Strategic Information Management: The Roles of XML, StratML

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Strategic Information Management The Roles of
XML, StratML Records Management

• Owen Ambur
• Co-Chair Emeritus, xmlCoP Member, FIRM Board
• Presentation to Tim Sprehes Class
• University of Maryland
• April 19, 2007

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Agenda

• Extensible Markup Language (XML)
• Strategy Markup Language (StratML)
• Records Management
• Attributes of a Record (ISO 15489)
• Management Metadata (ANSI/AIIM/ARMA TR-48)
• DoD Standard 5015.2
• FEA Data Reference Model (DRM)
• Human Factors (If time permits)
• Records Management Metrics

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XML

• W3C Recommendation
• http//www.w3.org/XML/
• http//www.w3.org/TR/2006/REC-xml11-20060816/
• General-purpose markup language
• Facilitate data sharing across orgs systems
• International lingua franca
• Open, nonproprietary
• No software dependencies

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XML CoP, xml.gov ET.gov

• Two proposals made in February 2000
• Render .gov forms gather data in XML
• XML metatags to categorize/manage .gov records
• http//xml.gov/documents/completed/genesis.htm
• Current charter history
• http//xml.gov/documents/completed/charter.htm
• http//xml.gov/documents/completed/history.htm
• Emerging Technology site/process
• http//et.gov/history.htm

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StratML

• Original proposal to AIIM
• Specifying an XML Schema for Strategic Plans The
  First Step toward the Strategic Management of
  Documents/Records/Content
• http//www.xml.gov/draft/AIIMProjectProposalXSDfor
  StrategicPlans.htm
• Value Proposition
• Standardize expression of .gov agency goals
  objectives
• Citizens would no longer have to translate
  differing terms used by agencies to describe same
  strategic planning and performance concepts
• Mapping (linkage) of actions (i.e., records) to
  strategic goals and objectives
• Enhanced application of content for reporting and
  research
• More efficient/intuitive search/discovery of
  strategic plans, actions, and records, as well as
  potentially sharable services and strategic
  alignments
• http//xml.gov/documents/completed/gpo/stratml.pdf
  
• StratML CoP
• Adam Schwartz of GPO co-chairing
• https//collab.core.gov/CommunityBrowser.aspx?id6
  232

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ISO 15489

• International standard for records management
• Attributes of a record
• Authenticity
• Reliability
• Integrity
• Usability
• Attributes metadata
• XML metatags
• Readily share metadata
• Search, discovery, aggregation, analyses, etc.

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Metadata

• In the context of electronic information systems,
  Management Metadata
• Management functions can be automated based upon
  metadata
• ANSI/AIIM/ARMA TR-48-2006
• Document/records management metadata

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DoD Std. 5015.2

• Legal, logical technical requirements for ERMS
• Endorsed by NARA for use by all .gov agencies
• DoD certification process
• Product register
• Agencies failing to use certified products are
  either
• Risking failure to meet legal requirements, or
• Reinventing the standard certification process
• At needless cost to the taxpayers

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DRM

• Data Description
• Attributes of the data (implicit metadata, made
  explicit)
• Data Context
• Taxonomies (external metadata)
• Such as strategic goals objectives (StratML
  FEA PRM)
• Data Sharing
• Exchange packages
• Transaction sets
• Documents/records
• As one example, the Exchange Package concept in
  the Data Sharing standardization area may be
  represented via different messaging standards
  (e.g. eXtensible Markup Language (XML) schema,
  Electronic Data Interchange (EDI) transaction
  set) in a concrete system architecture for
  purposes of information sharing.
• http//www.whitehouse.gov/omb/egov/a-5-drm.html

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Human Factors

• Memory
• The Seven Sins of Memory How the Mind Forgets
  and Remembers, Daniel Schacter
• Lies
• Lies! Lies! Lies! The Psychology of Deceit,
  Charles Ford
• Irrationality
• Everyday Irrationality How Pseudo-Scientists,
  Lunatics, and the Rest of Us Systematically Fail
  to Think Rationally, Robyn Dawes
• Naturalistic decision-making
• Sources of Power How People Make Decisions, Gary
  Klein
• More
• http//mysite.verizon.net/ambur/index.htmlrecordk
  eeping

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RM Metrics

• What gets measured gets done
• Euphemisms
• Transparency
• Internal Controls
• Governance
• Good records appropriately shared with
  stakeholders can dramatically reduce, if not
  eliminate, waste, fraud abuse
• If business is conducted by electronic means,
  possible to maintain virtually perfect records
  IF we choose to do so
• Information can be managed strategically
• Link (literally) records to goals objectives
• Metrics required to overcome human factors
• .gov agencies have particular responsibility to
  keep share records
• FIRM forum at FOSE

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More Info

• http//xml.gov
• This presentation
• http//xml.gov/documents/completed/firm/20070419.p
  pt
• http//xml.gov/documents/completed/firm/20070419.h
  tm
• http//et.gov
• http//mysite.verizon.net/ambur/
• Owen.Ambur_at_verizon.net