprint
  • 17. Data Management Technology Research 17 Copyright 2013 by Data Blueprint
  • 18. Definition: Document & Content Management • The control over capture, storage, access, and use of data and information stored outside relational databases • Focus on integrity and access; roughly equivalent to data operations management for relational databases • Looks beyond the purely operational focus • Strategic and tactical focus overlaps with other data management functions in addressing the need for data governance, architecture, security, managed meta-data, and data quality for unstructured data from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 18 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 19. Definition, cont’d Two sub-functions of document and content mgmt: 1. Document management: • • The storage, inventory, and control of electronic and paper documents Encompasses the processes, techniques, and technologies for controlling and organizing documents and records (stored electronically and on paper) 2. Content management: • • The organization, categorization and structure of data/resources so that they can be stored, published and reused in multiple ways Sometimes referred to as Enterprise Content Management (ECM), implying the scope of content management is across the entire enterprise from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 19 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 20. Unstructured (or preferred) Non-tabular Data • Any document, file, graphic, image, text, report, form, video, or sound recording that has not been tagged or otherwise structured into rows and columns or records • Found in different kinds of electronic formats, including word processing, email, flat files, spreadsheets, XML files, etc. • Enormous amount of unstructured data also exists in paper files from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 20 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 21. Document/Record Management • Lifecycle management of the designated significant documents of the organization • Records can be physical, electronic or hybrid • 90%+ of today’s records are electronic: growth in email and IM has made the management of electronic records critical to organizations • Compliance regulations and statutes: – U.S. Sarbanes-Oxley Act – E-Discovery Amendments – Canada’s Bill 198 from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 21 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 22. Federal Rules of Civil Procedure • Zabulake v. UBS Warburg – Trial judge instructed the jury that it could assume that missing information was probably damaging – Zabulake was awarded $20 million • Perleman v. Morgan Stanley – Morgan Stanley "found" at least 120 backup tapes of email – Morgan Stanley was fined $604 million in compensatory and $850 million in punitive damages • New federal rules – – – – 26(f) lawyers must know what is known, legal holds 26 (b) (2) [B] relative cost of the recovery and judgment 34 (b) data delivered in native format 37 (f) you are required to secure all relevant data 22 Copyright 2013 by Data Blueprint
  • 23. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 23 Copyright 2013 by Data Blueprint
  • 24. Document/Record Management Lifecycle Activities: • Identify existing and newly created documents/ records • Create, approve, and enforce documents/ records policies • Classify documents/ records • Retention policy • Short and long-term storage • Retrieval and circulation • Preserve and dispose Identify Create, approve, enforce Preserve and dispose Retrieve and circulate Classify Store Retain from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 24 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 25. Plan for Managing Documents/Records • Documents management involves planning at different levels of a document’s lifecycle: (1) Creation or Receipt • • • (2) Organization for Retrieval (3) Distribution (4) Archiving or Disposition Develop classification/indexing systems and taxonomies so that documents retrieval is easy Create planning and policy around documents and records on the value of the data to the organization Establish, communicate, and enforce policies, procedures and best practices for documents from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 25 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 26. from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International Implementing Document/Records Management Systems • Electronic documents must be indexed during the capture process so that they can be found • A document repository enables check-in and check-out features, versioning, collaboration, comparison, archiving, status state(s), migration from one storage media to another, and disposition • Document storage includes document management • Documents can be categorized for retrieval • Reports are delivered through a number of tools, e.g. printers, email, website, etc. • Many document management systems include digital asset management: management of digital assets (audio, video, music and digital photographs) 26 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 27. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 27 Copyright 2013 by Data Blueprint
  • 28. Three Levels of Control • Levels are based on the criticality of the data and the perceived harm that would occur if data were corrupted or otherwise unavailable • ANSI Standard 859: 1. Formal (most rigid) • • • • requires formal change initiation thorough change evaluation for impact decision by a change authority Full status accounting of implementation and validation to stakeholders 2. Revision • Less formal • Notify stakeholders and increment versions when a change is required 3. Custody (least rigid) • Least formal • Merely requiring safe storage and a means of retrieval from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 28 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 29. Three Levels of Control: Example Sample list of data assets and possible control levels from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 29 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 30. Determining Levels of Control • ANSI 859 recommends the following criteria: – Cost of providing and updating the asset – Project impact, when the change has significant cost or schedule consequences – Other consequences of change to the enterprise or project – Need to reuse the asset or earlier versions of the asset – Maintenance of a history of change from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 30 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 31. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 31 Copyright 2013 by Data Blueprint
  • 32. Backup and Recovery Plans and Procedures • The document and content management system needs to be included as part of the overall corporate backup and recovery activities for all data and information • Documents/records manager needs to be involved • A business continuity plan (Disaster Recovery Plan) contains written policies, procedures, and information designed to mitigate the impact of threats to all media and to recover them in a minimum amount of time and disruption • This requires: – Identification of vital records – Development of plans for protection and recovery – Maintenance of these plans from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 32 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 33. Retention and Disposition Programs A document/records retention and disposition program: • Defines the period of time during which documents/ records must be maintained • Defines when the documents/ records are not active any more and can be transferred to a secondary storage facility • Specifies the processes for compliance and the methods and schedules for the disposition of documents/ records from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 33 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 34. Audits: Example Document/records management requires auditing on a periodic basis to ensure that the right information is getting to the right people at the right time for decision making or performing operational activities from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 34 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 35. Audits: Components • Defining organizational drivers and identifying the stakeholders that comprise the “why” of document/records management • Gathering data on the process (the “how”), once it is determined what to examine/measure and what tools to use • Reporting the outcomes • Developing a plan of action for next steps and timeframes from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 35 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 36. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 36 Copyright 2013 by Data Blueprint
  • 37. Goals and Principles 1. To safeguard and ensure the availability of data assets stored in less structured formats. 2. To enable effective and efficient retrieval and use of data and information in unstructured formats. 3. To comply with legal obligations and customer expectations. 4. To ensure business continuity through retention, recovery, and conversion. 5. To control document storage operating costs. from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 37 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 38. Activities 1. Document/Records Management – – – – – Plan for Managing Documents/Records Backup and Recover Documents/Records Retain and Dispose of Documents/Records Audit Document/Records Management Implement Document/Records Management Systems for Acquisition, Storage, Access, and Security Controls 2. Content Management – – – – Define and Maintain Enterprise taxonomies Document/Index Information Content Metadata Provide Content Access and Retrieval Govern for Quality Content from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 38 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 39. Primary Deliverables • E-discovery records • Outgoing letters and emails • Policies and procedures • Audit trails and logs • Meeting minutes • Format reports • Significant memoranda • Contracts and financial documents • Managed records in many media formats from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 39 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 40. Roles and Responsibilities Participants: • • • • • • • • • All employees Data Stewards DM Professionals Records Management Staff Other IT Professionals Data Management Executives Other IT Managers Chief Information Officer Chief Knowledge Officer Suppliers: • Employees • External parties Consumers: • Business and IT users • Government regulatory agencies • Senior management • External customers from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 40 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 41. Technology • Stored Documents • Office Productivity Tools • Records Management Tools • XML Development Tools • Collaboration Tools • Internet • Email Systems • Image and Workflow Management Tools from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 41 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 42. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 42 Copyright 2013 by Data Blueprint
  • 43. Guiding Principles • Everyone in the organization must create, use, retrieve, and dispose of records in accordance with the established policies and procedures • Experts in the handling of records and content should be fully engaged in policy and planning • Even if records management professionals are not available to the organization, everyone can be trained and have an understanding of the issues. Once trained, business stewards and others can collaborate on an effective approach to records management from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 43 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 44. Unlock Business Value Through Document & Content Management • Data Management Overview • What is document & content management and why is it important? • Planning and implementing document & content management • Levels of control • Additional considerations • Content management building blocks • Guiding Principles • Take Aways, References and Q&A Tweeting now: #dataed 44 Copyright 2013 by Data Blueprint
  • 45. Overview: Document & Content Management from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 45 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 46. References from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 46 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 47. References, cont’d from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 47 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 48. References, cont’d from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 48 Copyright 2013 by Data Blueprint 1/26/2010 © Copyright this and previous years by Data Blueprint - all rights reserved!
  • 49. Questions? + = It’s your turn! Use the chat feature or Twitter (#dataed) to submit your questions to Peter now. 49 Copyright 2013 by Data Blueprint
  • 50. Upcoming Events January Webinar: Demystifying Big Data January 14, 2014 @ 2:00 PM – 3:30 PM ET (11:00 AM-12:30 PM PT) February Webinar: Data-Centric Strategy & Roadmap February 10, 2014 @ 2:00 PM – 3:30 PM ET (11:00 AM-12:30 PM PT) Sign up here: • www.datablueprint.com/webinar-schedule • www.Dataversity.net Brought to you by: 50 Copyright 2013 by Data Blueprint