[EN] Records Management & MoReq2 | innova.doc 2009 | Barcelona | Ulrich Kampffmeyer

1. DLM Network EEIG RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Records Management & MoReq2 Dr. Ulrich Kampffmeyer DLM Network EEIG innova.doc Barcelona, October 6th 2009 P R O J E C TC O N S U L T Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH

2. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Agenda Introduction: Records and Records Management Standards: Records Management and Digital Preservation Standardisation MoReq: Status, Scopeand Vision of MoReq2 Studies: The Market for Records Management Challenge: BreakingtheBarriersof Traditional Records Management Outlook: The Future of Records and Information Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 2of 141

3. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Introduction: Records and Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 3of 141

4. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Terminology „Document“ isno easy term … … as well in Catalan it can have different meanings Introduction: Records and Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 4of 141

5. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Definition: Record ISO 15489 Records Management Information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business. Introduction: Records and Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 5of 141

7. The physical form is irrelevant. Only the content and legal character matter.

8. Examples for records are e-mails, contracts, business agreements, account balances, reports, video/audio files a.s.o.Introduction: Records and Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 6of 141

10. Legal Value

11. Context

12. Integrity

13. Persistence

14. Authenticity

15. Defined Metadata

16. Consistency

17. Classification

19. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Definition: Records Management ISO 15489 Records Management Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. Introduction: Records and Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 8of 141

21. Thesaurus or controlled vocabulary-based, unambiguous indexing of information

22. Management of retention schedules and deletion schedules

23. Protection of information according to ist characteristics, for example down to individual content components of documents

24. The use of international, industry-specific or at least companywide standardised metadata for the unambiguous identification and description of stored informationIntroduction: Records and Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 9of 141

28. ERM is not equivalent to electronic archiving or digital preservation, although there are many commonalities.

34. Methods

35. Architectures

36. Functionality

37. Logs and audit trails

38. Formats

39. Processes

40. Metadata

41. Interfaces

42. Procedures

43. Analyses and presentation

44. Visualisation

46. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Records Management Terminology Standards: Records Management and Digital Preservation Standardisation … somecallthisnow MoReq1 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 15of 141

47. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Creationand Capture of Records … whohaseverusedthis? 2.2.2 Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 16of 141

48. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Creationand Capture of Records 2.2.2 Standards: Records Management and Digital Preservation Standardisation … thisistheformat, theamericans do not like … Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 17of 141

49. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Classificationof Records 3.2.3 Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 18of 141

51. Reliability

52. Integrity

55. Definition of the importance, function and elements of document management systems

56. The standard does not go substantially beyond a definition of the subject matter

57. Lowest common denominator of the participating countries

58. Problematic terminology i.E. in the German translation: “Records Management” = “(paper) document management” / “management of written stuff”Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 20of 141

59. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Access Controls and Security Technologies in IT relatedto RM 3.2.4 Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 21of 141

60. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Storage, SearchandRetrieval 3.2.5 Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 22of 141

61. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Retention SchedulesandDisposal 2.2.6 Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 23of 141

62. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Metadata 2.2.7 Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 24of 141

65. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Retrieval, PresentationandIndexing RetrievalandPresentation 2.2.8 Content Indexing Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 27of 141

67. The final version of the standard was presented to the 2008 ICA Congress in Kuala Lumpur.

68. This standard is based on various information elements, each of which consists of the following : a. The name of the element b. A statement of its purpose c. A statement on the rules and data constraints that apply to the element d. If possible, examples that show how the rule is to be applied Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 28of 141

70. The objective is to define global uniform principles and functional requirements for software used to generate and manage electronic records

71. The suite of guidelines and functional requirements is organised into three modules:Module 1: Overview and Statement of Principles Module 2: Guidelines and Functional Requirements for Electronic Records Management Systems Module 3: Guidelines and Functional Requirements for Records in Business Systems Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 29of 141

72. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Transmission & Migration 2.2.9 Transmission Migration Standards: Records Management and Digital Preservation Standardisation The term Migration itselfisambiguous …… generalprocessofingestion … replacing an oldsystemandtransferofdata … continuousmigrationasstrategy Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 30of 141

73. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Long-termPreservation/Digital Preservation 2.2.10 Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 31of 141

74. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Long-Term Preservation/Digital Preservation … isbelievedtobe an archivingstandard?! 2.2.10 Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 32of 141

75. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 OAIS Reference Model 3.2.10.1 Standards: Records Management and Digital Preservation Standardisation Records Management istheideal entrypointforarchival Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 33of 141

77. Interfacing

78. Lifecycleinformation

80. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Records and Archives Records Management = Archives? No! Records include ‘live’ information and are used in day-to-day work. Some records may be delivered to an archive to be preserved. 3.2.10.1 Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 35of 141

81. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Document Format ISO 32000 : 2008 PDF … isthere still a needfor PDF/A-1 or PDF-A/2? 3.2.11 Standards: Records Management and Digital Preservation Standardisation Microsoft contra ISO 26300 ODF Open Document Format Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 36of 141

82. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Software Certification 2.2.12 Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 37of 141

85. All manufacturers must complywiththisstandardin order toselltotheUS militaryorrelatedareas

89. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 DOD 5015.2 GUID ISO 15801, 12654 XML ISO 12033 Metadata:DC, ISAAR, ISOs 23081, 639, 2788, 5964, 8601 PDF/A CAPTURE USE ISO 18492, OAIS RFC 2821, 2822, TIFF, JPEGISO 216 X.509, XKMS CREATE PRESERVE PDF/A RECORDS ISO 12037 DESTROY TRANSFER MANAGE STORE MoReq2, ISO 15489 ISO 15801, 12654 ISO 12142 DOD 5015.2 Coverageofstandards 2.2.13 Standards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 41of 141

90. Roadshow 2009 Records Management& MoReq2 Dr. Ulrich Kampffmeyer 12. + 14.05.2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 DOD 5015.2 GUID ISO 15801, 12654 XML ISO 12033 Metadata:DC, ISAAR, ISOs 23081, 639, 2788, 5964, 8601 PDF/A CAPTURE USE ISO 18492, OAIS RFC 2821, 2822, TIFF, JPEGISO 216 X.509, XKMS CREATE PRESERVE PDF/A RECORDS ISO 12037 DESTROY TRANSFER MANAGE STORE MoReq2, ISO 15489 ISO 15801, 12654 ISO 12142 DOD 5015.2 Coverageofstandards 2.2.13 Standards: Records Management and Digital Preservation Standardisation MoReq2 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 42of 141

92. Standards have a life-cycle

93. Standards do not provideinvestmentsecurityandinformationavailibility –standardscanonlybeoneelement in an overall, longterminformationmanagementstrategyStandards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 43of 141

95. Standards have a life-cycle

96. Standards do not provideinvestmentsecurityandinformationavailibility –standardscanonlybeoneelement in an overall, longterminformationmanagementstrategyStandards: Records Management and Digital Preservation Standardisation Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 44of 141

97. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 MoReq: Status, Scope and Vision of MoReq2 DLM Forum MoReq: Status, Scope and Vision of MoReq2 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 45of 141

99. MoReq ModelRequirements for the Management of Electronic Records Published by the European Commission and the DLM Forum MoReq: Status, Scopeand Vision of MoReq2 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 47of 141

103. Initiated by DLM Forum, funded by European Commission, IDA programme

106. Improves and extends MoReq

107. Updates MoReq in respect of new technologies and regulations

108. ModularisesMoReq

109. Uses numerous “Best Practices” and incorporates proven standards

110. Adds a test suite and certification process for software products under the guidance of the DLM Forum

112. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 MoReq2: The Specification A specificationthat describesthecapabilities of a good, generic, electronic records managementapplication. Availablefreefrom www.MoReq2.euwww.MoReq2.dewww.MoReq.infowww.DLM-Forum.eu MoReq: Status, Scopeand Vision of MoReq2 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 51of 141

113. MoReq2: The Specification Gives the requirements for a good generic ERM system 794 formal requirements – Functional, non-functional – Mandatory, desirable – Core, optional MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 52of 141

114. MoReq2 website Specification Metadata model Test framework materials XML schema Structureof MoReq2 Deliverables MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 53of 141

115. Test Framework Materials DevelopedbyimbusAG, Germany – Over 1,000 pages – CompliantwithIEEE 829 - Standard for Software Test Documentation Contains – Test data – Test scriptsandinstructions – Expectedresults Intended mostly for software companies and certification centers – but can be used by everybody i.E. for inhouse testing MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 54of 141

116. Metadata Model Completemetadata model – 345 elementsunder 158 IDs To be used with care: containserrors ISO 23081 compliant – MetadataforRecords – Basis forthe MoReq2 XML schema The model isdesignedforsoftwaredeveloppersandinterfacing. Most usersof MoReq2 can and should ignore this metadata model. MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 55of 141

118. Based on metadata model

119. Allowsexchangeof – Electronic records – Aggregations (files, classes etc.) – Classificationschemes Intendedforsoftwarecompaniesand – not likely to be useful to others. MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 56of 141

120. Structureofthe MoReq2 Standard MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 57of 141

121. CAPTURE USE CREATE PRESERVE RECORDS DESTROY TRANSFER MANAGE STORE ERM Functionsof MoReq2 MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 58of 141

122. CAPTURE USE CREATE PRESERVE RECORDS DESTROY TRANSFER MANAGE STORE 8 CategoriesforFunctionality MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Marcs idea: 8 basiccategoriesoffunctionalityaroundrecords Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 59of 141

123. MoReq2 Contents Introduction Overviewof ERMS Requirements ClassificationSchemeand File Organisation Controls and Security Retention and Disposition Capturing Records and Declaring Records Referencing Searching, RetrievalandPresentation Administrative Functions Optional Modules Non-Functional Requirements Metadata Requirements Reference Model MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 60of 141

124. MoReq2 Contents Introduction Overviewof ERMS Requirements ClassificationSchemeand File Organisation Controls and Security Retention and Disposition Capturing Records and Declaring Records Referencing Searching, RetrievalandPresentation Administrative Functions Optional Modules Non-Functional Requirements Metadata Requirements Reference Model MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The classical Records Management functions Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 61of 141

125. MoReq2 Optional Modules 10.1 Management of Physical (Non-electronic) Files and Records 10.2 Disposition of Physical Records 10.3 Document Management and Collaborative Working 10.4 Workflow 10.5 Casework 10.6 Integration with Content Management Systems 10.7 Electronic signatures 10.8 Encryption 10.9 Digital Rights Management 10.10 Distributed Systems 10.11 Offline and Remote Working 10.12 Fax Integration 10.13 Security Categories MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 62of 141

126. MoReq2 Appendices Appendix 1 – Reference Publications Appendix 2 – Development of this Specification Appendix 3 – Use of this Specification in Electronic Form Appendix 4 – Acknowledgements Appendix 5 – Correspondence to Other Models Appendix 6 – Date Processing Appendix 7 – Standards and Other Guidelines Appendix 8 – Changesfromthe Original MoReq Appendix 9 – Metadata Model MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 63of 141

128. Test material available

129. XML schemafinished

130. Test centercontractsigned

131. MoReq2 Governance Boardestablished

132. Translations & chapter 0s comingin

133. First Records Management softwareproductFoliobyFabasoftiscertifiedMoReq: Status, Scopeand Vision of MoReq2 Wecanstarttogatherexperience, initiateimprovementsandgenerateacceptance! Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 64of 141

134. Status of translations MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Catalan! Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 65of 141

136. Ensure the consistency and quality of MoReq Chapter Zero content and translations of the MoReq specification

137. Instigate and promote MoReq awareness, use and adoption in the EU through publications, training programmes and other communication channels and partners

138. Provide an ongoing programme for Maintenance & development of Testing of MoReqMoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 66of 141

139. MGB MoreqGovernance Board Members Martin Waldron InformConsult (England) Chair Hans Fredrik Berg National Archive (Norway) Marc Fresko Inforesight (England) Jon Garde Objective (England) Ulrich Kampffmeyer PROJECT CONSULT (Germany) Karl Mayrhofer Fabasoft (Austria) Thomas Rumi imbus (Germany) Jef Schram European Commission (Belgium) Joze Skofljanec Nation Archive (Slovenia) Rory Staunton Strategy Partners (England) MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 67of 141

140. MGB MoreqGovernance Board Working groups • Brand Protection (BPWG) • Dissemination and Training (DTWG) • Maintenance and Innovation (MIWG) • Testing and Certification (TCWG) • Translation & Chapter Zero (TZWG) MoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 68of 141

142. Guidelinefor Maintenance and Updates to MoReq

143. GuidelineforTranslators

144. Guidelinefor Chapter 0

145. DLM Forum and MoReq website (September 2009)

146. MoReq Roadmap

147. Ongoingrepliestoquestionsfromtranslatorsandvendors on technicalmattersMoReq: Status, Scopeand Vision of MoReq2 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 69of 141

150. Used in therightway, MoReq2 will helpto savemoneyandtoincreaseefficiency

151. Not everybody will needeveryfunction. Makethe modular approachwork

152. Systems must not onlybecapableof MoReq2-functionality, but must beabletosupporteveryofficeworkerwiththeirdailywork

155. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Records Management: An Industry View Records Management aspartof ECM Enterprise Content Management The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 73of 141

156. The Concept of ECMEnterprise Content Management “Enterprise Content Management is the Strategies, Methods and Tools used to Capture, Manage, Store, Preserve and Deliver Content and Documents related to Organizational Processes.” AIIM international Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 74of 141

157. MANAGE CAPTURE DELIVER Collab DM STORE STORE WCM WF/BPM RM PRESERVE The ECM Model Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 75of 141

158. MANAGE CAPTURE DELIVER Collab DM STORE STORE WCM WF/BPM RM PRESERVE The ECM Components Model Document Management Collaboration Web Content Management Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Workflow Business Process Management Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 76of 141

159. MANAGE CAPTURE DELIVER Collab DM STORE STORE WCM WF/BPM RM PRESERVE ECM & Records Management Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Records Management Oneintegrated Module ofthe Components Model Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 77of 141

160. CAPTURE USE CREATE PRESERVE RECORDS DESTROY TRANSFER MANAGE STORE The MoReq2 Model Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement The same Terms like in the ECM Model?! Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 78of 141

161. CAPTURE USE CREATE PRESERVE RECORDS DESTROY TRANSFER MANAGE STORE The MoReq2 Model Capture Preserve RecordsManagement Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Manage Store Different Focus … Records arethe Center ofthe World ?! Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 79of 141

162. ECM and Records Management WhatistheDifferencebetweenthe ECM andtheRecords Management Model? Most ECM ComponentsareonlySatelitesin the MoReq2 Model! Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 80of 141

163. The softwareindustryhasmoved on … ECM was enhanced to really cope with the challenges of “2.0” whilst Records Management and Electronic Archival are just in a “2.0 experimental Phase” … Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 81of 141

164. Market Studies Gartner, Forrester & Co. Records Management Functions and Vendor Positioning Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 82of 141

165. Gartner Group 2008 “MarketScope for Records Management” Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 83of 141

166. Gartner Group 2008 “MarketScope for Records Management” Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 84of 141

167. DataMonitor ERDM Studie2008 Autonomy HP Open Text Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 85of 141

168. Forrester Wave Records ManagementAugust 2009 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 86of 141

173. Market Studies AIIM Association for Information and Image Management international Records Management Usage and Perception Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 91of 141

175. Half of organisations are scanning newly received paper items and filing them electronically rather than manually, and a third of businesses are looking to go to all-electronic records-keeping.

176. But for the other half, as well as manually filing inbound paper documents, 40% admit to routinely printing newly generated office documents and emails for the purpose of filing them as paper records. Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 92of 141

178. 71% of organisations have a procedure for legal hold of paper records in the event of litigation, but only 57% have one for electronic records.

179. For 25% of organisations, legal discovery of paper records would take at least a month, whereas for electronic records this is 17%.

180. There is a reliance on IT staff to carry out legal discovery on electronic records in the majority of companies, whereas records management staff or line-of-business staff deal with paper records. Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 93of 141

182. Of those organisations with no ECM/ERM system, 60% would not be confident, if challenged, that their electronic records have not been changed, deleted or inappropriately accessed.

183. 38% of those polled admit that there is little or no enforcement of their records management policies and 55% set no guidance on dealing with important emails as records. Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 94of 141

185. 35% are using in-house developed links to join up repositories and a further 28% are using vendor custom-developed links. CMIS (Content Management Interoperability Services specification) has gained traction in just 15% of organizations as yet.

186. Half of organisations would “possibly” store records in a local, identifiable outsource, but 77% state they would never use a public cloud (e.g., Google, Amazon or Microsoft) even if they were assured of an onshore storage location. However, 67% would consider a corporate or government cloud. Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 95of 141

188. Over 70% of organisations have made no plans or provision for long-term archiving of electronic records, with no policies for migrating to new media, translating formats, or virtualization of applications.

189. Spending on Records Management systems and modules is expected to be up overall in the next 12 months. Consultancy Services show a slight net fall.Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 96of 141

190. AIIM Study 2009 What is the most significant business driver for document and records management technologies in your organization? N=476 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 97of 141

191. AIIM Study 2009 How long would it take to produce all of the organisational information related to a formercustomerorconstituent? N=468 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 98of 141

192. AIIM Study 2009 For each type of content, evaluate the degree of control that exists in your organisation in managing it: N=462 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 99of 141

193. AIIM Study 2009 How would you best characterize your organisation’s experience with document management and recordsmanagement? N=478 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 100of 141

194. AIIM Study 2009 How would you describe the return on investment (ROI) of your document/records management or ECM system? N=289, (excluding “not measured”) Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 101of 141

195. AIIM Study 2009 Have you implemented Microsoft SharePoint 2007 (WSS/MOSS) in your organization? N=406 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 102of 141

196. AIIM Study 2009 Do you currently use or have immediate plans to use SharePoint 2007/MOSS in the following applications? N=233 (SharePoint users) Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 103of 141

197. AIIM Study 2009 Which of the following would you use to best describe your current or planned use of SharePoint in your organization with regard to your existing ECM, DM and RM suite? N=233 (SharePoint users) Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 104of 141

198. AIIM Study 2009 How are each of the following managed in your ECM environment? N=281, >10 emps, non-trade (“Not applicable to our business” responses indicated by shorter bar lengths.) Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 105of 141

199. AIIM Study 2009 Which of the following would you use to best describe your current or planned use of SharePoint in your organisation with regard to your existing ECM, DM and RM suite? N=233 (SharePoint users) Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 106of 141

200. AIIM Study 2009 What are your plans for using a remotely hosted or outsourced “Software as a Service” (SaaS) or a Cloud solution for your document and records management? N=350 Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 107of 141

201. AIIM Study 2009 The following are typical problems that can occur during the course of a records or document management implementation. Please select the TOP THREE problems that have affected your organization (please check ONLY THREE) Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 108of 141

202. AIIM Study 2009 The following are typical aspects of ECM products that would affect your choice of new products or satisfaction with existing products. Please select the TOP THREE that you consider to be the most important: Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 109of 141

203. AIIM Study 2009 How do you think your organisation’s spending in 2009 on each of the following technologies will compare with what was actually spent in 2008? N=274, >10 emps, non-trade. (“We don’t spend anything on this” responses indicated by shorter bar lengths.) Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 110of 141

204. AIIM Study 2009 How do you think your organisation’s ECM spending in the following areas will be in 2009 compared to 2008? N=274 >10 emps, non-trade. (“We don’t spend anything on this” responses indicated by shorter bar lengths.) Fabasoft Pressekonferenz DMS EXPO MoReq2 Zertifikat 15.09.2009 Beitrag Ulrich Kampffmeyer MGB Moreq Governance Board PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2009 The Market for Records Mangement Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 111of 141

205. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Challenge: Breaking the Barriers of Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 112of 141

206. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 The positive Aspect is, this The Information Flood …

207. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 The positive Aspect is, this The goodnewsis, thiswavehasnot arrivedin recordskeepingcentersandarchivesyet …

208. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Three big Challenges Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 115of 141

210. Blogs, twitters, instant messages & wikis

211. Proprietaryformatsformultimediaobjects

212. Mashups & distributedresources

213. Non-persistent URLs

215. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 The Technology Challenge We might even have to come up with thediscussion, again, whether we need a definition of something like a “Digital Original” Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 117of 141

217. Digital immigrants versus digital natives

218. “Always online”

219. New ways of communication and interaction

220. Rights management & data protection

222. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 The Cultural Challenge Wemightevenhavetocomeupwithdiscussions, again, abouttheinformationsocietyandsocialimplicationsofwhatwearedoing. And not toforgetthe digital addicts … Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 119of 141

224. The value of information

225. The growing dependency on the availability and accuracyof information

227. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Some Special RecordsManagement Challenges You may want to replace the term “Records Manager” with the term “Archivist” or “Librarian”… Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 121of 141

228. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 SomeProvocations Records managers love metadata. They are used to complex data entry forms. 2.0 users hate complex data entry forms! They trust automatic categorisation. Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 122of 141

229. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 SomeProvocations Records Managers areexcellentatstructuredsearch. Theyareusedto Expert Search Forms. 2.0 users hate complex search forms! They love “single field search” á la Google, finding everything everywhere. Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 123of 141

230. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 SomeProvocations Records Managers areawareoftheimportanceofinformationcontext. Theyareusedtospendinghourscreatingorderly structures. 2.0 users are lazy! They don‘t care where they store their stuff. Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 124of 141

231. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 SomeProvocations Records Managers know perfectly to navigate by tree views and folder-sub-folder-volume-hierarchies. It’s all about having fun. 2.0 users will loose their temper if the Interfacedoesn’t work like a media library or Youtube. Or they get bored and just stop searching whatthey were looking for. Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 125of 141

232. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 SomeProvocations Records Managers knowabouttheimportanceofselectionanddisposal. Theyworkuntillate in thenighttokeeptheirrepositories clean. 2.0 usersknowthat a 1 TB diskatthegrocerystoreisnowonly 100 €. Theybelievethatthere will alwaysbeenoughspaceforeverything. Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 126of 141

233. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 SomeProvocations Records Managers arespecialists in determiningthevalueofrecords. Theyworkeagerlytokeepinformationaccessibleandavailablefor all time. 2.0 usershavenoideawhat a recordisorwhomightberesponsibleforstoringitsafely. Everybodygetscopiesofeverything, so somebody will takecareof it. Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 127of 141

234. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 SomeProvocations Records Managers arefondoftheirfileplans, thesauri, taxonomies, ontologiesandclassificationschemes. They will movethrough 7+ levelsofhierarchyto find therightspotfor a note. 2.0 usersbelieve in folksonomy. If enough users choose the same tag, it can’t be wrong. Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 128of 141

235. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 SomeProvocations Records Managers arepreparedtolearneveryfunctionoftheir RM solution. With extensive training, anysoftwareinterfacecanbeturnedinto a usabletool. 2.0 userslovetheir iPod! Iftheuserinterfaceisn’tsexy andworkslikeFacebook, they will just shuttheapplicationdown. Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 129of 141

236. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 SomeProvocations Records Managers knowtheplaceofeveryobjectbyheart (orbytheirretrievalsystem). Theyare in controlofeverything in the electronic realmand in theworldofpaperdocuments. 2.0 users, the Digital Natives, startedlivingin a virtualworld … … andthesystemsarenolongerjailed in theirsiliconcages. with RFID, robotics, cameras, sensorstheyareenteringthe real worldandtakingover. Challenge: BreakingtheBarriersof Traditional Records Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 130of 141

241. Will there be reliable information on provider trustworthiness?

246. How to determine value of information to create a record?

249. How good do automatic procedures need to get before it becomes obvious that they are much better than error- prone manual procedures?

252. Can enterprise search eventually replace structured repositories?

253. Will information objects “know” by themselves where they belong and what they are used for?

255. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Paradigms We will need a paradigmchangein Records Management toadopttotechnicalandculturalchange! Orwe will see a paradigmshiftto a place, wherewe do not wanttobe! Outlook: The Future of Information Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 138of 141

256. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 The choice is yours! Outlook: The Future of Information Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 139of 141

257. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 The choice is yours! Outlook: The Future of Information Management Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 140of 141

258. DLM Forum RM Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Breitenfelder Straße 17 20251 Hamburg www.project-consult.com © PROJECT CONSULT 2008 Thank you very much for your attention! Dr. Ulrich KampffmeyerE-Mail: Ulrich.Kampffmeyer@PROJECT-CONSULT.comSlides, Newsletter, more Information ...http://www.PROJECT-CONSULT.comhttp://www.MoReq2.de

[EN] Records Management & MoReq2 | innova.doc 2009 | Barcelona | Ulrich Kampffmeyer

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[EN] Records Management & MoReq2 | innova.doc 2009 | Barcelona | Ulrich Kampffmeyer