Digital Information: Gaps in Knowledge Understanding and Access

January 30, 2013

Stephen Arnold took a conversation he and a few of our colleagues had and wrote more about it in his Beyond Search blog. “Thoughts about Commercial Databases: 2013” is worth a review and I’ve added a few of my own thoughts here for your consideration.

The conclusion of our discussion is summed up nicely  by Arnold in that the digital future of information companies is gloomy and his post outlines a few familiar names in the world of libraries.

  • Ebsco Electronic Publishing (everything but the kitchen sink coverage)
  • Elsevier (scientific and technical with Fast Search in its background)
  • ProQuest (everything but the kitchen sink coverage plus Dialog)
  • Thomson Reuters (multiple disciplines, including financial real time info)
  • Wolters Kluwer (mostly legal and medical and a truckload of individual brands)

During our discussion the questions was posed, how can database companies grow? The short answer is their are no obvious growth patterns beyond acquiring other information publishers. A point that caused one in the group to say, eventually the beasts will begin eating themselves because of the hunger when there is no fresh meat. Amusing and yet frightening.

Arnold quotes “Why Acquisitions Fail: The Five Main Factory by Pearson Education” to explain the key factors in why acquisitions result in problems rather than soaring success.

The fact that library budgets continue to shrink, open access continues to grow and  large database companies fail to adjust business models for these realities causes deep concern for the researcher in me. As Arnold states:

The business model for these firms has been built on selling “must have” information to markets who need the information to do their job. The reason for the stress on this group of companies is that the traditional customers are strapped for cash or have lower cost alternatives.

Other concerns abound as well. As libraries continue to limit access to physical collections thanks to the value of library real estate, strain is placed on the serendipity of browsing researchers. Digital research presents its own challenges. It often leaves one feeling as though they have retrieved a a good match but is it really the best and is it complete? When you add in that many of today’s students, even those training to be librarians,  do not successfully distinguish between source and provider in the electronic age, the concerns for access, understanding and knowledge abound.

While Arnold concentrates on the outlook of commercial databases and even suggests that an acquisition by Google to monetize the content with ads could be a shift in the future of information publishing, there are other concerns to ponder.  Curated content has a future, but what that future holds in terms of commercial versus open access is yet to be thought out in light of what Arnold suggests as the trend for 2013 commercial databases.

Those who think that public search companies are keeping the archive of all digital information are in for a rude awakening. Librarians and information professionals need to get beyond teaching people how to search. As professionals, we have a duty to understand the business pressures of our information suppliers, free or fee, and what those pressures do to the availability of yesterday’s information in today’s reality of right now access.

Information professionals must think about and prepare for the inevitability of lost information. The Way Back Machine may be expanding their database but they are not archiving the complete history of companies that are no longer in business. Think about the number of start-ups that are no longer around, who were the corporate officers, what was their credit history? The gaps in corporate information mean that there will be gaps in ongoing competitive intelligence.

This is a simple issue on the surface with unfolding complexities that warrant thought and planning and action. Just as the burning of the Timbuktu library means of loss of valuable information, so too do the cost pressures and lack of access and exposure to digital data.

Innovation on the commercial side seems nearly impossible. Curation and access on the public search side is limited by the ability for providers to drive their profit in light of their own business models. Open access is being challenged to the point where advocates such as Aaron Swartz ends his own life. The Library of Congress is archiving Twitter when they may be better serving the longevity of knowledge and information by archiving the “free” information on the world wide web.

Of course, the practical part of me that understands that daily life grinds on no matter what understands that this is a good intellectual argument. In the long run will this have a significant impact on daily life? Probably not. It is something that when I think about the history of knowledge and culture, gets my mind whirling. Business will do what businesses do, libraries will do what libraries do and maybe just maybe the digital gaps won’t cause overwhelming repetition of mistakes.

Either way, it is fun to think and share and get input from intelligent colleagues.

Constance Ard, January 30, 2013

2 Comments | Digitization, Information Professionals, Knowledge Management, Professional Development, Technology | Permalink
Posted by Answer Maven

Model to Collaborate and Communicate Information Governance

December 5, 2012

I was browsing around the EDRM site last week and took a look at the developments for the Information Governance Reference Model. If you haven’t looked at this before, now might be a good time to do so.

This framework addresses some model behaviors that can lead to a high value business process that includes protective measures.

The IGRM Project aims to offer guidance to Legal, IT, Records Management, line-of-business leaders and other business stakeholders within organizations. The Project seeks to facilitate dialogue among these stakeholders by providing a common language and reference for discussion and decision-making based on the needs of the organization.

The various departments and stakeholders involved in the use, management and compliance needs of organizational information may be able to use this tool to communicate standards and policies that will allow for better protection. Enterprise information is a high value commodity within any company. Using it, managing it and keeping it fresh can be a strong competitive edge. This model may be instrumental in helping you find a way to remain competitive.

Constance Ard, December 5, 2012

Leave a Comment » | Information Management, Information Professionals, Knowledge Management, Strategic Planning | Permalink
Posted by Answer Maven

Convergence of Records Management and Risk Mitigation: The Time is Nigh

December 3, 2012

Information management, governance and eDiscovery are no longer separate within the enterprise. AIIM has been offering a lot of education about the convergence in recent months and will continue the trend at their conference in March.

A recent article on the AIIM blog, “Moving from Records Management to Information Governance” continue the discussion. This article offers a view from Monica Crocker, Corporate Records Manger at Land O’Lakes, Inc.

She asserts that “there are no records; there is only information.”  The need to tie information governance to organizational strategies seems to finally be getting traction inside corporate halls.

At Land O’Lakes, Crocker is leading the new view and is sharing her wisdom with the crowds.

Some of the specifics included how to connect it to the strategic direction of the organization and how to make sure the program actually makes it easier for people to do their jobs (as I am always saying….it starts with “the work”). And then we discussed the importance of an all-encompassing, big bucket retention schedule as one of the critical tools for implementation.

The time is nigh for information governance, records management and risk mitigation to transform the corporate litigation environment. Data is too big, technology solutions fall short and a need for strategic, high value management is necessary to make the transformation successful.

Constance Ard, December 3, 2012

Leave a Comment » | E-Discovery, Information Management, Information Professionals, Value | Permalink
Posted by Answer Maven

eDiscovery Best Practice an Information Professionals View on the Importance of Data Maps and Information Management

July 17, 2012

So often in the world of business we want a checklist, a guide and a set of best practices that will lead us in the right direction through complicated business processes. eDiscovery is no exception. In a recent eDiscovery Daily Blog post, “eDiscovery Best Practices  When Litigation Hits, the First 7 to 10 Days is Critical” speaks to making sure you have crossed your i’s and dotted your t’s.

Of course, this is what should happen when a trigger even occurs. Know who is potentially involved in the matter. Issue the Hold Notice and begin tracking and the last best practice tip offered in this post, plan data collection.

As the post states:

These activities can result in creating a data map of potentially responsive information and a “probable cost of discovery” spreadsheet (based on initial estimated scope compared to past cases at the same stage) that will help in determining whether to proceed to litigate the case or attempt to settle with the other side.

While we agree these are critical steps once a trigger event has occurred, why not put into place best practices ahead of this game. Miller Montague and I spoke at the Annual SLA Conference on the topic of “eDiscovery Preparation Through Information Management and Data Mapping” on Tuesday, July 17, 2012. From that presentation we offer a few of our own recommendations that can be translated into your organizational best practices.

  • Create an eDiscovery Team that not only reacts, but plans ahead. The amount of information being created today makes it nearly inevitable that at some point a business will need to retrieve data that they thought was no longer relevant. A team of professionals that can capably deal with technology, information management, records destruction  and ultimately who should have access from a human resources view, as well as the legal process of discovery is the first best step any organization can take to begin managing electronically stored information effectively.
  • Create a Data Map and update it manually. Knowing where information lives is critical in efficiently producing the right data. A good data map can be used as a component in your eDiscovery process as a defensible tool that demonstrates good faith efforts to produce the necessary data.  It is also an important component in controlling costs.
  • Involve information professionals in the entire process so that the best information management and retrieval methods are used. On the management side relevant taxonomies can be used to file information accurately into a records management system. In addition, understanding how to craft queries that truly take advantage of any software solutions employed is a more cost-effective method of producing data than leaving it to someone who does not understand the full-scale picture of information creation, organization and retrieval.

Information professionals who are knowledgeable about information management and the eDiscovery process will provide high quality service to their organization. Their ability to work with a strong team and see the full picture is an asset that is underutilized. The professionals who understand the process, review and analysis are certainly critical to any successful undertaking. When you add a professional who can manage data and help mitigate risks and costs you have gotten one step ahead in the big game.

Constance Ard, July 17, 2012

Leave a Comment » | Business, E-Discovery, Information Management, Information Professionals, Taxonomy | Permalink
Posted by Answer Maven

eDiscovery Cost Containment Solutions Rely upon Collaborative Efforts

June 4, 2012

On May 31, 2012, I presented a webinar in the SLA Legal Division’s TNT Professional Development Series, “Opportunity Opens Doors for Information Pros in eDiscovery”. One of the comments made during the Q&A portion was that the activities surrounding eDiscovery were not traditional library roles.

That is very true, the premise of my presentation was that traditional activities are limited in opportunity and eDiscovery is an area that information professionals can move into with their capabilities in information organization and management skills.

After the presentation concluded and I began sifting through email I was alerted to a new article from the Organization of Legal Professionals that presented some of growing problems in the realm of eDiscovery. “Is eDiscovery Really the Problem or Is It the Foundation of Our Data Management Strategy, or Lack Thereof!” by Linda Sharp does a good job of diving into the evolving field of eDiscovery.

When information professionals are trying to add value to their organization’s a great way to help is with cost control measures in eDiscovery. The sheer volume of data both structured and unstructured makes it essential for companies to know where their data is and how to efficiently retrieve it.

The article does a good job of explaining why this is a problem and how it differs from the analog days. Throwing analog methods to electronically stored information through technology solutions, isn’t enough.

As the author suggests, an enterprise strategy is a possible solution:

What if compliance, records, IT and legal could actually collaborate on a holistic approach to resolve the issues surrounding enterprise data management? This strategy would provide the organization with a total information governance solution. It would reduce the costs of the IT infrastructure, eliminate information in keeping with records and legal policies, as well as provide a streamlined process for handling information.

An information professional who can manage the team, understand the records retention issues and set governance policies as well as assist in the efficient collection of data is an essential member of any collaborative solution that gets on the front end of eDiscovery cost containment effort.

Constance Ard, June 4, 2012

Leave a Comment » | E-Discovery, Enterprise Technology, Information Management, Information Professionals | Permalink
Posted by Answer Maven

Alternative Methods to Reduce Litigation eDiscovery Costs

May 25, 2012

I’ve been a bit lax in sharing some of the news and observations I have made in my readings lately due to a busy several weeks. However, I had to pause a moment and comment upon a recent Metropolitan Corporate Counsel article, “How Project Management Adds Value to E-Discovery.”

The push for reduction in legal expenses has been on for quite some time and alternative fee arrangements seem to be the focus of many corporations and their legal counsel.  The reality of expensive eDiscovery processes is another area of concern.

This article looks at a project management approach to eDiscovery. As  the article explains:

Delegating e-discovery responsibilities to a project manager also maximizes the efficiency of litigation and alleviates this headache for the corporate leadership and legal team, allowing executives to focus on the core work of the company. In short, project managers employ unique knowledge, skills, tools and processes in a phased approach, ultimately helping companies achieve their legal goals.

That’s a pretty solid argument for this approach to the problem.  The article goes on to lay out the phases of electronic discovery project management as well as explaining the benefits.

All of that is well and good for a response to a discovery request.  However, good information governance and information management practices internally can reduce risks and costs up front before you even get to the discovery phase. Understanding what information exists and where in the enterprise is a key to providing the right data when necessary.

Constance Ard, May 25, 2012

Leave a Comment » | Business, E-Discovery, Information Management, Information Professionals | Permalink
Posted by Answer Maven

Open Search News Service Captures Evolving Industry News

April 20, 2012

A little late to the news but I’m excited to share that there is a resource collecting the latest information about open source search companies. This PRWeb news release, “Open Source Search News Service Debuts” alerts us to a new service that collects and indexes valuable research for the open source industry.

In looking through the new service, Open Search News, it is obvious that the service is collecting information that hits the big themes of the developing open search industry. Stories discuss a variety of companies who are providing solutions that can be implemented within enterprises and that use cloud technologies to optimize search technology investments.

The stories also seem to highlight the features and functions of the system that really hit upon what we need to efficiently and effectively search big data. Multiple languages, scalability and even information about the developer community that builds these open source solutions are discussed.

This looks to be a useful tool to track the best of what’s happening in the industry.  According to the press release,

The open search news information service provides news and analysis about the dynamic market for open source search. Vendors from IBM to Lucid Imagination are tapping into open source search systems, adding features and functions, and providing a lower cost, higher operating efficiency, findability solution.

Finding information about features, functions, considerations in choosing the system and having vendor data available makes for an easy place to research the options available.

Constance Ard, April 20, 2012

Note: Author is associated with Arnold IT

Leave a Comment » | Business, Information Professionals, Search, Technology | Permalink
Posted by Answer Maven

Choosing the Right eDiscovery Software Requires a Knowledgeable and Dedicated Team

April 10, 2012

“Reed Smith Brings Relativity In-House for e-Discovery Document Review” reveals a law firm’s forward looking investment into the importance of eDiscovery.

Reed Smith has always been a leader in legal services, especially as related to information management and use practices. Thus their development in 2011 of the Records and eDiscovery Team (RED) is not a surprise. 

Being methodical and getting ahead of the curve in legal services seems to be something Reed has always been good at. Thus their use of Relativity in-house just might be a clue to other firms who wish to jump on the fast moving eDiscovery practices development train.

The justification for their in-house software choice is shared in the article:

“In searching for the right e-discovery software, we found that Relativity maximizes efficiency during document review, ultimately reducing the cost of e-discovery for our clients,” said David Cohen, partner at Reed Smith and head of the RED Team. “We also wanted to bring in-house the same seamless experience that we’ve had with Relativity as a hosted solution, while continuing to customize the tool to our workflows. It’s a great addition for providing a high-quality level of service.”

Relativity may not be the best choice for all firms and there is a myriad of choices available.  Working with an eDiscovery team that understands the technology, the applications and the use of eDiscovery software is a necessity when seeking the right solution. Its unclear what the mix of attorney, information professional (aka librarian) and IT team members were for the testing and final choice at Reed.  Answer Maven suggests that representation from each of these three areas is essential to making the best choice.

Constance Ard, April 10, 2012

Leave a Comment » | E-Discovery, Information Management, Information Professionals, Technology | Permalink
Posted by Answer Maven

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