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Digital Landfill, blog by AIIM President John Mancini

23 Things You Need to Know About the Cloud and Collaboration

Posted by John Mancini

Jul 14, 2014 3:02:00 PM

These 23 “things you need to know” are drawn from a survey of 464 information professionals conducted earlier this year. Survey respondents represent organizations of all sizes. Larger organizations over 5,000 employees represent 36%, with mid-sized organizations of 500 to 5,000 employees at 29%. Small-to-mid sized organizations with 10 to 500 employees constitute 35%. 73% of the participants were from North America, and 17% from Europe. [Note: My bad on the original post with 27 instead of 23 things; clearly I was not cut out to be an accountant.]

Full survey results are available for free, although a site registration is required -- Content Collaboration and Processing in a Cloud and Mobile World.


  1. Internal collaboration is “crucial” for 63% of businesses. External collaboration is crucial for 32%. Plus 30% who consider both to be “Very important”.
  2. The biggest drivers for collaboration are general productivity, knowledge pooling, and pulling together a dispersed workforce. It is also important to speed up review processes, customer responses, and project completions.
  3. 50% consider their organization has shortfalls in technical support for internal collaboration, rising to 71% for external. In particular, 39% feel quite strongly that external collaboration is badly supported.
  4. The most important features to support collaboration are sharing of documents, workflows for comments and approvals, and project sites. Content access from mobile devices is also a key enabler.
  5. Consumer file-share and sync services are banned in 56% of organizations, although only 27% actually restrict access. 20% know their policy is being circumvented, and 30% have no policy. 23% provide an approved business grade alternative.
  6. The biggest driver for adopting a formal collaboration system is controlling the way documents are shared, with a view to improving compliance. Extending access to mobiles and remotes is also high on the list, as is sharing big files and avoiding multiple attachments.
  7. Ownership is the biggest concern regarding a formal collaboration system, along with managing which content can be accessed by whom. There is also concern over duplicating repositories.
  8. 47% are looking for a hybrid collaboration support solution and 9% for a fully cloud option. 25% are happy with an on-premise solution.
  9. Of those considering full or hybrid cloud, only 9% would say they have completed a companywide deployment. 33% are implementing or integrating across departments. 24% have plans in the next 12 months.
  10. The most likely reason for non-adoption is that no one is taking the initiative. 22% don’t want their content shared around. 16% are confused by the options and pace of change.
  11. 25% have or will converge to a single system across the enterprise. 53% have different systems in use, often with overlapping capabilities.
  12. 49% have chosen to use the standard collaboration functions of their existing ECM/DM system or will upgrade to a cloud version of it (13%). 17% are looking to a new cloud-based system linked to their existing ECM/DM, or a new cloud and on-prem hybrid. Only 10% are using, or plan to use, a standalone cloud system.
  13. Security is even more important than functionality when it comes to selecting a collaboration system. Next comes price, then compatibility with existing ECM/DM systems.
  14. Beyond file sharing and project sites, security management is important, especially for managed access by external users. Mobile access is the highest “want but don’t have” feature. Yammer style message feeds are very low on the list.
  15. Document versioning and check-out/check-in are important and mostly available, but tasking, workflow and approvals seems to be a struggle for some. Retention/expiration is also much sought after, and synchronization to ECM is only available for a third currently.
  16. When it comes to mobile features, everyone is looking for containerization and security, preferably synched from the ECM system. Review and annotation is slightly more desired than editing functionality.
  17. 49% allow mixed personal and company use for mobiles, but only 20% of these are true BYOD. 22% restrict or ban company content on mobile. 20% have no official policy.
  18. 54% consider they have client access to their main ECM/DM system via VPN for remote/mobile employees and 3rd parties. 34% have browser access, but only 16% have it optimized for mobile. Only 18% have a true mobile app.
  19. Less than 25% have any document create, edit or workflow capability on mobile, although 85% would like to have it. 48% have view-only access on mobile.
  20. Reports, dashboards, and electronic forms are the most popular process functions to access from mobile, although only 30% have this ability now. Electronic approvals and workflow sign-offs would be the next most popular, with only 20% having this now. There is strong interest in signatures of all types.
  21. 89% of the respondents agree with the statement that a formal collaboration system is a vital piece of infrastructure these days, but 54% are finding the rapid convergence of collaboration and social tools to be very confusing.
  22. There is also strong agreement (72%) that connecting these systems of engagement to systems of record is a huge challenge. It is not universally agreed that cloud and mobile are an essential part of collaboration.
  23. Spend on mobile content applications, process interaction through electronic forms, and mobile capture applications is set for considerable growth. Collaboration extensions or modules for existing ECM, and hybrid cloud extensions, are more likely to see increasing spend than on-premise collaboration systems, but the only non-growth area is on-premise social business platforms. 

These recent posts may also be of interest…


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14 Must Knows About Information Governance

Posted by John Mancini

Jul 10, 2014 10:32:00 AM

These 14 “must-knows” are drawn from a survey of 487 information professionals conducted in April.  Survey respondents represent organizations of all sizes. Larger organizations over 5,000 employees represent 33%, with mid-sized organizations of 500 to 5,000 employees at 39%. Small-to-mid sized organizations with 10 to 500 employees constitute 28%.  74% of the participants were from North America, and 19% from Europe.

Full survey results are available for free, although a site registration is required -- Automating Information Governance - Assuring Compliance.

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Topics: information governance

Fun from - What Happens in a Facebook Minute

Posted by John Mancini

Jul 9, 2014 3:40:00 PM

I like this.  What happens every minute in Facebook from

Lots of good presentation data here on social velocity and engagement.

How will you approach this from a business value perspective?  

How will you approach it from an information governance perspective?

Get my free e-book on InfoChaos v. InfoOpportunity.
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Thinking About Digital Business and Information Management

Posted by John Mancini

Jul 7, 2014 3:26:00 PM

A few months ago, we released Information Chaos vs. Information Opportunity: The Business Challenge of the Next Decade.  Thousands of downloads later, the core thesis of the e-book -- we are at a fundamental inflection point being driven the accumulated impact of two decades of exponential improvements in technology – is being reaffirmed in a number of quarters.

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How to Get Serious About Information Governance

Posted by John Mancini

Jul 2, 2014 9:45:00 PM

I recently sat down with Mark Diamond, CEO of Contoural, to talk about the current state of Information Governance.  

JM: What is the biggest challenge organizations face in getting rid of electronic information before it buries them?

MD:  While there are a number of challenges including compliance, classification, defensibility I think the biggest challenge most organizations face is finding an owner for the problem. Everyone including legal, RIM, IT, privacy wants to see this problem addressed, but no one really wants to own it. Getting rid of unneeded electronic information requires agreement and joint ownership among multiple stakeholders.  Without it your initiative is likely to go nowhere.

JM: Why is it so difficult to stop organizations from being “hoarders” when it comes to electronic information?

MD:  Too often the focus of defensible disposition to combat hoarders promotes the benefits of compliance, lower eDiscovery costs and other issues most employees don’t really care about.  These programs don’t sell a win for employees, namely that if employees clean up what you don’t need or care about it will be much easier for them to find the higher value information they do.  These programs attempt to succeed by high-level mandates, which are often ignored.  They require a smarter approach.

JM: Where do you think the Information Governance function should report in an organization?

MD:  Working with hundreds of organizations we have found that the most successful programs have a steering committee composed of legal, records, IT and other stakeholders, dividing responsibilities through a matrix approach, and often having the steering committee report up to an executive committee.

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The IRS E-Mail Scandal, Or How the Dog Ate My Homework -- Information Governance

Posted by John Mancini

Jun 29, 2014 10:00:00 PM

I have been out of the country for about a week, so forgive my tardiness in commenting on the IRS e-mail story that has been percolating in the US press for the past week. 

Most of the press stories I’ve seen while on a belated 30th anniversary trip to Sorrento (we’re on the verge of our 34th anniversary, so I guess it’s about time) have centered around the poor performance of the British and the Italians and the Portuguese in the World Cup.  At the end of the personal trip, I attended an AIIM Executive Leadership Council meeting, but more on that in a minute.

[Note:  I do not intend this post as some sort of political statement. Really. There are lots of other folks out there who seem to love to tee up just about any story as an “Us vs. Them” story, regardless of the merits of the issue. I even saw one lunatic story during a brief foray into Facebook while on our trip equating the rise of soccer in the US with the decline of America. Sigh. I intend this as a post on information competency.]

So let me get this straight. 

Some excerpts from a June 23 New York Times article I am reading on-line “whilst” sitting in Heathrow (I thought I would use the British since I’m still here):

The commissioner of the Internal Revenue Service, John Koskinen, testified before the House Oversight Committee on Monday to answer questions about how two years’ worth of emails sent and received by Lois Lerner, the former official at the center of a growing I.R.S. scandal, could have been destroyed, and why the agency waited until just recently to tell Congress.
Q. How many emails are missing?
A. It is impossible to know for sure, because the agency says that the emails in question were destroyed when Ms. Lerner’s computer hard drive crashed in June 2011.
Q. Even if Ms. Lerner’s hard drive crashed, how could her emails have just disappeared? Were they backed up?
A. Apparently not, at least not permanently. Before it changed its storage policies last year, the I.R.S. backed up emails onto old-fashioned tape drives. Every six months, it reused those tapes, thus erasing the previous batch.
When many of these systems were installed, computer storage was much more expensive than it is now. So they were intended for “disaster recovery, not e-discovery” for legal purposes, said Jonathan Feldman, the chief information officer for the City of Asheville, N.C., who has consulted for large companies and written extensively about data management practices. “I.T. people weren’t concerned with document retention.”

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Quick 6 minute video describing #InfoChaos

Posted by John Mancini

Jun 17, 2014 8:39:18 PM

I put together a short video describing Information Opportunity v. Infomation Chaos.  For those who can't get embedded videos, you can get it directly HERE.

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The 5 Critical Success Factors for Search

Posted by John Mancini

Jun 17, 2014 5:17:16 PM

I recently spent a few minutes with Martin White fron Intranet Focus to talk about the current state of Search technology.

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For those in South Africa...Check out Bob Larrivee and Learn Something About SharePoint

Posted by John Mancini

Jun 11, 2014 8:16:33 AM

I mention this Conference because our own Bob Larrivee (resident AIIM content guru and a world class flyer) is among a great group of speakers -- for those in or close to this market, the lineup is quite good. 

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"User-Centric" IT -- Thinking About Information Chaos in a Different Way

Posted by John Mancini

Jun 11, 2014 7:56:46 AM

What do you think?

Last week, Box and 6 other software companies (GoodData, Jive, Marketo, Okta, Skyhigh Networks, and Zendesk), together Geoffrey Moore (remember AIIM's System of Record and System of Engagement?) launched a PR campaign centered around "User-Centric IT."

Core principles are:

1. User-Centric IT serves the business by empowering people. IT’s evolving role is to empower people to work better and smarter. Getting people to engage, connect and act in real-time adds incredible velocity to a business.

2. User-Centric IT adapts to the way people work, not the other way around. Business technology should fit seamlessly into people’s workflows. It should be easy to use, flexible, and customizable to fit the style of each individual and department.

3. People, information and knowledge must connect in real time. Collaboration is a growing imperative for today’s knowledge-based workers. Hoarding knowledge is out, sharing and collaborating are in. In the user-centric IT environment, people have intuitive and natural ways to share and collaborate with colleagues, partners and even customers.

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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

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