AIIM - The Global Community of Information Professionals

Just Because It’s “Informal” Employee Collaboration Doesn’t Mean You’re Not Responsible for It

Nov 7, 2017 10:00:00 AM by John Mancini

Employee Engagement is the Holy Grail

“Engagement” is the Holy Grail for every organization, and enterprise collaboration systems are at the heart of efforts to more deeply engage employees. Deloitte notes, “In a digital world with increasing transparency and the growing influence of Millennials, employees expect a productive, engaging, enjoyable work experience.”

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Topics: archive, electronic records management, engagement, systems of engagement, Compliance and records management, social meda, employee engagement

Revisiting Digital Preservation - A Tale of Two Undergraduate Majors

Nov 6, 2017 10:30:00 AM by John Mancini

I will admit that I was an economics and history double-major as an undergraduate.

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Topics: digital preservation, information governance, electronic records management

Equifax and a sense that I've seen this movie before

Sep 8, 2017 1:56:04 PM by John Mancini

As Yogi would say, it’s like déjà vu all over again.

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Topics: information governance, electronic records management, security, information security, equifax

CIP Spotlight: Baba Majekodunmi on the Combined Power of the CIP and PMP

Aug 23, 2017 9:23:00 AM by Jesse Wilkins

As part of our Certified Information Professional Spotlight series, I chatted with Baba Majekodunmi, Business Analyst for Payment Products & Service at Pentagon Federal Credit Union, for his story on becoming a CIP.

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Topics: cip, information management, certified information professional, electronic records management, enterprise content management, ecm, project management

CIP Spotlight: Elizabeth Croom on eCourts and Getting Certified

Aug 17, 2017 10:23:00 AM by Jesse Wilkins

As part of our Certified Information Professional Spotlight series, I recently sat down with Elizabeth Croom, Assistant Legal Counsel for a state’s Administrative Office of the Courts. We chatted about why she chose to get certified and the best ways to prepare for the exam.

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Topics: cip, information management, erm, certified information professional, electronic records management, enterprise content management, ecm, Compliance and records management

Modern Records Management 

Aug 15, 2017 10:31:00 AM by Peggy Winton

In a digitally transforming business environment, neither Records Management nor Information Governance is at the top of your executives' list of priorities. Instead, business leaders are making time -- and making way -- for tools and techniques that execute processes nimbly and on demand for improved customer experience and competitive edge.

The file cabinet metaphor doesn’t work in the digital world, and the traditional approaches to identifying, appraising, and scheduling records and information, including electronic records, doesn’t work on big data. Extracting insight from this exploding volume of information requires individuals who can prepare it for machine learning and deep learning.

By converting everything to digital form, organizations can apply auto-classification technologies to dispose of information without business value, allowing people to focus on mission, not on managing their information and records for retention. And, managing data at this massive scale increases the need for metadata management. It’s the key to moving from a “store everything” mindset to a “put it to work” mindset.

Where does all this leave the records management professional? Where are the proof points for records management as business enabler?

You may not think so, but Records Managers can play a vital role in this business transformation -- if they change their approach and mindsets to connect to the bigger world of data and content. While the value is in content in motion, the granularity of the content and the elements of control are still important to the process. Records professionals certainly lend perspective to that!

I’ve spoken with a few forward-thinking records pros who contend that the industry would have been better served by striving to modernize ‘records management’ than by trying to convince people they need “information governance”. We’ll be discussing that concept over lunch in a few cities this fall. Our aim is that together, we will assemble the proof points that redefine records management for a digitally transforming world. We invite you to join us in your neck of the woods.

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Topics: electronic records management, Compliance and records management

Top 10 Digital Landfill Blog Posts for June

Jun 30, 2017 11:38:41 AM by John Mancini

Check them out...

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Topics: compliance, erm, electronic records management, content management, ecm, intelligent information management

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.


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

Calling all Information Professionals – What #InfoGov Advice Would YOU give to this company?

May 12, 2016 12:47:31 PM by John Mancini

Calling all #InfoGov experts – What Advice Would YOU give?

I was thinking about one of the data points in our current State of the Industry Report (Free Executive Summary HERE) – the one that points to a rise in focus at large companies on risk and compliance as a primary business driver for IM.

The number of large organizations citing compliance and risk as the largest driver for IM has risen sharply in the past year from 38% to 59%. 44% of mid-sized organizations also cite this as the biggest driver whereas smaller organizations consider cost savings and productivity improvements to be more significant drivers.

To be honest, this data point bugged me a bit – it seemed at variance with some of my thoughts about Information Governance – i.e., that they key to moving Information Governance out of its narrow RM niche was to focus more on value rather than risk.

But I got a call from a significant company on the Fortune 1000 list (that will remain nameless for now) who posed a business problem that perhaps reinforces the above data point – but perhaps in a different way than I would normally consider the question. 

Here are the points he/she raised.  Kind of like a Harvard business case:

  1. We have our knowledge worker content currently in 3 places:  1) Google Docs; 2) an EFFS product; and 3) file shares.  We are not a SharePoint shop.
  2. We are not in an industry space like financial services or pharma where there are a lot of  industry-specific compliance or regulatory requirements.
  3. We want wherever possible to leave our existing information in place, and apply a “lite” governance layer (his/her words) above our 3 primary repositories that would allow us to understand what people are doing, apply retention and disposition where appropriate, be able to audit/verify these processes, and be able to apply holds should the occasion arise.
  4. Usability and simplicity – at both the administrative and individual knowledge worker level – is our top priority.
  5. In a nutshell, we want to be able to demonstrate that there is a level of adult supervision and accountability to how we manage our knowledge worker information. Does this need to be perfect, no.  Does it need to be a verifiable process, yes.
  6. We want to start with three departments, but then scale up.  Ultimately, the potential scale is quite large -- 10+ terabytes.
  7. We are not interested in a lot of workflow functionality at this point. Perhaps down the road, but for now this project is being driven by the legal folks. 
  8. The fundamental question we would like to address and at reasonable cost is a very basic one and one that you, John, have raised in your presentations:
Where should we tell our knowledge workers put their “stuff” so that it is…1) Secure, shareable, and searchable so the ORGANIZATION can accomplish its goals; and 2) Works the way they work and is useful to THEM in getting THEIR job done.

I have my own ideas about this, but I thought I would open it up to the community and perhaps everyone could share in the results. 

The Advice Clinic is Open.

What recommendations would you give, and why?


You might also be interested in this white paper on EFFS technologies:

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Topics: information governance, electronic records management, records management, efss

2015 Roundup -- 18 Articles on the Future of Information Management

Jan 4, 2016 12:34:35 PM by John Mancini

During 2015, we set out early on to be much more aggressive in telling the “content management story” in the marketplace. I’m very proud of some of the bylined pieces I did during 2015. The following are a sample.

Is A Paper-Free Workplace Possible?Workflow – “The concept of a paperless society originated way back in 1978 by information scientist Frederick Wilfrid Lancaster – a world where paper documents would be replaced by electronic storage and communication. Progress has undoubtedly been made, yet it sometimes feels as if we are as far away from that vision as ever.”  Full article HERE.

Is the Paperless Office A Pipe Dream?Business2Community – “Most organizations are all too aware that they need to use less paper, but are uncertain of how best to approach doing so. In a recent survey carried out by AIIM (Association for Information and Image Management), entitled ‘Paper Wars 2014 – an update from the battlefield’, 68% of respondents agreed that business-at-the-speed-of-paper will be ‘unacceptable in just a few years’ time’. Furthermore, around half of businesses surveyed claimed that the biggest single productivity improvement would be to remove paper. The downside, however, is that only one in five has a board-level endorsed policy to reduce paper consumption and the same figure are actually increasing how much paper they use.” Full article HERE.

The death of email? No way, it’s becoming seriously cool againInformation Age – “I’ve noticed a lot of signs that rather than becoming marginalized, a new and revitalized approach to thinking about email is about to take hold. Three of the world’s biggest vendors have thrown serious resource behind new email packages, all of them user-focused and all pointing to an expanded view of email as the center of a broader universe of interactions.” Full article HERE.

Information Management Challenges in the Cloud and Mobile EraCMS Wire – “We're regularly reminded how important it is in the digital economy to manage these information assets. But many organizations we speak with feel like they are drowning in a sea of content and information. File servers are overflowing and multiplying and organizations are concerned about the likelihood and implications of information leaks. Put simply, cloud and mobile have altered everything, not least information management.” Full article HERE.

8 tips for getting the most from SharePointInformation Age – “After more than a decade, SharePoint is everywhere. Having initially deployed it as a point solution to solve the document collaboration problems of project teams and replacement files-shares – a problem with a pretty basic set of requirements – organizations are now struggling with the implications of what it means to view SharePoint as a business platform. SharePoint is widely adopted and still growing, but rather chaotically, with mixed results, and with a lot of confusion regarding Office365 and the cloud.” Full article HERE.

The 6th era of people, process, and information is with usInformation Age – “The emergence of the internet and the maturation of core document management and imaging technologies ushered in the Enterprise Content Management (ECM) era in the early 2000s. Never a perfect industry label - and probably more accurately a verb (something you do) than a noun (something you buy) - ECM nonetheless served as a useful umbrella term for a decade. ECM described a cluster of capabilities and technologies that organizations used to capture, store, manage, deliver, and preserve the 'content' (mostly images and documents) associated with processes that were 1) document intensive; and 2) mission-critical. We are now beginning the transition to a sixth era - beyond ECM - in managing people, processes, and technology.” Full article HERE.

Businesses Committed to SharePoint, Despite Stalled DeploymentsCMS Wire – “Since Microsoft unveiled SharePoint back in 2001, it has been one of the fastest growing products in the software giant's history. Along with billions of dollars in revenue, the platform now boasts 125 million users and counting. Businesses first deployed SharePoint as a point solution for document sharing amongst project teams and as a stand in to files-shares. SharePoint proved a capable solution for these challenges and Microsoft has continually added to its capabilities. But despite its scope, and as with many types of software, it suffers from a perceived lack of user commitment.” Full article HERE.

What does the future hold for SharePoint? CTO Vision – “SharePoint, Microsoft’s web application framework and platform, was unveiled back in 2001 and now numbers 125 million global users, utilizing the tool to integrate intranet, content and document management. During this time, the collaboration tool has become ubiquitous. SharePoint was first adopted as a point solution to solve the document sharing challenges of project teams and as a stand-in to files-shares. SharePoint more than delivered on this and its functionality and features have expanded extensively since then. But despite this, SharePoint is not always being used to its full potential, primarily because users are not engaging with it in a committed way.  In a recent AIIM survey of more than 400 organizations, we found that nearly two-thirds described their SharePoint projects as either stalled (26%) or just not meeting expectations (37%).” Full article HERE.

7 ways to improve your content analyticsInformation Age – “That organizations are placing ever-increasing importance and value to the content they hold is not necessarily a new concept. We are all familiar with concepts such as data-driven decision-making, big data and the content economy, and there are few successful companies out there that don’t at least try and make sense of the content, data and information they hold. Yet getting the most possible value from data and content is not a straightforward process. With new content entering the enterprise at a bewildering speed and in a wide variety of different formats, making sense of that is becoming a major challenge for businesses and public sector bodies in 2015. And that’s not even factoring in the enormous volumes of ‘dark data’ that already resides in most enterprises. Is content analytics – an essential enterprise tool?” Full article HERE.

ECM: Gearing Up For A Much Bigger Race Business Solutions – “Consumerization, cloud, mobile, and the Internet of Things (IoT) have all arrived at breakneck speed, signaling up the end of ECM as we know it — as organizations battle to cope with content overload in the triad that is made up of people, process, and technology. This gargantuan growth in Big Data will see a metamorphosis of ECM to cope with the new landscape that is being driven by connected devices. AIIM’s recent (Q2 2015) ECM Decisions Industry Watch revealed that in some ways, ECM is still alive and well. In more than two-thirds of organizations surveyed, ECC/DM (enterprise content collaboration/document management) is still seen as mission critical. In addition, 75 percent of organizations see ECM/RM (records management) as a key part of their information security strategy. But in the wake of mobile, analytics, cloud and collaborative technologies, organizations are beginning to view ECM in a very different way.” Full article HERE.

IoT & Cloud Are Transforming ECM -- @ThingsExpo – “Cloud, mobile and IoT together have accelerated a mighty upheaval in the technology landscape as more content enters the enterprise than ever before - leaving enterprises struggling to manage it effectively. The modern ECM platform is required to scan, store data, manage workflow, business process and compliance. Mobile, Analytics, Cloud and Collaborative (MACC) technologies will be the nerve center for big data and predictive analytics.” Full article HERE.

Content Analytics Needs Strategic Direction To Fully Realize Potential EContent – “We should all be aware of the impact content analytics tools are having on the enterprise. Organizations are placing increasing importance on the value of big data in the decision making process and there are few successful enterprises out there today who don't try and make some sense of the data they hold. With new content entering the enterprise at an ever-increasing rate and in a host of different formats, fathoming out what it actually means has become a major challenge. And that's not even factoring in the huge volumes of "dark data" -- unstructured, untagged content that has not yet been analyzed or processed -- that already resides in most enterprises.” Full article HERE.

ECM on a Path to ReinventionDPS Magazine – “ECM is embedded in the enterprise, is mission critical and has much scope for expansion in many new areas of functionality. User adoption is still a big challenge for enterprises, both in file-share systems and cloud file-share-and-sync services. Improved mobile and remote access will be a good starting point for many enterprises here. In addition, auto-classification and better linkage to email management would also make for ease of use, and would lead to improved compliance with information governance policies.  Here is the sticking point. ECM is all about connecting people and processes to make the whole system more efficient and intuitive. Something many enterprises forget when they focus firmly on the technology and refuse to look outside of the box. It is time for enterprises to assess if their current ECM systems are actually fit for purpose. If they are not working, it is time to re-think the model. This may mean centralizing it around new systems designed to deal with the demands of cloud, mobile, and the IoT.” Full article HERE.

Mobile Content is Getting Enterprise AttentionBusiness Solutions – “Many enterprises are still struggling to get to grips with the concept of mobile content, and the channel is well placed to help them through this enormous transformation stage as they look to deploy mobile and cloud enterprise content management (ECM). Business leaders are all too aware of the necessity of being part of the mobile content revolution. In a recent AIIM study, more than three-quarters of business executives surveyed said they need to embrace mobile applications fast, or get left behind or find employees using workarounds of their own under the radar of the IT departments. Yet just 10 percent of those surveyed have a successful BYOD (bring your own device) program up and running, whilst an astonishing four in ten have no mobile access to content in their organizations.” Full article HERE.

If Mobile Isn’t on Your Radar, It Should BeCTO Vision – “Enterprises understand that there is a natural synergy between mobile services and mobile content. Yet despite this, many are being slow at putting effective mobile programs in place to satisfy the 24/7 connected business world. Mobile access is being demanded by employees, yet many enterprises are holding back for fear of being unable to work out issues between traditional back-office systems and a full-on mobile strategy.” Full article HERE

Mobile is the New Window on ContentEContent – “Mobile and cloud are the twin drivers that are changing the ECM world as we know it. As users increasingly demand access on the move, however there are still many issues to resolve between traditional back-office systems and the mobile world before enterprises will step out of their comfort zone.” Full article HERE.


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Six Steps to a Paper-free WorkplaceITProPortal – “If someone asked whether you’d be interested in responding quicker to your customers, improving workplace productivity and helping the environment, not many businesses would say no. Yet all of these can be achieved by using less paper in the workplace, according to AIIM’s new study, ‘Paper-Free Progress: measuring outcomes’. 84 per cent of respondents have seen ROI on their paper-free projects within 18 months, while the biggest benefits from going paper-free were being able to give a faster response to customers and increased productivity.” Full article HERE.

Still Dreaming of the Paperless OfficeCTO Vision – “The concept of a paperless office is some way off, but I can’t think of any company out there that wouldn’t like to reduce its paper consumption, whilst communicating faster and more efficiently with its customers. Yet according to AIIM’s latest study, ‘Paper-Free Progress: measuring outcomes’, many companies still have desks piled high with paper. Only 17% of respondents said they work in what can be described as a paper-free office. A staggering 40% still use paper for filing “important stuff”, and 56% are wedded to signatures on paper for contracts and order forms. This is despite around half of organisations (49%) saying they are decreasing paper consumption.” Full article HERE.


Of course, it takes more than just me to get this kind of coverage. Many thanks to our Market Intelligence team – Doug Miles (just retired), Bob Larrivee (the new AIIM analyst poobah), Mandy Gough (keeps everyone organized) and Mark Leonard (graphics artist supreme) – who did all the research that allows me to look smart when I get up on my soapbox . Also, many thanks to the Sarum PR team, and especially Carina Birt and Paul Allen, who help me look good.

My 2015 retrospective is here -- 35 Things to Start 2016.

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

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