Skills needed by RIM professionals

Iron Mountain and AIIM have published a study, What will it take to be a NextGen InfoPro?, which discusses the skills and knowledge that Records and Information Management (RIM) professionals need to manage information resources. A survey was conducted in May 2015 amongst 264 individual members of the AIIM community. Invitations to take the survey were sent via email to a selection of AIIM’s 80,000 registered individuals. 61% of the respondents are from North America and 21% from Europe, covering a representative spread of various industry sectors.The study concludes that over the next 3-5 years:

  • The most sought-after capabilities for RIM professionals are accessibility (53%), including the use of mobile devices, data-quality management, data cleansing, and migration (49%), followed by information security and access control (42%).
  • Content and records management will be the focus for 40% of organizations over the next several years: 39% of respondents cited business process management, and 31% see information and capture as their main focus.
  • 52% of respondents want RIM professionals who can translate business requirements into the more tactical side of implementation: 46% see compliance skills as having the greatest impact on content management projects; and 45% want RIM professionals to assign value to information and data.
  • 32% of respondents cited taxonomy and metadata design as the greatest technical skill set for their organizations, followed by information security and process analysis (30% each), and 29% application and process integration.
  • The demand for technical knowledge centres on information security systems and procedures for 68% of respondents, but they said technology alone is not enough when it comes to protecting corporate information assets. 60% cite enterprise content management, document management, and records management systems knowledge as critical, while 53% want mobile device usage skills.
  • Organizational expectations are broad and include soft skills like innovative thinking (70%); in addition, change management (70%) and relationship management that include internal and external parties are now part of a skill set expected of information professionals.

The study recommends the following:

As the NextGen InfoPro, you must learn about and formulate your views on various information management and governance topics like data analytics and how your organization must balance risk-related requirements with the broader usage of data for competitive advantage. You should develop a set of options addressing why or why not to keep all information, and how to identify and dispose of information considered to be ROT (redundant, outdated, or trivial). Find ways to automate as many information management tasks as possible, leveraging business unit workflows and technology. As a NextGen InfoPro consider taking the following steps:

  • Assess your internal expertise and identify and fill the gaps.
  • Seek out SMEs in your industry, professional associations, and vendor communities to serve as a mentor and resource.
  • Identify new or emerging technologies and assess how they will enhance your operations.
  • Assess the needs and requirements to fully support the mobile workforce. n Campaign for a change in job title away from “Records Manager” to “Information Manager”, “Knowledge Manager” or “Director of Information Governance and Exploitation.”
  • Engage with your organization and demonstrate the value you provide.
  • And lastly, position yourself to take a primary role in forming your organization’s information management strategy.

 

Records management and information governance

This post by Dan Braude discusses the importance of records management to proper information governance. Baude argues that:

Poor records management gives rise to substantial risk. This includes adverse litigation consequences from preservation failures, regulatory fines deriving from compliance breaches, negative impact on business needs, loss of sensitive business information, and, in the event of a data breach, business continuity concerns and violation of privacy laws with related reputational damage. By some measures and as found in a recent study by the Ponemon Institute, the cost per lost or stolen record containing sensitive and confidential information exceeds $150. While there is no question that organizations should take steps to enhance their information security practices, the surefire method of avoiding unauthorized access to data and minimizing many of the above-mentioned risks, is to avoid storing data in the first place.

Of course, records and information management (RIM) professionals know this already, but it’s important that they explain clearly to senior management the direct link between records management and information governance. Baude’s column provides a useful summary of the key points that RIM professionals could use to further strengthen corporate understanding of the importance of their work to information governance.

Calculating the value of information

This article makes some very good points about the need for records and information management professionals to make a strong case to senior management about the value of information.  The author states that RIM professionals often lose the opportunity to convince senior management about the importance of information management because their focus is on compliance, rather than on what value information has for the organization:

What I find is that they often don’t consider how they waste their few chances to do so, usually by leading their pitch with the need for compliance, or system features. Senior managers have to juggle a large number of obligations and demands on their attention, and they will quickly tire of someone who keeps reappearing, only to tell the same story repeatedly.

The author points out areas of value in which information adds value that RIM professionals can focus on:

  • recruitment
  • contract management
  • any approval process that includes multiple authorisations
  • meeting management
  • workers’ compensation claims
  • asset recording and verification
  • customer complaint handling
  • enrolments
  • employee performance management
  • case management
  • procurement

 

 

Canadian federal agencies report record-high number of data breaches

According to this article in today’s Globe and Mail, Privacy Commissioner Daniel Therrien reports that: federal institutions reported 256 data breaches in 2014-2015, up from 228 the year beforeAs in previous years, the leading cause of breaches was accidental disclosure, a risk Therrien says can often be lessened by following proper procedures. The main culprit was identified as the use portable storage devices.

The audit, which examined practices at 17 institutions, identified a number of concerns:

  •  More than two-thirds of the agencies had not formally assessed the risks surrounding the use of all types of portable storage devices;
  • More than 90 per cent did not track all devices throughout their life cycle;
  •  One-quarter did not enforce the use of encrypted storage devices.

It’s interesting that there fears about the security of cloud storage is expressed so frequently, yet the dangers of losing data through portable devices is, in fact, usually a much bigger problem.

Keeping track of films

I have loved films since I was a child.  I am particularly fond of older films, especially those of the 1930s and 1940s.  My teenage fashion icon was Marlene Dietrich (she still is), and I knew more about the stars of the old silver screen than most people who had experienced those films first hand.  I have watched thousands of films and I have always tried to keep track of them, but with mixed results.  I tried keeping track of the films in a physical journal, but found it too tedious to search it, as well as to enter data.  I’ve tried a few databases designed for films, but I must admit that I didn’t keep up with them as well as I should, especially since most have been desktop-based.  I’ve found a collection of cloud-based film databases below that I would like to explore in more depth:

Movie Connect

CaptureThis is part of a suite in which you can keep track of books, music, cartoons, and games.  There is a monthly cost, so presumably you pay for only the movie portion.  The list of features is impressive, as you can access full listings from IMDb, titles of individual episodes for television series, full plot descriptions, YouTube videos, and so forth.  You can scan the ISBN code or do a title search.  In my case, I am  not interested in keeping track of only films I own, but of all films that I watch, so in most cases, a title search would suffice.  You can scan your hard drive for any films. Given the us of the QR code, this software is obviously compatible with mobile devices, and there are mobile apps. The cost is very reasonable ($29.95 CAD), and the search features look robust. UPDATE:  I am using the trial version for now (cloud based) and am impressed with the speed of upload and the quality of the records.  You have the option of adding personal data to the record (the “personal” tab), as well as to indicate whether this item is in your collection, in a wish list, or not in your collection (the latter is important, as I see many more films than I own). I like the fact that your data is stored on the cloud, so you can access it, and add to it, via mobile devices; further, you don’t need to transfer your data from one computer to the next.  The standard version does not have export features, but I don’t think I would  need them at this point.  The cost is reasonable, so this might be the database of choice.

Movie Label

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This software provides all the information about the films, including plots, reviews, and so forth, as well as those that you might have on your computer.  Presumably, the information comes from IMDb, although it’s not specified.  You can export our collection to different formats, including HTML and PDF.  You can keep of films you have on loan; this would be useful for me, as I borrow a lot of films from the public library, although the library does a very good job of sending me reminders. The cost is $59.68 CAD, presumably for a yearly subscription. This software appears to be PC-based, which means it’s not as flexible, since it cannot be used easily with mobile devices. There is no mention of any mobile apps. UPDATE: The database is certainly very easy to use and allows you to add personalized information.  You can export, but the data resides on your hard drive, rather than the cloud.  I prefer cloud storage, since you don’t need to worry about transferring content from one machine to the other.  The price for the standard edition is quite high at $59.68CAD.

All My Movies

This is part of a suite of software provided by Bolide, that includes films and books.

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This software looks similar to a free tracker that I have used in the past, but which I ultimately stopped using, as it didn’t allow me to sort films in any order, and because updates to the software would not load.  All My Movies does not look as slick as the other two, although it has most of the same features, including mobile apps and exporting features.  No mention is made of tying to individual episodes of television series. The cost (on sale) is $39.95 USD.  The look and feel of this website puts me off, to be honest, as it looks a little amateur.

Coollector Movie Database

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This software has some impressive features.  I like the suggestions it makes based on the analysis of films you’ve watched, and the fact that it browses Netflix streaming moves.  It’s not clear whether the software would default to US Netflix, which does not have the same catalogue as the Canadian Netflix.  This software is endorsed by a lot of organizations, as listed on the website.  It has the usual content for films, including television series, is mobile friendly, and can be adapted to suit individual aesthetic tastes.  It has a very good faceted search feature. The cost is $8.99 USD, which is very good.  I think this is the one. Keep tuned (or “is watching” more appropriate?).  UPDATE:  I tried the trial basis and have decided it’s not for me.  The upload speed for titles is simply too slow; I had read this criticism in reviews of the site, and I certainly agree with the analysis.