AIIM - The Global Community of Information Professionals

The New Information Professional – Why I Let Nothing Stop Me from Getting Certified

Jun 27, 2017 9:33:02 AM by Pam Doyle, CIP

I’m way too old for this! Seriously, do you know how long it’s been since I’ve taken a major exam?! Besides, I’m not a good test taker!

These were just some of the excuses that were preventing me from taking the CIP exam.

Read More

Topics: cip, information professional, content management, ecm

Understanding the unique challenges of managing video content

Jun 22, 2017 11:37:16 AM by John Mancini

I have had some interesting conversations recently with a number of AIIM members about the unique challenges associated with managing video content.  Some examples:

  1. Policy bodycam video
  2. Drone video -- for example, using drones to examine conditions at refineries, power plants, and manufacturing facilities
  3. Surveillance video

You get the idea.  Video is everywhere, and we face many of the same challenges associated with managing this type of content as we have faced for years with image and document-centric content: 1) how do we secure it?  2) how to we find specific information within the overall collection? 3) how do we reliably preserve it and archive it? and 4) how do we share and utilize it for business advantage?

Of course, video has unique challenges.  The files are gigantic, creating unique storage issues and bandwidth issues. There is often a great deal of collateral and personal information captured on video, creating unique challenges re the managemnent of personal information. Finding a particular clip within a longer one is a challenge, as is automatically assigning metadata based on the content of the clip.

I've had the idea for a while of forming an adhoc virtual group to kick around some of these issues, and perhaps build some posts here to outline and share best practices. If you'd like to play, just click HERE or on the box below.

There's no hidden agenda or anything here - it's just a set of issues that I would personally like to better understand and it seems like there are a lot of AIIM peeps with these same issues. If we get a critical mass of people and info, we will perhaps at some point migrate this conversation to the AIIM Community group.


Read More

Topics: electronic records management, content management, ecm, video

Guest Post - The Problem with Content

Jun 22, 2017 10:20:00 AM by Dan Antion

Content is data in context.”

Don’t quote me on that. I didn’t say it. I don’t know who said it. To be accurate, I should say that I don’t know who said it first. Lately, whenever I hear that statement, it’s in the form of “They say, content is data in context.”

“They.” I suppose they are the people who are good with content. My forty years of experience tell me that there aren’t many of them. I think I know why. It’s the ‘context’ thing.

A train leaves Washington, D.C. at 8:10 am, traveling to New Haven at 88 miles per hour...”

The dreaded word problem – that’s data in context.

The people who are good with content, want to tag that as: ‘travel’ ‘railroads’ ‘train’ ‘Washington’ ‘New Haven’ and probably ‘America’ and perhaps ‘Vermonter’ and ’56.’ The people who aren’t good with content, simply want to know when the train will arrive in New Haven.

They don’t like word problems.

They’ve never liked word problems and they were never good at separating the data from the relevant context – ‘relevant’ because Mr. Gadzooks, the Algebra teacher always included superfluous context to throw us off. You know, “John was boarding the train with two suitcases…” – and, let’s face it, in the real world, we just want the data and we don’t want to work for it.

The real world replaced the context of that statement with a timetable. Find your train. Look for Washington to see the departure time and then look for New Haven for the arrival time. Easy-peasy. Just like every spreadsheet in every organization. But, that was yesterday. Today, we have an app for that. Well, AMTRAK has an app, but so does the Metro North – which train are we on? Do we have that app? Is it up-to-date? Do we know how to use it?

It doesn’t matter. Apps are almost yesterday. Tomorrow, for many of us, today, we just ask Siri or Alexa or that Google girl “what time does the train get to New Haven?

But wait, that wouldn’t work.

Siri, Alexa and, what’s the Google person's name? Oh, right, she doesn’t have one. That doesn’t matter either; they can’t answer that question. They need more information. They need the date. They need to know that you’re traveling on AMTRAK and they actually need to know that your leaving from Washington, D.C. They need enough data to put you in context – to put you on the Vermonter, AMTRAK Train 56.

Sure, they might be able to use your location and determine that you’re in Washington, but they still need to know when you want to travel, because the Vermonter is one of several trains traveling between those two cities, each day. They need enough information to put you in context so they can extract the relevant data from a database.

Alexa, Siri, the Google woman, and every other information system we use won’t always need as much information from you in the future, but only if we do our jobs well.

As Information Professionals, a.k.a. content people, we need to realize the new ways the information we collect, curate and store is being used. We need to create/support easy, consistent and reliable ways to extract data from the information while continuing to meet the traditional information management requirements that have shaped our industry.

The role of information is becoming more important. The demands on information systems are becoming more critical. The expectations of relevance, accuracy and availability of information are growing. We need to make sure information can meet the challenge.

Click to Download

You might also be interested in...

About today's guest poster - Dan Antion is the Chairman of the AIIM Board of Directors. He has spent almost 40 years developing information management systems, in a wide variety of industries. For the past 30 years, he has been Vice President, Information Services for American Nuclear Insurers, where he is responsible for data, content, and systems development across a broad range of platforms. His opinions do not represent American Nuclear Insurers, AIIM or the AIIM Board of Directors.

Read More

Topics: cip, data, information professional, content management, ecm

I want to create a file migration mess - tell me how

Jun 7, 2017 9:35:49 AM by John Mancini

Rapid technology change in the information management space is creating a fundamental tension for organizations.

Read More

Topics: content management, ecm, efss, file migration

ECM - Reports of My Death Are Greatly Exaggerated

Jun 5, 2017 12:58:02 PM by John Mancini


Read More

Topics: information governance, content management, ecm, IIM, intelligent information management

No matter how much we wish it was not so, a lot of work is still done in an email client.

May 25, 2017 2:42:35 PM by John Mancini

According to Radicati, the average worker sends or receives 122 emails per day. The Washington Post notes, “Any cubicle drone with a corporate email address knows this well already, of course, but a new report from Adobe describes the problem with some pretty startling numbers. According to its data, which is sourced from a self-reported survey of more than 1,000 white-collar workers in the country, we spend an average of 4.1 hours checking our work email each day. That’s 20.5 hours each week, more than 1,000 hours each year, more than 47,000 hours over a career.”

In the real world, the intersection (or more accurately, the lack thereof) between the world of many unconnected repositories and lots of work in the real world being done in an email client is the source of a lot of the frustration with many ECM systems – and one of the reasons why file shares remain so prevalent.

Almost every knowledge worker has experienced the “two screen” phenomenon – working in email or a business application on one screen, while viewing the information you need from an ECM system on the other.  According to AIIM research, file shares are still in widespread use among 52% of companies with at least one ECM system in place.

Find out more in our Tip Sheet, 4 Things You Need to Know About the Real World of Multiple ECM Repositories.



Read More

Topics: email management, enterprise content management, ecm, email, repositories

The Missing List -- (now 46!) Cool Content Management Publications

May 11, 2017 10:40:02 AM by John Mancini

First and Foremost, our brand spanking new E-Book on the Future of ECM -- Is it Dead or Not?


You might be interested in some recent guest posts I've done...

A Change Management Plan: Usually Easier Said than Done (Docuware)

Marketing Automation - Snake Oil, or the Greatest Thing Since Sliced Bread? (CMSWire)

Industry Labels Make Better Verbs than Nouns (M-Files)

Complying with the GDPR Requires Pragmatism and a Pinch of Courage (Docuware)

My Graduation Advice: A True Digital Workplace or a Computer Museum? (Docuware)

The Upside-Down World of Content Management -- AGAIN (Microsoft)

Data is the New Oil -- Especially in Oil and Gas! (M-Files)

Moving from Traditional ECM to Intelligent Information Management (M-Files)

Why You Need an Inside-Out Approach to Content Management (Box)

The Digital Workplace is Flipping Content Management on Its Head (CMSWire)

A Modern ECM Strategy Means You Must Walk and Chew Gum at the Same Time (M-Files)

The Why? The How? And the What? - of Document Management (Docuware)


In case you missed some of my short-form Tip Sheets, here's a full list. Happy reading!

The Next Logistics Wave - Digital Trucking

3 Keys to Your GDPR Compliance Strategy

4 Guaranteed Ways to Create a File Migration Mess

5 Reasons to Get Serious About the "Last Mile" Problem

Misplaced Data Quality Priorities -- Document Processing Accuracy vs. System Performance

4 Reasons Why the SaaS Revolution Needs a Unified Content Strategy

Logistics Means More Than Moving Physical Stuff Around

What if Your Search Was Better and More Encompassing?

6 Key Transportation and Logistics Challenges Facing All Companies

Automation – What Are You Waiting For?

4 Things You Need to Know About the Real World of Multiple ECM Repositories

Disruptive BPM for Disruptive Times – 5 Key Requirements

4 Ways ECM Turned Out Differently Than We Planned

5 Key Challenges in Improving Supplier Relationships

5 Reasons Improving Data Quality Should Be a Key Priority

4 Workplace Changes That Should Drive Your Collaboration Strategy

5 Hidden Security Vulnerabilities in Your Antiquated Capture System

6 Reasons You Need to Focus on the “C” in CRM

5 Reasons Building Information Modelling (BIM) is Important

3 Strategic Choices Facing HR Professionals

4 Workplace Changes That Should Drive Your Collaboration Strategy

7 Key Changes in Content Management

6 Tips on Asset Lifecycle Information Management

4 Things You Need to Know to Build a Sound EFSS Strategy

3 Questions to Ask About Content Creation

3 Reasons Why Document Processing Should Matter to the C-Suite

4 Steps to Leverage What You Already Have and Know to Improve Customer Experiences

4 Tips to Prepare for the European GDPR

5 Faces of Information Chaos

6 Things You Need to Know About Emerging Markets and Information Management

7 Tips to Create MORE Information Chaos

8 Key Benefits of an Enterprise File Sync and Share Solution

What Does High Value Content Look Like?


And my keynote from AIIM17...


Read More

Topics: information management, content management, ecm, tip sheet

The Upside-Down World of Content Management – Again

May 9, 2017 1:14:08 PM by John Mancini

"The World Turned Upside Down" is an English ballad, first published in the middle of the 1640s to protest the policies of Parliament relating to Christmas.  Parliament believed the holiday should be a solemn occasion, and outlawed traditional English Christmas celebrations.

Fans of the musical Hamilton will recognize the tune in another context.  After Battle of Yorktown in 1781, “The World Turned Upside-Down” was the song played by the British band as the British and Hessian troops marched out to surrender, the last major battle of the American Revolution, signifying the end of the British era in the Colonies.

In 2007, SharePoint began the long process of turning the world of ECM – Enterprise Content Management – upside down

This is what the ECM landscape looked like in 2007:

  • The focus was on automating content intensive, complicated, mission-critical processes within departments at very large organizations.  Think check processing in banking, or forms processing in insurance, or the new drug application process in pharmaceuticals.
  • Solutions were complex, custom and expensive and purchased by business buyers.
  • And most importantly, solutions were difficult to use and required LOTS of training.  But that really didn’t matter because “users” were limited to a handful of “documents” and “records” and “process” specialists within organizations.

Up until 2007.

While it was technically released at the end of 2006, in 2007, SharePoint (Microsoft Office SharePoint Server 2007, or ‘MOSS’) began to redefine the ECM industry around general knowledge workers rather than document “specialists” and leveraged Microsoft’s presence with IT staff. The ECM industry was in the process of being turned upside down, although at the time few realized it. In the early days of SharePoint MOSS, I asked a group of leading ECM providers what they thought about SharePoint.  The almost universal response was, “Well, I don’t know what SharePoint is doing, but it isn’t what we do.” 

After about a billion dollars in sales in what seemed like record time, the ECM industry recognized that the world had indeed been turned upside down, and ECM players refocused around working with rather than against SharePoint. 

from ECM to Intelligent Information Management

The important thing to remember in the context of the current changes going on in the ECM space is during the first phase of the revolution, the frame of reference was still “traditional” ECM – content intensive, complicated, mission-critical processes within departments at very large organizations.  We tried to force all of that unruly and ad hoc knowledge worker content into a “traditional” ECM frame.  We tried to do this by putting additional content management solutions on top of SharePoint.

Knowledge worker content was still somewhat of an afterthought to supposedly “real” ECM content.  The fundamental assumptions for how we viewed content management remained those of “traditional” ECM.  The bias within the broader ECM community was still focused on those who needed to record content rather than those who need to work with content on a daily basis.

Fast forward to 2017. 

After a decade of radical change in consumer, mobile, and cloud technologies, we are on the cusp of a second revolution, one that truly will turn the content world upside down.  Forrester’s division of the content space into Transactional Content Services and Business Content Services reflects the revolution that is underway.

Forrester believes that transactional content drives high-volume customer-focused processes. In my terminology, this is the world of “traditional” ECM.  This is separate and different from business content.  Business content “includes familiar formats such as office documents, spreadsheets, email, and multimedia. The content may be formal (with structured templates or forms) or informal (created ad hoc)” and is directly tied to the experience of knowledge workers on a day-to-day basis.  

Businesses are looking for people-centric, simple processes allowing for a balance between personal management capabilities and organizational management requirements.  It is here that the future of content management is being defined.

Microsoft defines the stages of a modern content strategy as follows:

  • Create -- Create, collect, and share the documents you need to get your work done.
  • Coordinate -- Structure your teamwork and work together, using co-authoring, metadata, groups, taxonomy, and collaborative tools.
  • Protect -- Manage compliance and reduce risk with life cycle management, information architecture, auditing, rights management, and eDiscovery.
  • Harvest -- With efficient enterprise content services, use analytics to drive discovery, gain more control over content, and take more attuned actions which lead to better decisions.

While the Create/Coordinate/Protect/Harvest terms are Microsoft terms, they do reflect eight fundamental forces of disruption that are turning ECM upside-down once again – for real this time.

  1. The user experience in creating and sharing content is central to every follow-on content stage.
  2. Documents and content must be “born” managed – with fundamental content management metadata baked in at creation rather than bolted on.
  3. Metadata driven policies are increasingly critical to guide a piece of content from creation to archive and disposition and how it is throughout this lifecycle.
  4. Increasingly complex – and often contradictory – industry, legal, and government requirements increasing the need for a coherent information governance strategy.
  5. Organizations are demanding on premise, cloud, and hybrid solutions that work interchangeably.
  6. Privacy and security strategies are being redefined around what a document is rather than being based upon the devices upon which it is viewed.
  7. Users are demanding the ability to disaggregate content capabilities and to be able to buy and consume content management capabilities by the drink rather than buy the gallon.
  8. Process owners want to control how day-to-day processes are automated, and organizations want sanity and consistency in how this is done.

All of which points to yet another upside-down flip in the content management space.  This time, it’s a revolution truly originating with the needs and requirements of individual knowledge workers.  It is also a revolution that I think will ultimately redefine not only the world of business content, but also how transactional content is managed. Reevaluating traditional “legacy” ECM implementations in business content terms – rather than the other way around – will ultimately turn the ECM world upside-down.


Interested in the Current State of Information Management?  Get an Executive Summary of our latest market research study - free!


Read More

Topics: Microsoft Corporation, enterprise content management, ecm, sharepoint, office365

And the ECM Successor Award goes to -- Content Services...No That's Not It!

Mar 22, 2017 1:41:20 PM by John Mancini

2016 was certainly a year of radical change.  

Read More

Topics: enterprise content management, ecm, AIIM17

4 ECM Freebies and a Special Invitation

Mar 9, 2017 10:30:00 AM by Sean McGauley

I have some awesome new educational resources to tell you about, but first I'd like to extend a very special invitation for you to join the AIIM Online Community. This online forum is the perfect place to engage in discussions with your peers, get your questions answered, find a mentor, find meetings in your area, and more! Check it out - it's THE place where the AIIM Tribe congregates throughout the year to lurk, learn, and reach out for – and give – assistance.

Now on to more FREE stuff, here are a couple of great resources that have been recently published. Check them out below.

Read More

Topics: ecm, business process management, bpm

About AIIM

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

Subscribe to Email Updates