|By Jill Tummler Singer||
|February 3, 2014 08:15 AM EST||
The below is summary of my comments provided on Wednesday, January 29, 2014, at the Alfresco Content.Gov event in Washington, DC.
In my 27 years of federal service, I've watched the growth in federal records and the implementation of new executive orders and regulations aimed at improving records management across the federal space. There are immense challenges associated with litigation, review and release, tracing factual evidence for analysis, managing information legal proceedings, and overseeing a plethora of authorized and unauthorized disclosures of classified and/or sensitive information.
Federal records management professionals are true, unsung heroes in helping our nation protect information while also protecting the civil liberties and privacy of our nation's citizens. The job has become increasingly more difficult in today's era of "big data." Records management and information management in the 1980s was hard and that's when we thought big data was hundreds of gigabytes. As we consider today's generation of data, four (4) decades later, federal records professionals are charged with managing tens of thousands of gigabytes-petabytes and zettabytes of data. It's an especially daunting task.
Three principles for records management are critical to future success for the federal space:
- Capture on creation;
- Manage and secure through the workflow; and
- Archive responsibly.
Point 1: Capture on Creation
The federal workforce creates content every second of every day. The content is created in formal and informal ways. It's an email, a meeting maker, an instant message communication, a voice communication, a VTC session, PowerPoint deck, meeting minutes, collaborative engagement session, memorandum, written paper, analytic notes, and so forth.
The federal workforce stores this created content in just as many formal and informal ways. It's stored on local hard drives, mobile phones, corporate storage, shadow IT storage, public clouds, and private clouds.
In short...it's a mess for the records management professional.
What is needed are solid systems and capabilities that demand capture on content creation. Simplistic and non-intrusive ways to drive the creator to label information will help tremendously. Non-intrusive doesn't mean voluntary; actions for content creation need to be forced and demanded. Not everything is a record, but many things deserve to be preserved for after action review, lessons learned, and knowledge management training over time.
Many of today's technologies make it far too easy to create content and far too difficult to manage it in perpetuity. Content creation with longevity in mind is critical for the federal records management professional and for the federal government in general.
Implementing technologies that work together to achieve the longevity goal is paramount. No federal agency can survive on one tool; one tool rarely meets the variety of end user needs or requirements. Discovering and implementing technologies with easy interfaces, open APIs, and purposeful data exchange bases will be most successful in the federal government. Often this equates to open source tools, which are naturally built for easy expansion and integration with other tools.
Point 2: Manage and Secure Through the Workflow
Very little happens in the federal government without being attached to a workflow.
- Employee time is a workflow that leads to paychecks.
- Purchasing small and large good is a workflow that leads to vendor payments and receipt of goods.
- Asset management is a workflow from asset need to asset receipt to asset long-term disposition.
- Analytic products are a workflow from inception to review to edit to publish.
- Meetings are a workflow from establishment to agenda to minutes to action capture and tracking.
- Federal budget creation is an uber-workflow from planning, programming, budgeting, and execution.
- Grants management is a workflow from idea submission to review to approval to tracking progress.
- Citizen services contain many workflows for social security payments, passport processing, visa approvals, small business loans, and so forth.
Introducing solid records management to these macro and micro workflow environments is necessary and important.
The federal government needs tools that understand the intricate workflow processes and seamlessly captures the changes, approvals, and actions for the workflow throughout the entire process-from creation to retirement. A suite of tools-built on open platforms for easy data exchange-is likely to be required for any federal agency. Working through big ERP systems and through small purpose-built systems, workflow foundations can capture information necessary for approvals and for long-term retention.
Equally necessary are workflow tools that maintain data integrity, individual privacy, and agency security. The Federal Government demands absolute security in processing workflows, especially for citizen-based services that span public and private information processing environments. It's simply not enough to have workflow tools which are fundamentally secure in a private environment. Federal agencies need confidence when exchanging data from a mobile, citizen platform to a private, agency platform.
Point 3: Archive Responsibly
Fundamental to our form of government is trust. Trust of our people is fundamental. Trust by our federal workforce is fundamental. Trust in our records and information is equally fundamental. When the Administration or the Hill or the People want to know what we knew and when we knew it, federal agencies need to be at the ready to provide the truth - with facts and records to support the facts.
The Federal Government and its agencies aren't private institutions. Although there is information that we should not keep, federal agencies should continue to err on the side of caution and keep anything that seems worth keeping. We should be prepared to keep more information and more records than legally required to lend credibility and understanding of historical decisions and outcomes.
Again, we need tools and technologies that make responsible records management and archival easier for everyone. The amount of resources spent by the federal government on review and redaction of federal records is staggering. If we could have technologies to cut the resources just by 10 percent, that would be awesome. Reaching 20 or 30 percent cost reductions would be phenomenal.
Key to reducing manpower in archival, review, and release, is solid creation at that start. At the risk of creating a circular reference, I'll take you back to my initial point of Content Management at Creation.
- Federal agencies create more data and content than any of us cares to understand.
- It's not all useful data and finding our way through the mountains of data to know and keep what's important is a tough job.
- Securing the data to prevent harmful use and unlawful disclosure needs to be easier for federal agencies.
- Knowing when a leak is harmful also needs to be easier for federal agencies.
- Responding to appropriate releases of information-whether through freedom of information act requests or congressional inquiries-shouldn't be as hard as it is today.
- Guaranteeing the safety and security of private citizen data isn't a desire...it's a demand.
- The basic needs for federal agencies are:
- Suites of tools that do a large amount of the content management;
- Open interfaces and open source tools that allow affordable and extensible add-ons for special purposes;
- Tools that facilitate reduced complexity for end users and IT departments; and
- Tools that make a records management professional and an end user's job easier on a day-to-day basis.
SAP is delivering break-through innovation combined with fantastic user experience powered by the market-leading in-memory technology, SAP HANA. In his General Session at 15th Cloud Expo, Thorsten Leiduck, VP ISVs & Digital Commerce, SAP, will discuss how SAP and partners provide cloud and hybrid cloud solutions as well as real-time Big Data offerings that help companies of all sizes and industries run better. SAP launched an application challenge to award the most innovative SAP HANA and SAP ...
Oct. 21, 2014 07:45 PM EDT Reads: 950
In her General Session at 15th Cloud Expo, Anne Plese, Senior Consultant, Cloud Product Marketing, at Verizon Enterprise, will focus on finding the right mix of renting vs. buying Oracle capacity to scale to meet business demands, and offer validated Oracle database TCO models for Oracle development and testing environments. Anne Plese is a marketing and technology enthusiast/realist with over 19+ years in high tech. At Verizon Enterprise, she focuses on driving growth for the Verizon Cloud pla...
Oct. 21, 2014 07:30 PM EDT Reads: 1,037
The Internet of Things (IoT) is going to require a new way of thinking and of developing software for speed, security and innovation. This requires IT leaders to balance business as usual while anticipating for the next market and technology trends. Cloud provides the right IT asset portfolio to help today’s IT leaders manage the old and prepare for the new. Today the cloud conversation is evolving from private and public to hybrid. This session will provide use cases and insights to reinforce t...
Oct. 21, 2014 05:15 PM EDT Reads: 1,043
As Platform as a Service (PaaS) matures as a category, developers should have the ability to use the programming language of their choice to build applications and have access to a wide array of services. Bluemix is IBM's open cloud development platform that enables users to easily build cloud-based, creative mobile and web applications without having to spend large amounts of time and resources on configuring infrastructure and multiple software licenses. In this track, you will learn about the...
Oct. 21, 2014 05:00 PM EDT Reads: 1,078
SYS-CON Events announced today that Verizon has been named "Gold Sponsor" of SYS-CON's 15th International Cloud Expo®, which will take place on November 4-6, 2014, at the Santa Clara Convention Center in Santa Clara, CA. Verizon Enterprise Solutions creates global connections that generate growth, drive business innovation and move society forward. With industry-specific solutions and a full range of global wholesale offerings provided over the company's secure mobility, cloud, strategic network...
Oct. 21, 2014 09:30 AM EDT Reads: 1,452
SimpleECM is the only platform to offer a powerful combination of enterprise content management (ECM) services, capture solutions, and third-party business services providing simplified integrations and workflow development for solution providers. SimpleECM is opening the market to businesses of all sizes by reinventing the delivery of ECM services. Our APIs make the development of ECM services simple with the use of familiar technologies for a frictionless integration directly into web applicat...
Oct. 20, 2014 10:00 PM EDT Reads: 1,621
The only place to be June 9-11 is Cloud Expo & @ThingsExpo 2015 East at the Javits Center in New York City. Join us there as delegates from all over the world come to listen to and engage with speakers & sponsors from the leading Cloud Computing, IoT & Big Data companies. Cloud Expo & @ThingsExpo are the leading events covering the booming market of Cloud Computing, IoT & Big Data for the enterprise. Speakers from all over the world will be hand-picked for their ability to explore the economic...
Oct. 20, 2014 07:00 PM EDT Reads: 1,925
Cloudwick, the leading big data DevOps service and solution provider to the Fortune 1000, announced Big Loop, its multi-vendor operations platform. Cloudwick Big Loop creates greater collaboration between Fortune 1000 IT staff, developers and their database management systems as well as big data vendors. This allows customers to comprehensively manage and oversee their entire infrastructure, which leads to more successful production cluster operations, and scale-out. Cloudwick Big Loop supports ...
Oct. 20, 2014 05:45 PM EDT Reads: 1,657
Software AG helps organizations transform into Digital Enterprises, so they can differentiate from competitors and better engage customers, partners and employees. Using the Software AG Suite, companies can close the gap between business and IT to create digital systems of differentiation that drive front-line agility. We offer four on-ramps to the Digital Enterprise: alignment through collaborative process analysis; transformation through portfolio management; agility through process automation...
Oct. 20, 2014 03:45 PM EDT Reads: 1,650
Headquartered in Santa Monica, California, Bitium was founded by Kriz and Erik Gustavson. The 1,500 cloud-based application using Bitium’s analytics, app management, and single sign-on services include bug trackers, customer service dashboards, Google Apps, and social networks. The firm states website administrators can do multiple tasks online without revealing passwords. Bitium’s advisors include Microsoft’s former CMO and the former senior vice president of strategy, the founder and CEO of Li...
Oct. 20, 2014 03:00 PM EDT Reads: 1,767
Things are being built upon cloud foundations to transform organizations. This CEO Power Panel at 15th Cloud Expo, moderated by Roger Strukhoff, Cloud Expo and @ThingsExpo conference chair, will address the big issues involving these technologies and, more important, the results they will achieve. How important are public, private, and hybrid cloud to the enterprise? How does one define Big Data? And how is the IoT tying all this together?
Oct. 20, 2014 12:00 PM EDT Reads: 1,633
The 3rd International Internet of @ThingsExpo, co-located with the 16th International Cloud Expo - to be held June 9-11, 2015, at the Javits Center in New York City, NY - announces that its Call for Papers is now open. The Internet of Things (IoT) is the biggest idea since the creation of the Worldwide Web more than 20 years ago.
Oct. 19, 2014 10:45 PM EDT Reads: 1,962
The Industrial Internet revolution is now underway, enabled by connected machines and billions of devices that communicate and collaborate. The massive amounts of Big Data requiring real-time analysis is flooding legacy IT systems and giving way to cloud environments that can handle the unpredictable workloads. Yet many barriers remain until we can fully realize the opportunities and benefits from the convergence of machines and devices with Big Data and the cloud, including interoperability, da...
Oct. 19, 2014 10:00 PM EDT Reads: 1,524
All major researchers estimate there will be tens of billions devices - computers, smartphones, tablets, and sensors - connected to the Internet by 2020. This number will continue to grow at a rapid pace for the next several decades. Over the summer Gartner released its much anticipated annual Hype Cycle report and the big news is that Internet of Things has now replaced Big Data as the most hyped technology. Indeed, we're hearing more and more about this fascinating new technological paradigm. ...
Oct. 19, 2014 09:00 PM EDT Reads: 1,789
Cultural, regulatory, environmental, political and economic (CREPE) conditions over the past decade are creating cross-industry solution spaces that require processes and technologies from both the Internet of Things (IoT), and Data Management and Analytics (DMA). These solution spaces are evolving into Sensor Analytics Ecosystems (SAE) that represent significant new opportunities for organizations of all types. Public Utilities throughout the world, providing electricity, natural gas and water,...
Oct. 19, 2014 07:30 PM EDT Reads: 1,445
The Internet of Things needs an entirely new security model, or does it? Can we save some old and tested controls for the latest emerging and different technology environments? In his session at Internet of @ThingsExpo, Davi Ottenheimer, EMC Senior Director of Trust, will review hands-on lessons with IoT devices and reveal privacy options and a new risk balance you might not expect.
Oct. 19, 2014 11:00 AM EDT Reads: 1,890
The information technology sphere undergoes what we like to call a paradigm shift, sea change or plain old ‘upheaval’ roughly every five years or so. Don’t ask anybody why this half decade cyclicality exists; it just has to be so. Accept that reinvention happens constantly and that major seismic shifts are tangibly felt by us human beings roughly every 1826.21 days… and we can move on.
Oct. 18, 2014 11:00 PM EDT Reads: 1,459
There’s Big Data, then there’s really Big Data from the Internet of Things. IoT is evolving to include many data possibilities like new types of event, log and network data. The volumes are enormous, generating tens of billions of logs per day, which raise data challenges. Early IoT deployments are relying heavily on both the cloud and managed service providers to navigate these challenges. In her session at 6th Big Data Expo®, Hannah Smalltree, Director at Treasure Data, to discuss how IoT, B...
Oct. 18, 2014 05:00 PM EDT Reads: 1,919
SYS-CON Events announced today that Objectivity, Inc., the leader in real-time, complex Big Data solutions, will exhibit at SYS-CON's 15th International Cloud Expo®, which will take place on November 4–6, 2014, at the Santa Clara Convention Center in Santa Clara, CA. Objectivity, Inc. is the Enterprise Database leader of real-time, complex Big Data solutions. Our leading edge technologies – InfiniteGraph®, The Distributed Graph Database™ and Objectivity/DB®, a distributed and scalable object ma...
Oct. 18, 2014 12:00 PM EDT Reads: 1,713
In their session at DevOps Summit, Stan Klimoff, CTO of Qubell, and Mike Becker, Senior Data Engineer for RingCentral, will share the lessons learned from implementing CI/CD pipeline on AWS for a customer analytics project powered by Cloudera Hadoop, HP Vertica and Tableau. Stan Klimoff is CTO of Qubell, the enterprise DevOps platform. Stan has more than a decade of experience building distributed systems for companies such as eBay, Cisco and Seagate. Qubell is helping enterprises to become mor...
Oct. 17, 2014 08:00 PM EDT Reads: 1,611