AIIM - The Global Community of Information Professionals

Understanding the key obstacles to your capture and workflow project – and how to overcome them

Aug 16, 2017 12:01:00 PM by John Mancini

In a recent AIIM survey, we asked organizations a simple question:

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Topics: content management, workflow, ecm, scanning, information capture, nuance

Modern Records Management 

Aug 15, 2017 10:31:00 AM by Peggy Winton

In a digitally transforming business environment, neither Records Management nor Information Governance is at the top of your executives' list of priorities. Instead, business leaders are making time -- and making way -- for tools and techniques that execute processes nimbly and on demand for improved customer experience and competitive edge.

The file cabinet metaphor doesn’t work in the digital world, and the traditional approaches to identifying, appraising, and scheduling records and information, including electronic records, doesn’t work on big data. Extracting insight from this exploding volume of information requires individuals who can prepare it for machine learning and deep learning.

By converting everything to digital form, organizations can apply auto-classification technologies to dispose of information without business value, allowing people to focus on mission, not on managing their information and records for retention. And, managing data at this massive scale increases the need for metadata management. It’s the key to moving from a “store everything” mindset to a “put it to work” mindset.

Where does all this leave the records management professional? Where are the proof points for records management as business enabler?

You may not think so, but Records Managers can play a vital role in this business transformation -- if they change their approach and mindsets to connect to the bigger world of data and content. While the value is in content in motion, the granularity of the content and the elements of control are still important to the process. Records professionals certainly lend perspective to that!

I’ve spoken with a few forward-thinking records pros who contend that the industry would have been better served by striving to modernize ‘records management’ than by trying to convince people they need “information governance”. We’ll be discussing that concept over lunch in a few cities this fall. Our aim is that together, we will assemble the proof points that redefine records management for a digitally transforming world. We invite you to join us in your neck of the woods.

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Topics: electronic records management, Compliance and records management

Guest Post - The Privacy and Security Dichotomy

Aug 10, 2017 10:25:00 AM by Andrew Pery

This is the fifth post in a series on privacy by Andrew Pery. You might also be interested in:

There is a considerable divergence of opinion about the relationship between privacy rights and security concerns.   Opinion polls reflect such a divided sentiment.   A 2016 survey by Pew Research Center found that while 56% of survey participants want more to be done to keep the country safe, 52% remain seriously concerned about the scope of surveillance programs that may intrude upon their privacy, notably monitoring of internet search habits, email messages and social media interactions.  

Such privacy concerns extend beyond surveillance programs to corporate practices relating to the protection of personally identifiable information.  The same Pew Research Center survey found that over 50% of respondents are concerned about the security of their personal data given the frequency and magnitude of data breaches in recent years.   

There seems to be a sense of capitulation that in this digital age privacy rights are destined to erode. 91% of Americans feel that they lost control over the collection, use and disposition of their personal information.   

These sentiments beg the question.  What ought to be the relationship between privacy and security?   At one end of the spectrum there are those who argue that in the digital age, unless someone decides to completely live off the grid, “privacy no longer can mean anonymity”.  The role of government and businesses is to institute proper measures to safeguard privacy rights.    

Opponents of this view argue that in such a scenario citizens are “expected to give up control of privacy to others, who – presumably – get to decide how much of it you deserve. That's what loss of liberty looks like.”    

Yet another perspective is that there is an inevitable trade-off between privacy and security.   Implicitly privacy rights are impacted when security is taken into consideration based on the premise that “you must surrender a little privacy if you want more security.”   

 Such a tension between privacy and security came to prominence when the Department of Justice sought for Apple to create a backdoor for the FBI to bypass iPhone encryption in order to access information that would potentially uncover activities of two terrorists who killed 14 people in San Bernardino.   Apple in their filing put forth a passionate defence for preserving privacy rights on both technical and legal grounds.

 Apple’s position was reinforced by the Electronic Frontier Foundation arguing that “It would be great if we could make a backdoor that only the FBI could walk through. But that doesn’t exist. And literally every single mathematician, cryptographer, and computer scientist who’s looked at it has agreed.”

Perhaps one of the most thought provoking positioned is posited by David S. Kris in his paper Digital Divergence.  His main thesis is that with advances in digital network technology privacy rights are harder to protect while security imperatives are more problematic to enforce as “digital network technology creates more private data of which less is relevant to security. All other things being equal, more private data is bad for privacy, but more irrelevant data—data pertaining to innocent persons—is bad for security because of the haystack effect.”

These arguments notwithstanding privacy and security may be approached as a continuum.  Privacy rights cannot exist without security.   In fact privacy principles such as those found in most modern privacy legislations such as GDPR embed confidentiality, integrity and availability of personally identifiable information as essential requirements for ensuring privacy compliance. 

Organizations should explore technological innovations relating to privacy enhancing technologies that strike a balance between privacy and security.  Privacy by Design “seeks to accommodate all legitimate interests and objectives in a positive-sum “win-win” manner, not through a dated, zero-sum approach, where unnecessary trade-offs are made. Privacy by Design avoids the pretense of false dichotomies, such as privacy vs. security, demonstrating that it is possible to have both.”

Need more help preparing for GDPR? Join us for this FREE Virtual Event.

Click to Register for Data Privacy, Data Protection, and the GDPR

About the author:  Andrew Pery is a marketing executive with over 25 years of experience in the high technology sector focusing on content management and business process automation.  Currenly Andrew is CMO of Top Image Systems.  Andrew holds a Masters of Law degree with Distinction from Northwestern University is a Certified Information Privacy Professional (CIPP/C) and a Certified Information Professional (CIP/AIIM).

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Topics: privacy, security, information security, gdpr

Shelly Island and 10 new content management resources

Aug 10, 2017 10:00:00 AM by John Mancini

I thought I would highlight some of new content assets that have crossed my desk -- some by me, some by others. They are all free. Pick the ones you want and knock yourself out! 

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Topics: content analytics, information governance, content management, ecm, cloud content management

CIP Spotlight: Hemaben Patel Is a Business Enabler

Aug 9, 2017 10:23:00 AM by Jesse Wilkins

As part of our Certified Information Professional Spotlight series, I met with Hemaben Patel, Enterprise Content Management Lead for a large international airline. We talked about how she has positioned herself as a business enabler in her organization and how the CIP has made it easier for her to sell her projects to internal and external customers.

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Topics: cip, information management, certified information professional, enterprise content management, ecm

CIP Spotlight: Gina Smith-Guidi on a Holistic Approach to Information Management

Aug 3, 2017 10:20:00 AM by Jesse Wilkins

As part of our Certified Information Professional Spotlight series, I sat down with Gina Smith-Guidi, Principal Information Manager, Corporate Records and Information Management for the Office of the City Clerk in Edmonton, AB. We chatted about the importance of taking a holistic approach to Information Management.

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Topics: cip, information management, certified information professional, enterprise content management, ecm

[Working Lunch Series] 5 Key ECM Strategies Taken from Star Wars

Aug 2, 2017 1:09:00 PM by John Mancini

Welcome to fourth and final installment of our Working Lunch Blog Series. For those who are new to the Working Lunch series, the idea here is simple - for the last couple of weeks, we've posted a video of one of our most popular sessions from The AIIM Conference 2017. We invite you to grab a bite to eat and enjoy an educational video during your lunch hour! Or make it social and invite the whole staff to watch! Our previous sessions include:

This week's session is "5 Key ECM Strategies Taken from Star Wars" from Andrea Chiappe of Systemware.

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Topics: content management, enterprise content management, ecm, intelligent information management

Three reasons why cloud content management matters to you. And your customers.

Jul 31, 2017 11:23:14 AM by John Mancini

I recently came upon this white paper from DocuwarePlan Your Move to Cloud Office Automation. There’s a lot to like in this white paper.  This particular section caught my eye – particularly re organizations that are still “philosophically” resistant to the cloud – “Why cloud matters to you. And your customers.”

Reason 1 -- The “weight” of on-premises.  Despite the commoditization of storage, on-premise scale is difficult to achieve. And enterprise software, typically consumed by licenses, is expensive to buy, install and integrate.

Reason 2 – The “lightness” of cloud.  Benefits of cloud solutions include:

  • employee “centricity” (anywhere, anytime, any device);
  • cost structure -- the entire model of expense is flipped: lighter subscriptions to services can be categorized as operational expenses rather than capital expenditures.
  • scalability and operational flexibility
  • simplified maintenance
  • rapid deployment
  • security leverage by scale
Reason 3 – Benefits of scale available to even the smallest players.  Cloud services now enable even the smallest competitor to deliver a game-changing experience via massively scalable storage and computational firepower to crunch the largest sets of data, to provide the analytics to understand it, and the security to lock it all down.

The cloud content management gap is closing; we are approaching a tipping point. In a recent AIIM survey, 78% of organizations say that “if they were considering a new, replacement or consolidated ECM system,” hybrid cloud capabilities would be important. 18% say these capabilities would be “vital” and an additional 32% say they would be “very important.”

I’ve posted a copy of the free white paper HERE. Check it out. 

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Topics: cloud, cloud computing, cloud content management

CIP Spotlight: Joanie Erickson From Molex Shares Her Story

Jul 28, 2017 10:26:00 AM by Jesse Wilkins

As part of our Certified Information Professional Spotlight series, I recently sat down with Joanie Erickson, Global Records and Information Governance Leader at Molex, an electronics manufacturer specializing in connectors. We talked about how the certification has helped her establish credibility among her teammates and even get a new job!

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Topics: cip, information governance, information management, certified information professional, Compliance and records management

Yes, ECM needs a makeover.  And yes, ECM capabilities are more critical than ever. Both are true.

Jul 27, 2017 1:19:07 PM by John Mancini

Yes, I know "ECM" is supposed to be passé now. 

Per Merriam-Webster, the three definitions of passé are:

  1. past one's time
  2. outmoded
  3. behind the times

Now I would be among the first -- and have been saying so for the past three years -- to say that the "ECM" term is in need of a makeover. Witness the work we have been doing re Intelligent Information Management.

My main concern is that I don't think the "ECM" term does justice to all of the incredible things people are doing with content and information. But that DOES NOT mean that content management capabilities are irrelevant; in fact they are more important than ever, albeit in new and changing forms.

In the midst of all of the "ECM is dead" conversations, I recently participated in a very refreshing and passionate panel at one of the #IBMContent2017 summits. The two end user organizations on the panel took great objection to the "ECM is dead" conversation and insisted that rather than being dead, content management is more important than ever to their organizations -- and in fact, content management is a core enabling set of capabilities to everything they do and in their efforts to drive digital transformation in their organizations.

These two organizations have been doing ECM at massive scale for a LONG time -- 3 decades -- and shared some important lessons about how their content management capabilities and requirements have changed over time, the lessons learned along the way - warts and all, and how they are continuing to morph their capabilities in the era of analytics.

I was so impressed with their passion that I asked them whether they would be willing to recreate the conversation we had on a webinar so that it could be shared with a broader audience.

And so that's what we're doing on August 9 at 2 pm eastern. Here are some of the topics we'll cover...

  • How can you use a shared services approach to expand and evolve your initial content management investment?
  • How do you “sell” – and deliver – content capabilities to the “business”?
  • What does it mean when content management capabilities become mission critical – i.e., content systems can never go down?
  • How do content management challenges change when the scale is massive – millions or billions of documents?
  • How have the content and information management skills needed to support your operation changed over time?
  • What comes next? How are you using analytics to push your content management investment to the next level?

Join us at 2 pm on August 9. I can guarantee the conversation will be fun and energizing.

You can register HERE or by clicking on the image below.

Click to Register for

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Topics: @IBM_ECM, content management, ecm, modern ecm

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