We’ve all been there. We know that our information management technology is getting old, and it needs to be replaced. We can’t integrate to the newest artificial intelligence tools that could help improve the completeness and accuracy of the metadata, nor can we feel confident that we are managing records appropriately, and don’t even get me started on search. Despite these problems that we’re critically aware of, we sometimes find it difficult to get executive buy-in for the projects that are so desperately needed. Here are three steps that you can use to get buy-in for your information management project when you need it most.
When I think back to this time last year, I’m shocked by just how different things are since the start of COVID-19. Businesses have gone through major shifts in record time - projects like moving to a remote office environment that often takes months to complete were carried out in just a few days or weeks.
Making an ECM implementation successful requires planning and attention to detail. The best way to create the right solution is to identify organizational goals and priorities. Learn how to manage a successful implementation in our free guide.
Have you noticed how information just keeps popping up all over your business? It’s enough to make you feel like this trying to keep up with it all. You solve one issue, only for another to just pop up: via GIPHY Information has to enter the process from somewhere. And knowing where it comes from can make a difference by allowing you to make certain assumptions about that information: its format, its quality, its state of approval, and so on. With some information-centric processes, the fact that a piece of information has entered the organization may start certain workflows or responsiveness requirements. Wherever it is, we always teach our training students that it’s important to capture information as close to the point of origin as possible. Now that we know why it’s important, let’s take a look at where our information is, or our Process Entry Points.
Few announcements in information management have been bigger than Gartner’s article heard round the world that announced the death of Enterprise Content Management (ECM) as we knew it. Michael Woodbridge’s quote gets straight to the point here: “ECM is now dead (kaput, finite, an ex-market name), at least in how Gartner defines the market. It’s been replaced by the term content services, a strategic concept that covers three aspects, namely content services Applications, Platforms and Components.” Since this article was published in 2017, the Information Management industry exploded with new questions, like, Is ECM really dead? What’s this content services thing? It turns out, the story is just a little more complicated than one technology being replaced by another. What does content management look like in 2020, years after ECM died? AIIM has been the go-to resource for information professionals to find research, education, and training for over 70 years. Throughout those years we've seen technologies come and go, new trends emerge, and the industry shift in different directions. To help you understand the current state of content management, we polled a group of experts to help us get the full story, including: A Current Snapshot of Content Management Start with CONTENT? Start with PROCESS? –Is there a RIGHT Approach? Content and Unstructured Information - The Known Evil vs. The Unknown Evil 4 Content Management Tips from the Experts
In recent years, nothing has sparked more controversy in the information management industry than the 2017 Gartner post officially retiring the term “Enterprise Content Management (ECM)” in favor of a new term, content services. Here at AIIM, we’ve been providing independent research, educational training, and certification for over 70 years. For a good majority of that time, the focus has been on ECM and the practices associated with ECM to capture, store, manage, and preserve information. Heck, we even standardized the term Enterprise Content Management way back in the early 2000s, so in a lot of ways, AIIM is uniquely positioned to help clarify some of the confusion that may still remain.
There may be no other industry that could benefit more from automation than the mortgage banking industry. This industry is full of time-consuming, error-prone, and paper and labor-intensive processes, all perfectly-suited for automation. And with huge volumes of loans being generated each year (nearly 5 million new consumer mortgages alone), it may soon become impossible to move forward without the use of automation.
There are literally thousands of file formats available – which can lead to lots of confusion when trying to select the best file format for your business applications. Different file formats work better to meet certain business requirements, and selecting the wrong format can cause issues for organizations, their customers, their legal team, etc. To help make this type of decision easier, we’ve outlined some very common file formats used in almost every organization. We’ll look at each of these in a bit more detail to help you compare them and ultimately choose the file format that will best fit your needs.
Even though I’ve been an AIIM staff for more than 9 years, I continue to pay for my professional membership out of my own pocket. So it’s pretty obvious that I see the value of an AIIM membership, but you’re here to figure out if it’s worth it for YOU. My goal with this article is to give you a transparent look at both the pros and cons of an AIIM membership. I outlined the general value of memberships in a previous post. In this post, you’ll learn some of the specific pros & cons associated with AIIM membership. Many of these would apply to other associations as well. As I noted in the previous post, I would definitely encourage you to consider whether your association offers these benefits.
Remote working comes with a number of benefits both for the employee and the employer. Employees enjoy a better work-life balance, the comfort of their home office, and can avoid the stress of a commute. Businesses can save money, improve employee retention, and more. But, new challenges also arise with the recent boom in remote working, including cybersecurity threats like ransomware, data hacking, viruses, and more. At the office, typically somebody else takes care of the cybersecurity measures. But, when employees are working remotely on their home wifi systems, it's a bit of a different story. On this episode of the AIIM on Air Podcast, we take a look at what you can do to keep your systems safe and your company and private information protected.
In this series, we've been exploring the intersection of IIM policy and the law in order to help IIM practitioners and legal specialists work together more effectively by gaining a better understanding of the relationship between the two. So far, we've covered: Part 1 - IIM Policies and The Principle of Hearsay Part 2 - IIM Policies and "Ordinary Course of Business" Now, let's compare IIM policies to contracts.
In this series, we've been exploring the intersection of IIM policy and the law. The idea here is to help IIM practitioners and legal specialists work together more effectively by gaining a better understanding of the relationship between the two. In my first post, where we explored the principle of hearsay, we left off asking about the relationship between IIM policies and the "ordinary course of business." So, let's take a look.
Back in the day, when work was centralized in locations and on devices “within” the enterprise, it was reasonable to assume that control could most effectively be maintained by managing security at the firewall. Information security was largely a function of “keeping the bad guys out.” Fast forward to today’s business environment, and it’s a much different story. We’re all doing some portion of our work remotely, using mobile and cloud technology to do it. Meanwhile, the bad guys have become even more advanced. This new business environment has led to governance failures at three key pressure points: Information “entry points” Information “end points” Policy administration Let’s explore what's causing the pressure at each of the three points.
Every so often, IIM practitioners and lawyers cross paths. One such intersection is around policy writing. As practitioners modify and improve their IIM policies, it's important to keep in mind how those policies specifically relate to the law. Understanding that relationship better will help IIM and legal specialists work together more effectively.
Workplace automation is starting to become the norm for modern corporations. With automation enabling massive improvements in talent acquisition, employee recruitment, and customer service, it's no surprise that more and more enterprises are jumping on the automation bandwagon. Let's take a deeper look into how workplace automation leads to increased efficiency and profitability.
We're packing in the fun with this month's podcast episode by exploring 3 important intelligent information management topics. First, we ask - What’s it like to be a Records Officer at a major college or university? To find out, we talked to Samara Carter, Records Officer at George Mason University who joins us for another AIIM Member Spotlight interview. She stops by the show to share what it’s like to work in records at George Mason, the biggest information challenges she’s working on right now, and her thoughts on being an AIIM member.
Blockchain is one of the most important new technologies that has impacted the business world in the last decade. Along with cloud computing, artificial intelligence (AI), and robotic process automation (RPA), blockchain is transforming business operations and challenging traditional methods the world over. For those who are considering adoption for one of its many applications, blockchain can hold great promise.
As Information Professionals, we’re facing a perfect storm of sorts - as information chaos continues to grow, so does the value of this information. Information is now cascading down on every organization in unprecedented volumes and forms, challenging traditional and manual concepts of records management and information stewardship. Simply put – we’ve just got too much stuff, with too much value, and we can no longer handle it all manually. It’s this intersection of information chaos and information value that’s moved Intelligent Automation to a top priority for organizations everywhere. It is no longer enough to just store and archive content; it must be put to use in context as part of a broader drive to Intelligent Automation. But, is Intelligent Automation right for you? Is now the right time? Let’s cover some questions to help you determine if Intelligent Automation could help you reign in your operations.
“It’s 2020,” you might be thinking, “Who needs associations?” Associations and professional memberships can often be thought of as a relic of the past or a resume builder, but not as a valuable personal development tool. For an introvert, I’m a pretty social, member-y kinda guy. I’ve been a paid professional member of both AIIM and ARMA for nearly 20 years. I’ve held memberships in lots of other different groups and associations over the years. And I’ve even been a member of the United States Marine Corps Drill Instructor Association since 1993. There are many reasons for becoming a member of an association. In some cases, it’s to take advantage of discounts or gain access to member-only resources. Membership lists themselves are frequently limited to members. While those are nice, one of the key reasons I join any particular association is because I consider myself to be a professional in that industry or discipline.
We're now operating twenty years into a new millennium. But despite the futuristic potential, many organizations continue to operate with systems and software that are a decade or more behind the times. Organizations that continue to operate in the past will be challenged to keep pace today – and in the future.
Each year brings a rapid increase in technological advancements that can benefit both your personal and professional life. Constant tech advancements can make it feel hard to keep up with competing businesses if your company isn't adapting fast enough. In this day and age, digital transformations are integral for a growing business's future, as technology changes the advancements and operations of every company. In fact, 40% of all business technology spending will go towards these changes, and, as of 2018, advanced analytics was the greatest form of digital investment, and there were plans to increase similar solution investments by 75% over the course of the next several months.
Too often, I hear IIM professionals complain about this issue. "People aren't reading our IIM policy," they say. "I wish our organization forced everybody to read the policy. That way they would know what the IIM requirements are." My response is always the same: Given the choice, 99% of the people in your organization will never read your IIM policy. Get used to it. That is not going to change. It's not a bad thing. "But they are governed by the policy!" is usually the response back to me. "If it applies to them, they should read it." That last statement is a bit of a leap in logic. Let's put the shoe on the other foot for a moment.
The concept of a digital mailroom has been around a while. The idea is pretty simple - all incoming mail is scanned on entry and delivered electronically to the appropriate department or process. In reality, only mail with business value is likely to be processed. This will predominantly be documents with a structure such as forms, orders, invoices, delivery dockets, and vouchers. In many situations, particularly in consumer or citizen-facing businesses, it will also include handwritten letters, application forms, change of details, supporting certificates, etc. Circulars, brochures, magazines, and junk-mail will not be scanned.
The large-scale and lasting impacts of a digital transformation will influence your company for decades to come. Going digital is not merely about adopting present practices - it is a step into the future, aligning your business model and company's methods with the format that is solidifying itself as the new standard.
Cloud computing is an expanding technology that is leading the digital transformation of businesses in various sectors. The strategies that organizations take in their cloud journey can give them a competitive advantage and lead to rapid growth. But this may not only mean a simple deployment of technology that the company must adapt to, a new cloud approach could be truly transformative. In my time working for the London-based Computers in the City, I've helped numerous companies grow and expand their business with the Cloud. I've learned a lot over the years and wanted to share some thoughts on the benefits, approaches, and considerations.
As important as Intelligent Information Management (IIM) policy writing is, it's probably not the only dish you have cooking on the stove. It's important, therefore, not to let that process commandeer more time from your day than it has to. The best way to do that is to keep your IIM policies lean. What Does It Mean for an IIM Policy to be Lean? We want both the final document and the policy creation/revision process to be free of unnecessary elements. From drafting to consultation to revision to submission for approval and whatever other steps the document will need to go through in your office, the fewer superfluous statements involved, the faster it can happen.
Businesses looking for ongoing growth and scalability try to achieve these goals through different approaches that can provide “that extra advantage.” One such approach is business process management, which aims to find and make ongoing improvements in the operations of a business. This is currently a popular tactic in the business world, featuring various applications, techniques, and tools which make it a complex field of business development. In my role at EC-MSP, we've helped countless businesses improve operations via Business Process Management and learned a lot over the years about how Technology and IT maintenance are chief components of BPM, as we’ll explore further below.
Like many other areas around the country and around the world, my daughter's school has joined the "learn from home" movement. I've been a teleworker for nearly 16 years, so we already have the technology infrastructure required, including an older but still useful laptop and fairly robust Wi-Fi. But it's come with more than a few challenges, some of which are the same types of information management challenges we all struggle with at times in the world of business. The back story: On March 16th, my daughter's school made the decision to have all the kids work from home for at least the next two weeks. At least one parent for each family had to go into the school that day to get set up on Google Classroom, have expectations set about attendance and performance, clean out lockers so they could be deep-cleaned, and pick up homework.
There are a few different scenarios for auditing your data. Audits can be performed to assess data quality, identify data liabilities, ensure data privacy, uncover data leaks, and so on. Information governance audits, in particular, are used to ensure compliance with relevant information governance policies and procedures.
Thanks to the internet and the connected world we live in, working remotely is increasing in popularity for a good reason! The benefits of working from home have been good for both organization and their employees. On the one hand, organizations can hire talent despite the geographical issue and provide a flexible work schedule, minimized exposure to germs, and so on! On the other hand! For employees, working from home will reduce the commuting time, empower workers in their own environments, and provide the convenience of things like virtual meetings. 40% of people say that the top benefit of working remotely is the flexible schedule. But, as people say, with great benefits, come great risks! You may already be aware of some of the risks, but likely not all of them. Organizations and employees both have their own set of risks, which can be a hurdle while working from home remotely. However, until the cure for COVID-19 is found, organizations and employees are choosing work from home to maintain the recommended social distancing practices. But, as you start your social distancing/remote working, there are certain strict and important practices that every organization will have to exercise. Are you ready to learn the best security practices for remote working that can be used both by organizations and employees for maintaining ethics and productivity? Let’s get started!
As the COVID-19 pandemic continues to accelerate, there are some innovative efforts to minimize its impact. In one such approach, a multidisciplinary group of computer scientists, mathematicians, and epidemiologists at the Big Data Institute at Oxford University have developed a mathematical model instantiated in a mobile application that traces contact. Those involved in the project believe it's "..possible to stop the epidemic…if contact tracing is sufficiently fast, sufficiently efficient, and happens at scale." Typically, contact tracing is the most effective way to contain an outbreak. However, with a virus like COVID-19, that's preponderantly transmitted by asymptomatic patients, "classical contact tracing will not be enough to achieve the speed and efficiency needed, but it could be achieved by a contact tracing mobile app if used by a sufficiently large proportion of the population."
Before we get into how to tame your Information Chaos, let’s take a step back and look at WHY so many of us are experiencing it.
I regularly get asked questions about AIIM and ARMA – which one’s “better,” which one’s the right one, what’s the difference, etc. I've been a paid professional member of both since 2001 – August 2001 for AIIM, September 2001 for ARMA. I've also served on both organizations’ Board of Directors (2004-2005 for AIIM, 2007-2010 for ARMA). I have thoughts on both and will compare them in several key areas, including: Focus Types of Membership Cost of Membership Benefits Chapters and Local Events Number of Members Before we get started, in the interest of total transparency, I serve as AIIM's VP of Training and Certification. With that in mind, our goal with this article is to be unbiased and provide those considering membership with the facts needed to make a decision.
The show Star Trek always had the coolest futuristic technology. For example, I can’t tell you how many times I’ve wished I could tell Scotty to “Beam me up!” and be teleported back home. Another thing that really caught my eye on that show was their “universal translator.” It was basically this handheld device that allowed you to easily communicate across any language – be it human or alien! The official fan definition is: “The universal translator (also referred to as a "UT" or translator circuit) was a technology used to decipher and interpret alien languages into the native language of the user.” So, when I heard that this same type of technology is coming to light in today’s world of business, it caught my eye (and all 4 of my nerd eyes!). Using a combination of technologies like machine learning, Artificial Intelligence (AI), and newer linguistics are giving birth to automated translation.
Many of us find ourselves working from home – often rather suddenly and unexpectedly. Organizations of all sizes and in all industries are now in the position of figuring out how to ensure that the business of the business continues while staff stay home and practice effective social distancing. The good news is that the technology needed for effective working from home exists and is generally mature – though some providers have found that the sudden surge in volume can cause issues with particular solutions or capabilities. But there’s a much more significant issue that will prevent many employees from being as effective as they possibly could be in their home offices: paper. No, not the paper products that have been scarce for weeks now, but all the paper documents and records that are still prevalent in so many organizations. There are a number of issues associated with keeping information in paper format – or worse, printing born-digital documents – and I’ll address some of them later in this post. But in this context, the key challenge is that your paper documents are at the office, where you can’t get to them. Now what?
For many across the globe, limiting their human contact, the home has become…well, home base for just about everything. Folks are taking advantage of virtual meeting software like GoToMeeting and Zoom to video chat with friends, host virtual dinner parties, and even play board games! And that’s just in our personal lives. In our work lives, companies are piecing together Digital Workplace strategies to allow their employees to work from home. Today, workers everywhere are booting up their laptops at kitchen tables and temporary home offices – many for the very first time. And with this change comes some new challenges like – deciding where in your home you should work from, how to deal with the new distractions, and more. Here at AIIM, remote working has been a priority of ours for many years now, and our staff has experienced it all when it comes to working from home. So, we thought we’d gather our best WFH tips for those newly remote workers.
It's no secret that I'm passionate about training and information management. I delivered the first AIIM public training course in the U.S. in January 2006. Since then, I've delivered more than 400 workshops, seminars, breakout sessions, and training courses relating to information management – almost all in person. Enter the coronavirus and COVID-19. As cities, states/provinces, and entire countries seal their borders and prohibit large in-person gatherings, we've had to rethink...well, almost everything in our daily lives. Universities and schools have gone entirely virtual on very short notice, panic buying has made bathroom tissue and other paper products scarce indeed, and in business, organizations are having their staff work from home.
I don't know about you, but when I think of Pepsi, I think of cool and refreshing. In fact, the last thing to come to mind is labor-intensive. But, for the staff at PepsiCo's Imaging Technology - the creator of document imaging and management solutions for PepsiCo’s worldwide network of business entities - labor-intensive, time-consuming, and error-prone were exactly what they were experiencing. The company's four largest European entities were still keying invoicing and credit memo data manually for all of their accounts payable processes.
It seems like everyone is talking about coronavirus: what it means to the global and local economies, how it impacts different industries, even how to make your own hand sanitizer to combat it. One of the key approaches many organizations are taking is to minimize sustained contact with large groups of people. This has led to the cancellation of numerous conferences and other events; many schools and universities are asking students to stay home and participate remotely. Similarly, organizations are thinking about whether it makes sense to have employees come into the office and run the risk of getting infected or already being infected and, in turn, infecting others. Maybe it’s time for organizations to more fully explore the idea of a digital workplace.
“Legacy” is a term we see a lot in the IT world; in reference to software and hardware, it describes a system that has been superseded by improved technology. It’s easy to identify these systems with one simple question: “Have our business needs outgrown this system?” If you answered yes, it’s likely you’re in need of a legacy system replacement project - a project to replace the outdated system with a new system that can better suit the needs of the business.
In 1936, Dale Carnegie's "How to Win Friends and Influence People" first published. Since then, it's become one of the best-selling books of all time with over 15 million copies sold! What makes this self-help book one of the most influential of our time?
This is perhaps one of the most-asked questions in all of records management. Too often I hear one of two, equally bad answers: Keep Records for Seven years: This seems to be the de facto answer, especially for financial services records. As near as I can tell, this comes from the U.S. Internal Revenue Service rules around when they can audit individual and corporate tax returns. If you've heard another original story for why we should keep all records for seven years, please share, and I'll update this post. Keep Records Forever: This generally is presented as one of four arguments: Just in case we get sued (or for some other legal reason) There's gold in them thar records! Analytics! AI! BIG DATA!!! Storage is cheap, figuring out what we can get rid of is not. Storage is cheap, penalties for getting rid of records inappropriately aren't. How Long Should I Keep This Business Record for? Although popular answers tend to be “keep records forever” or “keep records for 7 years” which is based on financial record-keeping requirements, the best answer comes down to a number of factors including record type, industry, and more. Often, your organization’s records management program will have processes in place to determine how long to keep business records.
In several recent posts, I’ve talked about professional development options for information management professionals and provided guidance on how to determine whether a particular course or certification is a good fit. For the most part, I’ve stayed away from blogging about AIIM's training for two reasons. First, we wanted these blog posts to be informative and insightful, rather than be perceived as self-aggrandizement. And second, we figured that most people reading these posts would already know AIIM’s offerings. It turns out that that’s not the case. We regularly get questions about AIIM training – what course is right for a particular person, role, or circumstance, what the courses cover, what they cost, etc. So I thought it might be of value to do an overview of AIIM’s training offerings. If there is sufficient interest, I may write a few subsequent posts that go into more depth about our courses.
The AIIM Conference is fast-approaching and whether you’ve already secured your ticket, still trying to convince your boss to send you, or just can’t attend this year - we have something for everyone on this latest episode of The AIIM on Air Podcast.
Enacting change is easier when you don’t have to go at it alone. In fact, a major factor in the success of organizational change comes down to internal buy-in with your co-workers. The more internal advocates you have on your side, the easier that positive change can spread quickly and efficiently. The old adage about there being ‘strength in numbers’ holds true when it comes to change management. So, how can you become an Internal Influencer and gain internal advocates for change? It may surprise you to learn that all it takes are some skills that can be applied with little to no cost beyond the investment of time.
The success of any project relies on involving stakeholders early on and keeping them properly informed throughout. A systems development project is no different. If you want the systems that you build, buy, and develop to properly manage information assets across the life cycle, then you have to leverage the knowledge of your RIM team.
In today's digital era of information technology, a company needs to consider several factors to decide how to manage their data and documents online. A large share of companies have now adopted cloud-based infrastructure, but many still rely on the tried-and-true legacy of on-premises document management software programs. If you, too, are in a dilemma as to which solution is right for your business, stick around as here is a detailed comparison between cloud and on-premises document solutions.
I recently watched a webinar by Jason Baron called "Vanishing Acts: The Challenge of Dealing with Ephemeral and Self-Destructing Messaging Apps in the Workplace." Jason's a really smart guy and has written about ephemeral messaging in business before. While I agree with him generally, I think information professionals, and especially those in government or highly regulated sectors, really need to think about the risks involved with the use of these apps.
Reaching your Digital Transformation goals often requires the addition of new software solutions. But, shopping around for software can be a challenge.
You might think that here at AIIM we’d say everyone is a good candidate for the CIP designation. But, as the architect for the most recent updates to the Certified Information Professional (CIP) certification, a teacher of the CIP prep course, and a CIP pin-wearing member since its release in 2011, I don’t think it’s always a perfect fit.
This is the third part of a 3-part series on the Ethical Use of Data for Training Machine Learning Technology by guest authors Andrew Pery and Michael Simon. You can also check out Part 1 and Part 2 from this series. Part 3: Regulatory Efforts in the U.S. Present a Bleak Perspective In the United States, governmental efforts to examine AI have made far less progress as compared to the E.U. The most recent effort at the federal level, the Algorithmic Accountability Act of 2019 (S.1108) sponsored by Senator Ron Wyden (D-OR) and Senator Cory Booker (D-NJ)(with a parallel House bill, H.R.2231, sponsored by Representative Yvette Clark (D-NY)), seeks "To direct the Federal Trade Commission to require entities that use, store, or share personal information to conduct automated decision system impact assessments and data protection impact assessments." The proposed law would require the Federal Trade Commission to enact regulations within the next two years to require companies that make over $50 million per year or collect data on more than 1 million people to perform an "automated decision system impact assessment." However, unlike the GDPR's transparency requirements (no matter how debatable), the proposed bill would not require those assessments to be made public. Despite this lack of a transparency provision, the bill was quickly endorsed by a number of civil rights groups.
It’s no secret that AIIM believes every organization is on — or should be on — a Digital Transformation journey. In fact, AIIM itself is on its own Digital Transformation!
This is the second part of a 3-part series on the Ethical Use of Data for Training Machine Learning Technology by guest authors Andrew Pery and Michael Simon. Part 1 is available here. Part 2: The Ethical and Legal Challenges of AI The AI technology bias and its potentially unintended consequences is gaining the attention of policymakers, technology companies, and civil liberties groups. In a recent article based upon an ABA Business Law Section Panel: Examining Technology Bias: Do Algorithms Introduce Ethical & Legal Challenges? The panelist-authors noted that:
This is the first part of a 3-part series on the Ethical Use of Data for Training Machine Learning Technology by guest authors Andrew Pery and Michael Simon. Part 1: Bad Things Can Come from Non-neutral Technology AI technology is becoming pervasive, impacting virtually every facet of our lives. A recent Deloitte report estimates that shipments of devices with embedded AI will increase from 79 million in 2018 to 1.2 billion by 2022: "Increasingly, machines will learn from experiences, adapt to changing situations, and predict outcomes…Some will infer users' needs and desires and even collaborate with other devices by exchanging information, distributing tasks, and coordinating their actions."
If your organization is like just about every other organization on the planet, you likely have some degree of an information management problem. Most likely, you create too much information, and you keep too much of it for too long. This causes enough problems by itself, but when you then add to the pile all the redundant, obsolete, and trivial (ROT) information you have in your systems, on your file shares, and in every other possible location, it’s a real nightmare. And it’s expensive – in terms of storage costs, in time to find information, in resources, and, sometimes, in fines and legal penalties.
As we enter into a new decade, it's hard not to look back and reflect on how different everything is now. Twenty years ago, the world was a completely different place than it is today.
There are many ways to learn beyond the traditional training course. I believe that one of the very best opportunities to learn comes from attending a conference. The sessions at most conferences are generally very good, but there is a bigger benefit for me. That's the opportunity to learn from my peers and colleagues, especially those from disciplines or industries I have less exposure to. It’s those conversations in the halls between sessions, during the lunch break, or after hours at the karaoke bar that can often provide new insights or new ways of looking at things.
It's 2020. In the age of ubiquitous information freely available online, why do I choose to spend my time, energy, and hundreds of dollars in membership dues a year to stay involved with associations? At AIIM - the Association for Intelligent Information Management - everything we do is to help you and your organization solve your information-driven business challenges. For me, there are three major reasons that associations hold value. They are: Networking Standardization Personal and Professional Development Let's take a look at each of these in greater detail.
Only 3 of the worst 10 data breaches of all time happened in 2019, but it was still not a good year for data security. According to CNet, the primary culprit was “unsecured database.” However, one significant contributing factor in many of them was that organizations collected and retained data they generally didn’t need – and if they did, they didn’t need to retain it as long as they had.
2019 was a great year. We said goodbye to some of our favorite tv shows like Game of Thrones and The Big Bang Theory, cheered as the US Women’s Soccer team won the world cup, and who could forget (insert YOUR favorite 2019 memory here).
In a couple of recent blog posts, we’ve talked about important skills every modern records manager must have right now and the best certifications for records managers. This leads to a logical question – how does a records manager get there? Where do you start? In my role as Director of Professional Development for AIIM, I connect with countless professionals at this same point along their career path where they are asking these same questions. Most turn out to be a perfect fit for AIIM's training, certification, research, webinars, or some combination of these. But I'll be the first to admit that our educational offerings aren't a perfect fit for everyone and I often get asked, "What are some of the quality training options outside of AIIM?" I never shy away from this question when I'm asked it. As the Association for Intelligent Information Management, it's our duty to connect you with the best fit for your education. So, let's check out some of the best training options for records managers.
The Certified Information Governance Professional (IGP) from ARMA is another certification in the information management field and one that’s attracted a lot of interest from records managers. Although I work for AIIM, which is the sole provider of the CIP certification; I’ve held both certifications since their inaugural beta exams and promise to remain neutral in this unbiased review. We will evaluate the 7 key differences between them, including: Exam Content and Development Exam Price Exam Preparation Exam Experience Digital Badging Certification Maintenance Industry Acceptance
Do you want to earn your seat at the table for your organization’s important strategic discussions? Maybe you’re going for that next promotion and looking to round out your skillset. You might even just want to prove to yourself that you have what it takes to be among the industry’s elite. There are a multitude of reasons why you may be interested in the Certified Information Professional certification. No matter the reason, one of the many questions you may have on your mind is how much it costs to get certified. With in-person vs. online testing, an array of options to prepare, and special discounts and free materials for professional members, it can easily become confusing. At AIIM, we've helped hundreds of people get CIP certified. Our goal with this article is to walk you through the costs of this exam so that you can make an informed decision on which is the right path for you.
You’ve made a New Year’s resolution to clean up one of your digital landfills. Congratulations! But where do you start? In this blog post, we present an approach and checklist for migrating your information from one system to another. While the details will differ depending on a number of factors (the systems being migrated from and to, the nature of the information being migrated, etc.), many of the steps in the migration process will be similar. We believe that an effective migration process consists of four primary phases: Strategy Planning Preparation Migration
With the new year just a few weeks away, many have shifted their day-to-day focus to long-term planning and prioritizing their efforts for 2020. For most, it’s likely that the new year will bring with it new technology and innovation. But, with all the developments in technology and changes in process and workflow these days, it can be difficult to translate innovation into real improvements for your organization.
Flowcharting is one of the first tools used in analyzing an existing business process. The purpose of a flowchart is to document the tasks within a particular process, and their sequencing, visually.
It’s no secret that the business landscape is changing. Here at AIIM, we’ve talked a lot about how the volume, variety, and value of business information has - for lack of a better term – exploded in recent years. According to our research, the volume of business data is expected to go from X to 4.2X in just the next two years! As the volume, velocity, and variety of enterprise information continues to grow, so does the need for well-thought-out and evolving strategies for records management.
Quick disclaimer - if you stumbled onto this page because of an errant keystroke like I had when looking for a suitable image for this post and were actually looking for "The Best PodCATS"...without further ado, I bring you the best "podcat" I could find: But, if what you're really interested in learning about are the best podcasts on the topic of information management; then, you're in the right place. Since it's release, the AIIM On Air podcast has had over half a million downloads, averaging around 10,000 downloads per month. We work hard to deliver these 25-minute episodes exploring the methods, technologies, processes, and people on the front lines of information management. But, despite putting out two new episodes per month, we still get people asking for more. So, for those podcast bingers out there looking for more, we thought we would put a list together of our favorite information management podcasts to help keep your ears happy on your commute, at the gym, or anywhere else you listen to them. (*Note: To keep it neutral, we're using the listener ratings on Apple Podcasts.)
This week I taught the AIIM Modern Records Management Master Class in Washington, DC. As with previous classes, there was a question that generated significant discussion among the students. In this instance, the question was about a system implementation that was not successful: “When you have a failed implementation, should you stick with it and try to make it work, or should you replace it with a better system?”
While social media, the cloud, and advanced enterprise content management systems get the most attention, the fact is that plain old email remains to be a foundational tool in the way business gets done. And email shows no signs of going away any time soon. In fact, the total number of active email users jumped to 3.9 billion in 2019. American workers will receive an average of 126 emails a day. Like it or not, email remains the glue that ties an organization together. We use it to communicate with our bosses, colleagues, partners, and customers. We use it for storing important messages, and a lot of important collaboration happens in email. But, just because a tool can be used for a particular job doesn't mean it's the best option.
How much does Records Management training cost? In a way, it’s a bit like asking, “How much does dinner cost?” So much of the answer depends on what you want. The cost of dinner could run anywhere from a couple of bucks for those pursuing the dollar menu at their favorite fast food joint, to something like “The Posh Pie” at the Lord Dudley Hotel in Sydney, Australia, which comes with a hefty $12,000 price tag. But, as the Association for Intelligent Information Management (AIIM), we get asked this question all the time. And just like the dinner question, it really depends on what you want. But, if you’re like me – when it comes to dinner (or training), you like to know the options.
Team collaboration is one of the biggest factors that will contribute to the success of any business in the next decade. A joint study between the Institute for Corporate Productivity and Babson College found that companies that actively work to leverage collaboration as an organizational skill are five times more likely to be high performing. And after studying 55 of the largest teams from companies like the BBC, Marriott, and Pixar, researchers identified that the top factor in peak performance was the fact that leaders of the organization championed and enabled collaboration as an operational imperative. This means establishing the ability to collaborate on content at any point in its lifecycle securely.
When I teach, questions often come up about the differences and similarities between document management and records management. Is there any difference? Does it really matter? Which one is best? The answers are, respectively, yes, yes, and it depends. Let’s take a look at each.
Since the creation of AIIM’s Certified Information Professional (CIP) program, we’ve certified over 1,500 information professionals. Throughout the years working with students to help them prepare for the CIP, I often get asked about other good certifications for records managers. But, when there are literally thousands of certifications in the marketplace, and dozens that have some connection to records or information management – how can you determine which one is right for you? Here are a couple of different ways to think through this:
According to the 2019 IDC study of spending on Artificial Intelligence (AI), it's estimated to reach $35.8 billion in 2019 and is expected to double by 2022 to $ 79.2 billion representing an annual growth rate of 38% for the period 2018-2022. The economic benefits and utility of AI technologies are clear and compelling. No doubt, applications of AI may address some of the most vexing social challenges such as health, the environment, economic empowerment, education, and infrastructure. At the same time, as AI technologies become more pervasive, they may be misused and, in the absence of increased transparency and proactive disclosures, create ethical and legal gaps. Increased regulation may be the only way to address such gaps.
I returned to downtown Washington, DC, last week to teach the AIIM Foundations of Intelligent Information Management (FIIM) course. The class started with some icebreaker exercises, including asking the students to define, in their own words, “What is information management?” There were some fantastic definitions generated from the students for this and other discussion questions throughout the course. However, there was one question that kept coming up over and over again during the course, "Where should information management live in the organization?" That is to say, where should the information management/records management/information governance job function be located within an organizational structure? I thought this was an interesting topic, and I’d like to share some of the thoughts and feedback from the class.
The dream of going paperless has been on the minds of businesses of all sizes and industries for years. The idea is simple - minimize the use of paper to reduce costs and carbon footprint while at the same time increasing operating efficiencies and profitability. But just because a concept is simple doesn’t mean it’s easy to implement. And so for many, the dream of a paperless office continues to be just that…a dream.
While digital information accuracy is important to all document preservation, some institutions benefit from it more than others. Intelligent Information Management (IIM) and paperless offices are sufficient for most businesses, but if the content is important for historical or informational purposes rather than a backup, the quick and easy options for digitization don’t always do the trick. There are serious pitfalls of intelligent capture, especially if a precise representation of the document’s content is important to a collection, such as legal documents, documents used for research and reference, or a historical document collection like a digital library. In these cases, human factors can never be replaced by technology because of the intelligence and problem-solving care experts possess. Whether the end result is for a paperless office or a collection of documents, the metadata, organization, and hands-on human approach can make the resulting digital library much more accurate and efficient.
Defining a New Era of Records Management Records management has traditionally been significantly focused on compliance. Compliance is important; to be sure; the more highly regulated an organization is, the more important compliance is. Every organization has to comply with something, even if it’s just tax and personnel regulations. And it’s complicated – every year seems to bring more laws and regulations, not less. As a reflection of this, in the original AIIM Electronic Records Management course, we identified 4 business drivers, and the first one listed was compliance (along with continuity, effectiveness, and efficiency). But while compliance is important, it’s insufficient as a business driver. Compliance doesn’t get management excited and eager to pour resources into it until there is a problem – and once the problem goes away, so does the focus and availability of resources. We argued in the AIIM 2019 State of the Industry – Content Services that “[information management] is better sold indirectly – as a byproduct of automation and customer experience – than head-on.”
What is Capture? Despite technology, most companies continue to struggle to manage the burden of paper in many important business processes. And while there are many technological approaches to digital transformation, the first step is often scanning. Also known as “capture,” this capability is characterized by the ability to scan paper documents to store and use them in digital form instead of paper. First developed over 30 years ago, capture systems have evolved from simple solutions for basic scanning into sophisticated and expensive systems for enterprise-wide document automation. Therefore, it's important to understand and leverage scanning as a fundamental tool for business today.
You're interested in an information management certification, and you've narrowed it down to two; the Certified Information Professional (CIP) vs. the Certified Records Manager (CRM). Both certifications are well-known, respected credentials in the information management industry. So what's the difference and which is right for you?
Connecting with peers in your industry can be one of the most valuable uses of your time in terms of return – both on a business and personal level. It’s a great way to keep up-to-date on industry news and trends, thought-leadership, and special events. But, it’s also a great way to share knowledge, help or be helped with a project, and make new friends.
On this episode of the AIIM on Air Podcast, you host Kevin Craine continues the “I Am AIIM” interview series with a look at Intelligent Information Management (IIM) in the Transportation industry. What are the challenges and opportunities with IIM in this industry? To find out, Kevin met up with two AIIM Members coming from completely different perspectives of the industry – public sector and private sector.
It’s easy to overlook email as ‘old school,’ but the fact is that we still use email extensively, especially in business. Radicati released updated figures early in 2019 that shows the total number of active email users has jumped to 3.9 billion. More than that, American workers will receive an average of 126 emails a day. And while most folks think of email mostly as transactional messaging, the marketing power of email is still going strong. A study by The Manifest found that 43% of businesses are expected to spend more money on email marketing in 2019. So for those of us in the information management business, the question becomes: how do you overcome the challenge of capturing, archiving, managing and making the most of our old friend email. Here is some advice and best practices from our CIP study guide that can make a difference.
In this digital era, organizations are looking for ways to streamline their business processes. Companies are adopting different management solutions driven by AI-based software or apps to automate it. There are so many solutions to choose from, but the process gets quite tricky when the boundaries between the solutions are not defined properly.
On this episode of the AIIM on Air Podcast, your host Kevin Craine dives into the world of Intelligent Information Management in the Utilities Industry continuing the series of “I Am AIIM” member interviews. Kevin chats with two AIIM members from the Utilities Industry – Joanna Hammerschmidt, an Information Management Coordinator at a public water utility in Kansas City and John Daly, an Information Governance Manager for the Metropolitan St Louis Sewer District.
It's become trite to note the speed at which technology changes, and that the speed of those changes continues to increase. But just because it's trite doesn't mean it's not true. This means that, for records managers to continue to remain relevant, we need to ensure that we are on top of new developments in records and information management that will significantly impact our organizations. I wrote about individual professional development plans in another post. In that post I make the case that information professionals need to develop and maintain knowledge and skills in three areas: information management foundations, their industry domain, and professional or “soft” skills. I should probably add a fourth – information management technology and how it applies to a particular role or function. For the remainder of this post, I’m going to identify what I believe to be the most important skills records managers need to have in that domain, and then some brief additional suggestions.
There is a lot of interest and discussion about the cloud these days— and for good reason. As business leaders and department heads identify impediments to their teams’ effectiveness, they are beginning to recognize that the cloud is not just about storage; it’s about flexibility, process improvement, and savings. But it will take a balanced perspective to cash in. As with any important business decision, a crucial step is to weigh the pros and cons to determine its suitability for your unique use case. Here is a list to get you started:
Over the course of several years, Kevin Craine has interviewed hundreds of folks in Information Management for the AIIM on Air podcast. There are a few questions Kevin loves to ask his guests: What’s your biggest challenge right now? What’s the one thing keeping you from truly innovating at your job? What is the single most significant barrier to digital transformation at your company?
According to AIIM research, 75% of the organizations we surveyed view digital transformation as “important” or “very important” to their organization. Survey respondents point to techniques like advanced data capture, machine learning, and process automation to provide the powerful potential to reengineer and improve core business processes. The trouble, however, is that that the majority of information capture and content management solutions on the market have been built to work with highly-structured and pre-determined information and workflows. Feedback from our AIIM community of practitioners tells us that working with unstructured information is one of the biggest barriers to digital transformation.
There is a growing disconnect in organizations between their desire for process automation and the information that is needed to drive those processes. 54% of the information needed within a particular business application is stored within the application itself rather than within a dedicated content repository, a percentage that has remained remarkably consistent over the past five years.
At the heart of any digital transformation journey is information. Information is the currency that fuels and funds innovation, process improvements, and organizational performance. As a result, an organization’s information is its most valuable asset; the common denominator in customer experience, business agility, operational excellence, and automation.
We've been offering the Certified Information Professional exam in a proctored online format for about a year now. In that time, we've noticed some common pitfalls that cause issues with candidates or even prevent them from completing the exam. Here are the top three issues candidates run into and how to avoid them:
We regularly discuss the value and importance of information governance - at our conference, in our training courses, in our virtual events. And we're by no means alone - every association and consulting firm in the industry has been making the same points for years. And if you're reading this post, you probably get it already. But what if your bosses still don't care? How can you move your organization's information governance program forward in the absence of management support or interest? There are two ways to approach this.
“To Fly. To Serve.” That’s the motto of British Airways, a carrier I have flown for many years. When I first saw those words displayed on a plaque in the cabin as I boarded my flight, I chuckled. At the time, they seemed rather pretentious for what has become a very commonplace, almost plebeian way to get folks from one place to another. Of course, the more I thought about it, the more I warmed to the seriousness with which somebody at BA viewed the enormous responsibility inherent in transporting hundreds of people across the Atlantic in a silver tube. I realized how much was riding on that bus!
AIIM believes that every organization should be on a Digital Transformation journey and that Intelligent Information Management is the driver for that transformation. But how do you begin to put all of the pieces together into an approach that will make a difference? That is the subject of a new eBook from AIIM titled How to Become a Modern Records Manager (and a Business Enabler). It explores ways to build a modern records management program that will put the “intelligent” into intelligent information management.
Several months ago, I developed a nagging pain in my right shoulder. Nothing much at first, but over time, it got worse. Initially, I ignored the pain and hoped it would resolve itself. But it didn’t. So I tried several common over-the-counter remedies; the ones that everyone takes. They provided some improvement, but none resolved my problem.
When I was a kid in grade school, I always hated homework because it often stood in the way of going outside to play with my friends. I can remember joking around with them and saying that we needed to build a robot to do our homework for us. That way, we could spend our after school time riding bikes and playing together.
In my previous blog on change management, we examined the natural and inevitable cycle of change that people go through during times of change. We explored how resistance to change is often a more troubling problem than even the most complicated tangle of technology, and how project managers and systems integrators need to account for these human factors. Indeed, no matter how innovative new systems and technology are, or how thoughtfully we have put together our strategies, if people resist change and find ways to sabotage our efforts, it is unlikely that even the best technical implementation will have meaningful success.
Steps to Make Your Paperless Office Dream a Reality According to AIIM research, 75% of the organizations we surveyed view digital transformation as “important” or “very important” to their organization. But why? Most respondents pointed to operational savings as a result of a more digital and connected workflow. In other words: cut the paper, cut the inefficiencies.
It is common to take great care in the selection and implementation of new technology. Interactions between hardware and software are cautiously investigated; operating systems and network connections are carefully tested, and uptime on critical systems is painstakingly protected. But one very influential factor that is often overlooked is the natural and emotional reactions of people when things change. If people resist change, find ways to sabotage your efforts or become angry or withdrawn, it is unlikely that even the best technology strategies will have meaningful success.
Everyone has a process for onboarding new hires, contractors, consultants, etc. There's a checklist to follow: issue the badge, issue the keys to the office and the parking garage, and of course set up the Active Directory account, the email account, and all the other information management system set-up tasks.
AIIM strongly believes in an even 50/50 split between men and women in the workplace. As the roles of women in the workplace have changed dramatically over the past few decades, more and more women continue to take on roles in Information Management. To grow and support this exciting transition, AIIM launched the Women In Information Management (WIIM) program.
Earlier this year AIIM conducted a survey, in partnership with Parascript, called “The Leaders in Capture.” The purpose of this annual survey is to better understand how organizations are using advanced data capture techniques currently, what their vision and plans are for the technologies and capabilities in future, and where they feel are the roadblocks to success and the avenues to gaining advantage.
Capture? Haven’t we been doing this for years and years? Well…yes and no. Yes, organizations have been scanning paper into digital archives for a long time. And for 72% of organizations, scanning paper is still the most important part of their information capture strategy. The continued importance of simply getting rid of the paper is not just a function of laggard organizations; the struggle to get rid of paper is consistent across all levels of overall competence.
I've been thinking a lot lately about the role of solution providers in the information management industry, specifically as applied to education and professional development. In this post I am focusing on the members of solution providers’ staff that are marketing to customers, selling to customers, acting as the voice of the customer, and implementing and supporting customers’ solutions.
Over the past few years, we’ve seen the Enterprise Content Management (ECM) industry go through some significant changes. Many would say it goes even deeper than change and have been calling it a metamorphosis. In nature, metamorphosis is the process of transformation from an immature form to an adult form in two or more distinct stages – a good example is a tadpole turning into a frog.
Guest Post: Joanne E. Novak from Konica Minolta Business Solutions. For the past 3 years, the Clerk of Common Pleas Court in Clark County, OH, Melissa Tuttle, has been utilizing a content management tool to automate her business workflows. Like many Counties, Melissa and her team deal with a lot of paperwork and file types. Utilizing a content management tool has helped them eliminate the time-consuming burden of pulling paper files manually and instead utilize automation so that Melissa and her team can do their jobs better. “[Our content management tool] is not just a scanning tool, but much more…to help the workflow and integrations, and help us achieve our goals in running the court system.” - Melissa Tuttle, Clerk of Common Pleas Court, Clark County, OH This county adopted technology over a decade ago to become more efficient. Yet, today there are many other counties in the US still struggling with manual processes and paper files. With each state creating their own guidelines for public record requests, it's become a growing challenge for the clerk’s office to respond “as quickly as possible" to provide the requested information.
Welcome back to the last post in this series on the updated Certified Information Professional (CIP) exam. In this post, I'll be focusing on Domain 5, Implementing an Information Management Solution. You can review the previous posts in this series here: Domain 1: Creating and Capturing Information Domain 2: Extracting Intelligence from Information Domain 3: Digitalizing Core Business Processes Domain 4: Automating Governance and Compliance We end this series by looking at how to implement an information management program. Such a program includes more than just technology, though that is often a part of the overall solution. But it's also assessing the current state of the organization, making the business case for change, and designing a solution that will support and enable its goals and objectives.
The modern business ecosystem has changed considerably in just the past few years and with it have come some new challenges for the information professionals involved in storing, maintaining, and protecting it all. Managing business information has grown from something that was once limited and contained behind the corporate walls to something that’s well…anywhere and everywhere! The rising demand for new devices, greater agility, and work beyond the corporate wall has given birth to a new wave of challenges, including:
Organizations around the world invest a great deal of time and money to manage information. The expense of hardware, software, and facilities can add up quickly and costs the average organization somewhere in the range of 3.5% to 7% of annual revenue. So, if you have a $50 million company you can anticipate that you’ll spend around $3 million or so to manage your information every year.
Welcome back to this continuing series on the updated Certified Information Professional (CIP) exam. In this post, I'll be focusing on Domain 4, Automating Governance and Compliance. You can also refer back to the posts for Domain 1, Creating and Capturing Information, Domain 2, Extracting Intelligence from Information, and Domain 3, Digitalizing Core Business Processes. This domain is important because it focuses on the compliance and risk side of information management. While the primary focus of intelligent information management is on enabling and supporting business goals and objectives, it's still important to safeguard information to minimize risk and liability. The challenge here is that all the policies and procedures you can imagine won't help if they aren't implemented and followed. Here, particularly in the case of records management, users aren't records managers and don't want to be - they want to focus on their main job responsibilities. In addition, they aren't trained to do these types of tasks. So, the better approach by far is to streamline and automate them so that they are relatively transparent to users.
Last week, I had the privilege of teaching our inaugural Foundations of Intelligent Information Management course in Denver, CO. We had students from a variety of industries and locations take part in the course, which is designed to provide participants with a thorough understanding of the fundamentals of information management. Over four days, we covered the entire lifecycle of information management: Creating and capturing information Extracting intelligence from information Digitalizing core business processes Automating governance and compliance Implementing an information management solution
Organizations today work with a great volume and variety of data. The trick is using that information in ways that improve the performance of the organization. One example is in the oil and gas industry where the stakes are extremely high; involving millions in revenue. Government approval for exploratory oil and gas rights are awarded to companies with the best technical application. The trouble is, assembling and authoring highly complex, high-value documents like exploratory proposals and regulatory submissions – which can often be thousands of pages – is a huge challenge.
Welcome back to this continuing series on the updated Certified Information Professional (CIP) exam. In this post, I'll be focusing on Domain 3, Digitalizing Core Business Processes. You can see the posts for Domain 1, Creating and Capturing Information and Domain 2, Extracting Intelligence from Information. Digitalizing core business processes is much more than scanning paper documents or workflows. It involves rethinking business processes and asking questions about how information comes into, flows through, and leaves business processes. It involves reimagining work at the speed of digital and leveraging new capabilities to satisfy business and customer expectations.
Recently, you may have heard the phrase, “I am working remotely.” But, what exactly is remote work? Let’s start by explaining the term first. A remote worker is someone who works outside the office space. As technology has evolved, it has changed the way people work and created new opportunities to work outside the office walls. Remote working is also referred to as teleworking or telecommuting. A lot of efforts are being put into starting such a culture, but then there is a lot of things that need to be considered. To scale remote work productively, there are a lot of things that are required. From acceptance of the employers to remote desktop software, everything needs to be considered. To solve your doubt, remote desktop software is something that helps a remote worker be in touch with what is going on in the organization that he is working for.
By now, you may have heard that AIIM is in the process of updating its Certified Information Professional (CIP) Program. With CIP 3 set to launch soon, your podcast host Kevin Craine wanted to dig deeper into what users can expect from the revamp of the program.
Hopefully, you've heard by now that we've updated the Certified Information Professional (CIP) exam. To help answer questions and clear up any confusion, I’ve been covering each of the CIP domains in a blog series to explain the updated exam: what's new, what's changed, and how to be successful. In the last post, we focused on Domain 1: Creating and Capturing Information. This time, we’ll be taking a look at Domain 2, Extracting Intelligence from Information.
Before engaging in any Enterprise Content Management (ECM) initiative in your organization, it is crucial to have a list of current ECM systems or tools and make the proper gap analysis to define the desired state, having always in mind to deliver the right value proposition to the business.
Hopefully, you've heard by now that we've updated the Certified Information Professional (CIP) exam. If so, you’re probably wondering: What's new? What's changed? What do you need to know to be successful? These are important questions, so I thought I’d take some time to go over each of the 5 Domains of the New CIP in detail to help clear up any confusion. Let’s kick things off with this blog post where I'll be focusing on Domain 1, Creating and Capturing Information. Keep a lookout for upcoming posts on the remaining 4 Domains soon.
Companies are always looking for ways to make their workplace more productive and efficient and to reduce costs. Document management has an important part to play here. A survey conducted in 2012 showed that 21.3% of losses in employee productivity are due to paper-based documentation challenges that businesses go through. Converting your paper files into digital files via document scanning services can really help in alleviating the nuisance of managing paperwork at the office. While some documents do need to be printed, digitization can considerably increase your workplace productivity. With document scanning businesses, you can achieve superior efficiency, better systems for storage and retrieval and greater security controls. Let’s take a deeper look into how digitization can prove to be beneficial for your business.
Good news - we’ve updated Certified Information Professional (CIP) exam! For the last six months, a group of very experienced subject matter experts has been revising the CIP exam, program, and training. With any change comes questions, so I thought I would take some time to answer some of the ones I’m sure you’re asking.
Did you know that AIIM is governed by a Board of Directors (BOD)? Our BOD is the governing body of our Association. We rely on this group of individuals to help us establish strategic direction and set policies. Members of the Board represent a cross-section of our community who volunteer their time and talents to this position.
Sometimes a little too much of a good thing can be a bad thing. An overabundance of motivation can lead to stress, fatigue, and burnout. According to the Harvard Business Review, the majority of managers now spend over 85% of their work time checking emails, checking up on meetings, connecting with people over the phone, and checking their phones for important, work-related updates. This is a staggering 50% jump in just a decade’s time. Clearly, we need better ways to manage time.
I am very pleased to announce that the Certified Information Professional (CIP) exam has been approved for reimbursement under the Veterans Education Benefit program for Licensing and Certification reimbursements administered by the U.S. Department of Veterans Affairs - aka the GI Bill.
As a project manager that specializes in digital software products, I will let you in on a secret about a new role, a new type of person that is emerging in the ranks—and it’s all good news for your project. This particular role actually inspired this series of articles about new roles that were emerging in the project life cycle due to digital disruption. The previous articles in this series are: The Servant Leader, Team Doctor, Technically-Comfortable Agile Project Manager The Connected, Inspired, Hands-on Project Sponsor – Leading the Digital Charge The Emergence of the Elusive Digital Unicorn As a project sponsor or agile project manager, you should definitely be on the lookout for this person, because if you can find them and secure them for your team, you will have given yourself a much-needed advantage in ensuring you ship a quality product. The person is the new type of QA engineer.
Prior to becoming involved with the content and information management industry, I spent several years in the high-volume printing industry. I was a mid-level executive for a large health insurance provider and was responsible for printing and mailing, pre-press and offset printing, and electronic book publishing across four states. And let me tell you, my teams concentrated on output. Tons of it. Twenty four hours a day, 365 days of the year. Imagine stacks of paper everywhere and truckloads of output being shipped and mailed nationwide. This is in great contrast to today and my current involvement in the enterprise content management industry (now Intelligent Information Management) where our attention is largely focused on input...with much less focus on output. We aggressively capture data, input that information into advanced systems and databases, and then safeguard it with methodologies and teams designed to collect and protect information.
5 Elements of Real-time Capture Why should your organization care about the differences between real-time capture and batch capture? Each has a purpose and benefit to an organization, based on the need, information type, and value it represents in relation to operational outcomes. Many businesses today, are facing increased demands to capture information from unique applications immediately, and address multi-channel capture at the first touch-point of content. They are looking for ways to identify and harness the power of the most effective and efficient capture services to automate the capture process and integrate it with business critical processes and workflows. These developing requirements are defining the discussions around real-time capture.
Have you ever watched a football game or other sporting event where they gave the players or coaches microphones? Or, how about an 'after show’ of your favorite reality tv program? I don’t know about you, but these are some of my favorites to watch because it gives the viewer a more intimate look than you would get by just watching the game or show normally. In these ‘real life’ situations you can hear directly from the players as they pump up their teammates, hear the strategy being passed between players and coaches, or hear directly from a reality tv star about what they were feeling during a specific situation.
It’s warm greetings from sunny San Diego on this episode of the AIIM on Air podcast! Your host Kevin Craine comes to you from The AIIM Conference 2019 floor with a series of interviews from the hallways, sessions, and even poolside at the Conference Party (if you listen closely, you can hear the party’s Beach Boys cover band in the background).
Before the introduction of online collaboration tools, work used to take place only in the office. However, online collaboration application has made a huge transformation. Nowadays, work is executed from the place where the team members are present. Online collaboration tools have ended up making the world a smaller place. These applications are smashing all the problems related to location and distance. With the help of these collaboration tools, employers are hiring their workforce from all over the world and employees are working without relocating. The privileges of Team Collaboration Software are numerous for both employers and employees. It is the perfect time to get onboard because remote collaboration work is the future. But before that, you should realize that online collaboration work is not merely about personal efficiency when you are not working from the office. You should know how to function in an organized form, as a virtual or remote team. Here are some of the competent suggestions that will help you to enhance your own work as well as your remote team to be more productive.
Some of you may know that, when I was a kid, my dad was my high school principal and my mom was our high school drama teacher. Basically, it meant that NO ONE asked me out on a date. But it also meant that I had a unique front row seat for observing my parents in their ‘natural environments’. I knew they taught, I knew they loved what they did, and I knew they were really, really good at what they did because all the kids and teachers loved them. Naturally, I wanted to teach as well. But, unlike them, I had no idea what I wanted to teach. So, as my siblings became a teacher, a pharmacist, and an entrepreneur respectively, I became what they struggle to understand -- “Now what exactly is it that you do?”
Open Platforms: Perceptions and Realities What exactly does it mean to have an “open platform”? The perception is that an open platform has no restrictions or limitations; an open platform is agnostic. Yet reality is that there could be some limitations or restrictions. For example, there are ECM solutions that are built upon a proprietary database and are still considered to be “open”. The reason being they support a specific set of open standards for interoperability and integration. While the concept is sound, and many businesses look to a day where interoperability and integration across the enterprise is achieved, AIIM research finds that only 8% of organizations have accomplished this.
Today's businesses run in the cloud. Organizations are embracing a new way of working in a cloud-native environment that enables content to move effortlessly between teams, partners and customers. This is a powerful way to run the business without compromising on security, governance, and compliance. A 2018 IDG Cloud Computing Study found that 77% of enterprises have at least one application or a portion of their enterprise computing infrastructure in the cloud, and adoption is climbing. Furthermore, according to our AIIM 2018 State of the Industry study, over 35% of respondents said that their organization was moving “more to the cloud” over the next 12 months.
Recently, AIIM released an eBook titled, State of the Industry – Content Services that examines the current state of Content Services technologies and how user perceptions about them are changing. For this research study, we surveyed over 300 decision-makers from around the world about their focus on Content Services to answer these three core questions:
This is part 3 of a four-part series based on our new State of the Industry – Content Services market research study. Part 1 -- What exactly is the link between IIM and Digital Transformation? Part 2 -- What kinds of critical business problems are users trying to solve with Content Services? Part 3 -- How is content services automation revolutionizing records management and information governance? Multi-channel next-generation information capture is clearly the least mature of the four core Content Services technologies. Multi-channel capture is poised to assume an increasingly important role as the tide of incoming information rises and accelerates. There is still a long tail in the market that views “capture” as primarily something you do to paper in order to more effectively store it somewhere. That is clearly changing, and next-generation capture is focused on the capture of information from all forms of incoming information, translating that information into a machine comprehensible form and using it to directly engage business processes.
This is part 3 of a four-part series based on our new State of the Industry – Content Services market research study. Part 1 -- What exactly is the link between IIM and Digital Transformation? Part 2 -- What kinds of critical business problems are users trying to solve with Content Services? The rising volume of information and its potential value to customer experiences is changing what is needed from records management and information governance. Organizations clearly understand that they have an information governance problem but are struggling with solutions as the tide of information chaos rises. Convincing management that they should even “care” about information governance is a problem for 48% of organizations. Core records management and governance concepts remain critical, but organizations increasingly seek to automate implementation and make these capabilities as embedded and invisible as possible. [Free Research: State of the Industry - Content Services]
“Every organization is on — or should be on — a Digital Transformation journey.” I would bet that this isn’t the first time you’ve heard that statement. At AIIM, we really believe in that statement, so we’ve been practically screaming it from mountain tops.
This is part 2 of a four-part series based on our new State of the Industry – Content Services market research study. Part 1 -- What exactly is the link between IIM and Digital Transformation? The past few years have created many new challenges for the Information Professionals who are entrusted with managing an organization’s digital assets. Information is cascading down upon every organization in unprecedented volumes and forms, challenging traditional and manual concepts of records management and information stewardship. Every organization – regardless of industry – is now a technology organization. But rising information chaos is a very real and strategic threat to the ability of organizations to succeed, or even survive. An effective Content Services strategy is key to addressing these challenges.
The proliferation of technologies across the world has led to a global environment of interconnected devices that allow us to communicate with one another constantly. This exponential growth, in essence, is the Internet of Things. It is the chief idea of bringing all of our lives online so that they can be made safer and easier to lead. However, it goes much deeper and further than that. In the next few years, we are anticipating that more than 50 billion devices will be internet enabled thus adding to the Internet of Things (IoT).
This is part 1 of a four-part series based on our new State of the Industry – Content Services market research study. Every organization is on – or should be on – a Digital Transformation journey. At the heart of this Transformation journey is the drive toward 1) understanding, anticipating, and redefining internal and external customer experiences. This primary driver depends on other key transformative aspirations such as 2) business agility/innovation, 3) operational excellence, and 4) automated compliance/governance.
For many years, “capture” was somewhat of an afterthought. ...It was something focused primarily on paper documents. ...It was something focused on archiving the document rather than on the extraction of data from the document. ...It was something you did at some point after information entered the organization. ...It was usually done in the context of one particular business process and needed to be customized to that process.
Agile project management is an effective way to manage complex projects. Why is agile so well-suited for long, complicated projects? The agile mentality underscores the importance of communication, collaboration, and continuous improvement. Agile project management is truly an amazing framework that has successfully transformed lagging organizations. Making coworkers feel more connected and engaged with each other and the project means ideas are more easily exchanged and improved upon. Teams are more cohesive, flexible, and adaptive, creating a company culture that fosters growth on every level.
One of the most vexing problems for organizations is mitigating GDPR compliance risks when dealing with third parties, particularly the nature and extent of obligations between data controllers and processors. By virtue of the GDPR accountability principle, organizations are required to adhere to the six fundamental principles of safeguarding privacy rights that impact the collection, processing and disposition of personally identifiable information. These obligations extend beyond the walls of an organization to third parties that process personally identifiable information. Also, GDPR provides for a broad definition of processing and imposes stringent requirements on organizations that engage third parties to process personally identifiable information.