AIIM - The Global Community of Information Professionals

5 Ways to Stay in Control of Content Sharing

Feb 14, 2017 11:15:00 AM by John Mancini

[This is a guest post by Travis Roe from Hyland's Cloud team.]

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Topics: cloud, collaboration, FIle Shares

Tired of File Shares?  8 Things You Need to Know About Cloud Content Management

Nov 2, 2016 9:00:00 AM by John Mancini

Organizations must provide a flexible and secure environment supporting the agile needs of their remote workforce, partners, and clients.  Organizations must look beyond corporate walls and extend their business processes and access to business information in an effective, and secure manner regardless of device type.

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Topics: cloud, content management, ecm, cloud computing

UPDATE - Can @jmancini77 Survive Solely in the #Cloud on a Cheap $192 #Chromebook for 30 Days? - Week Two Report

Feb 29, 2016 4:25:26 PM by John Mancini

Feb 9

I like to periodically upset my normal work and personal patterns and try something different for 30 days just to see what I learn from the process. 

So for the next 30 days, here’s my little internal stress test:

Can a real life business executive survive in the cloud on a $192 computer for 30 days?  

OK, it's arguable whether I am a “real life business executive,” but as the lawyers like to say (my wife and I have been binging on Good Wife), let’s stipulate that.  

For the next 30 days, I will try to survive only in the cloud on a Chromebook. More specifically, on a 2G Asus C20 that cost $192. We’ll see. I will log any insurmountable difficulties or problems or observations and report back on a weekly basis.

asus.jpg

Feb 10

On my MAC, I love the ctr-alt-4 to take a screenshot of a portion of a screen -- especially useful in presentations. Hmmm...Wonder how I do this on this machine?  OK, here’s how to do it on a Chromebook. Works like a charm.

screenshot.png

 

Feb 11

Hmmm...apparently there is no Lync or Skype for Business online. Or am I missing something? Bizarre given all the rest of Office365 services are available online, including some products I’ve never heard of. Sigh. Have Skype for Business on my phone, so I will cover that base there.

Sure can't do the following on a Chromebook. I need to make a movie of old pics for my wife for Valentine’s Day. Back to the MAC for that -- here’s the LINK, BTW! [Note: I’m hoping that Youtube actually sticks to and actually understands their own policies re copyrighted music -- which say if a song is on their list, it’s OK, but the artist can place ads -- seems fair.]  We’ll see if I get a takedown notice.  If I do, you’re liable to see a silent movie.

Feb 12

Day three of using only the Office365 interface for email, calendars, etc. rather than Outlook 2011 for MAC (2011?). This is taking some getting used to. Driving me nuts that you can’t get to calendar directly from the email view (have to click back out to the main screen).  Also, would love to turn off the nested conversations (I recently had some emails with broad distribution and the conversations are like a wild set of reproducing rabbits) but can’t seem to find that in the settings. In general, except for typing, I find the user experience in Outlook for Android better than it is for Office365 when it comes to pretty simple email tasks. And Outlook 2011 much better for more complicated email tasks than either. But let me give things a chance.

Speed of this machine is tolerable. Actually better than I thought. Then again, I’m sitting 6 inches from the router.

Not really a function of this experiment, but just realized there is apparently no direct way to view Office365 tasks on an Android phone. Even using the web view rather than the app. You can download a separate app, but that sure seems like a pain. Really?

Feb 16

Crap. Can’t use my scanner. Took a picture with my phone and emailed it to myself, but not a very satisfying answer.

Again, more peripheral challenges. I need to print a document out. Tried to use my Epson NX400 printer. Initially got these "instructions":

printer.png

However, following these instructions basically yields a circular chain that doesn’t really go anywhere. NX400 is classified as a “classic” (i.e., computer connected, not web connected) printer), and the directions given for “classic” printers (go to chrome://devices and click the button for “add classic printer”) are fine except there is no actual button for “add classic printer.” Sigh. Going to need to connect my MAC and print this doc out.

I’m not sure what it is, but I find the Office365 search interface annoying.

Feb 17

At the actual office-office today. The wifi is on the fritz, and there is no Ethernet connection on the Chromebook. Back to the MAC for a wired connection. So much for the cloud. Member to file -- for the cloud to work, you need an internet connection. Sigh.

Feb 18

Had to print out pictures of flags from other countries for my wife’s preschool class. For fans of Big Bang, this is their version of “Fun with Flags.” Back to the MAC. Need to figure out this printer thing.

Need to do a minor tweak to a PDF document. Not even sure I want to try this online.  

Feb 22

Had to do some serious Excel number crunching.  Driving me crazy in both Sheets and Excel online.  Off to the MAC.

Feb 23

Some weird quirkiness trying to copy/paste a blog post into a LinkedIn post.  No rhyme or reason to what is showing up when I paste.  Off to the MAC.

Feb 24

A general observation -- watching my own staff, almost every time we have a truly collaborative document that we’re working on -- lots of people, both inside and outside the organization, often with more than one person editing at the same time -- we almost always use Google Docs.  Almost every time we have any heavy lifting with spreadsheets, we use Excel, and never the online version..

Feb 29

True confession.  I’ve been using my MAC for the past 2 days.  It started with a long document that I knew the receiver would HAVE to had in Word format, and I didn’t want to mess with any idiosyncrasies in converting from Google Docs to Word.  But I still stick to my guns that for multi-person collaborative, pre-final work, I almost always defer to Docs.

I will also say that I may have been too hard on Office365.  I was a bit frustrated with the user experience on the Chromebook -- and particularly the speed of the experience -- so I thought I would stick with Office365 during my short MAC sabbatical. The net-net is that I think the processing power on my MAC compared to the 2G Chromebook makes a significant difference in the quality of the user experience. The internet connection is the same, but it is now more satisfying -- not quite, but more comparable to the Outlook experience.

More to come...

-----

Make your plans for AIIM16 before we sell out.  April 26-28 in New Orleans.  It will be a blast.

Register Today

Keynote-Erik-Qualman.jpeg

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Topics: cloud, cloud computing, office365, chromebook

Can @jmancini77 Survive Solely in the #Cloud on a Cheap $192 #Chromebook for 30 Days? - Week One Report

Feb 17, 2016 9:35:11 AM by John Mancini

Feb 9

I like to periodically upset my normal work and personal patterns and try something different for 30 days just to see what I learn from the process. 

So for the next 30 days, here’s my little internal stress test:

Can a real life business executive survive in the cloud on a $192 computer for 30 days?  

OK, it's arguable whether I am a “real life business executive,” but as the lawyers like to say (my wife and I have been binging on Good Wife), let’s stipulate that.  

For the next 30 days, I will try to survive only in the cloud on a Chromebook. More specifically, on a 2G Asus C20 that cost $192. We’ll see. I will log any insurmountable difficulties or problems or observations and report back on a weekly basis.

Feb 10

On my MAC, I love the ctr-alt-4 to take a screenshot of a portion of a screen -- especially useful in presentations. Hmmm...Wonder how I do this on this machine?  OK, here’s how to do it on a Chromebook. Works like a charm.

 

Feb 11

Hmmm...apparently there is no Lync or Skype for Business online. Or am I missing something? Bizarre given all the rest of Office365 services are available online, including some products I’ve never heard of. Sigh. Have Skype for Business on my phone, so I will cover that base there.

Sure can't do the following on a Chromebook. I need to make a movie of old pics for my wife for Valentine’s Day. Back to the MAC for that -- here’s the LINK, BTW! [Note: I’m hoping that Youtube actually sticks to and actually understands their own policies re copyrighted music -- which say if a song is on their list, it’s OK, but the artist can place ads -- seems fair.]  We’ll see if I get a takedown notice.  If I do, you’re liable to see a silent movie.

Feb 12

Day three of using only the Office365 interface for email, calendars, etc. rather than Outlook 2011 for MAC (2011?). This is taking some getting used to. Driving me nuts that you can’t get to calendar directly from the email view (have to click back out to the main screen).  Also, would love to turn off the nested conversations (I recently had some emails with broad distribution and the conversations are like a wild set of reproducing rabbits) but can’t seem to find that in the settings. In general, except for typing, I find the user experience in Outlook for Android better than it is for Office365 when it comes to pretty simple email tasks. And Outlook 2011 much better for more complicated email tasks than either. But let me give things a chance.

Speed of this machine is tolerable. Actually better than I thought. Then again, I’m sitting 6 inches from the router.

Not really a function of this experiment, but just realized there is apparently no direct way to view Office365 tasks on an Android phone. Even using the web view rather than the app. You can download a separate app, but that sure seems like a pain. Really?

Feb 16

Crap. Can’t use my scanner. Took a picture with my phone and emailed it to myself, but not a very satisfying answer.

Again, more peripheral challenges. I need to print a document out. Tried to use my Epson NX400 printer. Initially got these "instructions":

However, following these instructions basically yields a circular chain that doesn’t really go anywhere. NX400 is classified as a “classic” (i.e., computer connected, not web connected) printer), and the directions given for “classic” printers (go to chrome://devices and click the button for “add classic printer”) are fine except there is no actual button for “add classic printer.” Sigh. Going to need to connect my MAC and print this doc out.

I’m not sure what it is, but I find the Office365 search interface annoying.

Feb 17

At the actual office-office today. The wifi is on the fritz, and there is no Ethernet connection on the Chromebook. Back to the MAC for a wired connection. So much for the cloud. Member to file -- for the cloud to work, you need an internet connection. Sigh.

Will report back on further developments next week. Stand by.

-----

Make your plans for AIIM16 before we sell out.  April 26-28 in New Orleans.  It will be a blast.

Register Today

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Topics: cloud, cloud computing, office365, chromebook

The #AIIM15 Digital Transformation Hot Seat: Security in a World of Anywhere, Anytime Access

Jan 21, 2015 9:30:00 AM by John Mancini

As we start to think about #AIIM15, I thought I would ask a number of our sponsors a few identical questions in order to get an understanding of how they see the future of our industry -- and let those of you attending start to think about your own questions to ask them in San Diego.  Here are the three questions I'll ask:

  1. What are the three biggest challenges you see your customers facing while trying to “Embrace the Chaos”?
  2. What do you see as the three most important trends related to Information Management facing organizations over the next 18-24 months? What will be different in our industry two years from now?
  3. What are the three most important things attendees should know about your company?

Mike Maxey, Director of Content Solutions at AirWatch by VMware, says high-profile data breaches have brought security to the forefront of the anywhere, anytime access conversation.

What are the three biggest challenges you see your customers facing while trying to “Embrace the Chaos”?

Access, Enablement and Control.

The reality people want to work anywhere, anytime, as life allows and end users now dictate which tools they are going to use to manage their business life. With the explosion of mobile, dozens of tools have been created for workers to access productivity tools on multiple devices, with the functionality they need and usability that is simple. Unfortunately for IT leaders, this paradigm has opened many issues with tough planning dynamics. The possibility for data breaches and sensitive data leakage has grown exponentially with many consumer grade tools being used in the enterprise. Without an enterprise-grade alternative with end user centric features, IT leadership is often forced to be the “bad guy,” blocking services to access files, videos or social networks that are becoming critical to workers who use these services to manage their personal and business lives. Organizations need a partner who can help bring these tools to business, while satisfying security concerns in a world where we see almost monthly high-profile data breaches.

What do you see as the three most important trends related to Information Management facing organizations over the next 18-24 months? What will be different in our industry two years from now?

First, with more and more high profile data breaches, organizations are adding up the costs of their peers and realizing just how much is at risk in an unencrypted, poorly controlled and non-managed information sharing environment. Second, as more workers become familiar with collaboration tools, work between multiple affiliated organizations around the globe will need to be facilitated with enterprise-grade tools. Lastly, this is being driven by adoption of tools in business that younger generations have been using to manage their personal lives for several years. These workers continue to take on broader roles in organizations, including leadership positions and the work-style they are implementing requires flexibility in information management policies and access privileges that work for the user, not against them.

Two years from now, I see automation becoming much more widespread, intelligent workflow expanding across multiple systems and organizations being tied into these processes. What will really change the game is when machine learning experts begin integrating some of those technologies into workflow and the process improves itself over multiple cycles, learning from the data gathered in real time and historically.

What are the three most important things attendees should know about your company?

Leaders need a partner for technology solutions that empower them to be flexible to meet their employee’s needs. Knowledge workers are very adept to identifying tools, applications and processes to do their jobs most effectively. Often, this means IT managers are forced to support and manage multiple systems and solutions, which creates silos and complexity. AirWatch Content Locker and the entire AirWatch productivity suite, takes an open integration approach that solves this friction and brings everyone together regardless of storage strategy to collaborate, communicate and share on a single secure platform that solves IT concerns and gives workers freedom. In summary, our company gives three important things: IT piece of mind, user freedom, and application openness.

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Topics: cloud, aiim conference, security

The #AIIM15 Digital Transformation Hot Seat: How A Document Viewing Company Embraces The Chaos

Jan 20, 2015 4:00:00 PM by John Mancini

As we start to think about #AIIM15, I thought I would ask a number of our sponsors a few identical questions in order to get an understanding of how they see the future of our industry -- and let those of you attending start to think about your own questions to ask them in San Diego.  Here are the three questions I'll ask:

  1. What are the three biggest challenges you see your customers facing while trying to “Embrace the Chaos”?
  2. What do you see as the three most important trends related to Information Management facing organizations over the next 18-24 months? What will be different in our industry two years from now?
  3. What are the three most important things attendees should know about your company?

Simon Wieczner, CEO of Snowbound Software, sees security being a hot topic in the next 18-24 months as organizations continue to move applications off the desktop and into the cloud.

What are the three biggest challenges you see your customers facing while trying to “Embrace the Chaos”?

1. One of the biggest challenges Snowbound Software sees right now for our customers is implementing new ECM systems for the enterprise without fully knowing the complete needs of all the users. People are often very creative and find ways to make their applications do things that were never initially intended. When embarking on a replacement system, it can be very difficult to determine what people are doing and how they are actually going to use it. There is a big risk that you are creating a solution that doesn't fit the needs of the current users.

2. In large organizations, hardware resources can differ widely—many can be legacy systems that will not handle newer technology. The risk here is that you design and implement a system depending on the latest technologies of 64 bit processors and operating systems with plenty of high speed memory and then discover some important subset of your users have obsolete computing technology that cannot be easily upgraded because of legacy software or budget restrictions.

3. As an HTML document viewer vendor, Snowbound deals with hundreds of different document formats on a daily basis. One thing we are reminded of constantly is that not all documents are created equally, even if they share a format extension. Similarly, when introducing an ECM system, one of our biggest challenges is needing to not only handle the popular document formats but also be able to handle documents from across the globe.

What do you see as the three most important trends related to Information Management facing organizations over the next 18-24 months? What will be different in our industry two years from now?

Security, cloud based applications and storage, greater consolidation of software products.

We expect that security will consume a huge amount of effort and resources over the next two years. Where cloud-based applications can help security, they will see much greater success and penetration. Organizations will try to get applications off the desktop in order to better control application access, the version levels will be updated to utilize the latest security improvements, and document storage will be kept on the server as much as possible (sending only select portions of documents to the client).

What are the three most important things attendees should know about your company?

1. Snowbound is one of the very few remaining ind

ependent document viewing and conversion companies in the business. Our goal is to please every customer, not just our owners. Our greatest success has been solving specific customer problems through our engineering expertise. We sell to the most demanding companies in the world (9 of 10 US banks, 7 of 10 international banks, insurance, shipping, etc).

2. Almost all the technology we sell is created in-house by our engineers. Because we are the only ones with intimate knowledge of our products, we can offer fast responses to document viewing challenges–both in terms of rendering documents and in converting or viewing them.

3. We are the only company that offers specific products for both Windows and Java - thereby supporting the greatest range of computer systems.

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Topics: cloud, aiim conference, security

The #AIIM14 #InfoChaos Hot Seat: Reshaping the Way of Work

Feb 28, 2014 9:00:00 AM by John Mancini

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Topics: cloud, ecm

The #AIIM14 Hot Seat: Working Anywhere, On Anything

Feb 27, 2014 9:03:00 PM by John Mancini

As we start to think about #AIIM14, I thought I would ask a number of our sponsors a few identical questions and put them on a bit of a hot seat with regards to how they see the future -- and let attendees start thinking about your own questions to ask them in Orlando. Here are the three questions I'll ask:

1. What are the three most important business problems related to Information Chaos facing YOUR customers?

2. What do you see as the three most important trends related to Information Chaos facing organizations over the next 18-24 months?  What will be different in our industry two years from now?

3. What are the three most important things attendees should know about your company?


Jack Berlin, President, Accusoft, provides his thoughts.

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Topics: cloud

Eating More Fiber and Getting to the WHY? of Information Governance

Oct 17, 2013 2:13:59 PM by John F. Mancini

It’s time to have an executive “conversation.”  You know which one.  The one that is tied to personal and
organizational health.  Here’s a typical checklist:

  1. Watch my cholesterol.
  2. Get out of the office and manage more by walking
    around.
  3. Get my blood pressure checked.
  4. Focus on outcomes, not on dictating everything
    that must be done.
  5. Get more exercise.
  6. Travel less and spend more time at home.
  7. Eat more fiber.
  8. Get my oil changed every 3,000 miles.
  9. Get serious about information governance.

OK, OK, OK.  I’ll do 1
through 8.  I promise.  I’ll be serious this time.  I’ll do them ALL if you’ll just lay off number
9.  Just please, please, please, don’t
talk to me about information governance. 
Ever.

When I talk to executives, I often explain the importance of
effective information management in terms something like this:

“You have financial systems in
place to manage your organization’s financial assets.  You have ERP systems in place to manage its
physical assets.  You have HR systems to
manage your people assets.  In the
Information Age, you need a system and a process to manage your information
assets.”

Usually I get a lot of executive head nods when I say things
like this.  Yet when push comes to shove,
there’s a lot more good intention going on relative to information governance
than concrete action. 

According to AIIM’s Information Governance - records, risks and retention in the litigation age in only 15% of
organization’s is Information Governance “in place, important and communicated
and enforced.”  15%.

There are a lot of reasons for this gap between intentions
and reality:

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Topics: information certification, cloud, certified information professional, Compliance and records management

8 New #AIIM Reports on #Content - And All Free - #ECM #SharePoint

Sep 17, 2013 11:50:05 AM by John F. Mancini

Please enjoy these recent reports and new infographics from AIIM Market Intelligence which are free to download:

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Topics: cloud, 8 things, Compliance and records management, Industry statistics and research

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