|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.
[slides] The Secure Path to Value in the Cloud By @Windstream | @CloudExpo #IoT #API #Containers #Microservices
Even as cloud and managed services grow increasingly central to business strategy and performance, challenges remain. The biggest sticking point for companies seeking to capitalize on the cloud is data security. Keeping data safe is an issue in any computing environment, and it has been a focus since the earliest days of the cloud revolution. Understandably so: a lot can go wrong when you allow valuable information to live outside the firewall. Recent revelations about government snooping, along...
Jul. 7, 2015 03:00 PM EDT Reads: 2,328
[slides] Workloads and Public Cloud at @CloudExpo By @utollwi | @ProfitBricksUSA #DevOps #Containers #Microservices
Public Cloud IaaS started its life in the developer and startup communities and has grown rapidly to a $20B+ industry, but it still pales in comparison to how much is spent worldwide on IT: $3.6 trillion. In fact, there are 8.6 million data centers worldwide, the reality is many small and medium sized business have server closets and colocation footprints filled with servers and storage gear. While on-premise environment virtualization may have peaked at 75%, the Public Cloud has lagged in adop...
Jul. 7, 2015 03:00 PM EDT Reads: 2,675
DevOps Summit, taking place Nov 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA, is co-located with 17th Cloud Expo and will feature technical sessions from a rock star conference faculty and the leading industry players in the world. The widespread success of cloud computing is driving the DevOps revolution in enterprise IT. Now as never before, development teams must communicate and collaborate in a dynamic, 24/7/365 environment. There is no time to wait for long development...
Jul. 7, 2015 02:45 PM EDT Reads: 2,054
In the midst of the widespread popularity and adoption of cloud computing, it seems like everything is being offered “as a Service” these days: Infrastructure? Check. Platform? You bet. Software? Absolutely. Toaster? It’s only a matter of time. With service providers positioning vastly differing offerings under a generic “cloud” umbrella, it’s all too easy to get confused about what’s actually being offered. In his session at 16th Cloud Expo, Kevin Hazard, Director of Digital Content for SoftL...
Jul. 7, 2015 02:45 PM EDT Reads: 2,642
"We have an new division call the Cloud Monetization Division, based on our platform Powua, which empowers enterprises and organizations to take the journey to cloud monetization and to make it a reality," explained Ian Khan, Manager, Innovation & Marketing at Solgenia, in this SYS-CON.tv interview at 16th Cloud Expo, held June 9-11, 2015, at the Javits Center in New York City.
Jul. 7, 2015 02:45 PM EDT Reads: 502
[video] Improving the Developer Experience with @DanKLynn | @CloudExpo #Agile #BigData #IoT #Microservices
"AgilData is the next generation of dbShards. It just adds a whole bunch more functionality to improve the developer experience," noted Dan Lynn, CEO of AgilData, in this SYS-CON.tv interview at 16th Cloud Expo, held June 9-11, 2015, at the Javits Center in New York City.
Jul. 7, 2015 02:30 PM EDT Reads: 1,513
[slides] Extreme Internet of Things Games By @MadGreek65 | @ThingsExpo #IoT #M2M #API #InternetOfThings
To many people, IoT is a buzzword whose value is not understood. Many people think IoT is all about wearables and home automation. In his session at @ThingsExpo, Mike Kavis, Vice President & Principal Cloud Architect at Cloud Technology Partners, discussed some incredible game-changing use cases and how they are transforming industries like agriculture, manufacturing, health care, and smart cities. He will discuss cool technologies like smart dust, robotics, smart labels, and much more. Prepare...
Jul. 7, 2015 02:15 PM EDT Reads: 2,150
In their general session at 16th Cloud Expo, Michael Piccininni, Global Account Manager - Cloud SP at EMC Corporation, and Mike Dietze, Regional Director at Windstream Hosted Solutions, reviewed next generation cloud services, including the Windstream-EMC Tier Storage solutions, and discussed how to increase efficiencies, improve service delivery and enhance corporate cloud solution development. Michael Piccininni is Global Account Manager – Cloud SP at EMC Corporation. He has been engaged in t...
Jul. 7, 2015 02:15 PM EDT Reads: 2,448
SYS-CON Events announced today that MangoApps will exhibit at SYS-CON's 17th International Cloud Expo®, which will take place on November 3–5, 2015, at the Santa Clara Convention Center in Santa Clara, CA. MangoApps provides private all-in-one social intranets allowing workers to securely collaborate from anywhere in the world and from any device. Social, mobile, and easy to use. MangoApps has been named a "Market Leader" by Ovum Research and a "Cool Vendor" by Gartner. 20,000+ business custome...
Jul. 7, 2015 02:00 PM EDT Reads: 2,158
Announcing @AlertLogic “Bronze Sponsor” of @CloudExpo & @DevOpsSummit | #IoT #DevOps #Docker #Microservices
SYS-CON Events announced today that Alert Logic, the leading provider of Security-as-a-Service solutions for the cloud, has been named “Bronze Sponsor” of SYS-CON's 17th International Cloud Expo® and DevOps Summit 2015 Silicon Valley, which will take place November 3–5, 2015, at the Santa Clara Convention Center in Santa Clara, CA. Alert Logic provides Security-as-a-Service for on-premises, cloud, and hybrid IT infrastructures, delivering deep security insight and continuous protection for cust...
Jul. 7, 2015 01:45 PM EDT Reads: 2,440
Announcing @Solgenia_Corp to Exhibit at @CloudExpo Silicon Valley | #IoT #M2M #API #Microservices #InternetOfThings
SYS-CON Events announced today that Solgenia will exhibit at SYS-CON's 17th International Cloud Expo®, which will take place on November 3–5, 2015, at the Santa Clara Convention Center in Santa Clara, CA. Solgenia is the global market leader in Cloud Collaboration and Cloud Infrastructure software solutions. Designed to “Bridge the Gap” between Personal and Professional Social, Mobile and Cloud user experiences, our solutions help large and medium-sized organizations dramatically improve produc...
Jul. 7, 2015 01:00 PM EDT Reads: 2,226
[slides] Moving to Connected Marketplaces with @Ericsson | @ThingsExpo #IoT #M2M #API #InternetOfThings
Connected things, systems and people can provide information to other things, systems and people and initiate actions for each other that result in new service possibilities. By taking a look at the impact of Internet of Things when it transitions to a highly connected services marketplace we can understand how connecting the right “things” and leveraging the right partners can provide enormous impact to your business’ growth and success. In her general session at @ThingsExpo, Esmeralda Swartz...
Jul. 7, 2015 12:45 PM EDT Reads: 1,696
The 17th International Cloud Expo has announced that its Call for Papers is open. 17th International Cloud Expo, to be held November 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA, brings together Cloud Computing, APM, APIs, Microservices, Security, Big Data, Internet of Things, DevOps and WebRTC to one location. With cloud computing driving a higher percentage of enterprise IT budgets every year, it becomes increasingly important to plant your flag in this fast-expanding bu...
Jul. 7, 2015 12:30 PM EDT Reads: 1,942
The 5th International DevOps Summit, co-located with 17th International Cloud Expo – being held November 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA – announces that its Call for Papers is open. Born out of proven success in agile development, cloud computing, and process automation, DevOps is a macro trend you cannot afford to miss. From showcase success stories from early adopters and web-scale businesses, DevOps is expanding to organizations of all sizes, including the ...
Jul. 7, 2015 12:15 PM EDT Reads: 1,978
With major technology companies and startups seriously embracing IoT strategies, now is the perfect time to attend @ThingsExpo in Silicon Valley. Learn what is going on, contribute to the discussions, and ensure that your enterprise is as "IoT-Ready" as it can be! Internet of @ThingsExpo, taking place Nov 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA, is co-located with 17th Cloud Expo and will feature technical sessions from a rock star conference faculty and the leading in...
Jul. 7, 2015 12:00 PM EDT Reads: 1,662
Kintone Named "Bronze Sponsor" in Silicon Valley | @CloudExpo @Kintone_Global #IoT #M2M #API #Microservices #InternetOfThings
SYS-CON Events announced today that kintone has been named “Bronze Sponsor” of SYS-CON's 17th International Cloud Expo®, which will take place on November 3–5, 2015, at the Santa Clara Convention Center in Santa Clara, CA. kintone promotes cloud-based workgroup productivity, transparency and profitability with a seamless collaboration space, build your own business application (BYOA) platform, and workflow automation system.
Jul. 7, 2015 12:00 PM EDT Reads: 2,251
"We have been in business for 21 years and have been building many enterprise solutions, all IT plumbing - server, storage, interconnects," stated Alex Gorbachev, President of Intelligent Systems Services, in this SYS-CON.tv interview at 16th Cloud Expo, held June 9-11, 2015, at the Javits Center in New York City.
Jul. 7, 2015 11:15 AM EDT Reads: 608
SYS-CON Events announced today that Secure Infrastructure & Services will exhibit at SYS-CON's 17th International Cloud Expo®, which will take place on November 3–5, 2015, at the Santa Clara Convention Center in Santa Clara, CA. Secure Infrastructure & Services (SIAS) is a managed services provider of cloud computing solutions for the IBM Power Systems market. The company helps mid-market firms built on IBM hardware platforms to deploy new levels of reliable and cost-effective computing and hig...
Jul. 7, 2015 11:00 AM EDT Reads: 2,071
[video] The Stories We Tell By @CenturyLinkCld at @CloudExpo New York | #IoT #API #DevOps #Microservices
In his General Session at 16th Cloud Expo, David Shacochis, host of The Hybrid IT Files podcast and Vice President at CenturyLink, investigated three key trends of the “gigabit economy" though the story of a Fortune 500 communications company in transformation. Narrating how multi-modal hybrid IT, service automation, and agile delivery all intersect, he will cover the role of storytelling and empathy in achieving strategic alignment between the enterprise and its information technology.
Jul. 7, 2015 11:00 AM EDT Reads: 2,495
SYS-CON Events announced today that Dyn, the worldwide leader in Internet Performance, will exhibit at SYS-CON's 17th International Cloud Expo®, which will take place on November 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA. Dyn is a cloud-based Internet Performance company. Dyn helps companies monitor, control, and optimize online infrastructure for an exceptional end-user experience. Through a world-class network and unrivaled, objective intelligence into Internet condit...
Jul. 7, 2015 10:30 AM EDT Reads: 2,213