DLM Forum Conference Toulouse 2008 | Keynote | Dr. Ulrich Kampffmeyer | PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH | Hamburg | Germany | Breaking the Barriers of Traditional Records Management | Director of the DLM Network EEIG | This presentation is about Records, Records Management, Enterprise Content Management and the Lifecycle Concept of MoReq2. Challenges for traditional Records Management in a rapidly changing digital World. Implications and future Tasks.

1. 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
1
Breaking the Barriers of
Traditional Records Management
Dr. Ulrich Kampffmeyer
DLM Forum Conference
Toulouse, Decembre 12th
2008
P R O J E C T C O N S U L T
Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH
Attention: automated presentation version, do not click!

2. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
2
An Ancient Record

3. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
3
Records Managers love this Type of Record
It‘s handy
It‘s rare
It‘s valuable
It‘s solid
It easily stores in Cabinets
People enjoy looking at it
It carries a Part of our History
Archivists even love it more …

4. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
4
These
Days
are gone.

5. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
5
This presentation is about
Records, Records Management,
Enterprise Content Management
and the Lifecycle Concept of MoReq2.
Challenges for traditional Records
Management in a rapidly changing
digital World.
Implications and future Tasks.

6. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
6
Yes, we got good Definitions …
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.
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.

7. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
7
… but we still got different Perceptions …
The Archivists as “Pre-Preservation” …
The Public Sector Records Manager as
Result of a “Bureaucratic Process” …
The Chief Compliance Officer as
“Legal Evidence” of his Business Activities …
The IT Manager as “Application” of his
ERP-Solution …
The Programmer as “Structure and Fields”
in his Legacy Application …
The Music Fan as the “Directory Functionality”
of his LASTfm Records …

8. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
8
Today we talk about …
Content, Documents, eMails,
Some propose to generally speak of
Information Objects
This is OK, but …
Media Assets,
Forms, Files, Images, Videos, Web Pages,
Audios, Twitters, PDFs,Datasets, a.s.o.

9. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
9
There is still the Need
of the Concept of a Record
Not all Information Objects will
become a Record
and
not all Information Objects,
either Records,
will end up in an Archive

10. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
10
Because Records can be defined as well by
their Attributes
• Business Value
• Legal Value
• Context
• Integrity
• Persistence
• Authenticity
• Defined Metadata
• Consistency
• Classification
• and more,
which seperate Records from other Objects

11. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
11
Another
Point
of View
Another
Point
of View

12. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
12
The Concept of
ECM
Enterprise Content
Management

13. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
13
The Software Industry moved on …
“Enterprise Content Management
is theTechnologies used to
Capture, Manage, Store, Preserve
and Deliver
Content and Documents related to
Organizational Processes.”

14. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
14
CAPTURE
PRESERVE
DELIVERSTORE
MANAGE
STORE WCM
RM
WF/
BPM
DM
Collab
A Lifecycle Model …

15. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
15
CAPTURE
PRESERVE
DELIVERSTORE
MANAGE
STORE WCM
RM
WF/
BPM
DM
CollabDocument Management Collaboration
Web Content Management
Records
Management
Workflow
Business Process Management
ECM

16. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
16
CAPTURE
PRESERVE
DELIVERSTORE
MANAGE
STORE WCM
RM
WF/
BPM
DM
Collab
RECORDS
As well a Lifecycle Model …
Capture
Preserve
ManageStore
Records
Management
A Functionality Model …As well a Structural Model …A DLM Model …The DLM Forum RM Model …A Components Model …

17. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
17
RECORDS
Focus!
Case Management
Workflow
Archiving
Records
Management
Document
Management
Web Content
Management
What is the Difference
between the ECM and
the RM Model?
Collaboration
Most ECM Components
are only Satelites
in the MoReq2 RM Model!

18. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
18
CAPTURE
PRESERVE
DELIVERSTORE
MANAGE
STORE WCM
RM
WF/
BPM
DM
Collab
Records Management:
One integrated Module of the Components Model
Records
Management
ECM

19. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
19
That was
the easy
Part!

20. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
20
The Software Industry moved on …
ECM was enhanced
to really cope with the
Challenges of “2.0”
whilst Records Management and
Electronic Archival are just in an
“experimental Phase” …

21. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
21
This is the
Challenge
This is the
Challenge

22. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
22
The positive Aspect is, thisThe positive Aspect is, this Wave has not
arrived in Records Keeping Centers and
Archives by now …

23. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
23
The Technology Challenge
Most „new“ Technologies do not care to provide
Objects suitable to become consistent Records
or to be archived properly …
Think about:
• Personalisation & Individualisation
• Blogs, Twitters, Instant Messages & Wikis
• Proprietary Formats for Multi Media Objects
• Mashups & distributed Ressources
• non-persistent URLs
• a.s.o, a.s.o, a.s.o.

24. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
24
The Technology Challenge
We might even have to come up with the
Discussion,
again,
if we need the Definition of Something like a
„Digital Original“

25. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
25
The Cultural Challenge
New Perceptions, how to generate and use
information.
Think about:
• Social Communities
• Digital Immigrants versus Digital Natives
• „Always Online“
• New Ways of Communication and Interaction
• Rights Management & Data Protection
• a.s.o, a.s.o, a.s.o.

26. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
26
The Cultural Challenge
We might even have to come up with
Discussions,
again,
about the Information Society and
Social Implications of what we are
doing.
And not to forget the Digital Addicts …

27. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
27
The Information Growth Challenge
Exponential Growth of Information and no
sufficient „Management“ of Information.
Think about:
• Uncontrolled Redundancy
• The Value of Information
• The growing Dependency of the Availibility
and Accurancy of Information
• a.s.o, a.s.o, a.s.o.

28. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
28
Lets have a Look
to some special
Records Management
Challenges

29. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
29
You may want to replace the term
„Records Manager“
with the term
„Archivist“ …

30. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
30
Records Managers love Metadata!
They are used to complex Data Entry Forms.
„2.0“-Users hate complex Data Entry Forms!
They want to trust in automatic
Categorization.

31. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
31
Records Managers are excellent in
structured Search!
They are used to Expert Search Forms.
„2.0“-Users hate complex Search Forms!
They love „Single Field Search“ á la „Google“
finding Everything Everywhere.

32. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
32
Records Managers are aware of the
Importance of Context Information!
They are used to spent hours to create
orderly Structures.
„2.0“-Users are lazy!
They don‘t mind where they are storing their
stuff.

33. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
33
Records Managers perfectly know to navigate
by Tree Views and Folder-Sub-Folder-Volume-
Hierarchies!
It‘s just about having Fun.
„2.0“-Users will loose temper when the Interface
doesn‘t work like a Media Library or Youtube!
Or they get bored and just stop to search what
they have been looking for.

34. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
34
Records Managers know about the Importance
of Selection and Disposal!
They work until late in the Night to keep their
Repositories clean.
„2.0“-Users know, that a 1-TB-Disk at the
Grocers Store is now only 100 €!
They believe, that there will always be enough
Space for Everything.

35. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
35
Records Managers are Specialists in regard
to determine the Value of Records!
They are working eagerly, to keep Information
accessible and available for all time.
„2.0“-Users have no idea about a record and
who might be responsible to store it safely!
Everbody gets Copies of Everything, so
Somebody will take care of it.

36. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
36
Records Managers are fond of their Fileplans,
Thesaurus, Taxonomies, Ontologies and
Classification Schemes!
They move even through 7 Levels of Hierarchy
to find the right Spot for a Note.
„2.0“-Users believe in Folksonomy!
If there are enough Users choosing the same
Tag, it can not be false.

37. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
37
Records Managers are prepared to learn hard
every Function of their RM Solution!
With extensive Training every Software Interface
can be turned into a usable Tool.
„2.0“-Users love their iPod!
If the User Interface is not sexy and works like
Facebook, they will just shut the Application
down.

38. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
38
Records Managers know by Heart (or by their
Retrieval System) the place of every Object!
They are in Control of Everything in the
Electronic Realm and in the World of Paper
Documents.
„2.0“-Users, the Digital Natives, started living
in a virtual World …
… and the Systems are no longer jailed in their
Silicon Cages. With RFID, Robotics, Cameras,
Sensors they are entering the Real World and
take over Control.

39. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
39
By the Way …
… a lot of DLM Forum Members are even
Senior Digital Immigrants.
… so, are we prepared for all of this?

40. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
40
Will future Historians call our Time
„The Dark Age of the
Early Information Society“?

41. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
41
Do not fear Darkness!
Remember
„The Tortoise & the Hare“

42. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
42
Do not fear Darkness!
Remember
„The Tortoise & the Hare“

43. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
43
Where are we
standing now
with MoReq2?

44. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
44
Everything is in Place
• Requirements online and printed
• Test Material available
• XML Schema finished
• Test Center Contract signed
• MoReq2 Governance Board established
• Translations & Chapter 0s coming in …
We can start to gather Experiences, initiate
Improvements and generate Acceptance.

45. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
45
So what could be
the next Steps
with MoReq?

46. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
46
… Usefullness
There is a Need to demonstrate the
Usefullness and Usability of MoReq2:
• Even a complex Structure can be easily used with
modern Software Architecture, Applications and
User Interfaces
• Used in the right Way, MoReq2 will help to save
Money and to increase Efficiency
• Not Everybody will need every Function.
Make the modular Approach work
• Systems must not only be capable of MoReq2-
Functionality, but must be able to support even
Office Workers with their daily Work

47. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
47
And the good Thing is:
MoReq2
can do!

48. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
48
… Concentrate on the
DLM Forum Assets
Combining the Competences
of Archives and Records
Management
For future Activities …

49. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
49
… a slight Return to the
MoReq2 Components Model
RECORDS

50. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
50
… Archiving
RECORDS
• Challenge of new formats
• Interfacing
• other Archive-centric topics

51. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
51
… Connectivity
RECORDS
• Testing the Interoperability
and Records Interchange
• XML Schema Evaluation
in Practice
• Pilots

52. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
52
… Expanding
RECORDS
• Enhancing the Optional
Modules
• Improving the Lifecycle

53. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
53
RECORDS
… Dissemination
• Training
• Education
• Building Reputation
• Bringing the Message to the
Private Sector

54. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
54
… Maintenance
We can not do Maintenance only
of the MoReq2 Standard
„for ever“.
Technology and the Use of Technology
are changing rapidly!

55. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
55
… Paradigms
We will need a Paradigm Change
in Records Management to
adopt technical and cultural
Change!
Or we will see a Paradigm Shift to
Somewhere, where we do not like to be!

56. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
56
RECORDS
and then …
• 2010 Scoping of MoReq3 ?
• 2013 Delivery of MoReq3 ?

57. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
57
RECORDS
… and with the next
Version we have to
break the Barriers of
traditional
Records Management!

58. ung
Dr. Ulrich
Kampffme
yer
GmbH
Breitenfel
der Straße
17
20251
Hamburg
www.proj
ect-
consult.co
m
©
PROJECT
CONSUL
T 2008
58
RECORDS… could be …

59. 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
59
Thank you very much for your Attention!
Dr. Ulrich Kampffmeyer
E-Mail: Ulrich.Kampffmeyer@PROJECT-CONSULT.com
Slides, Newsletter, Information ...
www.PROJECT-CONSULT.com