Tuesday Stat -- If I was a newspaper, I wouldn't hold my breath waiting for on-line to save the day

Nov 24, 2015 6:20:56 PM by John Mancini

One of the problems with digital disruption is that once disruption occurs, it is difficult to replace the revenues lost from the old model with "new" revenues.

A lot of newspapers, faced with declining advertising revenues, turned to on-line versions with the expectation that digital revenues could replace the more traditional advertising revenues. However, as this chart shows, that simply has not happened.

The reason is that digital disruption often leaves in its wake radically different business models. Print advertising revenues didn't simply shift to digital.  They evaporated, especially in the cash cow for newspapers, classified ads, as the old economic benefit was simply distributed in tiny increments among millions of Craigslist users.


Speaking of analog/digital business models, I thought readers might be interested in this short Slideshare -- 8 trends you need to know about the Paperless Office. Feel free to use or embed this anywhere you like.

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Topics: statistics, internet, trends

8 Things You Need to Know About Going Paperless

Nov 24, 2015 10:54:12 AM by John Mancini

I recently ran into a guy coming out of church who asked me, "Do you work at AIIM?" Now, I would like to think that all of us working in the trenches as content management evangelists are famous, but truth be told, we are all a bit more of a niche than we would like to admit.  So my surprised response was, "Yes, how do you know AIIM?"

He said, "I used to work at NMA [National Micrographics Association, the predecessor of AIIM] back in the late 70s."

My response, "Wow, that's great. What were you working on?"

He responded, "I was hired to set up a conference on the Paperless Office."

Sigh.  Well, well, well.  Some things don't change.

But we are making progress.  Many of you were participants in World Paper Free Day (#wpfd) a few weeks ago. Thank you. There were some VERY creative participants -- I capture a few of the more creative Twitterites in these two posts:

And for those who missed it, we also released our annual state of the industry Paper Wars market research study.  The free executive summary is available HERE.

Here's a sample -- 8 things you need to know about the current state of going paperless

  1. Only 17% work in what could be described as a paper-free office. 31% admit their office is piled high with paper documents and paper processes. 40% still use paper for filing “important stuff”, and 56% are wed to signatures on paper for contracts and order forms.
  2. 20% report that their consumption of paper is increasing.
  3. The number of organizations actively looking at every process for paper elimination has grown from 9% in 2014 to 16% in 2015.
  4. Lack of management leadership and individual preferences are the top two reasons why there is still so much paper around. 39% feel there is a general lack of understanding of paper-free options.
  5. 40% of organizations report that more than half of their invoices are now delivered electronically - but 35% say that most get printed anyway.
  6. 40% of organizations deal with multi-channel content in an ad hoc way.
  7. In 40% of organizations, line of business heads and departmental managers are responsible for “radical process review” compared to 14% who point the finger at the head of IT.
  8. 59% of organizations achieved a payback in less than 12 months from their paper-free projects, including 26% in 6 months or less. 84% achieved payback in less than 18 months.

Get the FREE Executive Summary!

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Topics: ecm, scanning, world paper free day, capture, paperfree office, paperless processes

US Immigration Service and the challenge of going paper-free

Nov 12, 2015 8:30:51 PM by Dan Lucarini

This is a guest post by Dan Lucarini, CMO of ibml and AIIM Board member.  

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Topics: paper free day, ecm, paperless processes

Part 2 -- 13 Awesome #WPFD Posts - Check them out

Nov 7, 2015 3:34:29 PM by John Mancini

Part two -- Some more terrific World Paper Free Day tweets -- check out the first posting HERE.

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Topics: content management, ecm, business process, world paper free day, paperless processes

Report from the Field -- #WPFD -- Cool Images -- Part 1

Nov 6, 2015 12:49:38 PM by John Mancini

Some fun Twitter images -- Part 1 -- on World Paper Free Day.  Keep them coming!

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Topics: paper free day, process automation, ecm, world paper free day, paperless processes

Soy Sauce and a Paper-Free Office: An Accountant's Story

Oct 29, 2015 3:56:13 PM by Felicia Dillard

When I think about World Paper Free Day, I am reminded of when we renovated and reduced our office space a few years back. The end goal was a more open, collaborative environment while reducing costs. I spent a lot of time researching and planning for an open-space plan.

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Topics: business process management, world paper free day, paperfree office, paperless processes

Even though I wrote them, 7 Content Management articles you should read

Oct 21, 2015 12:57:00 PM by John Mancini

I've published a variety of articles on content management over the past few months, and thought I would gather a few of them here for those who may have missed them.  Feel free to pass around the links.  A number of the articles are based on the work that my colleagues Doug Miles and Bob Larrivee do on our Industry Watch market research reports.  If you haven't seen these reports, check them out HERE.

From Information Age -- 7 Ways to Improve Your Content Analytics

From ECM Connection -- ECM: Gearing Up for a Much Bigger Race

From the IoT Journal -- IoT & Cloud Are Transforming ECM


From Econtent - Content Analytics Needs Strategic Direction to Fully Realize Potential

From Digital Publishing Solutions -- ECM on a Path to Reinvention

From BusinessSolutions -- Mobile Content is Getting Enterprise Attention

From CTOVision - If Mobile Isn't on Your Radar it Should Be 


3 Things an IKEA Dresser can teach us about Content Management

Here's a new white paper on Collaborative Workspaces – making information work simpler, smarter, safer, and faster

Download Your Report

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Topics: content management, ecm, mobile

Trip report -- How can you automate content ingestion and digestion?

Oct 14, 2015 5:00:00 PM by John Mancini

The AIIM roadshow is continuing along.  Five cities down and four to go.

Cities still to come... (Still time to register -- events are free)

Anaheim -- Houston  -- San Francisco -- Washington

It was terrific in Minneapolis to catch up with AIIM superstar and Santa doppleganger Carl Anderson, and to spend a little time with New York chapter president John Schaeffer.

One of the presentations that caught my attention in Minneapolis was by Array Technology, with a focus on their Constellation Content Cloud. The business problem they focus on is sorting through the initial document chaos that is present in just about any organization and automating document and content ingestion and digestion.

The particular aspect I liked was sorting through the processes -- typically manual processes in most organizations -- involved in: 1) improving the scale of document imaging (how can you speed up and automate document ingestion), 2) reducing manual labor, 3) applying metadata, and 4) improving ECM usability.  I'm not in the business of recommending any particular solution, but I do like the way they describe and organize the ingestion/digestion problem.  Here's the slide they used:

Hope to see some of you in AnaheimHoustonSan Francisco or Washington.

Previous trip reports...

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Topics: ecm, process management, capture, bpm, process

Records and Risk Aversion

Oct 5, 2015 11:47:00 AM by Lisa Riccuiti

AIIM Expert Blogger Post by Lisa Ricciuti, Information Management Consultant, Smart Info Management Services

In my profession I feel like I’m constantly fighting the same battles over getting clients to destroy their older records that no longer have value for the company. 

I often come across these old, dusty storage rooms, or offsite storage accounts, filled with boxes and files.  Usually in one of these scenarios, there are no lists that would tell us about the actual contents of the records.  One option is to do a sampling and a risk assessment to just get rid of everything.  This approach is often met with resistance. 

Whenever I start talking about getting rid of the older records with clients, I hear similar concerns voiced: 

  • What if our reputation is damaged because we destroyed something we should have kept?   
  • What if we need something?  

Once in a while I hear the other side, usually from my colleagues:

  • What if finding something that should have, in fact, been destroyed a long time ago damages the organization’s reputation? 
  • What if you need something and you can’t find it? 
  • What if you “find” what you need, but it’s on an obsolete format like a floppy disk, Beta tape, or old backup tape that you can’t view? 
  • What if the organization gets hacked and it’s hard to determine what was compromised because too much was saved without being identified properly? 

The consequences of saving too much for too long have a real financial impact, especially for electronic records.  First of all, it requires an investment in a long-term digital preservation strategy to ensure that older formats and mediums are continually migrated and updated to remain readable with newer technologies.  The more volume saved, the more costly this process becomes.  As the volume continues to grow, the management of the content also becomes more complex over time. 

I’ve come across records stored on old mediums that can no longer be accessed because the hardware and/or software are not available.  Last year, tucked behind the equipment on one desk, a user found a dusty plastic box of 3.5” floppy disks.  A few of the disks had a label with a handwritten note identifying the contents as “client files,” but no other details were available.  At an event the other week a colleague shared with us that she had just found an old box with a VHS tape in it.  I’ve also come across VHS tapes on some of my contracts in the last two years.  If information can’t be accessed or retrieved, it’s lost, and either should have been identified and destroyed in a timely fashion, or identified for long-term storage and migrated to a newer format/medium.

So which risk, exactly, do organizations think they are averting by electing to save more than is necessary or to maintain records for excessive periods of time?  What makes the first concern more plausible or more risky than the second? Are these the risks we should be focusing on averting? 


Free AIIM Seminar - in your city!

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Topics: arma, records, content, records management

AIIM Magical Mystery Tour Stop 3 – A Focus on Change Management and Metrics

Oct 2, 2015 1:47:00 PM by John Mancini

Thinking About Change Management and Metrics

Had a great time at our Paperfree/Process Transformation seminar in Chicago yesterday. 

I especially enjoyed the presentation by Jim Sibenaller, IT Director at Loyola Chicago (and recommended by one of our sponsors, Docfinity) on “Why Are Change Management and Metrics Such Crucial Aspects to Your Overall Deployment Strategy.”

Jim used this infographic to describe Loyola Chicago’s content management journey:


On the change management front, Jim talked about the need to understand the ECM Maturity "readiness" of a department before beginning discussion of project options.  Far too often, ECM projects are shoved down the throats of end users by IT.  Successful projects are those that meet the user halfway -- pushing them to change their processes to take advantage of the technology, but not so hard that they lose them along the way.  Here are the six stages of ECM Maturity that Jim sees:

  1. Basic Document Retrieval - Basic image retrieval using queries, simple search.
  2. Basic Document Capture - Scanning documents with local scanner, manual indexing.
  3. Intermediate Capture & Indexing – Indexing images using business system screen scrapes/integration. Retrieving images through a “hot key.”
  4. Intermediate Tools & Features - Bar code recognition. Using Send To/Print To to capture electronic files. Using basic workflows.
  5. Advanced Tools & Features – Using Full Text Search, “Scan First”, Importers, eForms Processing, Mobile.
  6. Advanced Processing – Advanced workflow processes, Records Management, Dashboard.

When it comes to metrics, Jim urged fellow end users to consider both hard and soft metrics, to use information already on hand, to keep it simple, and to focus on 3-5 key metrics. Loyola Chicago's overall results are impressive -- a 76% average process improvement on key metrics, 7800+ hours of annual saved effort (equal to 4.0 FTEs, who have been reassigned to more rewarding tasks), and $47,000 in direct annual cost reductions through consolidating operating costs.

Jim's takeaways:

Customer Readiness and Change:

  • Engage and build trust
  • Go at the user's pace
  • Give them what they can easily consume
  • Define clear objectives

Metrics and Results:

  • Measure "simple"
  • Soft measurements are OK
  • Be constantly willing to adjust


  • It's OK to make mistakes
  • Be humble -- learn from them


  • Be relentless
  • Communicate often

Here are the end user organizations who attended yesterday – often multiple people from each organization.  Thank you so much for taking the time to be there. 

AGL Resources Company -- Alliance for Audited Media -- Allstate Insurance Company -- American Medical Association -- American Family Insurance -- AON Corp -- Bank of America -- BMO Harris Bank – Brandobility – Brightstat -- Caterpillar, Inc. -- CDK Global -- Chicago Underwriting Group -- Christian Brothers Services -- City of St Charles -- Discover Financial Services -- Ernst & Young -- GE Capital -- Gordon Flesch Company – Grainger -- Horace Mann -- Illinois Housing Development Authority -- Integrys Energy -- KAR Auction -- Locke Lord LLP -- Loyola University Chicago -- LTD Commodities LLC -- McDermott Will & Emery LLP – MMSD – MOEITS -- MTL Insurance Company -- PCTEL, Inc -- Roberts Oxygen Company, Inc -- Sidley Austin Brown & Wood -- State Farm -- Thrivent Financial -- True Value – UBS -- University of Illinois -- UOP LLC/A Honeywell Company -- Urban Partnership Bank – Walgreens -- Waukesha County – William Blair


Free AIIM Seminar - in your city!

Anaheim -- Houston -- Minneapolis -- New York -- San Francisco -- Washington

See also:


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Topics: paper free day, content management, ecm, scanning, capture, paperfree office

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