Managing Records in the Cloud Central Missouri Chapter Jesse Wilkins April 16, 2009

Agenda Introduction to Enterprise 2.0 Enterprise 2.0 technologies Enterprise 2.0 and the Enterprise Managing Enterprise 2.0 Tools Effectively

INTRODUCTION TO ENTERPRISE 2.0

Buzzwords 2.0 Education 2.0 Energy 2.0 Health 2.0 Library 2.0 Travel 2.0 Retail Hugh McLeod

Web 2.0 “Web 2.0 is the business revolution in the computer industry caused by the move to the internet as platform, and an attempt to understand the rules for success on that new platform. Chief among those rules is this: Build applications that harness network effects to get better the more people use them.” -- Tim O’Reilly, 12/10/2006

Web 2.0 Source: Joining Dots

Office 2.0 First described by Ismael Ghalimi in 2005 “Use of Web 2.0 for Office 1.0 tasks.” – Scott Deitzen, Zimbra

Office 2.0 “Web-based Software-as-a-Service” (Saas) – Dion Hinchcliffe

Office 2.0 “Working where you want, when you want, and being able to conduct real business.” –blognation Canada

Enterprise 2.0 “Enterprise 2.0 focuses on platforms companies can buy or build to make visible the practices and outputs of their knowledge workers.” -- Andrew McAfee, 5/2006

Enteprise 2.0 “Enterprise 2.0 is the application of the Web 2.0 technology and mindset within an organization.” --Mike Riversdale, E20 New Zealand Style, 2/2008

The 2.0 meme It’s all about me And my networks It’s open Emergent Fast And always on Source: Ray Sims’ Learning Connections blog 12

Web 2.0 characteristics An approach, not a technology Emergent structures Software as a service Information reuse Social networking Perpetual beta

In 1900 companies generated their own power In 2007 companies provided their own IT

ENTERPRISE 2.0 TECHNOLOGIES

Web-based Many different applications available Provide secure web-based access to Provide 1+ GB storage/user Allow 20, 50, 100MB attachments Forward to/from other accounts

Web-based office suites Many different applications available Fully-featured to fairly narrow –Generally compatible with common Office functionality May default to private or public

Blogs Project updates Organizational updates Status updates Customer communication Lessons learned Any other one-way communication 18

Wikis Knowledge base/customer service Meeting agenda and minutes Collaborative authoring and publishing Proposals and presentations Contract negotiation Collect and organize research 19

RSS feeds Subscription to updates from blogs, wikis Notification of system changes Competitive and market intelligence Publish organizational updates 20

Tags User-provided metadata Emergent Folksonomy

Social networks Expertise management Tap unknown resources Contact management Alternative to –That users are already using –That allows tagging, blogging, etc. 22

Mashups Connect two or more data sources using loosely coupled connectors –Combine sales data with maps –Combine shipping and order data –Provide customers with (non-sensitive) status monitoring 23

Mashup - Mapdango

ENTERPRISE 2.0 IN THE ENTERPRISE

What makes Enterprise 2.0 enterprise-y? Control over implementation model Standards support Security and identity Access to enterprise data Data quality Regulatory compliance

Not in our organization…. If you don’t like change, you're going to like irrelevance even less. --Gen. Eric Shinseki 11/8/

The bad news You can’t prohibit them –There are too many of them –They are constantly changing –IT has other fires to fight

The bad news They can be difficult to control –The “Shadow IT Dept”

Check your demographics!

So which ones are right for YOUR organization? How transparent are you? Do you share? Which ones are already being used? In other words, any of them….

The good news Many of the most commonly used 2.0 tools already track changes, versions, etc. –Wikis –Blogs

The good news Some tools need to be managed for efficiency rather than compliance –RSS feeds –Social bookmarking –Tags del.icio.us social bookmarking

The good news E20 tools use standard formats and interfaces XML, RSS SOAP, REST Open Document Format

The good news Most of them can be secured or set up to be private –Blogs –Wikis –Social networks –RSS –Web-based office –Web-based

The good news There are enterprise versions of every Enterprise 2.0 application –Hosted internally –Secured access, integrated into the identity infrastructure –Appliance-based

Compliance 2.0 Address in policies –Whether Web 2.0 solutions will be allowed –Which tools will be allowed or supported 37

Compliance 2.0 What type of information can be published Whether posts, etc. will be reviewed pre- or post-publication –The value of these tools is in making collaboration fast and easy, not slow and bureaucratic.

Compliance 2.0 Consider whether to implement versions inside the firewall Review SLAs with hosted providers to determine whether you can live with them

Compliance 2.0 Consider add-ons that can provide required compliance functions 40

Prohibition is not a realistic option Neither is ignorance

Questions? 42