JesseWilkinsPresMarc h2007

Finding Solutions: Teamwork for IT and Records Management: 

Finding Solutions: Teamwork for IT and Records Management Jesse Wilkins March 6, 2007 ARMA Wyoming Spring Seminar

Agenda: 

Agenda Implementing an ERM Program The Role of IT and Records Managers in Managing Electronic Documents and Records Enterprise Content Management: Capture Emerging Electronic Records: Instant Messaging, Blogs, Wikis, RSS

Your Check Has Cleared – Now What?: 

Your Check Has Cleared – Now What? Jesse Wilkins March 6, 2007 Implementing ERM

Agenda: 

Agenda Before You Begin Project Roles Communication, Communication, Communication Process and Technology Issues The Pilot Program

Before You Begin: 

Before You Begin

Before you begin: 

Before you begin Project management ERM standards and policies Processes and procedures Job aids and tools

Project management: 

Project management Assemble an effective project team Include stakeholder, user points of view Identify priority vs. other projects Identify priority within project

Project management: 

Project management Develop the scope of the project Include input from key stakeholders Identify all the required tasks

ERM standards and policies: 

ERM standards and policies Develop standards and policies Information ownership Acceptable usage Access and sharing Security Information governance Preservation and disposition

Processes and procedures: 

Processes and procedures Ingestion of information into repositories Records declaration Search and retrieval of information Retention of information through the lifecycle Backups Disposition of information Migration and preservation

Job aids and tools: 

Job aids and tools Metadata models Taxonomies and controlled vocabularies Business classification schemes Records retention & disposition schedules Templates and checklists Decision trees Finding aids

Project Roles: 

Project Roles

The Project Team: 

The Project Team Project team roles and responsibilities Key stakeholders and contributors Vendors’ role in the implementation Consultants’ role in the implementation

Makeup of the project team: 

Makeup of the project team Project sponsor Project manager IT Records management Subject matter experts User point of view

Project Team Responsibilities: 

Project Team Responsibilities Scheduling of deliverables How long does it take to….? Review of inputs to their deliverables Dependencies Produce deliverables Bottom-up, not top-down Reality checks

Key stakeholders and contributors: 

Key stakeholders and contributors Executive board IM governance board/committee Legal Business unit managers ERM administrator Training and documentation

Vendors’ role in the implementation: 

Vendors’ role in the implementation Provide the hardware and software May provide integration with other applications Deep expertise can augment IT support Provide technical training May assist in moving data into the repository Important to do due diligence and have oversight!

Consultants’ role in the implementation: 

Consultants’ role in the implementation Perform implementation oversight, requirements validation Provide technical, process training Assist in conversion efforts Assist in developing policies, processes, procedures Need to understand their role and scope Need access to processes and people

Communicating with key stakeholders: 

Communicating with key stakeholders Different messages for different audiences Tone at the top Get a champion Approaching other departments End users and diplomacy Communicate, communicate, communicate Be flexible

Process and Technology Issues During Implementation: 

Process and Technology Issues During Implementation

Process and technology issues: 

Process and technology issues Change control Architecture and infrastructure Integration Change management

Change control: 

Change control Most requests for change come during implementation and acceptance testing Important to have a change control process Scope creep The “iron triangle”

Architecture and infrastructure: 

Architecture and infrastructure IT infrastructure will impact the way the EIM solution is implemented Databases Clients and servers Identify existing IT infrastructure Identify network architecture Identify network security model Domains and firewalls Distributed computing

Integration: 

Integration Integrating various components of EIM Different vendors Same vendor! Integrating EIM and line of business systems May require custom code Difficult to test until implementation Often work is done by vendor, ISV, or consultant

Change management: 

Change management Different aspects of change Technical change Structural change Cultural change Fear of change? Communication is the key to managing change Up and down the organizational chart

The Pilot Program: 

The Pilot Program

Why do a pilot in the first place?: 

Why do a pilot in the first place? To determine if the solution will meet the organization’s business needs Especially in their unique environment To identify and reduce technical risks To develop new procedures and training To develop or confirm metrics To gain user acceptance of the new solution

How do we do all that?: 

How do we do all that? DO a pilot Ensure the pilot is realistic Make the pilot extensive enough to be meaningful Breadth and number of users Information (classes and amounts) Set success criteria

Setting the scope of the pilot: 

Setting the scope of the pilot Choice of locations and groups Choice of functionality Choice of individual users Choice of information types and classes Selecting the starting point Timeline

Selecting the starting point: 

Selecting the starting point Most critical information Most sensitive information Biggest painpoint Most receptive to change

Timeline: 

Timeline Long enough to be meaningful Short enough to be manageable Users should see progress Phased approach for longer pilots

Evaluating the pilot: 

Evaluating the pilot Gather appropriate metrics Time to install, configure EIM system User acceptance of the system Efficacy of processes and procedures Time required to perform work tasks Breadth, depth of coverage of tasks Efficacy of training Solicit user feedback Help-desk analysis

Benefits realization: 

Benefits realization Metrics from the pilot affirm or dispute the assumptions made during the business case Identify any unexpected gaps and address them Identify lessons learned during the pilot Identify unrealistic expectations of pilot-area users and identify strategy for correcting them

Next steps: 

Next steps Identify and make required changes to processes Identify and make required changes to system functionality Identify additional training requirements Begin the full implementation within the selected area Identify the next pilot area

The Role of IT and Records Managers in Managing Electronic Documents and Records: 

The Role of IT and Records Managers in Managing Electronic Documents and Records

Agenda: 

Agenda A record by any other name… RM vs. IT: The way the world looks RM and IT: Partnering for success Recommendations for bridging the gap

A record by any other name…: 

A record by any other name… Record Document Archive Email management Records management

Record: 

Record RM: information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business IT: A group of related fields that store data about a subject (master record) or activity (transaction record). A collection of records make up a file. Source: TechEncyclopedia.com

Definition for “public record”: 

Definition for “public record” 9-2-401. Definitions "Public record" includes the original and all copies of any paper, correspondence, form, book, photograph, photostat, film, microfilm, sound recording, map, drawing or other document, regardless of physical form or characteristics, which have been made or received in transacting public business by the state, a political subdivision or an agency of the state. Source: State of WY 9-2-405

Classifications of public records: 

Classifications of public records 9-2-405. Classifications of public records. (a) Public records shall be classified as follows: (i) Official public records include: (A) All original vouchers, receipts and other documents necessary to isolate and prove the validity of every transaction relating to the receipt, use and disposition of all public property and public income from all sources whatsoever; (B) All agreements and contracts to which the state or any agency or political subdivision thereof is a party; (C) All fidelity, surety and performance bonds in which the state is a beneficiary; (D) All claims filed against the state or any agency or political subdivision thereof; (E) All records or documents required by law to be filed with or kept by any agency of the state; and (F) All other documents or records determined by the records committee to be official public records. Source: State of WY 9-2-405

Document: 

Document RM: recorded information or object which can be treated as a unit All records are documents, but not all documents are records IT: The individual electronic objects on servers, workstations, and laptops, such as PDF, Word, etc.

Archive: 

Archive RM: The documents created or received and accumulated by a person or organization in the course of the conduct of affairs, and preserved because of their continuing value. The building or part of a building in which archives are preserved and made available for consultation; also referred to as an archival repository. IT: Offline or backup storage, e.g. to tape or optical media Might include offsite storage of backup media

Email management: 

Email management RM: Email messages must be managed according to content - & therefore declared as records Which may mean print & file today IT: Sets up and ensures access to inboxes Manages storage & access control Backups & availability

Records management: 

Records management RM: 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 IT: Keeping the systems running, available, and backed up

Records Management vs. Information Technology: The way the world looks: 

Records Management vs. Information Technology: The way the world looks

RM vs. IT: the way the world looks: 

RM vs. IT: the way the world looks Electronic records are not managed the same way, or as effectively, as analog IT plays the dominant role in electronic records projects Records managers are losing their influence as electronic RM emerges – while the role of IT in these initiatives is increasing. The Role of Electronic Records Management in North American Organizations, Forrester Research, 2004

RM and IT: 

RM and IT “IT is RM’s most important stakeholder – even more important than legal. No significant RM initiative can even be attempted – let alone successfully accomplished – without a close partnership with IT.” – David O. Stephens, CRM, FAI

Electronic records management: 

Electronic records management 61% IS/IT responsible for day-to-day management of electronic records 70% do not believe IS/IT understands lifecycle of electronic records 43% do not believe their IS/IT staff realizes the need to migrate electronic records to comply with retention policies Electronic Records Management Survey: A Renewed Call to Action , Cohasset Associates, 2005.

Electronic records management cont’d: 

Electronic records management cont’d 99% believe process will be important to future litigation 49% not confident they can demonstrate accuracy of ERM processes later Who owns retention policies for archives and backups: RM: 32% IT: 39%

RM vs. IT cont’d: 

RM vs. IT cont’d

RM vs. IT cont’d: 

RM vs. IT cont’d

RM vs. IT cont’d: 

RM vs. IT cont’d

RM vs. IT cont’d: 

RM vs. IT cont’d

Key concerns for both RM and IT: 

Key concerns for both RM and IT Providing efficient access to information Versions Silos Containing costs Providing effective response to audit or litigation Ensuring integrity of electronic records Now and in the future

The bottom line: 

The bottom line Both RM and IT manage information for the organization When RM and IT aren’t on the same page, bad things happen Worldcom Morgan Stanley And any number of operational challenges The increasingly electronic world means RM and IT must collaborate effectively!

Records Management and Information Technology:  Partnering for Success: 

Records Management and Information Technology: Partnering for Success

Records processes and IT systems: 

Records processes and IT systems General principles Inventory Classification Storage and preservation Disposition

General principals : 

General principals It is difficult to “bolt on” records management to an existing solution Different repositories Different taxonomies Different granularity of access controls More effective to gather and define requirements early enough to build records processes into IT systems Or select systems that can do it already TANSTAAMB

Inventory: 

Inventory What do you have? Paper vs. electronic Record vs. nonrecord vs. data Specifics Where is it? Records center Data center/servers Decentralized/desktop Group storage This MUST be a joint effort!

Taxonomy and classification: 

Taxonomy and classification RM cannot declare and classify all records manually Users won’t classify if it’s difficult or time-consuming Automated classification tools can help Streamline the taxonomy and classification

Taxonomy and classification cont’d: 

Taxonomy and classification cont’d RM: creates the taxonomy and the classification scheme IT creates workflow around the classification scheme IT ties classification scheme to retention rules ERMS RM and IT review and iterate through the rules

Storage and preservation: 

Storage and preservation Electronic records are fragile Media Hardware Software Content, structure, context Some compliance regimes require certain types of storage Many records have to be accessible for 5, 50, 500 years

Storage and preservation cont’d: 

Storage and preservation cont’d Records managers know the retention requirements Including those records that must be maintained in analog format Longevity requirements IT can translate to technology requirements Systems, configurations

Storage and preservation cont’d: 

Storage and preservation cont’d Records kept longer than 5-10 years will need to be migrated From older systems to newer ones From older or proprietary formats to newer, more standardized ones From older media to newer ones Migrations need to be verified IT has tools to assist with both of these A note on encryption and passwords

Why disposition?: 

Why disposition? The more stuff on the network and in systems, the more to back up And the more to restore And the more to review and produce in response to audit or litigation And the worse IT systems perform IT’s historical approaches: Quotas and purges Buy more storage “Archive” to backup media

Disposition: 

Disposition Records should be disposed of at the end of the records lifecycle Deleting an electronic record doesn’t always delete it Pointers Temp directories Multiple copies on the network Multiple renditions Backups Email as filing cabinet

Collaborative approach to disposition: 

Collaborative approach to disposition Records puts the framework into place Retention schedule IT can automate the disposition process But systems need to include failsafes and capability to place and lift legal holds Once RM identifies the records to be disposed of, IT disposes of them Unrecoverably A note on backups

When disposition isn’t an option: 

When disposition isn’t an option Some records must be kept permanently Others must be kept for a really long time Legal holds put a halt on disposition Backup cycling Server logs Email systems RM and legal identify the what, IT the how

Recommendations for bridging the gap: 

Recommendations for bridging the gap

General recommendations: 

General recommendations Establish cross-functional teams to create policies, address issues IT RM Legal Business (LOB managers, executive team) Identify business and technical requirements Iterate through key deliverables Change management!

Recommendations for IT: 

Recommendations for IT Learn the basics of records management Understand and apply lifecycle management practices to electronic records and systems Ensure that hold orders are applied to all applicable systems, documents, data, backups Ensure that information is destroyed at the end of its lifecycle

Recommendations for IT cont’d: 

Recommendations for IT cont’d Work with RM to identify migration issues and requirements for electronic records Hold backup media only as long as required for disaster recovery purposes Identify tools for automating records processes Classification and categorization Look for systems that include required recordkeeping functions as identified by RM

Recommendations for RM: 

Recommendations for RM Reach out to IT proactively Add records requirements to IT’s RFPs Work with IT to set system configurations Review classification scheme and retention schedule with IT In particular for IT-unique records Be flexible It can’t all be done today Beware of “Chicken Little” syndrome

Recommendations for RM cont’d: 

Recommendations for RM cont’d Learn about technologies and their impact on the records program and practices Imaging (CompTIA CDIA+, AIIM) Storage (SNIA) Email Scan the records & technology horizons Automatic classification & categorization Electronic records management Digital rights management

Enterprise Content Management: Capture: 

Enterprise Content Management: Capture

Agenda: 

Agenda Capture Defined Paper-based Capture Technologies Born-Digital Capture Technologies

Capture Defined: 

Capture Defined Tools and techniques to move content – paper or electronic – into a content repository for reuse, distribution, and storage Enables more effective management of electronic content Document capture Data capture

Paper-Based Capture: 

Paper-Based Capture

The Capture Workflow: 

The Capture Workflow Document preparation Input/capture Recognition Quality control Indexing Output

Document preparation: 

Document preparation Often overlooked, but vital piece of system! Removing from folders, binders Removing staples, binder clips, paper clips Flattening folded/crumpled documents Sorting and batching Inserting separator sheets Applying barcodes Copying off-sized or damaged documents

Input/capture of paper: 

Input/capture of paper Paper characteristics Scanning Recognition technologies Forms processing e-forms processing

Paper characteristics: 

Paper characteristics Single- vs. double-sided Size Weight Plain-paper vs. thermal Color Multi-part forms

Scanning: 

Scanning Can capture images as bitonal, grayscale, color File size depends on color, resolution Resulting images require indexing in order to retrieve them Some scanners support output to PDF Image vs. text-based

The scanning process: 

The scanning process Light is cast on the image Light converted into electrical charges by CCD converted Charges into digital format Image may be converted into bitonal Image may be compressed Image stored temporarily Image is displayed and quality checked Image released to more permanent media

Scanners: 

Scanners Physical configuration Simplex and duplex Flatbed Sheetfed Overhead Automatic document feeder Large-format Film scanners

Creating index information: 

Creating index information Data entry (heads-up/heads-down) Field edit OCR, ICR, OMR MICR CAR/LAR Barcode recognition Patch codes Forms processing

Optical Mark Recognition: 

Optical Mark Recognition Detects presence or absence of markings in a regular layout Standardized tests Checkboxes Recognition can approach 100% Only able to detect presence or absence Also called mark sense

Optical Mark Recognition: 

Optical Mark Recognition Includes constrained hand print

Optical Character Recognition: 

Optical Character Recognition OCR engine analyzes pattern of data on form to recognize character as letter, number, symbol, etc. Results vary greatly by quality of original form, font, size, scan resolution, etc. Support for OCR of color documents varies widely Accuracy 95%-99% Works best for machine print and standard fonts

OCR cont’d: 

OCR cont’d May be applied to entire page (full text) May be applied to one or more zones Only portion(s) of the image OCRed Zones used for OCR, ICR in processing forms Zones can be defined in advance (OCR) or on the fly (ICR) Problems can occur if scan resolutions don’t match

Example of Zone OCR template: 

Example of Zone OCR template

Intelligent Character Recognition: 

Intelligent Character Recognition Often used for constrained handprint Voting - uses different recognition engines to recognize a character, then compares results Neural net – the engine “learns” with repeated exposure Approaches 100% accuracy for machine print Some engines work with handwriting as well

ICR – constrained handprint: 

ICR – constrained handprint

Barcode Recognition: 

Barcode Recognition Data represented as a series of thick and thin lines Accuracy approaches 100% Can be used to separate documents or batches, or to fill in data or metadata Also available in 2D, capable of storing much higher amount of data 2000 or more characters of data

Barcode Recognition: 

Barcode Recognition

Magnetic Ink Character Recognition: 

Magnetic Ink Character Recognition Ink impregnated with iron oxide to provide magnetic field Specific fonts used in combination with magnetic ink to generate recognizable magnetic pattern More secure because photocopies do not have magnetic ink/magnetic field

Courtesy and legal amount recognition: 

Courtesy and legal amount recognition CAR – recognition of the numerals on the amount of a check LAR – recognition of the text description of the amount of a check Where they differ, item flagged as an exception and/or LAR takes precedence Fair accuracy because only 33 words to recognize in LAR field

CAR/LAR: 

CAR/LAR Courtesy Amount Legal Amount MICR

Forms Processing: 

Forms Processing Forms are structured documents designed to elicit information in standardized way Reduces the need for manual data entry Often characterized by high volumes Uses many of the recognition technologies described E-forms can be processed electronically, without printing/scanning

Intelligent document recognition: 

Intelligent document recognition Used to automatically sort, classify, and route electronic forms Uses rules to search the form for desired data May use regular expressions to find data based on format of field

Capturing Born-Digital Information: 

Capturing Born-Digital Information

Capturing Born-Digital Information: 

Capturing Born-Digital Information Office Documents Fax Capture COLD/ERM

Office documents: 

Office documents Word processing, presentation, spreadsheets, Adobe PDF files, etc. May include project files, CAD drawings, etc. Application ingests documents Generates full-text index of their contents Provide standard, custom profile fields Many document imaging/document management systems provide lightweight viewers

Fax Capture: 

Fax Capture Faxes can be scanned into repository Plain paper produces MUCH better results than thermal paper! Fax server: capture the faxes electronically Better quality for viewing captured documents Better quality for extracting data Automatic routing based on addressee, sender, phone number, etc.

COLD/ERM: 

COLD/ERM Used to extract information from mainframe and line of business applications Different systems can ingest ASCII text, EBCDIC, PCL, PDF, Metacode, AFP Parse the line data to extract individual records Apply a forms overlay to the text record to recreate the look of the statement or invoice Full-text searchable

COLD data: 

COLD data

COLD with overlay: 

COLD with overlay

Optimizing the Capture Process: 

Optimizing the Capture Process

Selecting the right scanner: 

Selecting the right scanner Daily volume Peak processing requirements Back file conversion Doc prep requirements Different ways to calculate volume All factors involved must be considered LABOR! Full-time scanner operator vs. imaging clerk

Drop-out colors: 

Drop-out colors Certain colors dropped out during scan Often used for forms processing Save space Improve recognition Different scanners support different colors

Image enhancement: 

Image enhancement Adaptive thresholding Cropping Deskew Despeckle Dithering Edge detection Inverting Rotating

Networking principles for imaging: 

Networking principles for imaging Display images as thumbnails Move images during off-peak hours Configure network for peak traffic Move images by sending media Upgrade network (10MB – 100MB – GB) Use bridges and routers to manage traffic Do image writes during off-peak hours

Instant Messaging, Blogs, Wikis, and RSS: 

Instant Messaging, Blogs, Wikis, and RSS

Agenda: 

Agenda Instant messaging Blogs Wikis RSS

Instant messaging agenda: 

Instant messaging agenda Basics of instant messaging Impact instant messaging has had on the workplace IM issues for records managers Identifying “IM records” How to manage IMs as records Enterprise instant messaging and the records manager

Basics of instant messaging: 

Basics of instant messaging Consists of a client and a server IM server does several things Transmits messages between recipients Serves as a “presence server” to let individuals know when their contacts are online and available Capability to “store and forward” instant messages Client used to indicate presence, send messages, manage contacts

IM tools and presencing: 

IM tools and presencing

Where is IM today?: 

Where is IM today? 11.4 billion instant messages sent per day More than 45 billion per day by 2008 Predicted to surpass email usage by 2007 400 million users worldwide 93% of organizations use IM 34% of current traffic is business-related Most IM networks support audio, video Most IM networks support file transfer Most IM networks are not managed

The four stages of IM: 

The four stages of IM Unfamiliarity “We don’t use IM – that’s for my kids!” Prohibition “Use of IM is grounds for dismissal” Acceptance “Don’t do evil” Optimization Compliance, efficiency key goals

IM business issues: 

IM business issues IM is informal IM can be difficult to retain Decentralized nature May require users to “turn on archiving” One-to-one – and saves entire conversation IM can bypass content, attachment filters IM systems don’t play nicely together

Retention: 

Retention

Retention cont’d: 

Retention cont’d

The “recordness” of instant messages: 

The “recordness” of instant messages Records… Document a business decision Acted upon by the organization Include attachments that are records Original message sent or received Or not… Not all IM are records IM is not a series Frequently transitory, inconsequential

Record…or no record?: 

Record…or no record?

First step for handling IM: 

First step for handling IM Prohibit it!

Why prohibition doesn’t work: technology: 

Why prohibition doesn’t work: technology Easy install Can't block "server" URLS, IP addresses because dynamically allocated and cached Port-seeking behavior Simulate TCP connection to IM service using HTTP and polling Web-based IM clients: MSN Web Messenger, Yahoo Web Messenger, Google Talk, meebo, many others

MSN Webmessenger: 

MSN Webmessenger

meebo: 

meebo

Why prohibition doesn’t work: culture: 

Why prohibition doesn’t work: culture Employees use it for legitimate reasons Informal and real-time Presencing Email overload Customers want it! See above

Top 5 steps for handling IM effectively: 

Top 5 steps for handling IM effectively Update policies to address proper usage Train users on the policies Audit and review adherence to the policy and address gaps Implement IM gateway or enterprise instant messaging Export IM traffic to archival or records management application

Enterprise IM options: 

Enterprise IM options Gateways: Provide retention and auditing capabilities for commercial IM such as AIM, ICQ, YIM, MSN May provide some interoperability among clients Audit usage, compliance with usage policies Enterprise instant messaging (EIM): Generally provide own IM capabilities – and everyone on the same client Tighter integration into directory services Much more granular control over functionality and usage

Enterprise IM solutions - examples: 

Enterprise IM solutions - examples Gateways: Akonix L7 Symantec IMLogic Facetime IMAuditor CipherTrust IronIM EIM solutions: IBM Lotus Sametime Microsoft Live Communications Server IMiN JabberNow

Minimal RM requirements for IM solutions: 

Minimal RM requirements for IM solutions Capture and store all messages and attachments Preferably as threads Full-text search capability across all messages Identity management IM compliance auditing, including intraorganizational and outgoing

Blogs, Wikis, and RSS, Oh MY!: 

Blogs, Wikis, and RSS, Oh MY!

Blogs, Wikis, and RSS, Oh My!: 

Blogs, Wikis, and RSS, Oh My! Basics of Blogging Wiki-Wiki Really Simple Syndication What’s next…

Basics of blogging: 

Basics of blogging Started as online diaries Hides complexity of Web publishing Collaborative and may allow for comments Easy to link to other pages Centralized - one person or group posts, others can only read the posts (and perhaps comment) Lots of tools available

Blog Records Management (BRM): 

Blog Records Management (BRM) If the CEO is blogging, is it a record? Maybe. Most blogging systems support basic content management capabilities Review comments periodically Or consider turning them off Track changes to postings, comments Document reason for changes

The Seattle ARMA blog: 

The Seattle ARMA blog

Technorati – the blog search engine: 

Technorati – the blog search engine

Wiki-Wiki: 

Wiki-Wiki Allows collaborative editing of content Easy to add content Easy to correct mistakes Hides complexity of HTML from users Wikipedia: 1.6M articles in English alone Wiktionary: 100,000+ definitions

The business case for wikis : 

The business case for wikis 50% of organizations will use wikis to collaborate by 2009 Reduces email (and attachment spam!) Project management Collaborative authoring

Wikis and RM: 

Wikis and RM Wikis are excellent for collaboration on records management policies, procedures, RRS, etc. Changes tracked automatically Need to save logs of changes Periodically may need to review/clean up “Spam” comments/articles Outdated materials

Wikipedia: 

Wikipedia

Wikipedia cont’d: 

Wikipedia cont’d

WikiHow: 

WikiHow

Capturing changes: 

Capturing changes Change-level capture Document-level capture Already supported in many office applications Includes document management functionality Annotation capture Could be document- or application-based Session capture Some vendors support this But is it required?

Change-level capture: 

Change-level capture

Really Simple Syndication: 

Really Simple Syndication Make changed items readily available Uses XML to store information, metadata Makes it easy for users to find your content Repurpose the data Most blogs and wikis support RSS natively May need to keep record of what published and when it was published

Finding RSS feeds: 

Finding RSS feeds

Feed reader example: 

Feed reader example

Feed reader example: 

Feed reader example

Slide152: 

Questions?