AIIM - The Global Community of Information Professionals

Connecting the Dots Between Documents, Content, and Data

Mar 1, 2017 10:49:00 AM by John Mancini

Since the 1980s, relational databases have been used to store business information. They were a huge step forward over hierarchical databases, which organized data into rigid tree-like structures with connections between data elements defined by the links in the structures.

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Topics: data, content management, documents

Sharing Success -- SharePoint and Lessons in Risk Management

Feb 6, 2017 10:47:00 AM by Dan Antion

[This is a guest post by AIIM Chair Dan Antion, a well-known commenter on content management  issues and trends.  In real life, Dan is Vice President of Information Services at American Nuclear Insurers.]

My title serves a dual purpose. First, I will be sharing a couple success stories at the upcoming AIIM Conference. Second, and more important, the solutions I will be talking about are an example of the kind of success-sharing we should all be considering.

I don’t want to spoil my presentation, but the message I will be delivering is that it’s time to stop thinking about storing information and to start thinking about putting that stored information to work.

For the past many years, I’ve been focused on creating better, easier and more reliable ways of gathering information. I learned early on that we had to give some incentives to people, if we wanted them to cooperate with out information gathering efforts. If we could improve a process that was still somewhat manual, for example, we could encourage people to put stuff in SharePoint. If we could move some of that content to SharePoint Online, making access easier and more dependable, we might further encourage people to use the platform. Still, the bulk of our energy was being spent on collecting, identifying and processing information on its way into permanent storage.

But, why were we storing it?

Of course, we all know the answer(s). Perhaps it was compliance. Perhaps it was to reduce potentially staggering eDiscovery costs many years down the road. Perhaps, as designed, it was to improve the process of creating, reviewing and delivering those documents. And, perhaps, those documents, combined with the data we’ve been collecting in our various relational databases, could help someone do their job.

Insurance companies have lots of data, but it’s typically organized to complete a task. We need to know enough about a facility to calculate a premium. We need to know enough about the people who own the facility to send them an invoice for that premium. We need to remember that they had insurance in case there is a claim in the future. All the standard stuff that insurance companies keep.

We also inspect these facilities. Our engineers plan, conduct and write lengthy reports about those inspections. Those reports tell a story about risk management and the risk we insure. Because we were good little information professionals, those reports are stored along with enough metadata to connect them to those customers, those premium and those claims – should they occur.

Now, we’ve realized that by combining that data and those documents, we can give our employees a much more complete picture of risk management and the risk we insure. We can tailor that story to match the needs of the person reading it. We can aggregate the composite information for an upper management type and we can drill down into the details for that engineer on the road to one of those inspections.

I’ve spent 40 years, keeping data in a set of high-tech silos, and I’ve spent over 15 years, gathering documents into a different set of silos. Come see my presentation at The AIIM Conference 2017 to hear a little more about my epiphany – the stuff in those silos need to be combined.

Click to register for The AIIM Conference 2017

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Topics: RISK, risk management, content management, ecm, sharepoint, AIIM17

3 Lessons from Japanese Trains - Information Management and the Internet of Things

Jan 11, 2017 4:54:21 PM by John Mancini

I recently spoke at the ABBYY Partner Conference in Tokyo (thanks to ABBYY for the kind invitation – for the second year in a row).  My subject was “5 Strategies to Avoid the Digital Riptide.”

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Topics: metadata, information management, content management, ecm, internet of things

2016 Round-up -- Top 10 Must-Read Content Management posts

Dec 28, 2016 5:00:59 PM by John Mancini

Here’s the list you’ve been waiting for – the top 10 Digital Landfill posts in 2016.

Watch this space for a lot of exciting new developments for our blog in 2017.  For now, catch up a bit.

Some Perspectives on the Documentum Acquisition by OpenText

Well, the other shoe called Documentum dropped that everyone was expecting once Dell and EMC got together.  And in somewhat record speed.  AIIM does not take positions on things like acquisitions, but obviously the extended AIIM community is buzzing about this.  I thought I would find as many articles as I could and put them in one place and let folks form their own opinions. 

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Free webinar -- How to Plan Your Information Management Strategy in 2017

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Current State and Future Trends in Enterprise Content Management [Infographic]

Information management is boldly on the horizon. Everyone from C-level thought leaders to end users are dreaming up enterprise content management possibilities and asking an important question: how can my organization go beyond its current ECM state?  In order to determine which enterprise content management component(s) an organization requires to take the next step in their ECM capability– whether it be a technology, methodology, or human resource – begins with taking stock of what is already in place; only then, can it be resolved where we are currently, and where we desire to go in the enterprise content management space.

EU Regulation eIDAS: what it means for your business in Europe

Today the use of E-Signatures is an acceptable business practice that is admissible in times of litigation and audit. The key to success is to identify and understand regulations based on particular business processes for E-Signing. In Europe one regulation is changing the game.  Effective July 2016, the new EU regulation on electronic identification and trust services 910/2014 – typically referred to as eIDAS - goes into force. It is designed to propel digital transformation a as a major corner stone for a single European Market. One of its major goals is to fuel E-Signature adoption in Europe by largely replacing 28 nation laws on E-Signatures. eIDAS comes with new options to go digital with both identification and signing processes. 

5 Examples of Digital Disruption -- the Flip Side of Digital Transformation

I've been collecting examples of "Digital Disruption" -- the negative flip side of Digital Transformation.  In other words, examples in which a well-entrenched incumbent just failed to see the writing on the wall.  My experience has been that when Digital Disruption sweeps through an industry, it usually meets this test:  In less than 10 years, 90% of a company's/industry's value DISAPPEARS.  Here are just five examples.

The Journey to Simpler Information Management Begins With Going Paperless

In pursuit of the paperless enterprise it is often easy to lose our way. Projects stall, months pass and ROI is nowhere on the horizon, and all the while paper continues to rifle through our processes like stubborn weeds. Paper overwhelms the enterprise, and the difficult task to remove it all can cause a crisis of motivation.  Stakeholders ask: “What is the point of driving out paper? What destination is this digital journey leading us to? And is it worth it?” The short answer: yes, and here’s why. 

The Problem with SharePoint - Technology or People?

I hear people from around the globe, complain about SharePoint that it doesn’t do this, or we thought it did that. Yet the AIIM Industry Watch Report titled “The Impact of SharePoint 2016” finds when it comes to SharePoint meeting organizational expectations, nearly half of our respondents are happy with SharePoint and the on-going product roadmap, with half also in agreement that SharePoint is providing good value for the cost.  Typically, these organizations have a focused plan, working as a cross-functional team rather than total reliance on IT to make it all happen. This should also be an on-going practice for every aspect of a SharePoint project from initial purchase through upgrades and expansion, to ensure SharePoint is addressing the business needs and solving business problems, and not put in place for technology sake alone.

8 Reminders About Why World Paper Free Day Matters

Here are 8 paper free nuggets to get the juices flowing.  Number 1 -- Paper in the Office -- only 17% of respondents work in what could be described as a paper-free office. 31% admit their office is piled high with paper documents and paper processes. 40% still use paper for filing “important stuff," and 56% are wed to signatures on paper for contracts and order forms. 

Is BPM the Digital Transformation Enabler? [Infographic]

Agility and efficiency have become the keys to meeting the growing and changing demands that come with digital disruption. Businesses can no longer afford to waste time with lengthy business analysis, development and implementation projects spanning two or more years. Organization leaders know that change must occur rapidly to remain competitive, retain current clients, and attract new business and BPM has become the method of choice.  Business Process Management (BPM) in a true sense is the combination of process, people, information, and technology focused on resolving operational business problems – making businesses run more effectively.

12 Things You Can Do NOW to Use BPM to Drive Digital Transformation

Process improvement and automation using BPM as the framework is an essential part of the Digital Transformation of businesses. The more paper is eliminated from processes and digitally born information is created, the greater the dependence upon and need for efficient, effective, and secure digital workflows. When assessing process improvement and automation opportunities, include the identification of and ways various information sets are integrated with the process and remember to look at the end-to-end process rather than just the departmental workflow. What gets changed in the department could have negative impact on other departments feeding this process or that this process feeds.

8 Things You Must Know to Automate Human Resource Processes

It is the best of times and the worst of times for HR professionals.  Many organizations have reaped enormous benefits from more effectively managing the unstructured information association with core Human Resources processes.  That’s the good news.  The bad news is that MOST organizations have not yet moved down the path of HR automation, creating huge inefficiencies and risks in their hiring, retaining, employee servicing and firing practices. Consider for a moment the huge variety and volume of documents associated with HR processes, each of which carries with it different regulatory and legal requirements.

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You might also be interested in  the following to get 2017 off to a GREAT start:

How to Plan Your Information Management Strategy in 2017 -- To help you, AIIM’s chief analyst, Bob Larrivee, has compiled the data from five community-wide surveys and identified the game-changing trends you need to know about. Join us as we outline these trends, the stats behind them, and offer strategies to approach these critical changes to the way you manage information in 2017

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Topics: information governance, content management, ecm, Industry statistics and research

Get a Head Start on Those New Year's Resolutions

Dec 15, 2016 12:40:45 PM by Bob Larrivee

How to Plan Your Information Management Strategy in 2017

Information management constantly adjusts and reacts to advancements in technology and attitudes. While the way we manage information has undergone a substantial transformation in the last few years, the technology that incited the changes is still growing and at a faster pace than most can keep up with.



So, what does this mean for you? How can you stay ahead rather than simply jump on the bandwagon?  To help you, AIIM’s chief analyst, Bob Larrivee, has compiled the data from five community-wide surveys and identified the game-changing trends you need to know about.

Join us on January 18 at 2pm as we outline these trends, the stats behind them, and offer strategies to approach these critical changes to the way you manage information in 2017, including: the rise in compliance and risk driving Information Management, the importance of inbound capture processes, the benefit of automated capture processes, the role of capture with content analytics. 

We’ll also hear from leading technology consultant Mark Brousseau as he shares customer use case stories to put this analysis into context. Mark and Bob will then offer best practices and recommendations for applying this knowledge within YOUR organization and help you make the case to your executives to help you succeed.

How to Plan Your Information Management Strategy in 2017

Key Areas Where Information Management is Advancing and Changing

Free Webinar -- January 18, 2 pm EST

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Topics: information governance, content management, future, capture, trends

5 Ways Content Management Can Improve Profits in Mortgage Banking

Dec 14, 2016 7:52:19 PM by John Mancini

The mortgage banking industry is plagued by time-consuming and error-prone, paper and labor-intensive processes, front-end systems that do not communicate efficiently with back-end systems, and third-parties that are often not integrated into the process electronically. These problems are exacerbated by the huge volume of loans that are generated each year (nearly 5 million new consumer mortgages alone). Content management is a key enabling technology in solving these problems.

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Topics: content management, business process, Banking, mortgage

Ten November Information Management Posts That Made Me Think (a.k.a., 10 Articles I Wish I Had Written!)

Dec 5, 2016 6:00:20 PM by John Mancini

Here are some articles that particularly inspired me during November.

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Topics: information management, content management, ecm

The 10 Most Popular Digital Landfill Posts in November

Dec 5, 2016 4:51:23 PM by John Mancini

And the envelope please…

Here are the 10 most popular Digital Landfill posts for November.

 Interestingly, 2 of the 10 are more than 5 years old, proving that content does indeed have a long tail.  Take a guess before clicking which X2 are the long tail – no cheating – and then see if you’re right! 

11 Cool Quotes About Big Data

The Journey to Simpler Information Management Begins With Going Paperless

3 Ways Document Capture is Changing

5 Examples of Digital Disruption -- the Flip Side of Digital Transformation

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

8 Risks Organizations Can Avoid by Using a Document Management Solution

10 Things You Need to Know About Content Analytics and Case Management

9 Ways Modern Business Applications Create Business Agility

5 myths about ROT - Redundant, Obsolete, and Trivial Files

Some Thought-Provoking Resources on ECM and Capture

Now that you’ve looked at which two are more than 5 years old, what does that tell you about the continuing risk-centered challenges associated with unmanaged content.  Much as I think the business driver for content management HAS to change to the value side of the equation if we’re ever going to get more widespread adoption, there is still a VERY LONG tail of risk and compliance concerns that haven’t gone away – in fact, I think they’re getting worse.

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Topics: information governance, content management, ecm

7 Trends That Are Changing the Content Management Landscape

Dec 4, 2016 2:55:21 PM by John Mancini

It’s the best of times for those in the content biz -- content has never been more important in creating and delivering value to customers.  And it is also the worst of times – ECM is increasingly viewed as a dated and artificially narrow term, creating an untethered feel to the content “industry” right now.

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Topics: compliance, content management, ecm, trends, Industry statistics and research

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

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