JCD&E Records Management Prcoesses
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JCD&E Enterprise Content Management & Electronic Records Management Processes
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JCD&E Records Management Prcoesses
- 1. Unclassified Unclassified USJFCOM J9 1 Joint Concept Development & Experimentation ECM & ERM 7 Dec 2010 Jill Willmann Knowledge Management Joint Concept Development & Experimentation USJFCOM
- 2. Unclassified Unclassified USJFCOM J9 2 JFCOM and JCD&E/J9 Overviews Background Triggers Records Management Processes Challenges and Lessons Learned Way Ahead: ECM & ERM with Open Text Livelink Agenda
- 3. Unclassified Unclassified USJFCOM J9 33 The United States Joint Forces Command provides mission-ready Joint capable forces and supports the development and integration of Joint, Interagency, and Multinational capabilities to meet the present and future operational needs of the Joint Force. Joint Forces Command Mission
- 5. Unclassified Unclassified USJFCOM J9 5 Background Triggers Problem Statements • Policy Compliancy Ø DoDD 5015.2, DOD Records Management Program Ø CJCSI 5760.01A Records Management Program for Joint Staff & Combatant Commands • Information Overload & Information Retrieval • Storage costs Impacts more than just RM – Enterprise Content Management, Knowledge & Information Management – Information Security & Information Sharing – FOIA requests & Privacy Act info protection – Email & SharePoint – Library & Historical Collections – Training & Learning Management Systems
- 6. Unclassified Unclassified USJFCOM J9 6 Records Management Plan Jul 2010 May 2010 Apr 2010 Sep 2010 10-June-2010 Apr 2011 Mar 2011 Feb 2011Jan 2011 Dec 2010 Nov 2010 Oct 2010 May 2011 1 Jun 2011 2 Jul 2011 31 2 4 3 4 5 6 7 Dec 2009 Aug 2011 Sep 2011 Oct 2011 Phase III eRM DevelopmentPhase II: AuditPhase I: Project Prep 98 Phase IV 5 Jun 2010 Aug 2010 Inspection General inspection announced: Sep 2010 Personnel Transition: Contract Turnovers Aug & Dec ? ? ? ? ??? ?? ?
- 7. Unclassified Unclassified USJFCOM J9 7 Records Management Plan Phases q Create Records Management (RM) Plan q Prepare Content Owners, RM & Systems for Records Audit q Perform Records Audit q Identify & Organize Records q Develop RM taxonomy using CJCSM 5760.01 Chg 2 Bucket List q Develop JS Form 31 File Plans q Develop metadata iaw DoD 5015.2 q Develop eRM policies & procedures q Train Content Owners & Records Managers on RM & eRM q Migrate Records from portals & drives to eRM q Implement eRM policies & procedures q Provide Refresher Training & Support Phase II: Audit,& Organize Phase III: Develop eRM Phase IV: Impl eRM Phase I: Project Prep
- 8. Unclassified Unclassified USJFCOM J9 8 Way Ahead • Enterprise Content Management & eRM on- boarding, training & adoption • Identity Management/Access Control • SharePoint Integration/Email Archiving • Library and Collection Management • Training, Learning Management Systems & Digital Asset Management • Social Media (SM), Mobile Application Development & Centralized SM Data Repositories
- 10. Unclassified Unclassified USJFCOM J9 10 Challenges & Lessons Learned Gain Command RM sponsorship & stakeholder buy-in. Establish policy & processes. Identify resources & sponsor training. Requirements documentation & Scope definition Resources: Leverage KM & those who've had previous RM expertise. Prototype ECM/ERM & implement “Train the trainer” practices at lower levels before implementing enterprise-wide. Standards: Leverage industry standards (e.g., DoD 5015.02, MoReq2, ISO 15489 (RM ), ISO 23081 (RM Metadata), ISO 15836 (Dublin Core Metadata). Build Local Partnerships: RM, Engineering, Information Assurance, Information Security, Business Process Management & ECM. Front office support, Librarians, Archivists, Historians & Knowledge Management advocates. Network outside your agency: NARA, Joint Staff, DoD, state & local government agencies, CIOs, CTOs, CKOs, Chief Integration Officers, Special Libraries Association (SLA), Library of Congress, British Library & conferences like Open Text Content World, MoReq 2010, Information & Records Management Society & ARMA 2010. Continuous Learning: NARA, ARMA, SLA, Service Records Management training & certification. Economics drive integration: Adapt or die.
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- The United States Joint Forces Command Mission Statement is unique among US Combatant Commanders It has three distinct elements: First, we are charged with providing “mission ready” joint capable forces. This means we must develop the right mix of Service forces, ensure they are trained and ready to operate together as a joint unit, and provided with the right capabilities to get the job done. The next element charges us with development and integration of capabilities that allow not only our Service branches to operate together, but also factor in our need to operate with our multi-national partners, like you, as well as other government and non-government organizations. Finally, the last element charges USJFCOM with meeting the present and future operational needs of the Joint Force. This means we must continually strike a balance between supporting our fight today, and ensuring we continue to place the right effort on developing the force for tomorrow’s challenges.
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- Army definition of knowledge management The art of creating, organizing, applying, and transferring knowledge to facilitate situational understanding and decision-making. Knowledge management supports improving organizational learning, innovation, and performance. Knowledge management processes ensure that knowledge products and services are relevant, accurate, timely, and useable to commanders and decisionmakers DRAFT <number>