Thursday, December 31, 2009

A Glossary of Important Electronic Management Terms

DoD 5015.2-STD11 - A Department of Defense (DoD) and NARA approved set of minimum functional requirements for ERM applications. It specifies design criteria needed to identify, mark, store, and dispose of electronic records. It does not define how the product is to provide these capabilities. It does not define how an agency manages electronic records or how an ERM program is to be implemented.

E-FOIA - Electronic processing of Freedom of Information Act (FOIA) requests, determination of fee charges and waivers, workflow, redaction, and response.

Electronic Content Management (ECM) - the technologies used to capture, manage, store, and deliver content and documents related to organizational processes; also called Enterprise Content Management.

Electronic Document Management (EDM) - Computerized management of electronic and paper-based documents. EDM includes a system to convert paper documents to electronic form, a mechanism to capture documents from authoring tools, a database to organize the storage of documents, and a search mechanism to locate the documents.

Electronic Records Management (ERM) - Using automated techniques to manage records, regardless of format. It supports records collection, organization, categorization, storage of electronic records, metadata, and location of physical records, retrieval, use, and disposition.

Enterprise and Enterprise-wide - Implementation of a single software application suite throughout all levels and components of an agency or organization.

Metadata - A term that describes or specifies characteristics that need to be known about data in order to build information resources such as electronic recordkeeping systems and support records creators and users.

Records Management Application (RMA) - A software application to manage records. Its primary management functions are categorizing and locating records and identifying records that are due for disposition. RMA software also stores, retrieves, and disposes of the electronic records that are maintained in its depository. DoD5015.2-STD requires that RMAs be able to manage records regardless of their media.

Monday, December 28, 2009

Demo: Accept an invitation to visit Office Live Workspace

Demo: Accept an invitation to visit Office Live Workspace

Saturday, December 26, 2009

Records Management by Alfresco

I am excited about the alfreco Records Management Application!

Records Management by Alfresco

Monday, December 21, 2009

Embedding Electronic Records into Fabric of your Agency

Understanding Digital Records Management

Federal Electronic Records

This is not an easy read, however it does contain good information:


Saturday, December 19, 2009

Electronic Discovery 101 - From ESI to the EDRM

Check out this SlideShare Presentation:

Ediscovery - encyclopedia article about Ediscovery.

Ediscovery - encyclopedia article about Ediscovery.

Friday, December 18, 2009

Finding Records Management News You Can Use

Check out this SlideShare Presentation:

8 reasons you need a strategy for managing information...before it's too late

Check out this SlideShare Presentation:

Gmail - ECM Connection Presents The Top 10 Of 2009 -

I like this selection.

Gmail - ECM Connection Presents The Top 10 Of 2009 -

8 Tips for Selecting a Digital Signature Solution - Digital Landfill

8 Tips for Selecting a Digital Signature Solution - Digital Landfill

Create A Presentation - Presentation Creation - Presentation Tip

Excellent series to help prepare for presentation.

Create A Presentation - Presentation Creation - Presentation Tip

Wednesday, December 16, 2009

Disposal of Records

What is a record? This the official definition of a record according to 44 U.S.C. 3301.

As used in this chapter, “records” includes all books, papers, maps, photographs, machine readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of data in them. Library and museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of processed documents are not included.Disposal of Records

Bulletin 2008-05

Important NARA Bulletin regarding e-mail archiving.

Bulletin 2008-05

What Every Businessperson Should Know About E-Discovery

Very good eDiscovery presentation!

Tuesday, December 15, 2009

SharePoint in Plain English

Simple SharePoint presentation

YouTube - BobL1955's Channel

YouTube - BobL1955's Channel

Bing Video: Records Management with Alfresco

I would like for my blog to offer something new to the Records Community everyday, so that one can visit everyday and learn something new!

Bing Video: Records Management with Alfresco

White House settles Bush-era suit over millions of e-mail messages

I have been waiting with interest for developments in this area, as these are the kinds of events that are going to significantly shape the future of eDiscovery. I will continue to stay tuned and blog immediately as I become aware.

White House settles Bush-era suit over millions of e-mail messages
By Ben BainDec 15, 2009
The Obama administration and two private groups that sued the administration of George W. Bush over its e-mail archiving practices have reached an agreement to settle the ongoing litigation that involved millions of e-mail messages.

Obama’s Executive Office of the President (EOP) has agreed to restore a total of 94 days of missing e-mails from the Bush administration, according to Citizens for Responsibility and Ethics (CREW) in Washington and George Washington University's National Security Archive, the plaintiffs in the case. Meanwhile, the government has found, sorted and properly categorized 22 million more e-mails messages than they could find in late 2005 as result of restoration pursued during the lawsuit, the Archive said in a statement.

The agreement was announced Dec. 14.

The litigation, filed in September 2007, alleged that the Bush administration violated a federal records law by not recovering, restoring and preserving millions of electronic communications and by not establishing an electronic records management system. The groups also sued the National Archives and Records Administration, which is responsible for long-term preservation of federal and presidential records.

The messages in question span between March 2003 and October 2005. The time frame includes the invasion of Iraq, key developments in the Valerie Plame leak investigation, and the government's response to Hurricane Katrina.

CREW and the Archive said the e-mail retention problem started when Bush White House offices switched their e-mail systems from Lotus Notes to Microsoft Exchange in 2002 and didn’t put in place a new automated archiving system. Instead, Bush administration officials relied primarily on a manual process named “journaling” in which e-mail messages are manually named and saved as .pst files on White House servers. The groups say the Bush administration’s failure to put in place another automated archive system contributed to the loss of millions of e-mail messages.

As part of the settlement signed Dec. 14, the Obama administration agreed to provide to the groups by Jan. 15 a publicly releasable description of the new archiving system it has put in place to manage and preserve electronic records.

"We have been briefed on the system in use since the beginning of the Obama administration and we believe that the system now in use fixes the significant problems with the prior system, including by capturing everything, properly categorizing the e-mails, and preventing unauthorized deletion," Meredith Fuchs, the National Security Archive's general counsel, said in a statement.

The Obama administration has also committed to continue to provide the groups with information related to the e-mail controversy, according to the agreement. CREW said so far the Obama administration has produced thousands of pages of documents related to the Bush administration's e-mail problems, and the documents have been posted at .

A definition of the term Boolean

I have sat in several eDiscovery events recently and have encountered the term Boolean. I have been puzzled attempting to figure out contextually what in the world they were talking about. I knew it was a search term, but I could not make any other connection. Here is some information for others who may have encountered this word resulting in similar confusion???


DEFINITION - The term "Boolean," often encountered when doing searches on the Web (and sometimes spelled "Boolean"), refers to a system of logical thought developed by the English mathematician and computer pioneer, George Boole (1815-64). In Boolean searching, an "and" operator between two words or other values (for example, "pear AND apple") means one is searching for documents containing both of the words or values, not just one of them. An "or" operator between two words or other values (for example, "pear OR apple") means one is searching for documents containing either of the words.

In computer operation with binary values, Boolean logic can be used to describe electromagnetically charged memory locations or circuit states that are either charged (1 or true) or not charged (0 or false). The computer can use an AND gate or an OR gate operation to obtain a result that can be used for further processing. The following table shows the results from applying AND and OR operations to two compared states:

0 AND 0 = 0 1 AND 0 = 0 1 AND 1 = 1
0 OR 0 = 0 0 OR 1 = 1 1 OR 1 = 1

For a summary of logic operations in computers, see logic gate.

Electronic Records Management Initiative

Important NARA Electronic Records Initiative

Electronic Records Management Initiative
See Guidance Products issued

This page provides information on the E-Government Electronic Records Management Initiative, for which NARA is the managing partner. E-Government is part of the President's management agenda aimed at making it simpler for citizens to receive high-quality service from the Federal Government, while reducing the cost of delivering those services. The Electronic Records Management Initiative is one of 24 initiatives under E-Government. Records management is an important part of the infrastructure that will make E-Government work, and we are working closely with our partners to ensure success.

The Electronic Records Management Initiative will provide the tools that agencies will need to manage their records in electronic form, addressing specific areas of electronic records management where agencies are having major difficulties. This project will provide guidance on electronic records management applicable government-wide and will enable agencies to transfer electronic records to NARA in a variety of data types and formats so that they may be preserved for future use by the government and citizens. (from E-Government Strategy, February 27, 2002)



To effectively manage and facilitate access to agency information in order to support and accelerate decision making and ensure accountability.



To integrate e-records management concepts and practices with comprehensive information management policies, processes and objectives to assure the integrity of e-records and information.
To employ ERM to support interoperability, timely and effective decision making, and improved services to customers.
To provide the tools for agencies to access e-records for as long as required and to transfer permanent e-records to NARA for preservation and future use by government and citizens


Organization and projects:

NARA is the managing partner agency for the ERM Initiative. The projects that are part of the ERM Initiative are organized into three issue areas, each with a lead partner agency:

Enterprise-wide ERM

Lead Agency: Environmental Protection Agency
Point of Contact: NARA,

This issue area will provide tools for agencies to use as they plan and implement ERM systems
Electronic Information Management Standards

Lead Agency: Department of Defense
Point of Contact: Ronald Kelly,

This issue area is promoting Government-wide use of the DoD 5015.2 Standard for Records Management for Federal agencies
Transfer of Permanent E-records to NARA

Lead Agency: National Archives and Records Administration
Interim Point of Contact: Mark Giguere,

This issue area will address an expansion of both the number of formats NARA can accept, and the media and techniques that can be used by Federal agencies when transferring their permanently valuable electronic records to the National Archives of the United States

Records Management Services

Lead Agency: National Archives and Records Administration
Point of Contact: Mark Giguere,

Electronic Records Management Initiative

Sarbanes-Oxley Act 2002

This is important information which should be familiar to all those in the Electronic Records Community:

Sarbanes-Oxley Act

- The Sarbanes-Oxley Act of 2002 (often shortened to SOX) is legislation enacted in response to the high-profile Enron and WorldCom financial scandals to protect shareholders and the general public from accounting errors and fraudulent practices in the enterprise. The act is administered by the Securities and Exchange Commission (SEC), which sets deadlines for compliance and publishes rules on requirements. Sarbanes-Oxley is not a set of business practices and does not specify how a business should store records; rather, it defines which records are to be stored and for how long.
The legislation not only affects the financial side of corporations, it also affects the IT departments whose job it is to store a corporation's electronic records. The Sarbanes-Oxley Act states that all business records, including electronic records and electronic messages, must be saved for "not less than five years." The consequences for non-compliance are fines, imprisonment, or both. IT departments are increasingly faced with the challenge of creating and maintaining a corporate records archive in a cost-effective fashion that satisfies the requirements put forth by the legislation.

FAQ: What is the impact of Sarbanes-Oxley on IT operations?

The following sections of Sarbanes-Oxley contain the three rules that affect the management of electronic records. The first rule deals with destruction, alteration, or falsification of records.

Sec. 802(a) "Whoever knowingly alters, destroys, mutilates, conceals, covers up, falsifies, or makes a false entry in any record, document, or tangible object with the intent to impede, obstruct, or influence the investigation or proper administration of any matter within the jurisdiction of any department or agency of the United States or any case filed under title 11, or in relation to or contemplation of any such matter or case, shall be fined under this title, imprisoned not more than 20 years, or both."
The second rule defines the retention period for records storage. Best practices indicate that corporations securely store all business records using the same guidelines set for public accountants.

Sec. 802(a)(1) "Any accountant who conducts an audit of an issuer of securities to which section 10A(a) of the Securities Exchange Act of 1934 (15 U.S.C 78j-1(a)) applies, shall maintain all audit or review workpapers for a period of 5 years from the end of the fiscal period in which the audit or review was concluded."
This third rule refers to the type of business records that need to be stored, including all business records and communications, including electronic communications.

Sec. 802(a)(2) "The Securities and Exchange Commission shall promulgate, within 180 days, such rules and regulations, as are reasonably necessary, relating to the retention of relevant records such as workpapers, documents that form the basis of an audit or review, memoranda, correspondence, communications, other documents, and records (including electronic records) which are created, sent, or received in connection with an audit or review and contain conclusions, opinions, analyses, or financial data relating to such an audit or review."

Monday, December 14, 2009

Records management - encyclopedia article about Records management.

We said that we would look at ISO Regs in regards to Records Management. Here are some notes taken from online encyclopedia:

Records management - encyclopedia article about Records management.: "ISO 15489:2001 states that records management includes:
setting policies and standards;
assigning responsibilities and authorities;
establishing and promulgating procedures and guidelines;
providing a range of services relating to the management and use of records;
designing, implementing and administering specialized systems for managing records; and
integrating records management into business systems and processes"

Records management - encyclopedia article about Records management.

This page provides a wealth of information that I find very helpful as write various articles and prepare presentations.
Records management - encyclopedia article about Records management.

Sunday, December 13, 2009

5 Benefits of ERM Technology

A very good eRecord presentation emphasizing the importance of an Electronic Records Management application/solution.

Thursday, December 10, 2009

Doculabs E-Discovery ROI Calculator

I like these eDiscovery metrics and I think the message is very clear. Must see video for those in the field of eDiscovery and eRecords Management.

Management of Electronic Records

A Feasible Solution for the Management of Electronic Records within a Federal Government Environment

The outline:

First the Basics
1. What is a Federal Record?
2. What is the difference between a Record and a Document?
3. What is Records management?
4. Why should be Federal Records be managed?
5. Who is responsible for the management of Federal Records
Fundamentals of Electronic Records
1. What is an Electronic Record?
2. Why focus on Electronic Records?
3. Who is Managing Electronic Records?
4. What are the Consequences for not managing Electronic Record?
5. What are some of the Laws governing Electronic Records Management?
Finding Electronic Records
1. Where are Electronic Records
2. Who is producing Electronic Records
3. When does an Electronic form of information become an Electronic Record
4. What types of Systems contain Electronic Records
5. What should be done when one realizes they are interacting with an Electronic Record?
Five Essential Factors for your Business Case
1. What is a Business Case?
2. Who should have a Solid Business Case?
3. What are the Five Essential Factors of a Business Case?
Functional Requirements which form the Core of Your Solution
1. What do we mean by Requirements?
2. What are the essential Requirements?
3. What are the flexible Requirements?
4. How are the Requirements established?
Feasible, Doable and Practical Solution
1. Where do we begin?
2. How to access the situation?
3. How to establish a Project Plan?
4. Who needs to be involved?
5. What are the keys to Success?
6. What are the risks?
7. How to minimize the risk?
8. What works?
Five benefits for implementing eRecords Solution
1. The ability to more speedily locate information previously very difficult to locate
2. The ability to improve work process because information is more easily shared
3. Cost savings derived from the elimination of paying for storage
4. Documents are more efficiently managed throughout lifecycle
5. Documents integrity & authenticity is verifiable
Five consequences of not implementing an eRecords Solution
1. Failure to abide by rules and regulations established by NARA and…
2. Inability to efficiently manage eRecords throughout lifecycle
3. Ineffective retention and disposal of eRecords
4. Implications posed by audits and ediscovery
5. Inefficient use of Government resources
Ready, Set and Go!

E-Discovery For Dummies Cheat Sheet - For Dummies
Cheat Sheet
E-Discovery For Dummies
From e-Discovery For Dummies by Linda Volonino, Ian Redpath

You can make e-discovery easier by knowing how the court separates electronically stored information (ESI) into two tiers; the seven basic steps in e-discovery; implications of the e-discovery federal rules; and the timeline that actually begins prior to litigation.
E-Discovery Categories of Electronically Stored Information

In e-discovery, electronically stored information (ESI) is divided into five categories, which are grouped into two tiers based on the effort and cost needed to access ESI. Keep these categories in mind when requesting ESI or responding to a request:
Category What It Is Accessibility
Active, online data ESI created, received, or processed; or that’s quickly and frequently accessed. Examples: hard drives and active network servers. First tier: reasonably accessible
Near-line data (short for near online) ESI stored on removable media or accessed via automated or robotic storage systems. Access speeds range from a few milliseconds up to 2 minutes. Examples: optical disk and magnetic tape. First tier: reasonably accessible
Offline storage and archives ESI sent to storage. Unlike the first two categories, offline ESI is accessed manually. Examples: magnetic tape or optical disks; referred to as JBOD (just a bunch of disks). First tier: reasonably accessible
Backup tapes, commonly using data compression ESI stored for backup or disaster recovery and not organized for retrieval of specific files or messages. Retrieving ESI requires restoring the entire tape and might require reversing the compression used to fit more bytes of data. The discovery of ESI from backup tapes requires proof that their need and relevance outweigh their retrieval and processing costs. Example: backup tapes. Second tier: not reasonably accessible
Erased, fragmented, or corrupted data Erased, overwritten, fragmented (broken up and stored in separate areas), or corrupted files (damaged by computer viruses, or a hardware/software malfunction) are the least accessible. This ESI might be accessed only after significant processing or might be impossible to access at all. Second tier: not reasonably accessible
Seven Steps of the E-Discovery Process

In the e-discovery process, you must perform certain functions for identifying and preserving electronically stored (ESI), and meet requirements regarding conditions such as relevancy and privilege. Typically, you follow this e-discovery process:


Create and retain ESI according to an enforceable electronic records retention policy and electronic records management (ERM) program.

Enforce the policy and monitor compliance with it and the ERM program.

Identify the relevant ESI, preserve any so it cannot be altered or destroyed, and collect all ESI for further review.

Process and filter the ESI to remove the excess and duplicates.

You reduce costs by reducing the volume of ESI that moves to the next stage in the e-discovery process.

Review and analyze the filtered ESI for privilege because privileged ESI is not discoverable, unless some exception kicks in.

Produce the remaining ESI, after filtering out what's irrelevant, duplicated, or privileged.

Producing ESI in native format is common.

Clawback the ESI that you disclosed to the opposing party that you should have filtered out, but didn't.

Clawback is not unusual, but you have to work at getting clawback approved, and the court may deny it.

Present at trial if your case hasn't settled.

Judges have little to no patience with lawyers who appear before them not understanding e-discovery and the ESI of their clients or the opposing side.

E-Discovery Federal Rules of Civil Procedure and Federal Rules of Evidence

During the e-discovery process, keep the e-discovery amendments to the Federal Rules of Civil Procedure (FRCP) and Federal Rules of Evidence (FRE) close by. These federal rules apply to the process for preparing and producing ESI, as well as for resolving related disputes.

Here are some of the implications of these federal rules.


FRCP 16: Courts expect you to be ready for litigation, including being fluent in the IT and network architecture, so that the pretrial conference leads to agreements on what ESI is discoverable. FRCP 26(f) sanctions for not obeying a scheduling or pretrial order are a good thing to avoid.

FRCP 26: Provides protection from excessive or expensive e-discovery requests, except when you don’t deserve that protection.

FRCP 26(a)(1)(C): Requires that you make initial disclosures no later than 14 days after the Rule 26(f) meet and confer, unless an objection or another time is set by stipulation or court order. If you have an objection, now is the time to voice it.

Rule 26(b)(2)(B): Introduced the concept of not reasonably accessible ESI. The concept of not reasonably accessible paper had not existed. This rule provides procedures for shifting the cost of accessing not reasonably accessible ESI to the requesting party.

FRCP 26(b)(5)(B): Gives courts a clear procedure for settling claims when you hand over ESI to the requesting party that you shouldn’t have.

Rule 26(f): This is the meet and confer rule. This rule requires all parties to meet within 99 days of the lawsuit’s filing and at least 21 days before a scheduled conference.

Rule 26(g): Requires an attorney to sign every e-discovery request, response, or objection.

FRCP 33: Defines business records that are created or kept in electronic format as discoverable giving the requesting party access to them.

FRCP 34: Establishes a structured way to resolve disputes over document production.

FRCP 34(b): Establishes protocols for how documents are produced to requesting parties. As the requesting party, you choose the form of production. Most often, the requested form is native file because those files tend to reveal the most. You might not have the equipment or expertise to read the produced ESI easily if it’s not in native form or a form you pick. This is usually a matter of negotiation between the parties.

FRCP 37: Judges have the power, courtesy of Rule 37(f), to impose sanctions against a party "who fails to obey an order to provide or permit discovery."

Rule 37(e): Creates a safe harbor from sanctions if you did not preserve, and therefore no longer have, ESI that’s requested provided that certain conditions and circumstances are met. Judges also have powers that are considered inherent in the court that expand the ability to impose sanctions beyond Rule 37.

FRCP 45: If you’re a nonparty to e-discovery, you’re protected from some of the costs or burdens that parties typically have to pay or endure.

FRE 502: Protects attorney-client privilege and provides some protection against inadvertent disclosure, if you’re quick enough to notice your mistake and meet other conditions.

FRE 502(b): If attorney-client privileged or work product protected material is inadvertently disclosed, you might be able to get it back if you took reasonable steps to prevent the error; and noticed and responded promptly to fix the error.

FRE 901: Requires that ESI, like physical evidence, be authenticated to verify that it is what it claims to be. Metadata may be used to authenticate an ESI.

Lawyers are subject to ethical rules relating to e-discovery imposed by the Code of Professional Responsibility.
Prelitigation and e-Discovery Timeline

Adhering to a pre-litigation and e-discovery timeline will keep you on track. Before litigation even starts, you must start evaluating — with your IT team and legal counsel — where you stand in terms of your electronically stored information (ESI). Here’s the process:


Prior to litigation: Preserve, preserve. preserve. That is, you have the duty to preserve when a legal action is reasonably anticipated. You need to take affirmative action to prevent the destruction or alteration of what might be relevant ESI.

Day 1: Lawsuit is filed and complaint is served on the defendant starting the clock that counts off the days.

By Day 99: Litigants must participate in a meet and confer conference to negotiate an e-discovery plan.

By Day 120: A scheduling conference is held bringing together prosecuting attorneys, defendants, defendant’s attorneys, and the judge to schedule certain dates and deadlines for the case.

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Wednesday, December 9, 2009

Best Catch Ever?! - Morgan State Player Makes Unreal Catch!

This is amazing and too good not to share with the world! Incredible!

A Word to Those Pivileged to Manage Words

Words are important. Words are powerful. Words are the foundations for thought and the impetus behind actions. Words are crucial and we in the Records Community should realize the value of words as well as anyone because our days are consumed with words, concepts, messages, information, explanations, and so forth and so forth. We manage them and we are tasked to implement systems and processes to preserve them.

I am writing this article with the intent that those who read will be encouraged to have an heightened appreciation for the responsibility entrusted to each of us to be stewards of words, because to know the power of words is a valuable lesson.

Are we sensitive to how we manage words? Are we cognizant of the unique responsibility we have to manage the words that originate with us, as well as those that originate with others. This subject can not be taken lightly, and I would encourage all those who read this article to take heed to the responsibility we have to be guardians of words. I am referring to words that are written, words that are spoken, words that bring joy, and words that may disrupt, words that bring hope, as well as words that bring discouragement, words that can change the course of time, as well as words that can alter ones future and beyond. At times they are seemingly so very insignificant, but are they? We are those who manage words, and this is no small order.

Monday, December 7, 2009

Federal Laws, Policy & Regulations

Federal Laws, Policy & Regulations

How much information can they hold?

Startling Estimates:
1 box holds 2,500 pages (13 paperback books)
1 GB is 75000 pages (375 paperback books)
1 email is 2 pages
1 word document is 5-8 pages
1 spreadsheet 15-30 pages
1 PDF is 35 pages
1 CD (640 MB) is 48000 pages
1 DVD (4.7GB) is 350000 pages
1 Hard drive (80 GB) is 6,000,000 pages

Saturday, December 5, 2009

AIIM Electronic Records Management Trends

Check out this SlideShare Presentation:

Electronic Records Management Becoming more than Just a Blur

In the past few months I have had several meetings with colleagues, coworkers, and other interested individuals about Electronic Record Management and I sense from these meetings a wave of excitement that is quite encouraging! It is delightful to see the interest, but especially gratifying is the ricochet effect that this fan base is producing, as those who attend the presentations are relaying the information we are sharing to others and this is opening the door to more and more opportunities to instruct others in the field of Electronic Records Management.
Here is just a snippet of an outline of what we shared in our last session held just this past week:
• General Overview of Record Management
• Why Records Management
• What Is A Record
• Things You Should Know
• Records Disposition
• Electronic Records Management
• Actions Items
• Questions and Answers
Like so many places that I have visited and toured in the past several months, the place where I work has some work to do to develop a mature Records Management environment, however I feel confident that progress is being made, and we have been very fortunate to be able to put some processes in place that I feel are going to prove very beneficial as we move forward in the ever evolving and developing field of Electronic Records Management.

Six Steps to Successful Electronic Records Management

Six Steps to Successful Electronic Records Management

Posted using ShareThis

Why virtualization is the foundation of cloud computing - Computerworld Blogs

Why virtualization is the foundation of cloud computing - Computerworld Blogs

Posted using ShareThis

Monday, November 30, 2009

Tuesday, November 24, 2009

I would encourage the Electronic Records Management community to view this video. I make it a habit to avail myself of any resources produced by Jason Baron. He is tremendously insightful in the field of eDiscovery! He is a much needed evangelist promoting good records management practices, and I have been encouraged and educated by his wealth knowledge.

Saturday, November 21, 2009

Information Explosion

We are living during a time of information overload or what has been coined information explosion. It is no longer a question of when will electronic documents supersede paper documents, we are currently producing more information in a digital format than in a paper or hard copy format. The only question is how will we manage this immense portion of electronic information, and from a records standpoint how will we manage it properly and efficiently? The question begs a response because what we are up against today may be defined as information explosion, whereas tomorrow the information explosion will give way to an information tsunami, and how will we manage this volume of data? This blog posts was initiated by this author to provide guidance, insight and practicle soloutions to aide in addressing these areas.

The National Archives' Ability to Protect the Nation's Electronic Records

The of preserving the nations records.

Team Digital Preservation and the Aeroplane Disaster

Humorous illustration of the importance of good record keeping procedures.

Friday, November 20, 2009

For your holiday reading -- a COMPLETE 8 things list... and looking for #SharePoint authors - Digital Landfill

For your holiday reading -- a COMPLETE 8 things list... and looking for #SharePoint authors - Digital Landfill
I have learned a lot from AIIM. I post this fine collection of quick readings. They are simple, educational, thoughtful and well worth reading! I encourage all in the records community to be engaged in the resources produced by AIIM.

AIIM - ECM in 60 Seconds: Video Challenge.

AIIM - ECM in 60 Seconds: Video Challenge.

Posted using ShareThis

Sunday, November 15, 2009

8 Things to Consider when Developing an Information Retention Policy - Digital Landfill

8 Things to Consider when Developing an Information Retention Policy - Digital Landfill

Saturday, November 14, 2009

What is Sharepoint? A presentation

Concerning Electronic Records Management

8 Things to Remember When Implementing an E-Mail Policy - Digital Landfill

8 Things to Remember When Implementing an E-Mail Policy - Digital Landfill

Tuesday, November 10, 2009

Privilege review
Rule 502
Rule 26B 1

Reasonable Methodology

The importance of the legal system n its impact upon soc

The implementation of effective technology-the key 2 search n retrieval.
Testing accuracy
Trec-tect retrieval conference

Monday, November 9, 2009

Sharepoint Philly Saturday

I prioritized the SharePoint Philly event held on 11.7.09, and I am glad I did. The event was very well attended and very much worth attending. I came away with several good points, insights, lessons learned and items for follow-up. Let me list some take always worthy of consideration, and because I am writing this blog in haste this list may have to be continued, but here they are:
1. SharePoint 2010 has features that clear up concerns of previous versions of SharePoint.
2. SharePoint is more than just a collaboration platform.
3. SharePoint 2010 features Records Management. I could not leave the event with certainty that DOD 5015 compliancy has been secured, but there was a lot of discussion along this line and it seems to be in the works.
4. Findability and Putability
5. The importance of Enterprise Taxonomy
6. EDiscovery lessons learned to numerous to mention
7. Tips on avoiding a major recurring mistake made in SharePoint deployment. The mistake: A failure to define the purpose for the SharePoint deployment. What the application is being deployed to perform and what it is not being deployed to perform.

Perhaps to be continued...

Open Text Online Communities

Open Text Online Communities

This is a community worth considering, especially for the SharePoint connection.

Sunday, October 18, 2009

Alfresco Delivers Open Source Governa...



Alfresco Delivers Open Source Governance, Retention and Compliance Solution

Alfresco  DOD 5015  compliant



[-] Text [+]

First Open Source Software to Obtain U.S. Department of Defense 5015.02 Records
Management Certification
LONDON--(Business Wire)--
Alfresco Software, the leader in open source enterprise content management
(ECM), today announced the immediate availability of the Alfresco Records
Management Module, which also recently became the first open source software to
pass the rigorous U.S. Department of Defense (DoD) 5015.02 standard
certification. This module and certification enables Alfresco to extend its
cost-effective open source records management and retention tools to support the
governance, retention and compliance strategies of federal agencies, government
bodies and commercial organizations.

Tweet this: #Alfresco delivers open source module for governance, retention,
compliance with #DoD 5015.02 certification

The 5015.02 standard defines the mandatory operational, legislative and
regulatory requirements that must be met by any records management application
products acquired by the DoD. With this certification, federal agencies can now
take advantage of Alfresco as a cost-effective alternative to traditional
records management solutions, which are typically priced on a per user basis. As
a result, the Alfresco Records Management Module enables simple and active
compliance across the entire enterprise.

Alfresco Records Management Module offers the following features and

* Simple Single Repository - All content captured, managed and controlled in a
single repository, enabling seamless integration with document and Web content
management tools. This avoids the need for content transfer with potential loss
of information and reduces the number of systems to administer;
* User-friendly Web-based Interface - Access to records management functionality
through a Web-based interface, enabling greater user adoption with secure access
from any location and no desktop installation; and,
* Easy Email Filing - Native support of IMAP protocol, enabling the filing of
emails from any email client, without the need to install a plugin. Alfresco
Records Management appears as a mail folder allowing users to simply file
records with drag and drop or automated by the use of email rules.

In addition, the module`s functionality also includes:

* Enhanced permissions model based on user capabilities and roles;
* Full record lifecycles based on disposal schedules;
* Support for complex transfers;
* Support for Vital Records and their reviews;
* Search, workflow and hold tools to comply with transparency and Freedom of
Information Act regulations;
* Ability to create a Hold record for legal or litigation; and,
* Saved searches to enhance user`s ability to find and manage records.

"Alfresco Records Management Module has the ability to transform the way in
which government and commercial organizations approach their governance,
retention and compliance strategies, as the open source pricing model will
significantly reduce the barrier to regulatory compliance," said John Newton,
CTOof Alfresco Software. "The DoD standard has become a benchmark for electronic
records management systems and this certification demonstrates our commitment to
delivering cost-effective technology to help organizations preserve official
records in accordance with the strict legal requirements needed to manage vital
company information."

Alfresco Records Management Module will be available for the Alfresco Enterprise
Edition 3.2 before the end of the year.

Alfresco Records Management Module will be demonstrated at the Alfresco Meetup
in Washington D.C. on October 20 -

Alfresco Records Management Module v3.2 can be downloaded from:

About Alfresco Software, Inc.

Alfresco Software, Inc. is the leader in the open source enterprise content
management market. The company couples the innovation of open source with the
stability of a true enterprise-class platform at a tenth of the cost. The
Alfresco content platform uses a flexible architecture to provide document
management, web content management and collaboration software to enterprise
customers worldwide. Founded in 2005 by a team of content management veterans
that includes the co-founder of Documentum, John Newton, and former COO of
Business Objects, John Powell, Alfresco is based in London. For more
information, please visit

Lois Paul & Partners
Susan McCarron, (001) 781-782-5767

Copyright Business Wire 2009

Friday, October 16, 2009

Presentation -- 8 Reasons You Need a Strategy to Manage Information -- Before It's Too Late - Digital Landfill

Presentation -- 8 Reasons You Need a Strategy to Manage Information -- Before It's Too Late - Digital Landfill

Revised list -- 70 #ECM #ERM and #e20 blogs to watch... - Digital Landfill

Revised list -- 70 #ECM #ERM and #e20 blogs to watch... - Digital Landfill

51 Fast Facts About #ECM, #ERM, and #E20 -- For Presentations - Digital Landfill

51 Fast Facts About #ECM, #ERM, and #E20 -- For Presentations - Digital Landfill

Commenting on Telework

The work world is changing. The traditional 9-5, 40 hour a week @ an employer's location worker is changing and may soon be a thing of the past. The new world of work will feature workers who can work anywhere and be more effective and be more cost effective for the employer than the traditional worker. The employer will benefit as much as the employee and production and creativity will be enhanced. The only risk I see is the challenge of embracing change!

AdWords Agency Blog: Helping your clients "Go Mobile"

AdWords Agency Blog: Helping your clients "Go Mobile"

Report: U.S. CMS Market to Explode, Open Source is the Catalyst

Report: U.S. CMS Market to Explode, Open Source is the Catalyst

Posted using ShareThis

#ARMA09: Records Management in a Web 2.0 World

#ARMA09: Records Management in a Web 2.0 World

Posted using ShareThis

Wednesday, October 14, 2009

Ethics & Competence Pete Pepiton talks with former Magistrate Ron Hedges discusses the need for collaboration and cooperation regarding eDiscovery and r
eo with you on YouTube:
This video addresses some points that we in Electronic Records Community should not loose sight of. Information Governance Talks:
chapkenmat sent you a video: "Information Governance Talks: Ethics & Competence"
help center | e-mail options | report spam chapkenmat has shared a vid

Tuesday, October 13, 2009

What is the concern Part V?

What is the concern Part V?

The world of Electronic Records continues to be a major concern to this writer. It is bigger than I can begin fully exhaust in this blog, but I hope that this blog will be used as a vehicle and catalyst to alert the reader to its importance and provide some resources that will in some small way help to address the many concerns which are evident when one considers the management of electronic records.

In several recent discussions of which I have been involved a lot of conversation has focused on one essential document which is the DOD 5015.3 which is essential if a vendor’s records management solution is to be considered by the Federal Government. This is one of two important documents. The two important reference documents to consider in regards to compliance requirements in the area of electronic records management are: DOD 5015.3 and ISO 15489.

What is DOD 5015.3?

DOD 5015.3 is a compliance document. This is a document used to certify that a vendor’s product will comply with requirements standards certified by the DOD or Department of Defense. Records Management solutions often consist of a variety of products and components providing various services, including workflow, document management, content management, knowledge management, store, search, retrieve, apply retention policies, etc. If the solution is DOD 5015.3 compliant it means that the requirement has been certified and are compliant with the standards indicated in the 5015.3 document.



”This Standard is reissued under the authority of DOD Directive 5015.2, “Department of

Defense Records Management Program,” March 6, 2000, (Reference (a)) which provides

Implementing and procedural guidance on the management of records in the Department

Of Defense. It sets forth mandatory baseline functional requirements for Records

Management Application (RMA) software used by the DOD Components in

Implementing their records management programs; defines required system interfaces

and search criteria that RMAs shall support; and describes the minimum records

management requirements that must be met based on current National Archives and

Records Administration (NARA) regulations.”

The ISO 15489 will be considered in the next edition of my blog.


Ken Matthews

Monday, September 21, 2009

Comment I posted for CIO Council Social Media activities

I applaud the CIO Council's efforts and strides that are being taken. In the midst of the challenges that transparency presents these are the kinds of efforts that must be put in place to assure that, in a world of rapidly increasing information, there are effective methods of control in place to prevent some of the many risks. My concern is that in this age of information explosion we are also putting in place services, systems and solutions that will properly archive, retain, monitor, filter, and encrypt essential data, which in view of the current regulatory climate is not optionable but essential.

Chief Information Officers Council

Chief Information Officers Council

Shared via AddThis

Saturday, September 19, 2009

Records Management Events Attended September 2009

This week I attended two Records Management events, one in New York and the other in Washington DC. The two events were very well attended and quite worthwhile. The discussions were lively in both events and I was able to ask questions and get some good solid answers. I came to the events with some goals and I am happy to say that for the most part the goals were achieved. Of the many takeaways, the lesson that sticks out the most is that in the eRecords or the Electronic Records community there really needs to be some clear understanding between records, documents, and the real crucial concern of eDiscovery (or the legal community) Electronically Stored Information or ESI. Here is something that I read from last years conference in New York, and I feel it was emphasized this year as well. "While Records Management has its established rules, electronic information (ESI) management is an entirely new ball of wax. And I don't see that the Federal Rules of Civil Procedure made it any less complex. Experts say the rules are vague and remain open to interpretation. As a result, how to handle electronic information is vague and remains open to interpretation". I can not say that I agree with the entire quote, but I mention it because it does highlight a concern that is very real and is growing, and I do not see it going away for a long time. In essence we in the Records Management community have got to be vigilant in our efforts to manage the records to which we are stewards, and this does not stop with paper records, nor does it stop with eRecords but it includes Electronically Stored Information. In fact in our profession it is incumbent upon each of us in the Records Management community to be caretakers of all intellectual assets and be an advocate for good systems to manage all these resources in way that is responsible, reliable, and religiously applied.

Why the White House is Hiring a Social Media Archivist

Why the White House is Hiring a Social Media Archivist

Posted using ShareThis

M09S01 - KEYNOTE ADDRESS: Would a Judge View Your ERM Program as "Judicial Toast?"

Compelling eRecords decisions

Friday, September 11, 2009

Learning from History-The Importance of Electronic Records Mangement

It has been said that "if we don't learn from history, we will live to repeat it". Records are a preservation of history, and if we are not preserving records we are not capturing, protecting, and guarding our history. We may live to repeat it, repeat it and repeat it again because we will have lost it.

Monday, September 7, 2009

8 Things You Need to Know to Manage the Explosion of Information - Digital Landfill

8 Things You Need to Know to Manage the Explosion of Information - Digital Landfill

What is the concern? Part IV

Most of today's records start out as emails, faxes, spread sheets, word documents, web transactions, or documents produced in an Information or Electronic System. What's the point? These are all electronic documents and most records today are produced in an electronic format. The preponderance of intellectual assets in an electronic format is clearly justification for Electronic Records Management program.

The fact Electronic Records are not being managed effectively raises some risk questions:
What are the consequences of not managing Electronic Records?
What does it take to effectively manage Electronic Records?
Why are many choosing not to implement an effective Electronic Records Management solution?
What legal regulations that govern Electronic Records Management?

In future blogs we will address these and many other questions.

Monday, August 3, 2009

What is the concern? Part III

Now that I have initiated a blog on the subject of Electronic Records it is my desire to keep hammering away at the subject on a daily basis. Today I would like to consider a basic Electronic Records Application. In brief a basic (Electronic Records Management) ERM solution would consist of the following features: scan, store, search and retrieve. Obviously this description leaves a lot to be expanded upon, but this is again basic, brief and also very simple. Yet it is a beginning and worth considering.

Sunday, August 2, 2009

What is the concern? Part II

In today's world of the Information Highway most of today's records start out in electronic form. Examples would be emails, web transactions, records created in electronic information systems, spread sheets, word documents, etc. All this creates an awareness of the importance of records management, but awareness must be translated into action.

Friday, July 31, 2009

What is the concern?

No one wants to talk about Electronic Records Management. The challenge is too daunting, and no one wants to tackle the elephant. The problem is it is not going away, and ignoring the problem is not an option. It must be confronted and regardless of the nature of the challenge it is too important to think that it can not be resolved. It is with this in mind that I have created this blog as a means to collaborate on solutions to resolve the Electronic Records Management dilemma.