The Importance of Archiving Data

Memories

When I was young I used to collect all sorts of things: cd’s with my favorite music, magazine articles for things that interested me, coins, DVD’s, gadgets from my holiday’s destinations and even matchboxes for a short while. The reason is obvious: it was the simple desire to store and preserve everything that made me happy or brought to me good memories from the past. Well, it is a habit I kind of miss since I grew up a little bit. I remember the joy and the feeling of satisfaction every time I felt like updating or even checking on one of my boyish collections. It was a true feeling of joy!

What does it mean to grow up? Well, it means that the necessities of life knock at your door at some time (along with the pleasures of the adult life that is). A necessity of adult life couldn’t be other than the need to gather and preserve data that concern your professional life. You might need to do it by yourself if you are an accountant that works from home. Or, you might need to do it for your company if you’re one of the lucky ones that has his own office downtown (in the times of high rates of unemployment around Europe, yes, this is what I call luck!).

Archiving Data

How many times a company had to face devastating results in the light of a mismanagement of its data? I guess it must be many! Nowadays especially, the need of a company to store its data in an appropriate way it’s not only a necessity directed from the need to operate smoothly and efficiently but it is also a matter of stricter regulations and policies concerning data management and archive storage. E.U. recent regulations have generated heated discussions concerning the issue. Nevertheless, what matters in this case is not how things should have been but how one can adjust to new realities.

Guinness World Record/Shred Day DFW 2012

Iron Mountain provides excellent services for document storage. The company simply gathers the documents and stores them to their off-site storage facilities. Web services offered by the company provide an easy and quick access to your archive. What is more, you can label, search and of course request a retrieval of documents at any time. Iron Mountain has over 1.000 storage facilities around the world and has been operating on the field since 1951. Now, this is what I call a safe choice if you want to guarantee business continuity for your own company!

Apart from storing data and information though, there is also another necessity. It consists of the simple fact that some data, some information, needs to be destroyed. And this is another sensitive issue that has been thoroughly discussed by everyone concerned: individuals, companies, institutions and governmental agencies. It goes like this: some information is valuable (it could costs millions sometimes!) and some other is simply, from a point onward, confidential waste, meaning simply waste. And these are confidential waste that a company must get rid of.

Interactive Kiosks

In addition, by being waste it means that you need to make proper use of them! The world we live in faces a problem, we all know it: it is the single most crucial problem this planet faces and will need to face in the future and it’s the ecological one. I will put it bluntly: if we want to imagine that sometime from now in the future normal life will still go on than we really need to start protecting the environment. In other words, your confidential waste must become recycling material and obviously this is a job that needs to be handled professionally.

Businesswoman signing the contract.

Many companies choose to outsource the job of destroying their data in order to keep up with data destruction requirements and ecological concerns. Usually, they are provided with locked consoles which are emptied on a regular basis by the external company’s stuff. The waste will be 100% recycled. In addition, a small company that wishes to avoid signing a contract, it can request on-demand shredding services by another company. That means that they can use their services whenever is needed as a small company probably doesn’t need to deal with huge amount of information and confidential waste that is.

This whole issue is all about responsibility and transparency in case you didn’t get it. I only hope that most companies will comply with all of the the rules and regulations…

Big Data — An Illuminating And Timely Book

bigdatacompany

With all the negative feeling about Big Data, thanks to the recent revelations of government spying on American citizens, it is very important to put things into perspective. To do this, we draw insights from a New York Times article that reviews a new book: “Big Data” by Viktor Mayer-Schönberger (a professor of Internet governance and regulation at the Oxford Internet Institute) and Kenneth Cukier (the data editor for The Economist)…

1. Gone are the days when people are judged just by their actions alone. A person is more likely to be judged today by the sum of their social and online interactions with people and content.

2. Correlation will give way to the “notion of causality” as people attempt to make sense of patterns that emerge from Big Data analyses.

3. Big Data helps make life easier for customers, optimize business performance, build political machines, eradicate diseases, improve governance…

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Updating Our Information Governance Survey

Barclay T. Blair

Building off of the Information Governance survey we did last year, eDJ Group and my firm, ViaLumina, are conducting another survey on Information Governance, and we would really appreciate your participation. This survey should take 5 minutes or less. As a thank you for participating, you will be entered into a drawing for a $250 gift card.As a reminder, I have included below some of the most interesting infographics that we generated based on our last survey – please feel free to steal them and use them in your presentations (with proper attribution of course) as you build your case for Information Governance.

Defining Information Governance

Is Autoclassification the Future of Information Governance

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Information Awarness Month!!

3MPC Information Matters

As mentioned in yesterday’s blog we are in the middle of “privacy awareness week“.

What you may or may not know in Australia, tomorrow is the start of Information awareness Month.

Information awareness Month is a collaborative event between various bodies within the records, archives, library, knowledge, information and data management communities. Some of the various organisations currently participating in Information Awareness Month are:

national library National Library of Australia
naa_logo National Archives of Australia
IM Business Card.indd Institute for Information Management
AIIA The Australian Information Industry Association
ACS Logo color The Australian Computer Society
disact-icon-1 Disaster ACT
rimpa-logo Records and Information Management Professionals Australasia
alia_logo Australian Library and Information Association
actkm ACT Knowledge Management Forum
Australian Government Libraries Information Network
Health Information Management Association of Australia
prov_logo Public Record Office Victoria
Australian Society of Archivists
nicta National ICT Australia

The National Archives of Australia has announced a series of information sessions across the nation.

These seesions include:

ACT Events

Wednesday 1st May 2013naa_logo IAM ACT Launch                                                      

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The Art of Preservation

Hollywood also needs its preservation expert

Classy photographs of Hollywood stars and old Film equipments

We live in an era when the right to joy and entertainment nearly equals other rights, such as that right to the pursuit of happiness, for instance.  Especially during the last decades, and at least in the Western world, everyone seems to be very concerned with this need, urge and desire for a little bit more entertainment. It is as if most of us are pursuing our happiness in some dream-like worlds, settings and contexts revealed and offered to us by the means of entertainment. Even if ephemeral, they do trigger our wildest imagination and inspire us, getting our energy level up, even if for a little while. It might be only natural, since , honestly speaking, not all of us people have  the resources or opportunity to go on the pursuit of happiness  for real and for granted, with many chances of getting there and also decreased risks of losing it on the way.

Given the situation, no wonder everything seems to be more pleasurable today. Did you ever take a look at Google’s offices around the world for example? If so, you must have gotten that feeling that those people in there are having fun most of the time instead of actually working hard! Or that those are the offices of the future just as well, for the sake of the health and well being of those spending most of their time in their workplace.  Indeed, it was in the 1960’s when people – citizens of this world – demanded “play” and “joy” to be universal rights. Therefore, even at work one shouldn’t be deprived of the right to play, enjoy and have some fun…

Based on the aforementioned, the world of entertainment grew till it became huge – larger than life, one might argue.  It is one of the biggest and most profitable industries worldwide. People in the U.S. or in Europe tend to ask for more and more cultural products, giving this impression that they simply can’t have enough! It’s never enough also due to the fact that technology has made things much more exciting.

Nothing is static nowadays and there is always something new around, even when you might have thought that you had had enough… Take the movie industry, for example: the introduction of 3D technology came at the moment when many viewers had already started to prefer their home cinema over the big screen. After the release of the first blockbusters in 3D, I don’t think that many would choose to watch Iron Man 3 at home! Of course, there is always this option of purchasing a 3D television set for the living room; however, it still does not equal the pleasure derived by the higher 3D technology used in a cinema hall.

Iron Mountain – Storing and Managing Entertainment assets

Talking about entertainment, I simply cannot imagine our modern lives without Hollywood. Because Hollywood, only by its name being echoed, actually, signifies the Eldorado of world entertainment!  It is there, in California, where the heart of popular entertainment is endlessly pumping. And for this heart to go on, we also need the ideal means of preserving all of those enjoyable little treasures.

This is when the specialists in safeguarding the product of our work come into the picture. Iron Mountain Entertainment Services are the world’s single largest center on film, sound, and digital preservation services. In case you were wondering what Universal Studios, Sony, Corbis, Universal Music Group and Paramount Pictures might have in common, other than producing and distributing tons of cultural products for our eyes only, well, then here is your answer: they all trust Iron Mountain’s valuable services. This leading company world-wide when it comes to data protection or information and records management among other services, hosts safely around 22 million elements produced and owned by over 1.200 media and entertainment companies.

 Video about Iron Mountain in Virginia including the Corbis Bettmann Archive File Preservation Facility.

Their services are complete and complex and include analog to digital transfer, real-time film viewing and videotape cleaning, among many other much needed services in the industry.  Not to forget their 2 petabyte (PB) online Digital Content Repository, where companies can store and retrieve their digital material! It is hosted at the now enlarged Iron Mountain’s Digital Studios in… Hollywood. Where else could they have been than in Hollywood!?

So here you have it: as long as this world is driven by information and informational material (which is what the entertainment industry is actually using and constantly producing), we will also need a preservation expert. We need someone that can guarantee to us that nothing will be lost, since we live in an era when information is crucial, but also sensitive and vulnerable.  If you have ever lost even a small movies collection that you might have gathered on your computer because of a minor error or because the system crashed, you might then know what I mean …

Records Management and data portability: Digital Shadows or Electronic Shells?

Thoughts on management

The EU is proposing a right to data portability.  How organisations respond, will have an effect on how they manage records in the future. People will be able to take their personal information from one social network organisation to another.  What this means, is that these organisations have to organise their records to make this possible.  The same demand is developing for government records with the Big Blue Button initiative. People want to be able to control whom they share their information with and how it is shared.  As data storage is relatively inexpensive, it is easier to store and transport larger amounts of information. All of these will have an effect on the future of records management.  The following are some thoughts on where this might lead and what it may mean for records management.

Just as people want to share their information, governments want to be…

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The Wild Wide Web and Data Protection Mechanisms

wild_west

Wild Wild West

You are surely familiar with all of those American movies of the fifties about the Wild Wild West, its brave cowboys and sheriffs, about all that gold rush and the fight to keep one’s own resources safe and well protected. A common message that trans-passes all of these good old movies of the fifties is the following: it is often difficult to protect your property and your precious resources and it definitely is a tricky business to keep threats away and manage your own way smoothly. What we all know about these movies is that their plot develops around itchy issues: crossing the boundary of private property, raids and robberies and all sorts of threats towards one’s resources or belongings. For sure, the Wild Wild West has always been the harshest challenge!

Nowadays, the battle and the whole threat went online – especially for companies and corporations! What’s at stake is privacy, like always! along with discretion and a safe and secure storage, scanning and management of the data. You surely do not want your data to be invaded by unwanted eyes or visited by uninvited guests! You might want to keep private what is yours and what is meant to be kept this way – both private and of your own! And, for sure, you do not want to be lost into an infinity of information that sometimes seems impossible to handle – it is, for sure, a Sisyphus’ job to search into endless amounts of archived information, not knowing where to start from or even where to store it!

3487096552_d82a8c917a

Iron Mountain
Storage and Information Management Company

Anyway, do not panic! There are bright solutions to come to your rescue and protection! Like, for instance, great professional services that take care of your confidential waste. Confidential waste is nothing else than data that you consider that you do not need anymore and that it is to be thrown away. However, see confidential waste as the furthest away borders of your property, that need to be protected nevertheless, just as the closest of your boundaries, as they are still yours and you want them as such, as you want them to be confidential until their “end”. Do not forget that confidential waste is still part of your property – at least in intellectual terms – and it should always be. In order to be so, you do not have anything to do but contract the specialized services offered to you and your company and let it all on the hands of the professionals!

Of course, you can also benefit from similar services that can prove useful both with managing data and protecting it, be it archived data or that of active use. Imagine that your data could be protected of all risks and challenges! Imagine that you could at once be carefree about the data you possess and you need to protect and manage! Imagine that there could be a way for your company to get rid of the burden of keeping huge amounts and piles of files and records, careful not to vanish and careful not to burn. Oh well, nowadays there is such a thing like records management and it takes care of all of the aforementioned burdens for you and even more of that!

In other words, you can’t do it today without a proper a data recovery plan. Your documents and the documents of your company must be safely stored in special storage spaces secured and protected from all unwanted threats. So, your (intellectual) property can finally be safe and sound, untouched and untainted by unwanted intruders over your fence!

Records management services can include not only the archived data, but also the management your active files – in the most discreet and efficient manner! All of the active files of your company can be kept safe and sound, but still be accessible and all of them able to be accessed in a timely manner. All of those precious files containing important information are to be kept secured, just like in a safe box, with all of the advantages conferred by outsourcing – such as not having your precious space occupied with papers, files and having to manage them yourself! Having someone taking care of all of that hassle for you! And all with the maximum of guaranteed discretion!
Not to mention that, if you want to and choose so, your documents can easily be scanned and digitized for an even easier access! But that is another story, that will happen in some other “movie”…maybe one of the science fiction genre…

Let’s now stick to our Westerns. Wouldn’t all of those guys there living in the Wild Wild West have liked to be protected, along with all their borders and belongings!? Of course they would have! Well, see the similarities between the life of a cowboy and that of a company or corporation nowadays in charge of taking care of its intellectual property and of its private borders and limitations imposed by incumbent secrecy. You surely want to be saved of threats! And it is time to think about doing it, especially today, when we all spend most of your time running around the … Wild Wide Web! I wish you good luck with your data management and protection and hope you handle with all of that confidential waste! Hasta la vista!