Civil servant 2.0 and Document Lifecycle Management: Trick or Treat. Presentation at the DLM Forum, Madrid, 25 May 2010

1. Eric KetelaarCivil servant 2.0 and DLM: Trick or Treat? Madrid 25-26 May 2010 1

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3. 3 Openness Power to the People 7/7 24/24

4. 4 mobile digital Unconfined No FixedBoundaries personal virtual

6. of Workprocesses

7. of Documents

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12. 10 http://blog.usa.gov/roller/

13. 11 Web 2.0 provides public servants with unprecedented opportunities to open up government decision making and implementation to contributions from the community. Australian Public Service Commission Agency activity implementing Web 2.0 technologies into their everyday business practices will be important if the government is to embed Government 2.0 cultural change in agencies. Australian Government agencies should therefore enable a culture that gives their staff opportunity to experiment and develop new opportunities for online engagement. Australian Government Response to the Report of the Government 2.0 Taskforce Engage: Getting on with Government 2.0 3 May 2010

14. 12 http://www.whitehouse.gov/omb/inforeg_default/.

15. 13 © 2006 Forrester Research

16. 14 © Jan Banning

17. http://ambtenaar20.wetpaint.com/page/About+Civil+Servant+2.0

18. 16 Which 2.0-instruments is a CivilServant 2.0 using? • collecting and savinginformation Gmail, Netvibes, GoogleAlert, Twitter Search • sharingknowledge and spread ideas WordPress, Twitter, Delicious, Flickr, Picasa, YouTube, Vimeo, Slideshare • contacts and communication Twitter, Linkedln, Hyves, Facebook, Ambtenar 2.0, GoogleTalk, Tokbox • collaborate and organise GoogleGroups, GoogleDocs, Mindmeister, Twitter, Ambtenaar 2.0

19. http://www.aheadoftime.de/2008/09/09/corporate-social-map/ 17

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21. 19 http://www.opsi.gov.uk/advice/poi/participation-online.pdf

22. 20

23. 21 http://blogs.loc.gov/loc/files/2010/04/LOC-Twitter.pdf

24. 22 http://blogs.loc.gov/loc/files/2010/04/LOC-Twitter.pdf

25. Randall Stross, When History Is Compiled 140 Characters at a Time April 30, 2010 23 Christophe Vorlet© 2009 The New York Times Company

26. 24 Accountability The principle that individuals, organisations and the community are responsible for their actions and may be required to explain them to others. ISO 15489.1 – 2002, clause 3.2

27. Recordkeeping Making and maintaining complete, accurate and reliable evidence of business transactions Not province of records managers, archivists or system administrators alone - essential role of all employees Includes: creation of adequate records in course of business activity design, establishment and operation of RK systems management of records used in business and as archives

28. 26 Recordkeeping System Information system which captures, manages and provides access to records through time. ISO 15489.1 – 2002, clause 3.17

29. ISO 15489 characteristics of records & RK systems Records characteristics: authenticity (record is demonstrably what it purports to be), reliability (record content is full and accurate), integrity (record is complete and unaltered), useability (record is locatable, retrievable, renderable and meaningful), completeness (content, structure and context) System characteristics: reliability,integrity, compliance, comprehensiveness, systematic implementation

30. 28 records documents information data

32. Potentially applicable to all recorded information29

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35. 32 Optional: 10.3.1 The ERMS should be able to manage electronic documents and records in the context of the same classification scheme, using the same access control mechanisms. 10.3.16 Users should be able to capture a document from within the EDMS. 10.3.30 The ERMS should be able to restrict users to viewing: • only the latest version of a document; • selected versions of a document; • all versions of a document; • versions that have been captured or registered as records, the choice to be made at configuration or a later time by an administrativerole. 10.3.31 The ERMS should allow users to have a ”personal” workspace fordocuments.

36. 33 In some situations, the ERMS may also need to capture other kinds of record such as: • blogs • electroniccalendars; • electronicforms; • instant messagingsystems; • multimedia documents; • records of web-basedtransactions; • records which include links to other records; • webcasts; • wikis. MoReq2 6.1.1

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40. We also create a document for each comment we remove from the blog.

41. We don’t keep records of spam comments outside of the WordPress backend and the occasional email notification when a spam comment slips through the automated filter. This comes down to issues of normal administrative practice and what counts as a significant record or not.http://agimo.govspace.gov.au/2010/04/15/behind-the-blog-web-2-0-record-keeping-and-blog-comments/#more-290

42. 37 http://www.naa.gov.au/records-management/keep-destroy-transfer/NAP/NAP-detail.aspx

44. Rough working papers and/or calculations

45. Drafts not intended for further use or reference

46. Copies of material retained for reference purposes only

48. email in email storage systems (personal or shared drives, email folders for example) that has been captured into a corporate records management system, in either electronic or paper form

49. emails sent to multiple recipients, where another recipient has responsibility for capturing the message into a records management system

50. emails capturing a continuing discussion where the final email has been captured into a records management system

52. Steve Bailey, Managing the crowd. Rethinking records management for the web 2.0 world (2008) Basic premise: capturing and making use of the user voice as an integral part of the RM process 41

54. Self-critical and positively willing to embrace challenge and change42

55. 43 Attributes of information ecology: integration of diverse types of information, recognition of evolutionary change emphasis on observation and description focus on people and information behavior. Thomas H. Davenport with Laurence Prusak, Information ecology: mastering the information and knowledge environment (1997)

56. 44 The External Environment Business • Information • Technology The Organisational Environment Business • Physical • Technology The Information Environment Staff Architecture Strategy Culture Process Politics An Ecological Model for Information Management Davenport (1997)

57. Information Management is Change Management 45

58. Quinn’s Competing Values Innovation oriented Support oriented Goal oriented Rule oriented www.octogram.net/quinn-model/

59. 47 47

60. From command & control To collaborate & connect 48

61. 49 ketelaar@uva.nl

62. IM Information/ Communication Business Technology Strategy Structure Operations "Amsterdam framework for information management" Source: RikMaes 1999