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IRMS Conference 2017

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Breakout C2 - Become an Information Hero

Saturday, 18 May 2013

 Breakout C2

Become an Information Hero, Master your Dark Data

Gareth Meatyard, NUIX

Gareth informed us how to become an Information Hero and how to master our dark data..
He highlighted that organisations with a 'catch all' retention schedule that is used for all data is a nonsense, you can't simply apply this to petabytes of data  without understanding what the information is;
  • Is it duplicate information? Organisations spend millions on information that we don't even need to return.
  • Is the information presenting a threat to the business? Is it sensitive or can we get sued for mishandling it?
  • Is the information of value to us? Is the information valid and is it useful to the business? Can senior leaders derive value from it in a timely and accessible way? 
These key questions are more relevant than ever in the Big Data space.
The majority of practitioners working in this space will highlight that their issues are mainly focused around knowing and understanding what information resides within their organisation, understanding the threats that it presents and the business requirements for its use.
Practitioners are the people best placed to help organisations understand what their information can do for them and advise on the data retention requirements that need to be considered. They are knowledgable and experienced in the definition of classification schemes and taxonomies that enable the identification of data and information and enable sits reuse. 
This applies more than anything to the dark data, the stuff that sits beyond structured and managed information systems on G:Drives and in email accounts. Releasing the potential of this information is an enterprise wide challenge and one that presents itself to the information and records manager in your organisation.
We need to see IT as a productivity tool, used by information professionals to classify and clean up the data. Historically we've taken the data and classified it but new tools enable us to take the taxonomy and apply it to the data across the enterprise and enable us to know what we have, recognise the value in the information asset and retain only what we need to minimise costs and reduce threats. 
The skills you have as an information professional are those most in demand by your organisation, this makes you an information hero - you just need a voice. 

Breakout B4 - Big Data in a Regulated Industry

Saturday, 18 May 2013
Breakout B4

Big Data in a Regulated Industry

Paul Finnes, Credit Suisse and Kate Javes, HSBC

The second breakout of the day for me was presented by Paul Finnes, Credit Suisse and Kate Javes, HSBC and focused upon Big Data in a Regulated Industry which was significant to me as a member of a Financial Services organisation but is also relevant to all Information and Records Managers where a regulator will oversee and scrutinise the work of their organisations.

Law and Legislation is constantly in a state of flux and this is an additional constraint for the professionals working in any industry that is regulated and needs to be considered when defining the policies and controls and the training and guidelines that ensure that information is managed, by those who capture, create and use information in line with legal obligations and compliance expectations. 
Big data has always been around, it's just getting bigger and bigger, regulation such as Solvency II requires that financial services organisations identify records of all business transactions and when you stop and think about what that really means for an organisation in an industry such as Financial Services, it highlights how enormous a task that can be.
Key issues are 
  • Where is it?
  • Who owns it ?
    • (Both especially complicated when organisations merge and separate)  
  • How do we get to it?
  • Do we need it?
The big question is what value does it give to the business and how we align policies that enable realisation of its value by the business whilst conforming with these Regulatory expectations?
The information challenge for a large organisation is always large, it includes the forms completed by customers, the data aggregated from the various interactions an organisation has with their customers and supplier and for some organisations this is literally billions of lines of data.
The other challenge is that the bigger an organisation becomes, the more silo'd they can be, these aren't necessarily geographical boundaries but divisional ones; often Legal and Compliance, IT, IS and Risk Management have a view or have policies that crossover into the management of information and can impact compliance with regulatory expectation. 
Communication, education and advocacy is increasingly important for IRM practitioners, they have an increasingly significant role to ensure that the CEO as well as those who capture and create information understand the value of good Information and Records Management as well as their liability should things go wrong. It's becoming more usual for failure to comply with legislation to bring with it the threat of prison sentences as well as significant fines and many senior managers are unaware of this.
A strong leader and senior sponsorship is essential when gaining traction for these issues in any organisation but its the responsibly of the Practitioners to ensure that their leadership is aware and informed. It's also essential that relationships are managed well and that everyone involved is engaged and work with subject matter experts to ensure that information is available for use, is managed in accordance with their regulatory expectation and that everyone involved is aware of their responsibly for the information iChat they manage...
Paul and Kate are part of the IRMS Financial Services Group.






Breakout A4 - Adapt or Die

Saturday, 18 May 2013

Breakout A4

Adapt or Die: Is Records Management still relevant in a World of Big Data

Christian Toon, Head of Info. Risk

Iron Mountain Hosted Session 


Adapt or Die.... 

...possibly the most menacing session title I've seen at a conference. 
Death of Records Management is a real threat in many organisations as Information explodes within the business environment, much of which is driven by IT and IT systems, but much of which we are losing control of. 
Darwin, in his theory of evolution, stated that its the most responsive species that survives.. And so the question is how should Information and Records Managers respond to the changes that affect our organisation and impact our profession. 
Processes are paper and digital; organisations operate in paper based and digital environments, knowledge and badness intelligence is buried in structured and unstructured information sets. 
Adding to the complexity of this is the issues of silo's and conflicting priorities and competition between business areas which hinders agility and aggregation of intelligence. 
There is also the age-old issue of efficiencies; how much time is lost trying to find things within an organisation? (And how much market opportunity is lost because of the inability to inform development and growth strategies?)
Information is high volume and is increasing, every day we generate and consume incredible volumes of data. Technology fundamentally changes the information landscape within organisations and businesses; Board level Managers have a high demand for information, business intelligence and analytics, delivered through a diverse range of devices. 
Our roles as information and record managers is pivotal to supporting this demand.
Information and Records Managers must find their voice and help bring about change and lead their organisation as they move toward becoming a high performing organisation that is confident in the information that they use and rely on for their critical decision making and business processes. 
An organisation must recognise its corporate information responsibility and Information and Records Managers must recognise their role in that.
Iron Mountain produce some fantastic insight through their research and whitepapers; at Conference they are sharing the opportunity to use their 'Rank your Risk' tool which enables you to understand how your organisation aligns to your peers. If you're here, be sure to visit their stand- if not, subscribe to the IRMS blog where we will be featuring Iron Mountain and their response to some of these key issues within our sector. 


Keynote 3 - BBC Big Data Open Data

Saturday, 18 May 2013

Keynote 3

BBC Open Info and Big Data

Tony Ageh, BBC Archive Development

Tony Ageh is the controller of BBC Archive Development and provided us with the first keynote of day 2 of conference.
The BBC create, collaborate and share data and information of any shape, in any format and of any size and are aiming to transform the UK digital creative archive to create a 'digital public space'.
He highlighted the BBC must link to the open semantic web if it is to fulfil its mission to ensure that information is open and is as available as possible; the best way to do that is to ensure that the data is in the best shape that it can be.
The BBC recognise that the UK is probably the largest source of open and big data, we just don't know it yet!
Whilst there is a reluctance to let go of your data, it is necessary if we are to move forward and it is possible to do so under licence to retain an element of control of the data. 
Tony did state though that its essential that we do share, he highlighted that the public essentially own the data of the BBC,  after-all it was them who paid for its production in the first place!
He highlighted that the BBC and British Archive are fairly forward thinking in that respect; the BBC is working with those in formal education to enable access to education resources for those in the education sector. Currently working with JISC and others, these building blocks are setting the foundation for a revised approach that will underpin the next set of BBC principles.
The BBC manages a huge archive and one of the largest records collections in the world but recognises that working in a collaborative way with other partner institutions to unite the BBC archive with others is the best way to get to this Digital Public Space. 
Digital Public Space is used an umbrella term to capture the principle of this open and shared information, and everybody has a role to play in this. The real power of the digital public space is people building their own collections, working with open protocols, emulating the collaborative spaces that already exist like Wikipedia to create.
Meta data is essential to making sense of this, the data model that underpins this is the key to the success as well as managing the various constraints,  ownership and privacy obligations that need to be observed. 


Keynote 4 - Don’t shoot the Messenger! Hi, my name is Chris and I’m a technologist

Friday, 17 May 2013

Keynote 4 

Don’t shoot the Messenger! Hi, my name is Chris and I’m a technologist 

Chris Davies, Intelligence Ltd

Hello Chris, I am glad that you're a technologist and I am glad that you I have shared your insight into the world of technology and shown so many of my information and records management colleagues the link between information and records management and why it is so relevant to us. 

It's something that I realised a long time ago and something that I always consider when considering the information challenges in businesses and organisations. 
Chris highlighted to us that Big Data as a means of describing the challenge that is making the best use of our  information is the biggest understatement ever. 
We have billions of bytes of data, this conference has featured so, so many references to the byte count that is currently in use, we should be calling it Mega Data or something more appropriate to the scale of the information that we have access to. 
Technology enables us to create infinite data and for a long time we've wrestled with the solutions to this problem; as quickly as we are trying to manage it though, technology companies are working on more and more options for us to create, share and store information and many more ways to store it. 
Chris showed us the ways in which technology tries to predetermine what we want to do and scuppers all kinds of good work that information and records managers undertake to ensure that their information is usable by specific audiences or users and it was fascinating to hear about the way in which technology itself shapes our use. 
This is a real challenge for all information and records management professionals but is also a real issue and challenge for all of us, for everyone that creates, uses and consumes data and information. 
Fascinating final keynote session and was great to learn more...



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