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Digital Landfill, blog by AIIM President John Mancini

12 Recommendations to Get "Search Smart" -- What would you add?

Posted by John Mancini

Oct 16, 2014 1:32:00 PM

We've been thinking about some ways for organizations to be more effective in deploying search technologies.  

Clearly organizations have an INTENTION to do so -- 71% of the organizations we polled in Search and Discovery: Exploiting Knowledge and Minimizing Risk thought that search was "vital or essential."  (Check out 15 "Must Knows" About Search.)  

However the REALITY is a far different question -- only 18% or organization have cross-repository search capabilities, and 58% show "little or no" signs of search maturity.


So here's our list of recommendations on how to bridge this gap.  

What do you think?  What would you add to the list?

  1. Set out a strategy for search that recognizes its importance for both information exploitation and information governance.
  2. Agree where responsibility for search should lie. If you have an Information Governance Committee or Chief Information Officer ensure that search is on their agenda, perhaps by creating a Knowledge Management Steering Group – or consider creating a Head of Knowledge Management.
  3. Audit existing search tools within the organization. Establish what specific search needs there are within each department, and how well they are being met.
  4. Evaluate the search capability of your ECM system(s), and whether they can be optimized or tuned for better results
  5. Look to connect your ECM system search to other repositories to provide a single-point search portal.
  6. If your ECM system does not provide a strong search tool, is not readily extensible to other repositories, cannot support mobile access, or does not provide the transparency and tune-ability you need, make the business case for a dedicated search product.
  7. If you do not have the in-house expertise to support and tune your chosen search tool(s) consider specific training or help from a specialist consultancy.
  8. Include end-user training in search techniques in order to maximize the benefits from your search tools.
  9. Evaluate your ability to respond in a timely manner to a legal-discovery, FOI, compliance or audit request across the relevant repositories, particularly email.
  10. Ensure that you have a robust hold mechanism across each repository, and look at your IT support for the downstream review process.
  11. Consider specific e-discovery or litigation management products to manage the workflow for pre trial.
  12. Look to use content analytics or predictive coding to speed up the review cycle.

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15 "Must Knows" About Search

Posted by John Mancini

Oct 14, 2014 7:33:22 PM

These 15 “must-knows” are drawn from a new survey of information professionals conducted in July. Get a copy now!

Full survey results are available for free - Search and Discovery: Exploiting Knowledge, Minimizing Risk.

  1. For 71% of the organizations polled, search is vital or essential, yet only 18% have cross-repository search capabilities. 58% show little or no sign of search maturity.
  2. 75% of respondents would not disagree that information is easier to find outside of the organization than within. 65% agree that employees struggle to access internal information from mobile devices. Only 39% have natural language search.
  3. Improved search is a priority over big data/content analytics for 73%. There is some movement (19%) towards a unified search and big data strategy (although 59% have no big data strategy).
  4. The IT Department takes responsibility for search in 52% of organizations, although only 25% feel it should be so. 44% feel RM/Compliance/IG would be a better owner, although there is also strong support for the concept of a Head of Knowledge Management (34%) or Chief Knowledge Officer (29%).
  5. 25% have no advanced or dedicated search tools. 13% have five or more.
  6. Those with advanced search tools are most likely (45%) to acquire them through their ECM product or provider. 42% of users have on-server search products outside of ECM, including 14% using Open Source. 21% are using a dedicated search appliance, and 8% SaaS.
  7. 38% have not tuned or optimized their search tool at all, including 8% who have not even switched it on. Half of responding organizations allocate less than half an FTE to support search applications. Only 12% have used external expertise.
  8. Beyond SharePoint, intranet and ECM systems, most content is beyond the scope of the search tools. Only 19% have advanced search across email, with less than 10% extending to other enterprise systems.
  9. 47% feel that universal search and compliant e-discovery is becoming near impossible given the proliferation of cloud share and collaboration apps, personal note systems and mobile devices. 60% are firmly of the view that automated analytics tools are the only way to improve classification and tagging to make their content more findable.
  10. Better decision-making and faster customer service are given as the top benefits from improved search tools. Only 14% were required to make a financial business case for search investment.
  11. 42% consider that they have achieved payback from their investment in search tools within 12 months or less. 62% achieved payback within 18 months. .
  12. 53% of respondents agree that their legal discovery procedures are “ad hoc, manual, disruptive and expensive.” 28% have no policy, process or precedent for legal discovery and legal hold.
  13. 29% rely on instructions not to delete, rather than more robust hold procedures. 47% admit that their email retention and hold policies expose them to risk
  14. 74% rely on manual processes to manage the downstream legal discovery process. 10% have dedicated legal-case products, and 9% have a discovery workflow as part of ECM.
  15. On the whole, users are likely to increase spend on all aspects of search and discovery in the next 12 months, in particular content analytics, mobile device apps, and consolidation of multiple search tools.

A note on the sample -- 415 individual members of the AIIM community took the survey between Jul 11 and Aug 02, 2014, using a Web-based tool. Invitations to take the survey were sent via email to a selection of the 80,000 AIIM community members. Survey respondents represent organizations of all sizes. Larger organizations over 5,000 employees represent 30%, with mid-sized organizations of 500 to 5,000 employees at 35%. Small-to mid sized organizations with 10 to 500 employees constitute 35%. Respondents from organizations with less than 10 employees and suppliers of ECM products and services have been eliminated from the results, taking the total to 353 respondents.

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7 Reasons to Fear Free Puppies and Bundled Scanning Applications

Posted by John Mancini

Sep 25, 2014 8:14:00 PM

[This is a guest post from Paul Engel, CEO of VeBridge.  VeBridge focuses on enhancing the daily connections between people, process and technology by eliminating paper, unnecessary steps and incomplete business processes.  Please like or share this post using the buttons above.  Thanks!]

We’ve all been there. There’s a pile of cute, fluffy, wriggling puppies in a crate. You lift one out for a quick cuddle. It licks you. It loves you. In minutes you grow to love the puppy back. Looking up, you see the sign… “Free puppies.” OMG, it can’t get any better than this! The transaction is completed and you are now the happy owner of a free puppy, with whom you are in love. As you are walking away, the puppy purveyor reminds you to “get it to the vet for its shots.”

Within a week, without breaking a sweat, you have dropped $400 on this free puppy. That’s not all. You have also awakened to the daily maintenance associated with loving, and owning a puppy. You have modified your schedule: Wake at 5:45 to let the puppy out. Walk the puppy before leaving for work. Come home every 2 hours to let the puppy out. Come home earlier than usual for the pre-dinner puppy walk. Take the puppy out before going to bed. Wake up once during the night to allow the whimpering pup to, once again, relieve itself. The good news is, it was “free.”

There is no such thing as a free puppy. There is also no such thing as a low-maintenance puppy.

How does this relate to scanning apps? It’s a fairly similar story, you just spend more money and it wags a much bigger maintenance tail! Here goes…

You are attending a demo of your next new business application. (Take your pick…Finance and Accounting, ERP, Inventory, Recruiting, HR, Asset Management, Case Management, Incident Tracking, etc.)

Suddenly the sales guy says, “But that’s not all! It will also allow you to scan all the documents associated with the transaction, right into the software! That way the images will live with the transaction and you won’t have to do any more filing!” You begin to swoon! Then you get the best news…this scanning capability comes bundled into the software, so it’s FREE! You are now in love, and decide to buy the new-fangled software package. They’re even going to throw in a scanner.

Like the puppy, this sounded like a great solution at the time. Here’s why it may create more problems than it solves.

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A rant for my colleagues in the Association community -- or the Death of the AMS

Posted by John Mancini

Sep 16, 2014 9:09:00 PM

Perhaps it is just that I am increasingly becoming a curmudgeon when it comes to the information management systems we use to run our associations.  

Or perhaps I have just been burned too often in the AMS (Association Management Systems) world.  

Or perhaps it is just that the pace of technology change has turned the status quo on its head, and no one quite knows what will take its place.

But whatever the reason, I decided to capture some of my thoughts about the world of Association Management Systems into a short e-book -- The Death of the AMS, or How I Stopped Expecting an Eirelegende WollMilchSau (more on my weird German word in the e-book!)  You can get a free copy HERE...

My core thesis...

We will never get “all” of the information about customer and member engagement into a single system. 

No AMS application “module” will ever be as good as a dedicated best of breed application, often battle hardened in the consumer space.  

We can no longer consider the AMS as the sun in a solar system of process “planets,” sucking all of the data from each of the planets back into a single system of record. 

The AMS has moved from the center of the association information management solar system to become one of the planets.  

The challenge we have moving forward is to leave our data in the point solution where it belongs, connect the data as appropriate, and give up on the notion that everything needs to be sucked into the AMS.

The AMS as we have known it for the past 20 years is dead.

What do you think?

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7 Must Knows About Search and Findability

Posted by John Mancini

Sep 16, 2014 12:38:00 PM

These 7 “must-knows” are drawn from a brand new survey of 415 information professionals conducted in July. Survey respondents represent organizations of all sizes. Larger organizations over 5,000 employees represent 30%, and mid-sized organizations of 500 to 5,000 employees 35%. Small-to-mid sized organizations with 10 to 500 employees constitute 35%. 67% of the participants are from North America, and 18% from Europe.


Full survey results are available for free at this link -- http://info.aiim.org/search-and-discovery. The full report is titled Search and Discovery - exploiting knowledge, minimizing risk.

  1. 25% have no advanced or dedicated search tools. 13% have five or more. Tweet This Stat!
  2. Those with advanced search tools are most likely (45%) to acquire them through their ECM product or provider. 42% of users have on-server search products outside of ECM, including 14% using Open Source. 21% are using a dedicated search appliance, and 8% SaaS. Tweet This Stat!
  3. 38% have not tuned or optimized their search tool at all, including 8% who have not even switched it on. Half of responding organizations allocate less than half an FTE to support search applications. Only 12% have used external expertise. Tweet This Stat!
  4. Beyond SharePoint, intranet and ECM systems, most content is beyond the scope of the search tools. Only 19% have advanced search across email, with less than 10% extending to other enterprise systems. Tweet This Stat!
  5. 47% feel that universal search and compliant e-discovery is becoming near impossible given the proliferation of cloud share and collaboration apps, personal note systems and mobile devices. 60% are firmly of the view that automated analytics tools are the only way to improve classification and tagging to make their content more findable. Tweet This Stat!
  6. Better decision-making and faster customer service are given as the top benefits from improved search tools. Only 14% were required to make a financial business case for search investment. Tweet This Stat!
  7. 42% consider that they have achieved payback from their investment in search tools within 12 months or less. 62% achieved payback within 18 months. Tweet This Stat!

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If you are located near Anaheim, CA or DC or New York City or Toronto or Chicago or Minneapolis, join us for our free Information Chaos Rescue Mission seminar next month. I’ll be speaking; we’ll have great fun and also learn something.

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What does the next generation of information leaders look like?

Posted by John Mancini

Sep 5, 2014 2:44:52 PM

As we’ve discussed before, we are in a world of rapid and accelerating change.

Three major disruptive forces are accelerating the pace of change and driving organizations into information chaos:

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How to Tame #InfoChaos with Artificial Intelligence

Posted by John Mancini

Aug 29, 2014 12:06:48 PM

We are all struggling with a massive explosion in the volume of information we must manage and digest. Finding opportunity amidst all of this chaos is the central challenge facing organizations over the next 5 years.

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New Free Video -- How Do You Convince the C-Suite to Care About Information Governance?

Posted by John Mancini

Aug 27, 2014 11:45:00 AM

Digital data is growing and moving beyond the enterprise. What's your company's plan? Or does anyone even care?

Does your organization have any structures, roles and priorities for managing information? How do stakeholders and your companies culture understand and value information governance? This short video will give a brief summary of today's information management problem and what YOU can do to demonstrate the value for Information Governance.

This FREE training video discusses -- Click HERE to view the short tutorial -- or just click on the image below...

  • The need vs. the benefit of information governance
  • How to manage information risks and reduce costs
  • How to maximize the business benefit
  • How to identify and prioritize requirements

 

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You should also check out our latest Information Governance report.

 
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16 Questions (and Answers) About #SharePoint and #Office365

Posted by John Mancini

Aug 25, 2014 1:33:00 PM

On July 23 I did an "open-mike" webinar with Quentin Christensen and Andrew SanAgustin from Microsoft to answer questions from users about SharePoint.  The Q&A flowed beyond the scope of the webinar, so I asked Quentin and Andrew if they could respond to some of the outstanding questions in this post.

Here are the questions and their answers -- as usual, no endorsement implied -- and the perspective is theirs, not mine.  The point of the post is simply to provide a conduit for the questions and give Quentin and Andrew a chance to give their take.  Alternative perspectives welcome... Post a comment...

[For a variety of additional perspectives and resources, check out our SharePoint Resource Center.]

Here are the questions from the webinar...

For electronic records, do you require any approvals before disposition/deletion occurs? Or does that disposition occur automatically, with no human intervention?

SharePoint allows automatic destruction/disposition.  However, we require approvals and reviews before deletion occurs and there is human intervention/oversight.

What about SP2013 and scanned documents: are there any compatible metadata extractors?

Yes, but not out of box.  We employ a third party solution that was customized to be able to identify metadata fields from unique, scanned images.  However, as part of the management rigor, we validate this information before moving items into the SharePoint Records Center.

How can one use SharePoint, Office 365, or other technology to apply legal preservation?

Using eDiscovery Center with SharePoint 2013 or Office 365, users are able to capture relevant records managed within this environment and preserve them by specifying SharePoint sites and enabling In-Place Hold. With In-Place Hold enabled your users can continue to work on their documents with no impact. eDiscovery Center users the built in SharePoint search to index and search all SharePoint sites and on premises you can also index and search file shares. You can place your collections from other systems such as user’s local computers in SharePoint or a file share to search your data in one place. The eDiscovery Center can also search and manage holds for Exchange mailboxes. The eDiscovery Center is a type of site collection just like the Records Center and is useful not just for legal preservation of records but also beneficial for FOIA, FOIL, and PDR – Public Disclosure Requests because you can easily search and export data.

Do you have a change management process you advocate to improve user adoption?

Yes, as we provide solutions to internal customers, we educate them on Records Management Methodology for Microsoft, and the solutions available (how it’s used, how we can manage their data, how we can help improve their processes in managing documents).  Each customer is typically different in their business needs, so we have flexibility in our deliver.  However, SharePoint Records Center functionality is constant.

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The CEO as Digital Champ? It's Happening...

Posted by John Mancini

Aug 17, 2014 6:10:00 PM

[This is a guest post by an Advisory principal with PwC and leader of PwC's Digital and Customer practices.]

The CEO as Digital Champ?  It's Happening...

Over the next five years, one of the most fundamental distinctions between success and failure for businesses will be the degree to which CEOs become digital champions. 

In our latest Digital IQ survey of 1,500 business and IT executives, we found that 63% of top-performing companies had CEOs who were addressing tough issues like how to effectively collect and interpret data on their products and consumers; by contrast, only 44% were doing this in the lower-performing groups. 

Here’s the degree to which CEOs are embracing the champion role by sector: 

CEOs looking to claim this mantle can do the following: 

  • CEOs need a strategy fit for the digital age. This would encompass growth,  productivity, customer experience, products and services, partnerships, risk and more. Yesterday's obstacle is a new opportunity for digital.
  • CEOs must rethink the planning process. Asking the right questions at the right time is key for maximizing digital potential.  Digital is not the question, where to start and accelerate your digital journey is.
  • CEOs must own it. From the C-suite down, every leader must have a clear-cut vision of how they will take digital and build it into their strategies.  This cannot be left in hands of a single executive who is meant to create change through influencing many.   The CMO and the CIO are the best executive examples  of executives leading the charge but where is the rest of the C-suite.

[Tom Puthiyamadam's work is focused on co-developing and executing strategies  to increase an organization's growth and operational performance. Tom has significant experience in global transformation services for Fortune 500 companies, specializing in growth strategy, customer strategy, organization design, marketing, sales, and service effectiveness.]

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Also related to this topic from AIIM -- Information Opportunity vs. Information Chaos -- free e-book.  And -- I want simple solutions even a CEO can love.

 

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About Digital Landfill

#InformationChaos -- The game has changed.  

Information is the world’s new currency.

Read just about any business publication and you will quickly conclude that how an organization manages its information assets is now just as fundamental a source of competitive differentiation as how it manages its physical assets, its human assets, and its financial assets. Amidst all of this opportunity, organizations are drowning in a sea of content and information. #InformationChaos reigns supreme.

That's the focus of this blog -- and for that matter, of AIIM.  As the President of AIIM, my goal is to help you and your organization survive and thrive in the era of #InformationChaos.  If I can help, contact me at johnmancini@aiim.org.

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