Disruption Rule 7 - Don't Forget About Paper!

Feb 10, 2016 2:00:29 PM by John Mancini

We are doing a series of blog posts tied insights from some of the AIIM Board and speakers at AIIM16. We're doing this under the series name, Stop Waiting and Start Doing: Rules to Tackle Digital Disruption.  You can check out all of the previous "Rules" at the end of this post.

The seventh "rule" is submitted by Charley Barth, Executive Director of global enterprise content management at Cummins Inc.  Prior to that Charley was the 8th Director of the Federal Register. He began his Government service with the United States Senate, then the Department of the Navy, then Homeland Security and last with NARA. He previously served as the Chairman on the Advisory Committee on the Electronic Records Archives for the Archivist of the United States. In 2007 his office was awarded the Archivist Achievement award by NARA, in 2010, Mr. Barth traveled to Iraq to assist the Joint Staff headquarters with record management and in 2012, his office received the Harvard University bright idea award for innovative achievement.  And one of my favorite job listings ever on LinkedIn, he was owner of a vineyard.  

Charley's focus will be a key one at AIIM16 -- Where to begin? Establishing a Global ECM Program at a Fortune 500 company.  He will explore how Cummins responded to a Records Information Management Internal Audit and how they were able to establish an ECM Program that includes a strategic ECM roadmap, governance plan, audit response, and domain capability model.  And here's one of Charley's rules:

Rule #7 - Don't forget about paper!

Charley explains:  "There is so much focus on digital documents that many times people just give up on the paper holdings. Remember there is legal risk to keeping that paper around and also storage and servicing costs associated with those records. Paper is easier to tackle than digital so perhaps you should look at starting with the paper first.”

Tim Osman, Marketing Manager at OPEX Corporation, concurs:  "John, you and I have discussed this 'chasing the shiny' of digital disruption on previous occasions. Don't get me wrong, I agree that digital transformation is valid, important and definitely on a forward march. But I agree with Charley here:  Some believe that it is an all or nothing proposition, leaving existing paper processes in the ditch to fend for themselves. This oversight not only serves to slow the march of progress but it also increases the unnecessary casualties of cost and risk. There is a better way to address your existing paper/mail center processes that will not only enhance the march toward digital transformation but will also transform a lagging process along the way." OPEX is one of the sponsors at AIIM16.

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Topics: world paper free day, paperfree office, disruption, aiim16, cummins

#AIIM16 Digital Disruption Rules 3, 4, 5, and 6 per @pamkdoyle, @storyid, @alanpelzsharpe and @pengel

Feb 9, 2016 12:58:45 PM by John Mancini

We are doing a series of blog posts tied insights from some of the AIIM Board and speakers at AIIM16. We're doing this under the series name, Stop Waiting and Start Doing: Rules to Tackle Digital Disruption. Previously posted rules are at the end of this post.

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Topics: NYSE:IBM, fujitsu, Digital business, digital transformation,, disruption, vebridge

Disruption Rule 2 - Leverage the technology you already use

Feb 9, 2016 10:22:59 AM by John Mancini

We are doing a series of blog posts tied insights from some of the AIIM Board and speakers at AIIM16. We're doing this under the series name, Stop Waiting and Start Doing: Rules to Tackle Digital Disruption.

The second "rule" is submitted by former AIIM Board member and PDF Association Executive Director Duff Johnson.  Duff Johnson is one of two ISO Project Leaders for the PDF specification, and founded his first company, Document Solutions, Inc., in 1996. Duff is a noted expert on PDF accessibility and the application of accessibility standards to electronic content under Section 508 and similar regulations. He has previously chaired AIIM’s Standards Committee, served on AIIM’s Board of Directors, and is a recipient of AIIM’s Distinguished Service Award.You can follow him on Twitter at @DuffJohnson.

Duff's will be running a Roundtable at AIIM16 on PDF Is Here to Stay: Learn to Leverage Its True Power:  "PDF files are the most common electronic document file format in the world. An ISO standard since 2008, PDF has been the format of choice for electronic documents for almost two decades, and is increasingly taking over from TIFF in document imaging. PDF is here to stay, but in many cases the power of PDF is not being leveraged."

Rule #2 - Leverage the technology you already use.

Duff explains:  "Many new projects are band-aids applied to old projects. Before you change to system Y, are you sure system X isn’t good enough? Maybe you should look again with fresh eyes.”

Brian Tuemmler, Director of IG Product Strategies at Nuix, offers this take (Nuix is a sponsor of AIIM16):

"You also may find a new use for system X altogether. It surprises some people that building a legacy content retention category involves similar tasks to discovering litigation content, investigating crimes and protecting classified materials. You can use the same tools with minor changes for all of those use cases."

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Topics: PDF/A, pdf, disruption, aiim16, nuix

Disruption Rule 1 - Find out what your people are REALLY doing BEFORE claiming you know the ins and outs

Feb 8, 2016 5:01:12 PM by John Mancini

We are starting a series of blog posts tied insights from some of the AIIM Board and speakers at AIIM16. We’ll do this under the series name, Stop Waiting and Start Doing: Rules to Tackle Digital Disruption.

The first “rule” is submitted by Jim Ongena. Jim is a Sharepoint Consultant at Ordina Belgium, and holds both an AIIM CIP and an ECM Practitioner.  You can follow him on Twitter at @Ptidaelus.

Jim will be speaking at AIIM16 on The Power of Search. Jim believes that search goes underutilized in many organizations. “The technology exists within all kinds of information management solutions (intranet, documents, social, etc.) and provides powerful insight in the interests and behaviors of your users. It allows you to offer each user a dynamic, personalized experience.”

Rule #1 - Find out what your people are REALLY doing BEFORE claiming you know the ins and outs.

Per Jim, “In every company, people are moving ahead at a pace the management probably isn't able to follow. Habits formed over many years do not necessarily work in the new environment. Find out more about your people, by talking with them. More importantly, see what they are actually doing by observing them in an indirect manner.”

Brian Tuemmler, Director of IG Product Strategies at Nuix, echoes Jim’s comments about direct observation, “In addition to asking them about their perceptions, you can directly see what they are doing through what we call Information Transparency. Identifying hot topics, collaborative functions, taxonomy elements, expert content creators, ROI details, and growth rates can all be based on the hard evidence in your existing content. Don’t just automate the madness, but leverage the knowledge that is in that mess effectively.” Nuix is a sponsor of AIIM16.

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Topics: search, disruption, aiim16, nuix

CIP Candidates Need to Take Test Before Transition Begins February 12

Feb 5, 2016 2:19:13 PM by John Mancini

As regular readers of this blog know, we're actively engaged in revising the Certified Information Professional (CIP) certification.

As part of that process, we will be changing exam providers from Prometric to another company - those details to follow in the next couple of weeks. But that also means that we have to end the Prometric-based testing. The last date to take the existing CIP exam through Prometric is February 12, 2016.

After this date the CIP will not be available until the new exam goes live, currently planned for the AIIM16 conference at the end of April. If you are interested in the current CIP you must take the exam by February 12, 2016.

Please feel free to contact Jesse Wilkins directly with any questions at jwilkins@aiim.org.

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Topics: cip, training

5 Tensions That Are Creating The "Privacy Enigma"

Feb 2, 2016 2:42:28 PM by John Mancini

Does the privacy of your personal information worry you?

Consider the following from Bruce Schneier’s Data and Goliath: The Hidden Battles to Collect Your Data and Control Your World:

“Surveillance is the business model of the Internet for two primary reasons: people like free, and people like convenient. The truth is, though, that people aren’t given much of a choice. It’s either surveillance or nothing, and the surveillance is conveniently invisible so you don’t have to think about it.”

And this…

“In the 17th century, the French statesman Cardinal Richelieu famously said, ‘Show me six lines written by the most honest man in the world, and I will find enough therein to hang him.’ Lavrentiy Beria, head of Joseph Stalin’s secret police in the old Soviet Union, declared, ‘Show me the man, and I’ll show you the crime.’ Both were saying the same thing: if you have enough data about someone, you can find sufficient evidence to find him guilty of something.”

And there you have it in a nutshell.  What I call the Internet’s “Privacy Enigma":

  • How much information am I willing to trade off for convenience?  
  • Who should have access to MY information?  
  • Do I care whether this access is by a government or by Google? Why?
  • How far am I willing to stretch the bounds of access and privacy to allow law enforcement to go after the bad guys (like ISIS)?
  • Do I have any confidence that governments will stop there?
  • Does sounder encryption ultimately help or hurt the bad guys?

Until recently, the protection and security of information on identifiable individuals had a relatively low profile. Most countries, regions and states have data protection legislation but they vary considerably in the level of protection decreed. Exposure of personal information or data breaches were relatively rare, and state surveillance of such information was generally covert and not acknowledged by governments.

All of this changed quite dramatically in the last few years as a result of the following tensions:

Tension #1 -- We’re Saving Everything.

The amount of personal data stored by companies and governments has soared, and the value of that data to thieves and fraudsters has multiplied as more and more personal business is transacted on the internet. Schneier provides a good summary of the dynamic at play:

“Some quick math. Your laptop probably has a 500-gigabyte hard drive. That big backup drive you might have purchased with it can probably store two or three terabytes. Your corporate network might have one thousand times that: a petabyte. There are names for bigger numbers. A thousand petabytes is an exabyte (a billion billion bytes), a thousand exabytes is a zettabyte, and a thousand zettabytes is a yottabyte. To put it in human terms, an exabyte of data is 500 billion pages of text. All of our data exhaust adds up. By 2010, we as a species were creating more data per day than we did from the beginning of time until 2003. By 2015, 76 exabytes of data will travel across the Internet every year.”

Per Schneier, “In 2015, a petabyte of cloud storage will cost $ 100,000 per year, down 90% from $1 million in 2011.”  On an individual level, we are now saving all of the “stuff” that we all used to periodically get rid of because it was too expensive to save. And so are many companies and organizations.  

Tension #2 -- We Actually Have Tools to Understand all the Stuff We’re Saving.

At the very same time that the volume of information being stored has soared, so too has the capability of analytics to make sense of, interpret, find, and link information that was previously incomprehensible due to its sheer volume.

There are any number of ways of demonstrating that this revolution is here and it’s real, but for me one is sufficient. Who could have imagined these Watson commercials even a few years ago?

 Wow.  Bob Dylan meets Hal in a commercial during a football game.  Who would have thunk it?  The times they are a changing.

Tension #3 -- Multiple and Inconsistent Responses to Privacy.

The Target security breach and the nearly weekly parade of similar breaches forced companies to look at new approaches to battle organized security attacks. Per AIIM, 36% of smaller organizations, 43% of mid-sized and 52% of large organizations have reported a data breach in the past 12 months. 19% reported a loss due to staff intent and 28% from staff negligence, compared to 13% from external hackers. As a result, 26% suffered loss or exposure of customer data and 18% lost employee data. 

AIIM has a new report on Data Privacy. Get a free summary HERE.

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Different countries and even different states have different interpretations of what is and isn’t regarded as personally identifiable information. They have varied regulations on the obligations organizations have regarding seeking permission to hold data, keeping information secure, disclosing what they hold, how long they have held it, what it is used for, and also their obligations should they lose it. For example, an AIIM report outlined significant differences across 13 countries for storing personal information in the cloud.

In Europe, legislation to protect personal information originated in the OECD in 1980. The ideas were taken up by the EU Data Protection Directive in 1986, but were interpreted differently across European states - and have been ever since.  The US endorsed the OECD recommendations but did not implement them, creating further discontinuities to the global legal framework. In 2012 the European Commission published a draft European General Data Protection Regulation (GDPR) which will be mandatory throughout the EU and the EEA. Although much delayed, it is expected that a final version of the GDPR will be signed off early in 2016, and will become mandatory in 2018. Per a recent AIIM survey, for 45% of organizations, privacy rules are changing faster than they can change their systems.

Tensions #4 and #5 -- The Snowden Revelations and the ISIS Threat.

In the midst of this storage and analytics revolution and the resultant attempts by governments to deal with these forces, two additional external forces have raised the stakes even higher. A drive by organizations and individuals to protect and encrypt private information was a natural reaction to the Patriot Act, to the Snowden revelations and to what these revelations said about the ability of governments to access private information.

Per the Washington Post:

“There are two basic ways people use digital encryption. The first is to lock up data ‘at rest,’ or when you're trying to protect information that's stored somewhere, such as on your computer or your smartphone. You can think of it sort of like a combination safe for your data. In most cases, you use a password or passcode to unlock it. This kind of protection is especially useful if a device gets lost or stolen because it means that whoever gets a hold of it won't be able to dig through whatever personal information might be stored on it.

The second is to secure data ‘in transit,’ or when you're trying to protect information as it travels across the Internet. Here, you can think of encryption as sort of a decoder ring: The two sides of a digital conversation exchange keys that let them understand what each side is saying but prevent others from being able to understand it.”

There has been much controversy of late about the necessity and convenience of using encryption to protect data – partly due to governments in the US, Canada and the UK seeking to preserve the ability of intelligence agencies to monitor and intercept communications, whilst acknowledging the need for all organizations to comply with their data protection and commercial security obligations.

Traditionally, it has been simpler not to encrypt general content as it can disrupt search mechanisms, and create password issues when sharing amongst multi-discipline project teams. However, with the increase in cloud content management services, encryption by default has become a desirable feature, although unless the keys are held by the user, rather than the service provider, it only offers protection from a bulk failure of the host security, rather than built-in security for any individual document. Encrypting all content stored on laptops, USB drives and phones makes much more sense, as bulk data loss is quite likely to occur.

After being burned in the Snowden revelations, private companies also announced policies to inform their customers when they were under government surveillance.  Per Techspot in a December 2015 article, “Last week, it was reported that Yahoo had become the latest company that promised to alert users who it suspected were being spied on by state-sponsored actors. Twitter, Facebook and Google had previously assured their users that they would also warn them of any potential government spying.”

As individuals and corporations implemented more advanced encryption capabilities to protect their information, governments began to get concerned about being shut out of these systems, a tension exacerbated by the use of encryption technologies by ISIS.

Again per Techspot, “UK ministers want to make it a criminal offence for tech firms to warn users of requests for access to their communication data made by security organizations such as MI5, MI6 and GCHQ (the Government Communications Headquarters).”

Per the Washington Post, “over the past year, the U.S. government has been mired in a debate over encryption, one that some intelligence and law enforcement officials have tried to rekindle in the wake of the recent attacks in Paris and San Bernardino, Calif.  In a televised address...President Obama even alluded to the issue, saying he 'will urge high-tech and law enforcement leaders to make it harder for terrorists to use technology to escape from justice.' And now, the chairman of the House Homeland Security Committee is calling for a commission on encryption and security threats.”

Watch this space. I am convinced that ultimately, all of the conversation about information governance will ultimately be subsumed into the conversation about information privacy and security.

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These are some of the security and governance issues we'll be discussing at AIIM16.  Join us.

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Topics: information governance, ecm, privacy, security

AIIM Training Turns 10 Years Old

Jan 29, 2016 4:34:52 PM by Anthony Paille

On January 30, 2006, Terry Menta and AIIM’s Jesse Wilkins were standing in front of a classroom of 8 students at a community college in San Francisco. They were there to teach AIIM’s very first public training course. The subject was Electronic Records Management.

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Topics: erm, training, aiim

It's All About Information Leaders: Erik Qualman (@equalman) and Jacob Morgan (@jacobm) to Headline #AIIM16

Jan 27, 2016 6:32:22 PM by John Mancini

I am so excited about this year’s keynotes at #AIIM16. They directly tie to the core rationale for the ENTIRE event -- and for that matter, the core reason why AIIM exists.

What do information leaders need to KNOW and DO to help their organizations survive and thrive in the era of Digital Disruption?

Erik Qualman is an international best selling author and motivational keynote speaker. He delivers 50 performances per year and has spoken in 44 countries. His partners include Starbucks, Raytheon, Chase, Sony, National Guard, IBM, Airgas, Disney and over 200 Universities. He has been nominated for the Pulitzer Prize and voted the 2nd Most Likeable Author in the World behind Harry Potter’s J.K. Rowling. Qualman is a sitting professor at Harvard & MIT’s edX labs.  And he has awesome cool green glasses (the last not part of the official speaker bio).

I chatted with Erik a few days ago about the event and some of the challenges facing Digital Leaders:  

Per Erik, "Mobile drives more than $200 billion in sales, yet only 25% of brands have a mobile strategy." We certainly saw evidence of this gap in our "ECM Decisions" report last year, which revealed that only 39% of organizations with ECM capabilities have some degree of mobile access to their ECM systems, translating into a whopping 60% of organizations who admit “Gaining user adoption has been a big problem for our ECM project.” Erik's advice? 1) Think mobile first; 2) Simplify your web presence to optimize for a growing mobile audience; and 3) Look at competitiors so that you are not wasting time reinventing the wheel. Clearly, how you manage your content and information assets is critical in pursuing a mobile-first strategy.

And that's just the tip of the iceberg.  Check out a Ted talk from Erik to get an idea of some of the topics he'll cover.  He'll also be doing a VIP book signing of his latest book -- What Happens in Vegas Stays on You Tube -- and a meet and greet. Make sure to check off this option when you register.

This is also another cool video drawn upon Erik's previous book, Socialnomics: How Social Media Transforms the Way We Live and Do Business.

Have you registered yet for AIIM16?  Seats are going fast.

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Tied directly to Erik's concept of Digital Leadership is our second keynote, Jacob Morgan.

Jacob is a millennial who speaks with and works with some of the world’s largest and most recognized companies such as Sodexo, Franklin Templeton Investments, Lowe’s Home Improvement, Lenovo, Safeway, Cisco, and many others. His books have been endorsed by some of the world’s top business leaders including Gary Hamel, the CEO of SAP, CEO of Whirlpool, CEO of Schneider Electric, CEO of Intuit, CEO of Unisys, Global Chairman of KPMG, and many others. 

Jacob will focus on the Future of Work.  Jacob will explore and answer questions like:  How is the world of work changing and what are the trends driving that change? How are these changes impacting the way employees work, the way managers lead, and how organizations are structured? What needs to be done to adapt to these changes? The future of work breaks down specific principles for employees, managers, and organizations to adopt in order to stay relevant and competitive in a rapidly changing world. He'll also meet with VIP attendees and do a book signing.

Jacob has an awesome set (33!) of "The Future in Five" 5-minute videos on YouTube that will give you a sense of the perspective he brings to AIIM16. They cover topics ranging from Why HR is Ripe for Disruption to Why Your Company Should Stop Trying to be Like Google to Change Doesn't Have to Start at the Top, But It Helps!  And his most recent, Does Dress Code Matter? [Note: at AIIM16, it doesn't! Come as you are! After all, we're in New Orleans, for crying out loud]

I previously posted the following Infographic summarizing not only AIIM, but the specific issues we’ll be talking about at #AIIM16. Please free to pass it around. Post it on your web site or on Facebook. Email it to your friends. Have your kids take it to school. Put it on a shirt. Use it to help get justification to attend the Conference.

Hey! We’re a $6 million organization trying to move the world! Spread the word.

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Topics: aiim16

AIIM in a Nutshell

Jan 26, 2016 12:36:01 PM by John Mancini

I'm often asked for a quick explanation of what AIIM is and what we do.

Here you go.  Pass it around if you're so inclined; would appreciate it.

This is what we're going to be talking about at AIIM16.  Early bird ends this week.  It will be a great event -- check it out.

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Some recent posts you may have missed:

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Topics: content management, ecm, aiim, aiim16

#Snowmaggedon, #Carmaggedon and the Vulnerability of our Information Systems

Jan 23, 2016 10:42:25 AM by John Mancini

I live in the Washington, DC area. That admission is the first step on the 12 step recovery process from Snow Panic Addiction.

Washington, DC LOVES nothing better than a snow panic. We close our schools not when there is snow on the ground, but when it is still 200 miles away.

Just to give you a sense, this is what the snow looked like at 1:05 p.m. on Friday. And our schools had been closed for two days at that point.

 

 In case you have been living in a bunker without communications like the Unbreakable Kimmy Schmidt for the past week, the East Coast is in the middle of a MASSIVE! HISTORIC! EPIC! snowstorm. And even better, we in Washington, DC are going to be the leaders in snow accumulation. Take that, Syracuse and Philadelphia and New York and Boston! Speaking of Kimmy Schmidt, that might be a good binge watch during the storm.

We are calling this a #SnowMaggedon. Just because. It is better than our usual Washington, DC naming convention, “SnowGate.”

But before this storm, we had Wednesday night, and many outside the DC have confused this “storm” with what is going on now. The “storm” on Wednesday was about ½ inch of snow, at exactly the right time. Evening rush hour. And then…

 CARMAGGEDON.

Technically, this was CarMaggedon II – almost five years to the day after CarMaggedon I. This is a DC phenomenon we have about once every three years that dramatizes the delicate edge of traffic insanity upon which we live.

People coming home from work on Wednesday had 4, 5 and 6 hour commutes to go about 10 or 15 miles. Even President Obama was stuck in traffic for over an hour. Hundreds of accidents and traffic snarled everywhere.

Whenever things go this terribly wrong – often unpredictably and under the most modest of causes – it reminds me of the challenges of operating and maintaining systems at massive scale.

99.9% of the time, DC traffic, while bad, is somewhat predictable. But chaos can enter into complex systems from the most benign of causes. I work in the IT industry, and it makes me think about the unbelievably complex and massive information systems that we rely on day in and day out without giving them a thought.

Every business, every organization, relies on complex information systems smoothly handling massive amounts of information just like commuters rely on complex transportation systems to handle ever increasing numbers of cars. Until they don’t.

At their core, modern organizations are systems of information networks. They are rely on the smooth flow of information within and across networks. The information flowing through and across these networks is growing at a compounded rate of 50% per year. And like our transportation planners who think that the only solution to congestion is more roads, organizations think they can just add more and more storage to handle massively increasing volumes of information. Organizations are now looking at potential information Carmaggadons of their own. We call this “Information Chaos” -- I call it "Mancini's Law" -- and we published a free e-book about it last year.

The flow of information that drives our processes and how we both utilize it and manage it -- the collision between the need to use and the need to control -- is one of the themes of AIIM16 -- Digital Transformation in Action. We're closing in on the early bird deadline. Register now, both while the early is in effect and also while there are still seats available. It will be awesome.

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For now, though, maybe I won’t worry about the snowstorm. I published an earlier version of this post on SlantNews yesterday, and since then it has been snowing like a moose (technical term). The original article is HERE.  This has actually turned out to be one of those snowstorms worth worrying about.  Here is what it looks like right now (10 am Saturday) and it's still snowing.

Perhaps it’s time for a glass of wine and a Kimmy binge. Stay safe.

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Topics: ecm, information chaos, aiim16

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Information Governance: Too Important to be Left to Humans