AIIM - The Global Community of Information Professionals

11 Things You Need to Know About Uncontrolled Information

Jul 18, 2017 10:47:00 AM by John Mancini

The reality for many organizations is that uncontrolled information – and especially paper -- still has a stranglehold on day-to-day activities. Many tasks requiring review and approval still require physical interactions with paper-based information. There is clearly room and opportunity for business organizations to maximize their information use and value as well as lower operating costs by removing paper from their business processes. 

Information capture is the first step in being paper-free, whether it is digitizing paper using scanners, or capturing digitally created information immediately and maintaining it in digital form. 

Consider the following 11 data points from AIIM research pointing to the challenges associated with managing unstructured information:

  1. 65% of organizations say they are still “signing” on paper.
  2. Paper is still with us despite everything - only 43% of organizations say paper is decreasing in their organizations.
  3. The human factor is still the primary reason for paper use for handling, reading, and note taking (47%), along with lack of a management plan to move away from paper (47%).
  4. 39% of organizations say they lack understanding and awareness when it comes to paper-free options.
  5. 66% of organizations report rising numbers of digital inbound documents.
  6. 38% of organizations say that they now receive more digital invoices than those in paper form.
  7. When it comes to converting key business processes, Accounts Payables (AP) is the top priority for 30% of organizations.
  8. 36% of organizations say they have a combination of paper and digital content in the same workflows.
  9. 43% of organizations say removal of paper from processes should be a constant objective.
  10. Key benefits identified in gaining control of uncontrolled information are faster customer response (50%) and higher productivity (42%).
  11. 45% of organizations report payback of their information capture investments in less than 6 months.

Interested in finding out more? Check out this new Tip Sheet, Understanding the “Three” Root Causes of Process Inefficiency.

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Topics: content management, ecm, scanning, capture, digital transformation,, information capture

Driverless Trucks on I-95, Oh My.

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

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

Oh my.

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

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

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

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

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

DOWNLOAD YOUR TIP SHEET!

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

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

Digital Transformation and the role of "ECM" – or whatever we wind up calling it!

Feb 28, 2017 10:03:00 AM by Hans van Hooff

Digital is changing people and organizations, not only in terms of technological opportunities, but also how people think about technology and its role in their lives. It’s no longer people who adapt to technology – rather, technology adapts to us (Accenture, Technology Vision 2017, Technology for People).

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Topics: enterprise content management, ecm, digital transformation,

6 Personal Observations about "ECM" and "Content Services"

Feb 27, 2017 10:44:00 AM by John Mancini

Last week, we did a webinar on Next Gen Information Management – Succeeding in a New Era. The focus was our new white paper designed to start a conversation about the content management space -- Revolution or Evolution? 10 Strategies to Navigate the Shift from ECM to Content Services.

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Topics: information governance, ecm, digital transformation,, content services, content mangement

Digital Transformation: If A Two-Thousand-Year-Old Tradition Can Do It; So Can You

Feb 16, 2017 10:46:00 AM by Thomas LaMonte



Chinese New Year is host to many traditions from tasty, meat-packed dumplings to an all hours riot of fireworks. Over its two weeks, the whole country erupts in celebration—it’s a sight to be seen.

But above all Spring Festival traditions, I have a clear favorite; maybe you have heard of it before: the gifting of red paper envelopes filled with money.

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Topics: bpm, paperfree office, digital transformation,, paperless

Intelligent Capture and Digital Transformation

Dec 14, 2016 10:14:09 PM by John Mancini

Business Process Improvement is on every executive checklist, but I fear far too often, it is just that – an item on a checklist.  How can we rethink business process improvement and make it real and tangible?  I recently chatted with Sandy Kemsley about her keynote at the ABBYY Technology Summit, and she shared some observations with me.

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Topics: digital transformation,, intelligent capture

Analytics and Digital Transformation are the REAL Reason to Automate Financial Processes - Part 3 of 3

Dec 1, 2016 3:41:56 AM by John Mancini

This is the third of three posts.  The first two in the series:

According to the American Productivity and Quality Center, an amazing 74% of organizations are currently engaged in a finance process improvement initiative. Why are they doing this?  And how does this tie to broader Digital Transformation initiatives?

The APQC survey notes that 50% of these initiatives are being driven by “the realization of the need for better business analytics.”  This business driver is even higher -- and far more strategic -- than the traditional driver for financial process automation, cost reduction.

Ding, ding, ding, we have a winner in the Digital Transformation sweepstakes.  

Demands are rising for finance executives to playing a more fundamental role in the transformation of the business and to provide the analytics and data needed to document and drive that change.  Per Mary Driscoll in the APQC blog,

“Business managers are changing their tune when it comes to what they want from finance. They now insist that finance re-imagine itself and deliver a step-change in the quality and relevance of insights it generates. What used to be called decision support is now branded—with large doses of aspiration—as predictive business analytics. Finance is expected to keep pace with the enterprise’s data-driven race toward competitive advantage. That means mastering the analytical methods, tools and terminology of the day.”

Gabriel Zubizarreta from Silicon Valley Accountants noted some of the structural impediments to fundamental financial process transformation in an interview on the APQC blog:

“There are significant structural disincentives to change. The deadline-driven nature of the accounting close makes implementing changes risky. If a change goes well, typically the rewards are small, but if a change goes badly and impedes or delays the close, the consequences for the accountant championing the change can be severe.  When you consider that up to 70 percent of process improvement projects fall short of expectations and/or go significantly over budget, it makes total sense for accounting departments to be risk averse.

In the past, many process improvement initiatives have focused on the “big bang” such as the implementation of a new ERP system or other significant automation. Even if this kind of big bang improvement is successful at first, underlying conditions will change, requiring that processes will need to continue changing or they will become outdated.

And there is one more thing to consider. Since the implementation of Sarbanes-Oxley, companies have added layers of controls. Often, these controls are implemented in a way that becomes inflexible and resistant to change. We understand that compliance is crucial, but it can’t be the sole focus. Companies need to implement compliance and agility; controls and continuous improvement. Finding the balance is not easy, but it is crucial if companies are to thrive as conditions change.”

Information Capture is a proven first step in digitizing information and improving financial processes.  According to AIIM’s Paperfree Progress: Measuring Outcomes, 72% agree – “Business at the speed of paper will be unacceptable in a few years’ time.”  But mere “Digitization” (getting stuff digital) is not enough, even though the ROI of this simple step is impressive (59% of users achieved payback in 12 months or less (a single budget cycle), including 28% seeing positive returns after just 6 months).

In addition to “Digitization,” organizations need to pursue “Digitalization” -- getting the business to execute and adapt with the benefit of information in digital form, using the availability of information as an engine for customer experience, business transformation and adaptation.  Leveraging the capture and mailroom technologies and capabilities you already have, and applying this experience to get the fat out of financial processes is a great place to start. Capture doesn’t just occur in the mailroom anymore:  It includes distributed capture, real time/mobile capture and capture as a service, all critical to the task of automating financial processes.

No C-level executive ever woke up in the morning, slapped themselves on the head, and said, “Wow. The sexy Digital Transformation thing I want to do today is transform my financial processes.” But they need to get serious about these processes.  Yes, automating them can cut costs -- savings that can be used to fuel other initiatives.

But more importantly, automating financial processes sets in motion two critical Digital Transformation value propositions -- 1) back-end processes are often the difference between cutomer experiences that feel good initially, but then wind up being frustrated and disjointed; and 2) financial processes are a key source of the analytics and business intelligence needed to transform customer experiences.

Free White Paper - 4 Facts Savvy CFOs Know About Business Process Transformation

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Topics: finance, digital transformation,, accounts payable, financial process, accounting

Applying Lean and Six Sigma Principles to Drive Digital Transformation

Oct 24, 2016 9:30:00 AM by John Mancini

Is "information chaos" in your core business process processes slowing your organization down? Making you less competitive? Frustrating your employees, suppliers, and customers?

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Topics: process automation, information management, business process, digital transformation,

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

5 Strategies to Avoid the Digital Riptide

Oct 5, 2016 11:20:37 AM by John Mancini

In the wake of all of the news coverage about Hurricane Matthew, my "5 Strategies to Avoid a  Digital Riptide" is on my mind:

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Topics: digital transformation,, digital riptide

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