AIIM - The Global Community of Information Professionals

Guest Post - Scan to Email is not the Right Way to Digitize Your Business

Jun 30, 2017 10:38:00 AM by Wouter Koelewijn

An increasing number of organizations are digitizing their business processes to improve productivity and reduce costs and the risk of human error. Often organizations start by scanning to email where a person scans a document which is sent into their personal email inbox and is then manually delivered to the final destination. This is extremely bad for businesses and replacing scan to email should be a key part of any organization’s digitization strategy.

How Scan to Email is Damaging Your Business

The manual nature of the scan to email process and its limitations are outdated and paradoxical to everything digitization aims to achieve. Scan to email also poses several issues which makes it harmful for your business, including:

  • Unsecure and Non-Compliant – A scanned document sent by email allows sensitive and confidential documents to be forwarded easily to anyone outside the company or to the wrong people internally. In industries that must adhere to compliance regulations to ensure privacy, the potential for human error or malicious behaviour can have serious consequences.
  • Inconsistent Document Format, Quality and File Naming – Today’s scan or multifunction printer devices are complicated with complex menu systems. The user has to make many decisions, including the output file type, scan quality settings and name of the document. This results in inconsistencies, making it difficult to manage digital content.
  • Limitations of Image Files – Traditional scan to email usually only creates an image file as a read-only PDF. Consequently text cannot be keyword searched and retrieved easily. Costly time is spent on searching for documents that could be better spent on more productive activities.
  • A misuse of Email – Any IT administrator will tell you that cost of email storage is expensive. Scanning to email, forwarding by email – clogs up email infrastructure. Rarely does anyone permanently delete scans sent by the printer.

What is the alternative?

So, what is the alternative?  Quite simply, companies should look for solutions that offer digital document workflows with built-in tools to eliminate these issues. Removing as much of the manual process as possible speeds up the process, improves accuracy and provides consistent digital content that can be searched and retrieved easily. Further, workflows that automatically send the encrypted digital document to a pre-defined, authorized destination is a critical need. The destination might be a cloud-based repository (such as Dropbox Business), an on premise electronic content management (ECM) or a line of business application. By defining an authorized destination and automatically routing the scanned document to that location, the possibility of digital files getting lost or into the wrong hands is eliminated. 

What are Digital Document Workflows?

Digital document workflows are templates that are set up by an administrator and determine scan parameters, including the quality, name, format as well as the destination of the document. These automated workflows simplify and secure the scan process for the user, reducing it to a simple and accurate one click process, all carried out at the scanner or MFD (multifunctional device). The document is output into a usable file format so that it can be both edited and searched to enable quick and easy retrieval. In terms of security, individuals only see the workflows they are authorized to use, making it quick, simple and secure.

Further, workflows can be created for a particular user or groups of users; for example for all users responsible for scanning invoices. In this way, all users create and distribute scans in a consistent manner. Let’s look at a particular use case for automated scan workflows.

Scan and forget

Compared to scan to email, digital document workflows enable the user to scan and forget. The workflow is predefined and with one press of a button, the document is scanned, stored and, if needed, an email is sent to someone automatically alerting them of the document’s arrival. In this sense, the user simply scans and forgets about the details as they are taken care of automatically.

Contrast this to scan to email. At the scan device, the user has to decide whether the scan will be a pdf or a jpg typically and the scan settings have to be chosen by stepping through complicated and confusing menu systems. This is repeated for each scan. Then it is back to the workstation to check email for the scan’s arrival. Next, open email and save the document with a name that makes sense for her (but maybe not for anyone else) to the desktop or networked folder. This is repeated for each scan. In many cases, an email is sent to someone to let them know the scan is on a networked folder or the email itself contains the scan (email clogging). In any of these steps, there is room for human error.

There is little doubt that scan to email is an outdated, inefficient process that poses a high risk of human error. Scan workflows remove these issues. For any organization looking to improve efficiency through digitalization, replacing scan to email is essential.

Click to Download

About the author:  

Wouter Koelewijn is Senior Vice President, Managing Director, Y Soft Scanning Division and an outspoken advocate for simplifying scanning on MFD's (Multifunction Devices). Prior to working with Y Soft, Mr. Koelewijn founded X-Solutions in late 2002 which was later acquired by Nuance in 2009. Prior to X-Solutions, Wouter was the CTO and co-founder of a Xerox concessionaire in the Netherlands from 1994-2002. Mr. Koelewijn is married and has two children. He enjoys skiing, swimming and sailing.  Wouter.koelewijn@ysoft.com

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Topics: privacy, business process, scanning, capture, security, Digital business, information security, information capture, gdpr

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

Oct 21, 2016 9:58:19 AM by John Mancini

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.

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Topics: Digital business, digital transformation,, digital processes, digital maturity

Why Should You Care About Digital Transformation?  21 Tips to Guide Your Plan -- Free E-book

Mar 23, 2016 9:14:47 AM by John Mancini

Why Should You Care About Digital Transformation?

Consider the following:

“The speed of current breakthroughs has no historical precedent.”

            --Klaus Schwab, World Economic Forum, 2016

“For the first time in history, the world’s leading experts on accelerating technology are consistently finding themselves too conservative in their predictions…”

            --Steven Kotler

“Uber, the world’s largest taxi company, owns no vehicles. Facebook, the world’s most popular media owner, creates no content. Alibaba, the most valuable retailer, has no inventory. And Airbnb, the world’s largest accommodation provider, owns no real estate. Something interesting is happening.”

            --Tom Goodwin, Havas Media, in Techcruch

What the heck is going on and what does it have to do with Information Professionals?

Simply speaking, according to the World Economic Forum, we are on the cusp of the next industrial revolution, one that is combining digital and physical systems to create radically new value propositions – and in the process, disrupting many existing businesses. 

How effectively an organization manages and recombines its information assets to create value is at the center of this revolution.  Flexible, agile and responsive information flows are the central nervous system of the modern organization.  In many organizations, these systems are short-circuiting, and drifting into chaos, unable to keep up with the escalating demands created by consumerization, cloud and mobile, and the internet of things.

Central to addressing these challenges are two realizations:

1 -- Information is now your organization’s most important asset, and

2 -- You need the skills to manage it. 

Depending on your role in your organization, your Digital Transformation challenges will fall into one of the following categories:

Business Challenge

Who Should Care

AUTOMATION:  How do I deliver solutions more quickly using mobile-first and lo- and low-code approaches?

Line of business executives, web and mobile app developers, imaging and content specialists, business analysts, finance, HR, and operations executives, customer experience execs

SECURITY/GOVERNANCE:   How do I govern, value, manage, secure, optimize and protect my information assets, wherever they exist (cloud, on-premise, or some hybrid)?

Records managers, information architects, E-Discovery, IT legal professionals, digital archivists

ANALYTICS/INSIGHT: How do I digest massive amounts of new data, apply structure where it doesn’t exist, and use that structure to put data and content into action?

Marketers, line of business executives,  information and data scientists, knowledge managers, information curators, customer experience execs

I've put together some of the Digital Transformation insights from AIIM Board members and AIIM16 speakers into a new e-book -- it's FREE -- 21 Tips for Putting Digital Transformation into Action.

Here are my "tips" -- find out more in the free e-book -- (get it HERE).

Creating a Transformation Strategy

  1. Know where the puck is going.
  2. Think business, not fashion.
  3. Have a Disruption war chest!
  4. It's a journey, not a destination.
  5. Keep risk in perspective.
  6. One size does not fit all.
  7. Per Yoda, "Do or do not, there is no try."

Preparing for Action

  1. Not all customers will immediately love the idea of disruptive change.
  2. Disruption is not just an external customer affair; the way work itself is being done is being revolutionized.
  3. Find out what your people are REALLY doing BEFORE you try to change it.
  4. If you can't measure it - don't do it.
  5. Make digital transformation pay for itself.
  6. Plan that when you fail (and you will), you will fail fast!

 Implementing Your Transformation Plan

  1. Mom was right. Before you do anything, clean your room!
  2. A unified information strategy is not a luxury.
  3. Focus, focus, focus. And then focus some more.
  4. Remember that simple is hard.
  5. Find a trusted partner that will listen and is excited about your journey.
  6. Leverage the technology you already use.
  7. Think BIG, start small, grow steadily.
  8. The last rule – Oh yeah, after all this is AIIM. You didn’t think we would forget, did you? DO SOMETHING ABOUT THE PAPER!

Digital Transformation in Action

Not signed up for AIIM16?  What? Hurry because hotel block closes on Friday.

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Topics: information chaos, Digital business, digital transformation,

Worried About Becoming the Next #Blockbuster? - 10 More Rules to Deal with Digital Disruption

Feb 25, 2016 10:32:29 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 previously posted 30 rules are at the end of this post.  This is the last post in the series -- there are still more to come, though, in an e-book with all of the posts and some additional cool stuff.  Next week!

Rule #31 -- Think ecosystems not silos.

Andrea Chiappe, Director of Strategy and Innovation, Systemware, Inc.:  "Focus on building information ecosystems by requiriing seamless, interoperability among existing content repositories, wherever they reside, leveraging hybrid cloud options, where they make sense, enabling your employees, partners, customers, systems and things to collaborate on exactly the content each one needs – within defined business processes, and using defined APIs and technologies to focus on building your differentiating business algorithms.@ChiappeAndrea

Rule #32 -- Make digital transformation pay for itself.

Chris McLaughlin, EMC:  "For most companies that weren't born digital, the tough reality is that - as time goes on - they have more legacy systems to sustain and, each year, more and more of their budget is consumed in simply operating existing infrastructure. In fact, for many companies, this number may be as high as 85% or more of their IT budget. Simply put, IT leaders are being asked to provide many of the tools necessary for digital transformation, but are struggling to pay for them. So, to begin, self-fund IT transformation by seeking out proven solutions to take cost out of this legacy infrastructure and, along the way, also look to unlock critical information that may be trapped in these siloed systems." -- @cc_mclaughlin

Rule #33 -- Clean your room!

Tim Osman, Marketing Manager at OPEX: " Any good remodel takes an accounting of the entire space and contents that currently exist within it. There will be "furnishings' that you will want to re-use. Some items may require a simple touch up or perhaps may need to be tossed in the dumpster altogether. You may even find a gem or two, lost long ago, that may impact your remodel in a significant way. Siloed systems that you've collected over time could clash horribly with your desired new look. Some, however, can be salvaged with a tweak here & there, or perhaps be re-upholstered. You may reminisce about that outmoded workflow or process that once fit the needs of 20 years ago; but if you were honest with yourself, it really ought to GO. Envisioning the future, fresh and new, starts with a good old-fashioned cleaning." @OPEXcorporation

Neale Stidolph, Head of Strategic Development, Lockheed-Martin, focuses on the importance of dealing with "ROT": "Unstructured information tends to multiply in the dark. Ensure you have an effective way of finding and then tackling information that is Redundant, Obsolete or Trivial (ROT). You will need a policy, some rules on classification and retention, applied using a smart tool which can sift through large volumes. Being able to automate the tidy-up is highly desirable, preserving audit trails as well." -- @nealestidolph

Rule #34 -- Make it better than the system being replaced.

Steve Stone, CEO, Infoflows Corporation:  "In a high volume Lockbox environment, we were challenged to give customers a reason to move from traditional paper copies to images.  We could have incented them with price, of course, but we wanted our customers to want to move.  The answer seems obvious in retrospect, but we had to make the new system better than the system it replaced.  In this case, that meant full color, high resolution images from end to end to replace black and white photo copies; on-line search capabilities to replace file cabinets; transmissions to replace overnight packages.  In the final analysis, customers asked to be moved and paid more for the image-based service because the total value proposition was so much better.  That's how you justify a multi-million dollar investment in technology!" -- @steveastone

Rule #35 -- It's not just about the external customer.

Per Patrick McGrath, Head of Product Marketing, EMC:  "Digital transformation impacts all areas of the organization, including how work gets done. Better enabling knowledge workers represents one of the single largest opportunities for business transformation in the digital era. Knowledge workers represent 27% of employment costs and many estimate that more than 50% of their time is spent inefficiently. And, we are now seeing new trends in global workforce utilization and the emergence of the 'human cloud.' Within the next 5 years, we will see significant move toward the use of temporary and independent workers. Disruptors who embrace this approach will win in the digital economy." -- @patrickiest

Rule #36 -- Make ECM easy...but secure.

Greg Milliken, M-Files:  "As the popularity of file sharing apps has grown, companies must be able to balance security and data protection against employee needs for a simple solution for sharing documents and collaborating with others outside of their organization.

Rule #37 -- Get out of the way.

Chris Walker, Principal / Consultant & IM Evangelist - PHIGs IMC Inc.:  "You want your people to innovate, transform, and disrupt, but you're still relying on out-moded and out-dated managierial structures. Stop. Create an atmosphere that encourages people to go out on a limb and try something new. Give them the freedom to try, but define some reasonable boundaries for them." -- @chris_p_walker

Rule #38 -- This is business, not fashion.

Duff Johnson, President, PDF Association:  "Many new technologies come and go. Pay attention to those which have proven staying-power and a broad eco-system of developers." -- @DuffJohnson

Rule #39 -- Think in learning cycles.

Danielle Galmore, Steelcase:  "You have a hypothesis or desired state, so run a learning cycle. It similar to failing fast mentality, but in a positive way that frees you from the word failure. It also allows you to run iterations quickly as you learn, adjust and learn more." @DaniGlm

Rule #40 -- Managing your information is not a project.  It is an ongoing discipline.

And one more from my friend Andrea Chiappe to round out this 10:  "Do not look at systems that manage information assets as a set it and forget it project.  Ensure you have the measurements and teams in place to reevaluate the systems on a planned timeline.  In terms of your information landscape, ask yourself - Is it current? Is it strategic? Is it secure? Is it performing?"  @ChiappeAndrea

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Previously published "Rules":

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Topics: ecm, Digital business, digital transformation,, disruption, aiim16

30 Things You Need to Know Before Starting That Digital Transformation Initiative

Feb 23, 2016 11:41:43 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. Previously posted rules are at the end of this post -- Here are rules 21-30 -- I've created a monster! -- This may need to become an e-book.

Rule #21 -- Simple is hard.

Andrea Chiappe, Director of Strategy and Innovation, Systemware, Inc.:  "Every person who interacts with your information systems has a very different perspective of what makes it good. Systems should not dictate the use of your information rather they should help you realize and harness the value of information assets.  Simple design is hard, it requires forethought and deep analysis of behaviours and trends of ALL the actors.  Simplicity in ECM is bigger than intelligently curating information in context of end users on any device and meeting the macro requirement of your business, simplicity should be evaluated for all the personas with a strategic role in information:  compliance and security officers, architects, admins, department leaders, c-suite executives, customers, partners, systems and things." @ChiappeAndrea

Get my new free e-book -- HERE.

Digital Transformation in Action

 

Rule #22 -- It's a journey, not a destination.

Chris McLaughlin, EMC:  "True digital transformation is about instilling a digital mindset in your organization. A truly digital organization embraces change and recognizes that new technologies, new products and services, and new ways of servicing its customers are simply opportunities: opportunities to differentiate, to take market share and to outperform competitors. They also accept that digitalization is a constantly moving target and that new technologies and new market entrants with new business models will continually create disruption and competitive pressure. So, instead of focusing on digital transformation as a one-time event, invest in building a culture and a mindset that embraces change and constantly seeks out new ways of doing business." -- @cc_mclaughlin

Rule #23 -- Embrace chaos, but explain the risks.

Neale Stidolph, Head of Strategic Development, Lockheed-Martin: "Chaos cannot be controlled, information wants to be free and people don't do what they are told. These are universal truths! What we can do is explain to everyone that information has issues of sensitivity, risk, regulation and many other factors. We must all be thoughtful in our treatment of information. It is inevitable that people will use memory sticks, remote file sync & share, personal devices and many things that might be frowned upon by corporations. If these are used responsibly they can help. We cannot police this whole ecosystem but we can make people cautious and minful about it." -- @nealestidolph

Per Andrea Chiappe: "Optimizing information systems can have tremendous pay-offs or tumultuous results; not surprisingly, providing transparency to both the benefits and the risks of the changes can mitigate unforseen pitfalls.  How big are the potential savings and how quickly can you capture those savings?  What are all of the upfront investment requirements?  How does the change align strategically with your business objectives? Do you have organizational buy-in? How big will the impact be on users and on existing systems, do you have the bandwidth to manage all of these impacts?   In the end, analyzing risk and benefit will allow you to come up with the best phased approach for optimizing."

Rule #24 -- Don't pave the cowpath.

Steve Stone, CEO, Infoflows Corporation:  "Automating an inefficient process is like paving a cow path.  The work is going to wind its way here and there before it is completed.  Paving it might make the trip faster, but it doesn't make it shorter.  Fewer steps generally means a better, more reliable process.  Before investing in technology, see what you can do about straightening out that cow path." -- @steveastone

A set of issues echoed by Andrea Chiappe: "When modernizing your legacy processes, it is important that you avoid the trap of simply recreating the existing processes one to one as a digitall equivalent.  You will find steps that were necessary when the process was conceived are no longer relevant in a digital workplace. Start by mapping the legacy process to a digital journey and identify where you can apply available strategies and technologies to uncover efficiencies."

Rule #25 -- Scan it and ditch it.

Chelsea Dunshee, ISV Business Development Manager, Panasonic:  "US businesses are becoming increasingly electronic but all too often the world still runs on paper. Operating at maximum efficiency requires reliable, fast processes for bringing paper documents into your digital workflows. " -- @otownchels

Rule #26 -- Benefit from know-hows in other industries.

Yulia Kaurova, Marketing Manager, 4Point:  "Don’t be limited by knowledge, trends and transformations most related to your industry. Do you remember that hydrojet invention was inspired by propulsion system related to marine creatures like octopus or squid? To see the big picture is always beneficial. Sometimes facts or challenges related to other industries can provide you brilliant ideas of how to explore them in your own work. Sometimes 'thinking out of the box' means just stepping out of your industry and looking around." -- @YuliaKaurova

Neale Stidolph echoes the need for an industry focus: "Information is not often generic, it has particular relevance and meaning to different sectors, be they government, financial, industrial, etc. Seek out others who work with similar classes of information, find out whether there are standards or regulations in your sector and if not start to collaborate with others to build a shared classification for your sector."

Rule #27 -- Start something. Anything.

Chris Walker, Principal / Consultant & IM Evangelist - PHIGs IMC Inc.:  "Sitting around navel gazing is going to result in you being crushed. Pick something small, easy, and safe, but with tangible benefits and get going." -- @chris_p_walker

Ben Bilges, Director Partner Business Development (US) I.R.I.S. AG, notes, "Chris, I totally agree: Start something – but not somehow. The magic word in terms of this is PROJECT. Choose a capable partner and work together on a project roadmap that fits your expectations. This enables you on the one hand to get a realistic overview about your actual state but also defines a final aim. Make sure that your preferred system is scalable and able to grow with your growing requirements." 

Rule #28 -- Demand the features you need!

Duff Johnson, President, PDF Association:  "Most software vendors don't get the feedback they need to help them make more useful software. Customers suffer in silence, pay consultants to fill the gap, or simply buy yet another product. Instead, invest some time in describing, in detail, and in a technically-accurate manner, what it is that you need. You might be amazed at the response." -- @DuffJohnson

Ben Bilges adds, "Indeed, a detailed, technical and critical feedback is essential to improve your software and align it to your customers’ requests. If you don’t get it, it’s up to you to actively ask for it. Both sides (customers and vendors) can only profit from these information. Duff, you mentioned almost casually another very important point of “paying consultants to fill knowledge gaps."  Customers often pay too much attention to the sheer software license costs. Always keep in mind that the approach of an transparent vendor-customer-transfer of software knowledge guarantees independence, flexibility and helps to keep the project cost reasonable for the customer. That eventually raises ROI."

Rule #29 -- Figure out how Google Apps fits into all of this.

Lea Beeken, Supervisor at Edmonton Public Schools:  "Use ECM to "rescue" the content that is of value to the organization, while using Google apps to collaborate and create content easily (like you are doing with this form)" -- @BeekenLea.  "Agreed, Lea. It is important to think of electronic content in terms of active and inactive, just as we have done for paper records," notes Warren Bean, Senior Sales Engineer, Zasio Enterprises@Zasio_Ent

Rule #30 -- Having a competent project manager is essential.

Don Field, CEO Ephesoft:  "Both the user and the solution provider need to have highly capable PMs on the project who communicate well with each other. I've seen projects that should have been easy get bogged down due to ineffective PMs or poor communication between them." @Ephesoft -- Chris Walker: "Totally agree. Also need effective change management, which is so often overlooked. I've been on too many projects that have lacked both."

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Previously published "Rules":

Are you registered for #AIIM16?  Who is this guy?  Catch him at AIIM.

Register Today

 

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Topics: ecm, Digital business, digital transformation,, disruption, aiim16

You mean there's more? - #AIIM16 Digital Disruption Rules 16-20

Feb 18, 2016 11:22:20 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. Previously posted rules are at the end of this post.

Rule #16 -- Think BIG, start small, grow steadily.

Pam Doyle, Fujitsu:  "You will not overcome digital disruption overnight. Start with a single project. Select one that will yield a "quick win" to demonstrate proof of concept and the potential return on the investment. This will show sound use of the organizations resources and will help get the commitment for additonal projects." -- @PamKDoyle

Ian Llado

Rule #17 -- Utilize change agents to sell your story more broadly.

Danielle Galmore, Steelcase:  "Every company has groups or departments that like to experiment and try new things. Tap into that natural tendancy to get receptive test groups to work out the kinks and give honest feedback." -- @DaniGlm

Rule #18 -- Blow stuff up, upset people!

Chris Walker, PHIGs IMC Inc.: "Change, disruption, transformation, and innovation require that things get messy and people get upset. Don't worry about it. Find the internal champions and sponsors that'll have your back. Maintaining the status quo hasn't worked up until now, what makes anyone think it's a reasonable path forward?" -- @chris_p_walker

Rule #19 -- Make information available anytime, anywhere.

Greg Milliken, M-Files:  "Today’s workforce is more mobile than ever, and professionals demand access to information at any time and from anywhere. The ability for users to leverage ECM apps on their mobile devices for accessing information and participating in workflows while out of the office is now becoming an expectation, not a 'nice to have.'" -- @M_Files

Rule #20 -- Understand you will never reach nirvana if you work for a large company.

Charley Barth, Cummins:  "Always strive for perfection but understand and accept you will never get close to it.  Remembering this will help you sleep at night.  As humans we are incapable of figuring this out on a large scale." -- @DONRecords

-----

Previously published "Rules":

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Register Today

 

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Topics: ecm, Digital business, digital transformation,, disruption, aiim16

4 More -- #AIIM16 Digital Disruption Rules 12-15

Feb 12, 2016 9:53:35 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. Previously posted rules are at the end of this post.

Rule #12 -- You're going to need to change your own mindset and figure out ways to embrace the changes.

Ian Story, IBM:  “Chances are that you're not ready for digital disruption - people like things to stay the same. No surprises there - but to succeed, you're going to need to change your mindset and figure out ways to embrace the changes. Start learning about new technology, dedicate some free time every week to playing with the latest gadgets and apps and web startups, find something you're passionate about and start using it at work, share with your colleagues, etc.

Rule #13 -- If you can't measure it - don't do it.

Alan Pelz-Sharpe, Digital Clarity Goup:  "It's too difficult to measure is a commonly heard excuse in business. But in the world of content and information management if you can't measure a business benefit you likely shouldn't be doing it. Whether it be processing more in less time at less cost, gaining actionable insights or attracting more customers work out in advance how you can track and measure whether your efforts are delivering to expectations."

Rule #14 -- Do initial and ongoing maturity assessments.

Kevin Parker, NEOSTEK : “Use an IM maturity model and assessment (like the one from MIKE2.0 or NARA's RIM Maturity Model). Involve a range of stakeholders that includes both leadership and staff. The assessments should be honest. The initial assessment gives you a current state picture and helps to identify the major areas that need prioritized improvement. Each subsequent assessment should be done as improvement iteration reviews. These provide real progress measurement."

Rule #15 -- Demand standards-based technology.

Duff Johnson, PDF Association:  “There are many aspects of ECM technology that require interoperability across systems, business-units or companies. Seek out standards-based solutions to maximize the ease of integration and migration.

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Previously published "Rules":

Do you know this guy?  He's AIIM Chair Tony Peleska, rocking the AIIM shirt in Ethiopia.  Come hear him speak at AIIM16:

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Topics: ecm, Digital business, digital transformation,, disruption, aiim16

More #AIIM16 Digital Disruption Rules from @DaniGlm @cisco @m-files @donfield2

Feb 11, 2016 1:40:18 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.

Rule #8 -- Know Where the Puck is Going.

Danielle Galmore, Steelcase: “Technology moves faster than companies, as a rule. Be cognizant of what is happening and ready to adjust if new technology or new needs arise. Your first project may have to pivot if too much time has elapsed and relevancy is lowered.

Rule #9 -- When You Fail, Fail Fast!

Jordan Jones, Cisco: “Don't worry about getting it right; worry about getting something in place that can be evaluated. Even if it is a 'failure' you will learn more than you would in months of 'requirements' meetings. Learn from your 'failures,' and iterate. You will get something workable faster than you would have otherwise, and your ultimate product will involve less rework and more quick corrections.

Rule #10 -- Make ECM More Intelligent.

Greg Milliken, M-Files: “Providing fast and precise access to content is good, but intelligently linking content and context is where the value of ECM begins to reveal itself. Linking information in structured data systems (CRM, ERP) to unstructured content repositories in an ECM system establishes relevance. For instance, a proposal is important because it is related to a certain customer that is managed in the CRM system, or an invoice is of interest because it is related to a certain vendor or project. This integrated environment injects more intellgence into decision making processes.

Rule #11 -- A Phased Approach Yields Measurable Results Quickly.

Don Field, Ephesoft: “There is a tendency to attack the solution from all sides but business owners won't see solid results for some time. Best to start with the biggest problem area for the users and then move in a phase 2,3,... to other parts. Early success will convince management that the project is on the right track.

-----

Previously published "Rules":

Are you prepared for the future of work?  Find out at AIIM16:

Register Today

 

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Topics: ecm, Digital business, digital transformation,, disruption, aiim16

#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

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AIIM provides market research, expert advice, and skills development to an empowered community of leaders committed to information-driven innovation.

Click to Download - The Next Wave: Moving from ECM to Intelligent Information Management

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