Welcome!

Security Authors: Trevor Parsons, Pat Romanski, Vormetric Blog, Rene Paap, Liz McMillan

Related Topics: Big Data Journal, Cloud Expo, Security, GovIT

Big Data Journal: Article

Trends in Federal Records Management

Three Principles for Successful Federal Records Management

The below is summary of my comments provided on Wednesday, January 29, 2014, at the Alfresco Content.Gov event in Washington, DC.

In my 27 years of federal service, I've watched the growth in federal records and the implementation of new executive orders and regulations aimed at improving records management across the federal space. There are immense challenges associated with litigation, review and release, tracing factual evidence for analysis, managing information legal proceedings, and overseeing a plethora of authorized and unauthorized disclosures of classified and/or sensitive information.

Federal records management professionals are true, unsung heroes in helping our nation protect information while also protecting the civil liberties and privacy of our nation's citizens. The job has become increasingly more difficult in today's era of "big data."  Records management and information management in the 1980s was hard and that's when we thought big data was hundreds of gigabytes. As we consider today's generation of data, four (4) decades later, federal records professionals are charged with managing tens of thousands of gigabytes-petabytes and zettabytes of data. It's an especially daunting task.

Three principles for records management are critical to future success for the federal space:

  1. Capture on creation;
  2. Manage and secure through the workflow; and
  3. Archive responsibly.

Point 1: Capture on Creation
The federal workforce creates content every second of every day. The content is created in formal and informal ways.  It's an email, a meeting maker, an instant message communication, a voice communication, a VTC session, PowerPoint deck, meeting minutes, collaborative engagement session, memorandum, written paper, analytic notes, and so forth.

The federal workforce stores this created content in just as many formal and informal ways.  It's stored on local hard drives, mobile phones, corporate storage, shadow IT storage, public clouds, and private clouds.

In short...it's a mess for the records management professional.

What is needed are solid systems and capabilities that demand capture on content creation.  Simplistic and non-intrusive ways to drive the creator to label information will help tremendously.  Non-intrusive doesn't mean voluntary; actions for content creation need to be forced and demanded.  Not everything is a record, but many things deserve to be preserved for after action review, lessons learned, and knowledge management training over time.

Many of today's technologies make it far too easy to create content and far too difficult to manage it in perpetuity.  Content creation with longevity in mind is critical for the federal records management professional and for the federal government in general.

Implementing technologies that work together to achieve the longevity goal is paramount. No federal agency can survive on one tool; one tool rarely meets the variety of end user needs or requirements. Discovering and implementing technologies with easy interfaces, open APIs, and purposeful data exchange bases will be most successful in the federal government. Often this equates to open source tools, which are naturally built for easy expansion and integration with other tools.

Point 2:  Manage and Secure Through the Workflow
Very little happens in the federal government without being attached to a workflow.

  • Employee time is a workflow that leads to paychecks.
  • Purchasing small and large good is a workflow that leads to vendor payments and receipt of goods.
  • Asset management is a workflow from asset need to asset receipt to asset long-term disposition.
  • Analytic products are a workflow from inception to review to edit to publish.
  • Meetings are a workflow from establishment to agenda to minutes to action capture and tracking.
  • Federal budget creation is an uber-workflow from planning, programming, budgeting, and execution.
  • Grants management is a workflow from idea submission to review to approval to tracking progress.
  • Citizen services contain many workflows for social security payments, passport processing, visa approvals, small business loans, and so forth.

Introducing solid records management to these macro and micro workflow environments is necessary and important.

The federal government needs tools that understand the intricate workflow processes and seamlessly captures the changes, approvals, and actions for the workflow throughout the entire process-from creation to retirement. A suite of tools-built on open platforms for easy data exchange-is likely to be required for any federal agency. Working through big ERP systems and through small purpose-built systems, workflow foundations can capture information necessary for approvals and for long-term retention.

Equally necessary are workflow tools that maintain data integrity, individual privacy, and agency security. The Federal Government demands absolute security in processing workflows, especially for citizen-based services that span public and private information processing environments.  It's simply not enough to have workflow tools which are fundamentally secure in a private environment. Federal agencies need confidence when exchanging data from a mobile, citizen platform to a private, agency platform.

Point 3:  Archive Responsibly
Fundamental to our form of government is trust.  Trust of our people is fundamental.  Trust by our federal workforce is fundamental. Trust in our records and information is equally fundamental. When the Administration or the Hill or the People want to know what we knew and when we knew it, federal agencies need to be at the ready to provide the truth - with facts and records to support the facts.

The Federal Government and its agencies aren't private institutions. Although there is information that we should not keep, federal agencies should continue to err on the side of caution and keep anything that seems worth keeping. We should be prepared to keep more information and more records than legally required to lend credibility and understanding of historical decisions and outcomes.

Again, we need tools and technologies that make responsible records management and archival easier for everyone. The amount of resources spent by the federal government on review and redaction of federal records is staggering. If we could have technologies to cut the resources just by 10 percent, that would be awesome. Reaching 20 or 30 percent cost reductions would be phenomenal.

Key to reducing manpower in archival, review, and release, is solid creation at that start. At the risk of creating a circular reference, I'll take you back to my initial point of Content Management at Creation.

Summary

  • Federal agencies create more data and content than any of us cares to understand.
  • It's not all useful data and finding our way through the mountains of data to know and keep what's important is a tough job.
  • Securing the data to prevent harmful use and unlawful disclosure needs to be easier for federal agencies.
  • Knowing when a leak is harmful also needs to be easier for federal agencies.
  • Responding to appropriate releases of information-whether through freedom of information act requests or congressional inquiries-shouldn't be as hard as it is today.
  • Guaranteeing the safety and security of private citizen data isn't a desire...it's a demand.
  • The basic needs for federal agencies are:
    • Suites of tools that do a large amount of the content management;
    • Open interfaces and open source tools that allow affordable and extensible add-ons for special purposes;
    • Tools that facilitate reduced complexity for end users and IT departments; and
    • Tools that make a records management professional and an end user's job easier on a day-to-day basis.

More Stories By Jill Tummler Singer

Jill Tummler Singer is CIO for the National Reconnaissance Office (NRO)- which as part of the 16-member Intelligence Community plays a primary role in achieving information superiority for the U.S. Government and Armed Forces. A DoD agency, the NRO is staffed by DoD and CIA personnel. It is funded through the National Reconnaissance Program, part of the National Foreign Intelligence Program.

Prior to joining the NRO, Singer was Deputy CIO at the Central Intelligence Agency (CIA), where she was responsible for ensuring CIA had the information, technology, and infrastructure necessary to effectively execute its missions. Prior to her appointment as Deputy CIO, she served as the Director of the Diplomatic Telecommunications Service (DTS), United States Department of State, and was responsible for global network services to US foreign missions.

Singer has served in several senior leadership positions within the Federal Government. She was the head of Systems Engineering, Architecture, and Planning for CIA's global infrastructure organization. She served as the Director of Architecture and Implementation for the Intelligence Community CIO and pioneered the technology and management concepts that are the basis for multi-agency secure collaboration. She also served within CIA’s Directorate of Science and Technology.

@ThingsExpo Stories
SYS-CON Events announced today that ActiveState, the leading independent Cloud Foundry and Docker-based PaaS provider, has been named “Silver Sponsor” of SYS-CON's DevOps Summit New York, which will take place June 9-11, 2015, at the Javits Center in New York City, NY. ActiveState believes that enterprises gain a competitive advantage when they are able to quickly create, deploy and efficiently manage software solutions that immediately create business value, but they face many challenges that prevent them from doing so. The Company is uniquely positioned to help address these challenges thro...
Today’s enterprise is being driven by disruptive competitive and human capital requirements to provide enterprise application access through not only desktops, but also mobile devices. To retrofit existing programs across all these devices using traditional programming methods is very costly and time consuming – often prohibitively so. In his session at @ThingsExpo, Jesse Shiah, CEO, President, and Co-Founder of AgilePoint Inc., discussed how you can create applications that run on all mobile devices as well as laptops and desktops using a visual drag-and-drop application – and eForms-buildi...
IoT is still a vague buzzword for many people. In his session at @ThingsExpo, Mike Kavis, Vice President & Principal Cloud Architect at Cloud Technology Partners, discussed the business value of IoT that goes far beyond the general public's perception that IoT is all about wearables and home consumer services. He also discussed how IoT is perceived by investors and how venture capitalist access this space. Other topics discussed were barriers to success, what is new, what is old, and what the future may hold. Mike Kavis is Vice President & Principal Cloud Architect at Cloud Technology Pa...
Dale Kim is the Director of Industry Solutions at MapR. His background includes a variety of technical and management roles at information technology companies. While his experience includes work with relational databases, much of his career pertains to non-relational data in the areas of search, content management, and NoSQL, and includes senior roles in technical marketing, sales engineering, and support engineering. Dale holds an MBA from Santa Clara University, and a BA in Computer Science from the University of California, Berkeley.
SYS-CON Media announced that Cisco, a worldwide leader in IT that helps companies seize the opportunities of tomorrow, has launched a new ad campaign in Cloud Computing Journal. The ad campaign, a webcast titled 'Is Your Data Center Ready for the Application Economy?', focuses on the latest data center networking technologies, including SDN or ACI, and how customers are using SDN and ACI in their organizations to achieve business agility. The Cisco webcast is available on-demand.
The Internet of Things (IoT) promises to evolve the way the world does business; however, understanding how to apply it to your company can be a mystery. Most people struggle with understanding the potential business uses or tend to get caught up in the technology, resulting in solutions that fail to meet even minimum business goals. In his session at @ThingsExpo, Jesse Shiah, CEO / President / Co-Founder of AgilePoint Inc., showed what is needed to leverage the IoT to transform your business. He discussed opportunities and challenges ahead for the IoT from a market and technical point of vie...
SYS-CON Media announced that Splunk, a provider of the leading software platform for real-time Operational Intelligence, has launched an ad campaign on Big Data Journal. Splunk software and cloud services enable organizations to search, monitor, analyze and visualize machine-generated big data coming from websites, applications, servers, networks, sensors and mobile devices. The ads focus on delivering ROI - how improved uptime delivered $6M in annual ROI, improving customer operations by mining large volumes of unstructured data, and how data tracking delivers uptime when it matters most.
"People are a lot more knowledgeable about APIs now. There are two types of people who work with APIs - IT people who want to use APIs for something internal and the product managers who want to do something outside APIs for people to connect to them," explained Roberto Medrano, Executive Vice President at SOA Software, in this SYS-CON.tv interview at Cloud Expo, held Nov 4–6, 2014, at the Santa Clara Convention Center in Santa Clara, CA.
Performance is the intersection of power, agility, control, and choice. If you value performance, and more specifically consistent performance, you need to look beyond simple virtualized compute. Many factors need to be considered to create a truly performant environment. In his General Session at 15th Cloud Expo, Harold Hannon, Sr. Software Architect at SoftLayer, discussed how to take advantage of a multitude of compute options and platform features to make cloud the cornerstone of your online presence.
In this Women in Technology Power Panel at 15th Cloud Expo, moderated by Anne Plese, Senior Consultant, Cloud Product Marketing at Verizon Enterprise, Esmeralda Swartz, CMO at MetraTech; Evelyn de Souza, Data Privacy and Compliance Strategy Leader at Cisco Systems; Seema Jethani, Director of Product Management at Basho Technologies; Victoria Livschitz, CEO of Qubell Inc.; Anne Hungate, Senior Director of Software Quality at DIRECTV, discussed what path they took to find their spot within the technology industry and how do they see opportunities for other women in their area of expertise.
The Industrial Internet revolution is now underway, enabled by connected machines and billions of devices that communicate and collaborate. The massive amounts of Big Data requiring real-time analysis is flooding legacy IT systems and giving way to cloud environments that can handle the unpredictable workloads. Yet many barriers remain until we can fully realize the opportunities and benefits from the convergence of machines and devices with Big Data and the cloud, including interoperability, data security and privacy.
Almost everyone sees the potential of Internet of Things but how can businesses truly unlock that potential. The key will be in the ability to discover business insight in the midst of an ocean of Big Data generated from billions of embedded devices via Systems of Discover. Businesses will also need to ensure that they can sustain that insight by leveraging the cloud for global reach, scale and elasticity.
“The age of the Internet of Things is upon us,” stated Thomas Svensson, senior vice-president and general manager EMEA, ThingWorx, “and working with forward-thinking companies, such as Elisa, enables us to deploy our leading technology so that customers can profit from complete, end-to-end solutions.” ThingWorx, a PTC® (Nasdaq: PTC) business and Internet of Things (IoT) platform provider, announced on Monday that Elisa, Finnish provider of mobile and fixed broadband subscriptions, will deploy ThingWorx® platform technology to enable a new Elisa IoT service in Finland and Estonia.
Advanced Persistent Threats (APTs) are increasing at an unprecedented rate. The threat landscape of today is drastically different than just a few years ago. Attacks are much more organized and sophisticated. They are harder to detect and even harder to anticipate. In the foreseeable future it's going to get a whole lot harder. Everything you know today will change. Keeping up with this changing landscape is already a daunting task. Your organization needs to use the latest tools, methods and expertise to guard against those threats. But will that be enough? In the foreseeable future attacks w...
As enterprises move to all-IP networks and cloud-based applications, communications service providers (CSPs) – facing increased competition from over-the-top providers delivering content via the Internet and independently of CSPs – must be able to offer seamless cloud-based communication and collaboration solutions that can scale for small, midsize, and large enterprises, as well as public sector organizations, in order to keep and grow market share. The latest version of Oracle Communications Unified Communications Suite gives CSPs the capability to do just that. In addition, its integration ...
From telemedicine to smart cars, digital homes and industrial monitoring, the explosive growth of IoT has created exciting new business opportunities for real time calls and messaging. In his session at @ThingsExpo, Ivelin Ivanov, CEO and Co-Founder of Telestax, shared some of the new revenue sources that IoT created for Restcomm – the open source telephony platform from Telestax. Ivelin Ivanov is a technology entrepreneur who founded Mobicents, an Open Source VoIP Platform, to help create, deploy, and manage applications integrating voice, video and data. He is the co-founder of TeleStax, a...
We certainly live in interesting technological times. And no more interesting than the current competing IoT standards for connectivity. Various standards bodies, approaches, and ecosystems are vying for mindshare and positioning for a competitive edge. It is clear that when the dust settles, we will have new protocols, evolved protocols, that will change the way we interact with devices and infrastructure. We will also have evolved web protocols, like HTTP/2, that will be changing the very core of our infrastructures. At the same time, we have old approaches made new again like micro-services...
Disruptive macro trends in technology are impacting and dramatically changing the "art of the possible" relative to supply chain management practices through the innovative use of IoT, cloud, machine learning and Big Data to enable connected ecosystems of engagement. Enterprise informatics can now move beyond point solutions that merely monitor the past and implement integrated enterprise fabrics that enable end-to-end supply chain visibility to improve customer service delivery and optimize supplier management. Learn about enterprise architecture strategies for designing connected systems tha...
SYS-CON Events announced today that CodeFutures, a leading supplier of database performance tools, has been named a “Sponsor” of SYS-CON's 16th International Cloud Expo®, which will take place on June 9–11, 2015, at the Javits Center in New York, NY. CodeFutures is an independent software vendor focused on providing tools that deliver database performance tools that increase productivity during database development and increase database performance and scalability during production.
The Internet of Things is a misnomer. That implies that everything is on the Internet, and that simply should not be - especially for things that are blurring the line between medical devices that stimulate like a pacemaker and quantified self-sensors like a pedometer or pulse tracker. The mesh of things that we manage must be segmented into zones of trust for sensing data, transmitting data, receiving command and control administrative changes, and peer-to-peer mesh messaging. In his session at @ThingsExpo, Ryan Bagnulo, Solution Architect / Software Engineer at SOA Software, focused on desi...