AIIM - The Global Community of Information Professionals

Identifying High-Value Documents

Aug 17, 2017 10:35:59 AM by Marko Sillanpää

 

Too often we look at documents as just pieces of paper or digital files that contain information. We often forget to consider the value of that document. Some documents are assigned value based on time to write (like a very large document) or potential fines if done wrong (like a regulatory or compliance document). But every document has some value.

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Topics: erm, ecm, document, information security

CIP Spotlight: Elizabeth Croom on eCourts and Getting Certified

Aug 17, 2017 10:23:00 AM by Jesse Wilkins

As part of our Certified Information Professional Spotlight series, I recently sat down with Elizabeth Croom, Assistant Legal Counsel for a state’s Administrative Office of the Courts. We chatted about why she chose to get certified and the best ways to prepare for the exam.

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Topics: cip, information management, erm, certified information professional, electronic records management, enterprise content management, ecm, Compliance and records management

4 Data Points that Should be on Every Insurance Executive’s Radar

Aug 17, 2017 10:00:00 AM by John Mancini

 

Solve your Talent Problems with Digital Labor & Content Services Solutions

Every industry is facing accelerating disruptive challenges, but perhaps none more so than the insurance industry, one of the original “crossing the chasm" industries for content management. Consider the following data points highlighting the need for a more innovative approach to digital labor and content services:

1) “According to a study by McKinsey and Co., 25% of the professionals in the insurance industry will retire by 2018, leaving an enormous talent and experience gap in an industry that is already experiencing a worker shortage.” Property Casualty 360.

Implication: Unless organizations can begin to access and interpret all of the "dark" data they have accumulated over the past three decades, they run the risk that a significant source of knowledge will exit the building when the baby boomers retire. The key to competitive advantage does not rest on simply hiring more workers, but on maximizing the productivity of existing workers through technology.

2) “Millennials will comprise more than one of three adult Americans by 2020 and 75 percent of the workforce by 2025.” Brookings Institution.

Implication: Technology expectations in the workplace are about to change dramatically. Organizations with business systems that resemble those that might be found in a computer museum will find themselves at a distinct competitive disadvantage when it comes to hiring the best talent.

3) 57% (of millennials) say it is important to work for a company that provides flexibility to work outside the office. 48% say it is important to work for a company that is “very innovative.” While Gen Z is only slightly more familiar with the insurance industry than millennials, more than 60% of Gen Z and millennial respondents feel unfamiliar with the industry. The Future of Insurance: Bye-Bye Boomers, Hello Digital Natives.

Implication: Inflexible systems that are not designed for a modern mobile workforce will further exacerbate the brain drain that will occur as the baby boomers leave the workforce.

4) Only 4% of Millennials consider insurance to be an attractive industry in which to work, with many describing the industry as “boring.” The Hartford’s 2015 Millennial Leadership Survey.

Implication: Insurance companies face a perfect storm in the future battle for talent due to:

  • Legacy systems that have not been updated and not taking advantage of the latest cloud and mobile technologies.
  • A continuing set of compliance and regulatory obligations that are more complicated than the average industry and are not going away.
  • An older workforce than average that will soon retire.
  • A generation of new employees that has a negative view of the insurance industry.

Based on these data points, it is clear that something needs to change.

However, according to PwC’s 2017 Top Issues report, “the industry’s traditional conservatism and the dizzying pace of technological change has made it difficult to change.”

This “traditional conservatism” is based, in part, on the fact that insurance companies do face more significant content management challenges than many other industries.

Insurance organizations must deal with the reality that business must be transacted at the convenience and location of the customers’ choice, in a digital manner that is secure, accessible, and defensible.

Regulatory compliance, customer responsiveness, and operational agility are key to maintaining and growing their customer base. It is also vital for insurers to establish and maintain a solid information ecosystem, based on a strong IG framework that meets or exceeds the regulatory and legal compliance requirements. Most importantly, all of this must be done within a business context of multiple and inconsistent content and process management systems, both “native-born” and acquired.

The solution to this complex set of challenges is not business as usual.

While there are many parts to the puzzle of attracting millennials to the insurance industry, one part of the puzzle is providing an innovative work environment, engaging technology, and pushing systems to address the emerging set of analytics and machine learning opportunities.

While it may seem daunting, attracting millennials is vital for the industry’s success. RhinoDox CEO, Justin Ullman, puts it this way, “Let’s assume that the insurance industry can truly embrace a culture of rapid innovation and attract the talent needed to drive that. While the work ethic of millennials is often questioned, most people can agree that they are innovative, entrepreneurial and purposeful. Put that mindset to work and ask for their best ideas, and there isn’t a better demographic to help a legacy industry like insurance. As long as the right tools, processes and mindsets are in place, improvement is sure to follow.”

The mission-critical nature of many legacy systems means you cannot just rip them out without unacceptable carnage. The key to this evolution is embracing low- and no-code process solutions, semantic enrichment, modern approaches to enterprise search, and more flexible document databases to extract greater value out of existing systems.

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You might be interested in one of my recent e-books -- From Documents to Content to Data.

PS. It's free.

Click to register for The AIIM Conference 2017

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Topics: data, semantic web, ecm, big data, data analytics

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.”


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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

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