AIIM - The Global Community of Information Professionals

My 8 Favorite Things from Image Management circa 1989

Jan 26, 2017 9:43:18 AM by John Mancini

I was working in my home office yesterday, and during a conference call, happened to look up at my bookshelf and saw what appeared to be a VHS tape.

Marvelling at both my eyesight and my tendency to save stuff because we might need it "someday" - which is also the information governance strategy many organizations employ - I took it off the shelf, dusted it off, and gave it a look.

The title was intriguing - Images of Change - as was the creator - AIIM - and the date - 1989, 7 years before I got to there. And given that we've been engaged recently in a bit of an industry history quest, as well as searching for intriguing AIIM Conference #TBT posts, I decided last night to embark on a quest to our basement and see if we still owned any devices upon which to play this VHS beast and see what was on this tape.

Low and behold, in another testimony to my "someday" skills, I found an old GoVideo player, hooked it up to the TV, positioned my phone in front of the TV to capture the video, posted the video to Youtube, and voila -- digital preservation. Well, sort of.

My favorite parts in the movie (click HERE).

  1. Transmitting images via what was likely a 4800 bit/second modem.  This must certainly have been fun.
  2. No email or web CTAs for more information on AIIM ("Call us or write us for more information.")
  3. The mean guy who thought he had been "stood up" for the appointment.
  4. The curious fact that the main character goes to Dulles Airport to fly to Washington, DC.
  5. Re the medical scene, this was obviously pre-HIPAA.
  6. The cucumber-cool "Murder, She Wrote" jewelry lady.
  7. The Guy With the Spider Tatoo.
  8. They had secretaries.

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Topics: enterprise content management, ecm, records management, AIIM17

The 32 Scariest Information Management Data Points! And Zombies!

Oct 27, 2016 8:42:54 PM by John Mancini

It's almost Halloween.  The time when scary things are on everyone's mind.  And now, presenting here for the first time...drawn from a variety of AIIM market research studies...

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Topics: information governance, content management, records management, trends, Industry statistics and research, information chaos

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?

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

26 Things You Need to Know About Information Management

Mar 21, 2016 8:00:00 AM by John Mancini

A short recap of some highlights from 2015:

5 most popular pages on the AIIM web site...

Not including the home page, by number of views...

5 most popular Digital Landfill blog posts...

5 most popular Content downloads...

These are our most popular market research reports and e-books...

My 5 most popular Tweets...

6 key numbers about AIIM...

Download a PDF version of this infographic.

 Check out our new e-book! -- FREE and HERE.

Digital Transformation in Action

But what next?  You need to be at AIIM16, that's what.  It's where the Tribe gathers.

Register Today

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Topics: information governance, erm, content management, ecm, records management, aiim16

35 Things You Need to Know About Information Management Before You Start 2016

Dec 28, 2015 3:35:51 PM by John Mancini

As 2015 draws to an end, a bit of a short recap on the year…

5 most popular pages on the AIIM web site...

Not including the home page, by number of views...

5 most popular Digital Landfill blog posts...

5 most popular Content downloads...

These are our most popular market research reports and e-books...

My 5 most popular Tweets...

6 key numbers about AIIM...

Download a PDF version of this infographic.

And last but not least - my 9 Predictions from Last Year...

Here were my predictions for 2015 from the end of 2014 -- will be posting a new set in the next week. 

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Topics: information governance, erm, content management, ecm, records management

Records and Risk Aversion

Oct 5, 2015 11:47:00 AM by Lisa Riccuiti

AIIM Expert Blogger Post by Lisa Ricciuti, Information Management Consultant, Smart Info Management Services

In my profession I feel like I’m constantly fighting the same battles over getting clients to destroy their older records that no longer have value for the company. 

I often come across these old, dusty storage rooms, or offsite storage accounts, filled with boxes and files.  Usually in one of these scenarios, there are no lists that would tell us about the actual contents of the records.  One option is to do a sampling and a risk assessment to just get rid of everything.  This approach is often met with resistance. 

Whenever I start talking about getting rid of the older records with clients, I hear similar concerns voiced: 

  • What if our reputation is damaged because we destroyed something we should have kept?   
  • What if we need something?  

Once in a while I hear the other side, usually from my colleagues:

  • What if finding something that should have, in fact, been destroyed a long time ago damages the organization’s reputation? 
  • What if you need something and you can’t find it? 
  • What if you “find” what you need, but it’s on an obsolete format like a floppy disk, Beta tape, or old backup tape that you can’t view? 
  • What if the organization gets hacked and it’s hard to determine what was compromised because too much was saved without being identified properly? 

The consequences of saving too much for too long have a real financial impact, especially for electronic records.  First of all, it requires an investment in a long-term digital preservation strategy to ensure that older formats and mediums are continually migrated and updated to remain readable with newer technologies.  The more volume saved, the more costly this process becomes.  As the volume continues to grow, the management of the content also becomes more complex over time. 

I’ve come across records stored on old mediums that can no longer be accessed because the hardware and/or software are not available.  Last year, tucked behind the equipment on one desk, a user found a dusty plastic box of 3.5” floppy disks.  A few of the disks had a label with a handwritten note identifying the contents as “client files,” but no other details were available.  At an event the other week a colleague shared with us that she had just found an old box with a VHS tape in it.  I’ve also come across VHS tapes on some of my contracts in the last two years.  If information can’t be accessed or retrieved, it’s lost, and either should have been identified and destroyed in a timely fashion, or identified for long-term storage and migrated to a newer format/medium.

So which risk, exactly, do organizations think they are averting by electing to save more than is necessary or to maintain records for excessive periods of time?  What makes the first concern more plausible or more risky than the second? Are these the risks we should be focusing on averting? 

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Topics: arma, records, content, records management

Records, Community, EFSS, Email, PDF/A, SharePoint and Change. And More!

Aug 26, 2015 4:21:00 PM by John Mancini

Records and Information Management in Big Data

By Dennis Kempner 

Organizations, both large and small, are burdened with a high volume of data to store. In order to efficiently run a company, important data must be accessible, manageable and easily retrievable. The phrase “Big Data” refers to information and data that is too large for companies to manage and process on their own. Big Data is valuable for companies in that it can help to determine and fulfill customer needs thereby maximizing a company’s operational efficiencies. Companies with a lot of data need a team of professionals to manage this information. One effective solution to manage big data is Records and Information Management (RIM). Full article HERE - Records and Information Management in Big Data

The importance of community management

By Angela Ashenden 

A major area of debate and concern for organisations considering how to establish, grow and manage an online community is the importance of the community manager, and what exactly the role entails. As a general rule, every online community should be allocated a facilitator or community manager; while some communities will require more facilitation than others as they mature, this role is extremely important in the early days in order to encourage and stimulate activity and adoption, and to ensure the growing community remains focused on its primary objectives. Full article HERE - The importance of community management

The Hybridization of EFSS and ECM

By Chris Walker 

Consumer and enterprise file synchronization and sharing popped up because people needed a way to easily share and collaborate on business content. This gave rise to the “Dropbox problem”, which is just stupid and ignores the real problem; organizations didn’t provide their people with policies and tools that allowed them to get stuff done . Today there are plenty of options, consumer and business grade, that provide a cool experience with the security and controls that business and IT need. Organizations that haven’t sanctioned business grade file sync and share are foolish and open to a world of pain. Full article HERE - The Hybridization of EFSS and ECM

Email Management: Beyond Volume

By Lisa Ricciuti 

Working as an information management consultant I have definitely developed a new appreciation of email management challenges. Prior to consulting, I spent most of my time focused on what appears to be the biggest problem, volume. However, I now have a new understanding of the complexity involved with email management. There is no single “magic-bullet” solution that will resolve all the challenges. Most of the professional resources I read about email are focused on volume, how to manage it, and how to capture business records. When I think about the email problem and how it impacts my clients, the volume is really just a symptom of something much more.  Full article HERE - Email Management: Beyond Volume

Why PDF/A should matter to you

By Jose Machado 

One very important part of any Information Governance strategy is how long documents need to be kept in the organization, before being destroyed. These rules are influenced by various aspects, such as local legislation (retention period required by law), technical limitations (how much storage space is available), business factors, etc. Retention periods can be very long. Some examples in the UK: Human resources medical records must be kept for periods up to 40 or 50 years, in some situations. Government records (for building, accounting, health & safety, etc.) retention obligations are seldom under 10 years. Full article HERE - Why PDF/A should matter to you

People are at the Center of Change

By Christian Buckley 

Why is change so difficult? From an administrative perspective, it can mean giving up control, and letting go (at least that's the perception). It may also be a recognition of the gap between the philosophical idea of allowing people to manage their own sites and content, and the reality that, in general, these unmanaged environments are messy (especially when you later upgrade or migrate). Collaboration itself can be a difficult concept for people to embrace. It takes time to incorporate new tools and processes into your corporate culture, and many of the exciting new features that convinced your management team to adopt a technology may be counter-intuitive. Full article HERE - People are at the Center of Change

Mid-Year Market Summary from A SharePoint of View

By Mike Alsup 

This post summarizes market developments in the SharePoint, Office 365, and ECM ecosystems over the last quarter. I was fortunate to attend a variety of events recently, including the Microsoft Worldwide Partner Conference (WPC), and events hosted by AIIM, Lexmark, Nintex and the DLM Forum in Europe. Microsoft continues to strengthen its mix of products with Windows 10 and EMS for iOS and Android. They made a number of acquisitions this quarter that aimed to provide a more capable Office 365 and Azure environment that equally supports Windows, iOS and Android. At WPC, they said that their EMS software which manages multiple BYOD devices has been growing. Full article HERE - Mid-Year Market Summary from A SharePoint of View

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Topics: change management, ecm, sharepoint, community, records management

What a Long Strange Trip It’s Been – Or How "HP Autonomy Interwoven iManage Worksite" Became iManage Again

Jul 24, 2015 3:01:28 PM by John Mancini

What a Long Strange Trip It’s Been – Or How "HP Autonomy Interwoven iManage Worksite" Became iManage Again

I thought I’d summarize some of the press I’m seeing about the iManage spinout from HP.  If you come across other updates, feel free to enter them in the comments.  I have to admit from the perspective of an association that relies on independent companies as members, I’m kind of glad to see the acquisition pendulum go in the other direction for a change. We don’t take official positions on these types of things, but it does seem to be a win/win for both HP and iManage.

iManage Leadership Completes Buyout of Business Unit from HP (the official word)

“The iManage leadership team today announced that it has completed a buyout from Hewlett-Packard (HP) for the purchase of the complete iManage business, including its brand, products and services. iManage co-founder and current General Manager Neil Araujo is the CEO of the management-owned company, now one of the largest independent software companies focused on work product management solutions for professional services firms and their clients. Rafiq Mohammadi, also a co-founder and former CTO of iManage, is returning to the company as Chief Scientist.” Read More…

The Rebirth of iManage: A New Company With A Familiar Name Re-enters The ECM Market - FORRESTER

“Another week, another divestiture in the content management and collaboration market. A new - or more accurately, a re-newed - player enters the Enterprise Content Management market this week as iManage and HP make an apparently amicable split. Executives with longstanding roots in the iManage and Interwoven businesses, including Neil Araujo and Dan Carmel, have executed a management buyout to spin a revitalized iManage business out of HP’s Software division.”  Read More…

Adios HP, It's a New Day for iManage - CMS WIRE

“Things couldn’t look any brighter nor the sky any higher for iManage and its co-founder and CEO Neil Araujo. Araujo leads the management team that bought enterprise content management company iManage out from under the weight of HP. HP, we should note, acquired iManage when it purchased Autonomy (2009). And Autonomy inherited iManage via its acquisition of Interwoven (2004).  Talk about getting buried in the infrastructure of a megafirm.  But no more.” Read More…

The Boys Are Back In Town as Team iManage Complete Management Buyout from HP - LEGAL IT INSIDER

“In addition to Worksite (document and email management – being rebranded as iManage Work), the HP products in this transaction include LinkSite (secure file sharing – being rebranded as iManage Share), Universal Search (enterprise search and analytics – being rebranded as iManage Insight), and WorkSite Records Manager (records and information governance – being rebranded as iManage Govern). iManage will also resell relevant HP products, including Teleform and HP Process Automation, and will have continuing access to other relevant technology.” Read More… 

More Autonomy fallout: HP parts ways with iManage – Network World

“While corporate splits are the flavor of the week, there is also a lot of divestment going on as large IT vendors focus on their core business (or at least try to). Today's example sees HP divest itself of its iManage business.” Read More…

A new chapter in the wild, 20-year story of iManage - CRAIN'S CHICAGO BUSINESS

“Neil Araujo and Rafiq Mohammadi launched a document-software company, iManage, 20 years ago after graduating from the University of Illinois at Chicago. It's been a crazy ride since then. The company went public during the dot-com boom and was acquired, changing hands until it ended up as part of tech giant Hewlett-Packard. Now iManage is becoming a private company again, spinning off from HP.” Read More…

iManage Goes Independent - SLAW

“Work product management is serious business. Being able to securly store and quickly find information from our world of disjointed communications is critical to providing client service. It will be interesting to see how an independent iManage is received in the market.” Read More…

Autonomy Unit iManage Exits HP with Buyout - TECH WEEK EUROPE

“Hewlett-Packard has divested itself of an Autonomy asset, after the management team of iManage completed a buyout from the technology giant. The buyout comes as HP is in the midst of its own corporate restructuring. HP will become two separate businesses on 1 November, with one unit selling commercial products (servers, storage appliances, networking etc), whilst the other sells PCs and printers.” Read More…

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Topics: erm, ediscovery, records management, legal

Top 10 lists for #ECM -- what is on the short list?

Jul 6, 2015 4:20:00 PM by John Mancini

Top 10 Digital Landfill Blog posts

23 Things I Wish I Knew When I First Implemented a Content Management (ECM) Project

3 Things an IKEA Dresser can teach us about Content Management

SharePoint Lover? Partner? Skeptic? - 20 Data Points You Need to Know

Wanted: Practical Document Management Advice for Small Companies

3 Lessons from The Wright Brothers about Content Management

Association Friends – A Manifesto to Survive Disruption -- Am I a Genius, a Nut, or just plain Cranky?

8 things you need to know about #ECM in Europe

2015 Prediction No. 9 -- The Death of Records Management AS WE KNOW IT

Information Chaos in a Nutshell

To Content Management 2020 -- And Beyond!

Top 10 AIIM Community Postings

PODCAST: Connie Moore and I Discuss EFSS and ECM (Chris Walker)

Two reasons why HR needs to invest in social collaboration (Angela Ashenden)

What's in it for me? Articulating the benefits of social collaboration (Angela Ashenden)

Improving Cash Flow and the Bottom Line with AP and AR Automation – Part 1 (Erin McCart)

Developing Healthy Governance Strategies Improves Collaboration (Christian Buckley)

The 8 Most Important Things a Records Manager Must Know to Be Smart About Information Governance (Steve Weissman)

Digital Document Storage vs. Long-Term Box Storage (Mitch Taube)

Enterprise File Sync and Share - Not What You Think It Is (Chris Walker)

Capture, Context, and Correlation (Christian Buckley)

6 Tips for Making Cloud Records Storage a Success (Ross Nepean)

Top 10 Landing Page Content Downloads

Are You Prepared for Digital Disruption?

Digital Transformation: Embrace the Chaos

SharePoint 2015

Paper Wars

ECM Decisions Report 2015

Content Management 2020: Thinking Beyond ECM

Enterprise Content Management: 14 Steps to Success

AIIM15 - What did it all mean?

How to Achieve Best Practices for Records Management

Information Chaos Versus Information Opportunity

Top 10 AIIM.org content pages

What is Information Management?

Certified Information Professional

What is Collaboration?

AIIM - What is ECM? What is Enterprise Content Management?

AIIM - What is Document Management?

Training & Certification

AIIM - What is Business Process Management?

AIIM - What is SharePoint?

AIIM - What is Case Management

AIIM Training Programs for Information Management

Top 10 AIIM.org search terms

ECM

CIP

Sharepoint

Records management

Taxonomy

Document management

Knowledge management

Information governance

Information management

Metadata

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Topics: taxonomy, ecm, sharepoint, records management, bpm

5 New Content Management White Papers Worth Checking Out

Apr 2, 2015 12:07:00 PM by John Mancini

5 New ECM White Papers

DPO: in-house, near shore or offshore?

Document process outsourcing now covers a wide range of document conversion and process execution, and the work can be done anywhere in the world. We surveyed users and non-users to explore the drivers and the concerns.  Download your copy now.

My Documents or Our Documents?

Mobile workers, project partners, and suppliers must have access to vital project-centric documents. Sharing content via the cloud makes it easy, but we still need to apply governance, and cloud content needs to align with on-prem ECM. Read what our survey takers said. ECM and the Cloud.

End-to-End Process Monitoring for Performance and Compliance

Managing and monitoring document-centric business processes presents a unique challenge. We look at the issues of monitoring business processes through different stages and systems to spot the loops and stucks, and the benefits of applying intelligent BI to the end-to-end process. Get the report.

 

Extracting Maximum Value From Your Content

Too many ECM implementations fail to meet their full potential, and, as a result, the full value of the stored content is not available to the business. In this report, we look at four aspects of ECM that go beyond the basics and round out the true business potential: capture, case management, information governance and mobile access. Read Maximizing Your Content Value: Capture, Case Management, Compliance, Mobile Workforce.

Shining Daylight on Archived Premises and Construction Drawings

We still live in a mixed world of paper and digital, particularly where records are kept for a long time – often because the building, plant, patient or client has a lifetime over many decades. But do they still need to be stored on paper? Suppose you could wave a magic wand and “overnight” all your archive drawings appeared in the cloud.  Learn how.

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Topics: erm, content management, ecm, records management

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