AIIM - The Global Community of Information Professionals

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

CIP Spotlight: Hemaben Patel Is a Business Enabler

Aug 9, 2017 10:23:00 AM by Jesse Wilkins

As part of our Certified Information Professional Spotlight series, I met with Hemaben Patel, Enterprise Content Management Lead for a large international airline. We talked about how she has positioned herself as a business enabler in her organization and how the CIP has made it easier for her to sell her projects to internal and external customers.

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Topics: cip, information management, certified information professional, enterprise content management, ecm

CIP Spotlight: Gina Smith-Guidi on a Holistic Approach to Information Management

Aug 3, 2017 10:20:00 AM by Jesse Wilkins

As part of our Certified Information Professional Spotlight series, I sat down with Gina Smith-Guidi, Principal Information Manager, Corporate Records and Information Management for the Office of the City Clerk in Edmonton, AB. We chatted about the importance of taking a holistic approach to Information Management.

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Topics: cip, information management, certified information professional, enterprise content management, ecm

[Working Lunch Series] 5 Key ECM Strategies Taken from Star Wars

Aug 2, 2017 1:09:00 PM by John Mancini

Welcome to fourth and final installment of our Working Lunch Blog Series. For those who are new to the Working Lunch series, the idea here is simple - for the last couple of weeks, we've posted a video of one of our most popular sessions from The AIIM Conference 2017. We invite you to grab a bite to eat and enjoy an educational video during your lunch hour! Or make it social and invite the whole staff to watch! Our previous sessions include:

This week's session is "5 Key ECM Strategies Taken from Star Wars" from Andrea Chiappe of Systemware.

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Topics: content management, enterprise content management, ecm, intelligent information management

[Working Lunch Series] Digital Transformation - Your Content In Disguise?

Jul 26, 2017 1:09:00 PM by John Mancini

Welcome to the third installment of our Working Lunch Blog Series. For those who are new to the Working Lunch series, the idea here is simple - every Wednesday for the next couple of weeks we'll post a video of one of our most popular sessions from The AIIM Conference 2017. Grab a bite to eat and enjoy an educational video during your lunch hour! Or make it social and invite the whole staff to watch! Our previous sessions include:

This week's session is "Digital Transformation - Your Content In Disguise?" from Glenn Gibson of Hyland, Creator of OnBase.

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Topics: content management, enterprise content management, ecm, intelligent information management

[Working Lunch Series] Elevating Content to Make the Unknown Known

Jul 19, 2017 1:09:00 PM by John Mancini

Last week we kicked off our "Working Lunch Blog Series" with a great session on Changing Times: The Future of ECM. This week, we're pleased to present you with our second installment of the series. For those who are new to the Working Lunch series, the idea here is simple - every Wednesday for the next couple of weeks we'll post a video of one of our most popular sessions from The AIIM Conference 2017. Grab a bite to eat and enjoy an educational video during your lunch hour! Or make it social and invite the whole staff to watch!

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Topics: content management, enterprise content management, ecm, intelligent information management

[Working Lunch Series] Changing Times: The Future of ECM

Jul 12, 2017 1:09:00 PM by John Mancini

What are you having for lunch today? A tuna sandwich? A salad? No matter what you're having, we have the perfect side dish to go with it - learning! It is just as important to fuel your mind as it is your body. That's why we've created this "Working Lunch Blog Series." The idea here is simple - every Wednesday for the next 4 weeks we'll post a video of one of our most popular sessions from The AIIM Conference 2017. Grab a bite to eat and enjoy an educational video during your lunch hour! Or make it social and invite the whole staff to watch!

This week's session is "Changing Times: The Future of ECM" from Stephen Ludlow of OpenText.

In this video session, Stephen helps to bring some clarity to the buzz and chatter surrounding ECM. What does the future of ECM look like? What’s behind the shift from “content management” to “content services?” And what should organizations be doing to take advantage of tomorrow’s opportunities? Join product leaders from OpenText and Documentum as they review the current state of ECM and lay out a go-forward strategy that maximizes current investments while preparing for future success.
  • Increase understanding of the changes taking place in the strategy and practice of ECM
  • Gain insight into the new thinking being utilized to achieve ECM success
  • Learn about the emerging ecosystem of content services and how it can drive success
 
 
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Topics: content management, enterprise content management, ecm, 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.

GET YOUR FREE TIP SHEET NOW!

 

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

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.

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

 

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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.  

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Topics: enterprise content management, ecm, AIIM17

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