AIIM - The Global Community of Information Professionals

Understanding the unique challenges of managing video content

Jun 22, 2017 11:37:16 AM by John Mancini

I have had some interesting conversations recently with a number of AIIM members about the unique challenges associated with managing video content.  Some examples:

  1. Policy bodycam video
  2. Drone video -- for example, using drones to examine conditions at refineries, power plants, and manufacturing facilities
  3. Surveillance video

You get the idea.  Video is everywhere, and we face many of the same challenges associated with managing this type of content as we have faced for years with image and document-centric content: 1) how do we secure it?  2) how to we find specific information within the overall collection? 3) how do we reliably preserve it and archive it? and 4) how do we share and utilize it for business advantage?

Of course, video has unique challenges.  The files are gigantic, creating unique storage issues and bandwidth issues. There is often a great deal of collateral and personal information captured on video, creating unique challenges re the managemnent of personal information. Finding a particular clip within a longer one is a challenge, as is automatically assigning metadata based on the content of the clip.

I've had the idea for a while of forming an adhoc virtual group to kick around some of these issues, and perhaps build some posts here to outline and share best practices. If you'd like to play, just click HERE or on the box below.

There's no hidden agenda or anything here - it's just a set of issues that I would personally like to better understand and it seems like there are a lot of AIIM peeps with these same issues. If we get a critical mass of people and info, we will perhaps at some point migrate this conversation to the AIIM Community group.


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Topics: electronic records management, content management, ecm, video

Guest Post - The Problem with Content

Jun 22, 2017 10:20:00 AM by Dan Antion

Content is data in context.”

Don’t quote me on that. I didn’t say it. I don’t know who said it. To be accurate, I should say that I don’t know who said it first. Lately, whenever I hear that statement, it’s in the form of “They say, content is data in context.”

“They.” I suppose they are the people who are good with content. My forty years of experience tell me that there aren’t many of them. I think I know why. It’s the ‘context’ thing.

A train leaves Washington, D.C. at 8:10 am, traveling to New Haven at 88 miles per hour...”

The dreaded word problem – that’s data in context.

The people who are good with content, want to tag that as: ‘travel’ ‘railroads’ ‘train’ ‘Washington’ ‘New Haven’ and probably ‘America’ and perhaps ‘Vermonter’ and ’56.’ The people who aren’t good with content, simply want to know when the train will arrive in New Haven.

They don’t like word problems.

They’ve never liked word problems and they were never good at separating the data from the relevant context – ‘relevant’ because Mr. Gadzooks, the Algebra teacher always included superfluous context to throw us off. You know, “John was boarding the train with two suitcases…” – and, let’s face it, in the real world, we just want the data and we don’t want to work for it.

The real world replaced the context of that statement with a timetable. Find your train. Look for Washington to see the departure time and then look for New Haven for the arrival time. Easy-peasy. Just like every spreadsheet in every organization. But, that was yesterday. Today, we have an app for that. Well, AMTRAK has an app, but so does the Metro North – which train are we on? Do we have that app? Is it up-to-date? Do we know how to use it?

It doesn’t matter. Apps are almost yesterday. Tomorrow, for many of us, today, we just ask Siri or Alexa or that Google girl “what time does the train get to New Haven?

But wait, that wouldn’t work.

Siri, Alexa and, what’s the Google person's name? Oh, right, she doesn’t have one. That doesn’t matter either; they can’t answer that question. They need more information. They need the date. They need to know that you’re traveling on AMTRAK and they actually need to know that your leaving from Washington, D.C. They need enough data to put you in context – to put you on the Vermonter, AMTRAK Train 56.

Sure, they might be able to use your location and determine that you’re in Washington, but they still need to know when you want to travel, because the Vermonter is one of several trains traveling between those two cities, each day. They need enough information to put you in context so they can extract the relevant data from a database.

Alexa, Siri, the Google woman, and every other information system we use won’t always need as much information from you in the future, but only if we do our jobs well.

As Information Professionals, a.k.a. content people, we need to realize the new ways the information we collect, curate and store is being used. We need to create/support easy, consistent and reliable ways to extract data from the information while continuing to meet the traditional information management requirements that have shaped our industry.

The role of information is becoming more important. The demands on information systems are becoming more critical. The expectations of relevance, accuracy and availability of information are growing. We need to make sure information can meet the challenge.

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About today's guest poster - Dan Antion is the Chairman of the AIIM Board of Directors. He has spent almost 40 years developing information management systems, in a wide variety of industries. For the past 30 years, he has been Vice President, Information Services for American Nuclear Insurers, where he is responsible for data, content, and systems development across a broad range of platforms. His opinions do not represent American Nuclear Insurers, AIIM or the AIIM Board of Directors.

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Topics: cip, data, information professional, content management, ecm

Guest Post - What Do the GDPR and new Privacy Laws Mean for U.S. Companies?

Jun 12, 2017 4:55:54 PM by Andrew Pery

This is the second post in a series on privacy. You might also be interested in Privacy by Design: The Intersection of Law and Technology.

The General Data Protection Regulation (GDPR), which was ratified in 2016 and will be enforced in May 2018, requires companies to meet higher standards for the protection of personally identifiable information.   

How does the GDPR impact US corporations?    

To put it simply, if your organization does business in the EU, offers goods and services to EU citizens, or processes EU citizen data, then the provisions of the GDPR apply.  Most notably, US companies should be aware of the following provisions of the GDPR:

  • More rigorous data security measures to protect the confidentiality, integrity and availability of personal information, including provision for technical measures such as encryption. Data controllers and processors must limit collection only for the purposes for which consent was obtained;
  • A higher bar for obtaining consent, which must be in the form of a clear affirmative action. This higher standard contrasts with the previous EU Directive, which allowed for implicit opt out consent. This higher bar extends to tracking cookies designed to identify a device and/or individuals;
  • New breach notification provisions with considerably more teeth, with fines that may potentially be as high as 4% of annual revenues. The definition of data breach” is “breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data transmitted, stored or otherwise processed. This is in stark contrast to US companies, which only report data breaches that may result in fraud or identity theft”;
  • Choice by which data subjects may opt out of the disclosure or use of data, particularly when the intended disclosure or use is inconsistent with the original purpose for which the data was collected;
  • Access by data subject to correct and delete any inaccurate information, including a “right to be forgotten”; and
  • Cross Border transfer of EU citizen data must be subject to the adequacy standard. Furthermore, as a direct response to the Snowden revelations relating to the bulk collection of personal data, the European Commission and the US Department of Commerce have jointly developed a new framework for onward transfer under the EU-US Privacy Shield Framework, which supplants the previous Safe Harbor provisions.
Are US companies ready for the GDPR?

The 2016 Telstra Cybersecurity Report found that nearly 60% of organizations surveyed lack sufficient cyber security and privacy staff to handle the increasing demands of legal compliance.  

Thus, it is no surprise that investments in data privacy best practice and technologies are on the rise. A PWC survey found that 68% of US companies are expected to invest anywhere from $1 to $10 million in GDPR readiness.

What investments should US companies focus on?

Consideration should be given to the following initiatives:

  • Implementation of a robust corporate governance framework. A useful model to consider is the Information Governance Reference Model (IGRM). The IGRM model is an extension of the ARMA Generally Accepted Recordkeeping Principles;
  • Data Privacy Impact Assessment to understand current collection practices relating to personally identifiable information and identification of related risks and measures to mitigate;
  • Application of machine learning technologies, such as intelligent capture and classification to digitize incoming information, identify patterns in data collected, organize, preserve and protect data consistent with GDPR requirements.

Having in place a well-defined and clearly articulated information governance best practice empowers organizations to not only mitigate risk, but also to leverage information assets for competitive advantage.   A proactive information governance strategy will empower US organizations to comply with a more robust data privacy regime mandated by the GDPR. 

Want some help developing your information governance strategy? Join the AIIM Community for this FREE virtual event.

Click to Register for 'Developing a Modern Information Governance Strategy'

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).

You might also be interested in this previous post by Andrew - Privacy by Design: The Intersection of Law and Technology.

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Topics: privacy, security, information security, gdpr

How to Quickly Become a Trusted Advisor for Digital Transformation

Jun 9, 2017 10:41:00 AM by Jesse Wilkins

Canon Norway, a division of Canon Europe, is the company in Norway with the most Certified Information Professionals (CIP) on staff. In recognition of this, we interviewed Henrik Klemetsen, Canon Norway’s Head of Marketing and Sales Excellence, to get his thoughts on the CIP program and how he was able to achieve such success with his team.

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Topics: cip, certified information professional

Digital Transformation Means Tackling the Next Generation of Process Problems

Jun 8, 2017 8:17:31 AM by John Mancini

Digital Transformation requires that organizations meet a new generation of process challengesHolistic customer journeys that embrace multiple sub-systems and processes, often owned by different departments, require a different way of looking at process problems.  

Looking to specific industries, consider some of the following (per Michael Croal from Cornerstone Advisors).


  • Patient Tracking: Admission to Discharge
  • Patient Billing: Service/Supply to Bill Satisfaction
  • Patient Surgery: Diagnoses to Follow-up

  • New Production: Land Acquisition to 1st Barrel
  • Refining: Raw Material to Final Product


  • Claims Adjustment: Initial Contact to Final Resolution
  • New Policy: Request for Quote to Renewal


  • New Customer/New Account: Sale to 1st Anniversary
  • Consumer Loan Delivery: Application to Lien Perfection
  • Mortgage Loan Delivery: Lead to Investor Sale
  • Commercial Loan Delivery: Expression of Interest to Annual Review
  • Collections: Past Due to Current
  • Loan Servicing: Boarding to Collateral Release

The next generation of business problems require a 360-degree view of information and access to this information – both data and content, in geometrically increasing volumes, and regardless of where it is stored. Organizations can no longer afford to look at data management and content management disciplines in isolation.

While all of the above processes are vastly different, their core characteristics say a lot about why the past bifurcation between data management and content management is becoming blurred and strained.

  • BOTH Data and content are needed to solve these problems.
  • The scale of the data and content challenge is increasing geometrically, and will increase even more rapidly with the internet of things.
  • The data and content needed to solve these problems does not reside in a single repository or system, but is scattered throughout the organization.
The data and content to solve these problems – assuming you can find it -- in many cases does not inherently contain sufficient metadata to make these information assets either understood or actionable. Traditional ETL (Extract, Transform, Load) approaches focus on bringing big data and content into a common data warehouse. These are proving to be too expensive, too complex, and too slow. Traditional relational/SQL databases are straining to meet big data demands and new semantic, NoSQL approaches are arising. And the world of content management is being transformed by concepts and disciplines from this new world of data.

Get my e-book, From Documents to Content to Data for more details.

Click to register for The AIIM Conference 2017

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What if your enterprise search was better and more encompassing? -- The power of semantics

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Topics: data, content management, documents

Driverless Trucks on I-95, Oh My.

Jun 7, 2017 11:37:11 AM by John Mancini

“Just as the arrival of the connected car is already changing how carmakers will operate in the future, the advent of the digital truck will completely transform how freight is transported on the world’s highways.” – PwC, The Era of Digitized Trucking: Transforming the Logistics Value Chain.

Oh my.

Truth be told, this creates images for me of driverless 18-wheelers careening down the I-95 corridor between Washington, DC and Richmond at 70 mph. 

But being a glass half full guy, I think a better way of looking at this is to think about how changes in information management will soon make it possible to better integrate the phyical and virtual worlds. 

Digital Trucking is an interesting example of this intersection. A truck knows exactly where it is at all times. It can communicate with other trucks to dramatically improive freight matching. Diagnostic information helps avoid -- and anticipate -- breakdowns. Ultimately, we'll have driverless trucks. And because the items within the truck know exactly where they are, the digital truck becomes a much more integrated part of a reinvented supply chain.

Pretty amazing stuff.  And in this new world, getting rid of all of the paper associated with transportation and logistics -- Bills of Lading, Delivery Receipts, Commercial Invoices and Claims forms -- becomes not only tactically important -- cutting costs is always great -- but strategically important.

Find out more in my new Tip Sheet, The Next Logistics Wave -- Digital Trucking.



You might also be interested in this new white paper, Digital Transformation in Transportation and Logistics, and these Tip Sheets:

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Topics: digital transformation,, transportation, logistics, supply chain

I want to create a file migration mess - tell me how

Jun 7, 2017 9:35:49 AM by John Mancini

Rapid technology change in the information management space is creating a fundamental tension for organizations.

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Topics: content management, ecm, efss, file migration

What are you doing about GDPR? - 3 Keys to Compliance

Jun 7, 2017 9:22:38 AM by John Mancini

May 2018 is just around the corner, and there is a mad scramble to figure out what to do about GDPR. Here are the 3 Keys to Your GDPR Compliance Strategy.

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Topics: compliance, privacy, europe, gdpr

ECM - Reports of My Death Are Greatly Exaggerated

Jun 5, 2017 12:58:02 PM by John Mancini


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Topics: information governance, content management, ecm, IIM, intelligent information management

How I Learned to Love the Robot: Getting Started with Document Automation

Jun 2, 2017 1:00:00 PM by Thomas LaMonte

Management had a chat and the robots start next week: Do you…

  1. Fortify the office to defend against the Robot Uprising–You won’t go down without a fight, right?
  2. Repress your inner cave dweller, and find a way to leverage this new tool to more effectively manage digital documents throughout their lifecycle and delegate manual tasks?

If you chose A: Best of luck!

If you chose B: You are lightyears ahead of the people choosing A— feel good about that. You are also absolutely right:

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Topics: business process, automation

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