The AIIM Blog

Keep your finger on the pulse of Intelligent Information Management with industry news, trends, and best practices.

Blog Feature

Sharepoint and Office 365

Microsoft 365 vs. Office 365 - Getting the Terminology Right

In last week's article, we talked about the changing role of M365 within organizations, how it is governed, and how it connects with other content management solutions. Given its rapid evolution and adoption – particularly with the maturation of Office 365 and Cloud versions of SharePoint, we probably should have made a few points about brand terminology. With similar names, "Microsoft 365" and "Office 365" are sometimes used synonymously by users. They are actually different. What's the difference? Let's take a look: The confusion may have started in 2017 with Microsoft's release of Microsoft 365. This new offering bundled a group of their existing products under one license. One of the products included in the bundle is Office 365...you can see where terminology confusion set in. Let's clear things up with the infographic below: 

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Blog Feature

Sharepoint and Office 365

A Transition to Collaborative Content Services

As late as 2010, many end-users and solution providers viewed SharePoint as useful for project groups and document sharing – but more of an interesting tangent to the world of content management than “real” ECM. However, standalone ECM solutions at that time came at a very high cost. Many of these ECM solutions were built for high-volume scanning/capture applications and priced accordingly. So what about those who couldn't afford that investment? What about the middle market masses?

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14 Steps to a Successful ECM Implementation

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.

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Content Migration

Content Migration - Evaluating Your Options

The amount of data organizations must manage today is truly mind-boggling. Research shows that there are 2.5 quintillion bytes of data created each and every day. During the last two years alone 90% of the data in the world was generated. It’s no wonder that many organizations struggle to simply keep pace. And moving mountains of data from older legacy systems to modern cloud-based repositories can seem out of reach for most, regardless of the potential advantages of modernization. But what can you do when you need to migrate? If leaving your data in place is not an option, and moving it makes you lose sleep at night, you can quickly feel overwhelmed by the chaos. Thankfully, there are some new approaches to data migration that may provide an answer. Which is the best approach for your project? Let's take a look at three common approaches to migration to compare them.

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Blog Feature

Electronic Records Management (ERM)

Directive M-19-21: What it is and How to Achieve Compliance

The National Archives and Records Administration (NARA) and Office of Management and Budget (OMB) set forth the government-wide policy M-19-21 as a directive to progress how government records are managed. Read on to learn what this directive is, who it impacts, and seven factors necessary to achieve compliance. What Is M-19-21? Who Does M-19-21 Impact? When Is The M-19-21 Deadline? 7 Factors Necessary to Achieve Compliance

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Blog Feature

AIIM on Air  |  Digital Transformation

[Podcast] What is the Future of Work?

What is the future of work? That’s hard to say. But one thing seems certain: Disruption lies ahead. Driven by innovations in technology, shifting business strategies, and evolving definitions of success, the workplace is changing fast. As the adoption of things like process automation, AI, and Machine Learning continue to accelerate, so will the pace of change in the workplace. Indeed, with the continuing trend toward remote work, many of us may not have a workplace at all. As a result, we must all reconsider how jobs are designed and work to adapt and learn for future growth.

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Blog Feature

Knowledge Management

How to Leverage Your Organization's Expertise

Knowledge is power - both in our personal lives and work lives. But, in our organizations, the management of this knowledge is one of the most crucial yet overlooked aspects of workplace progress. When employees fail to get access to the knowledge necessary for completing their tasks, the organization can suffer. In fact, there are many benefits to using a practice called Knowledge Management to purposefully manage your organization's knowledge assets and ensure access. Today, we'll be exploring an aspect of Knowledge Management called Expertise Location - the idea, in a nutshell, is to manage knowledge by identifying experts on a particular topic and then leveraging that expertise in support of business goals and objectives. Every company has experts on different topics, and Expertise Location is a way to formalize and easily identify and track where to go to leverage this expertise. Ready? Let's jump in!

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Blog Feature

Knowledge Management

How To Organize Your Company’s Knowledge Assets In 6 Simple Steps

The practice of Knowledge Management carries many benefits for your organization, including increased efficiency, better decision-making, improved customer service, and more. With these benefits in mind, let’s get into specific knowledge management tactics you can use to maximize the use of your company’s knowledge assets - six steps you can start working through today! Step 1: Determine What you Need to Know Step 2: Categorize Your Knowledge Assets Step 3: Have Clear Corporate Data Security Policies Step 4: Promote Knowledge Sharing Step 5: Secure Valuable Knowledge Step 6: Get the Right Technology

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Blog Feature

Knowledge Management

What are the Benefits of Knowledge Management?

Quick question:  What’s your business’s most prized asset? Is it a tangible asset, like a high-rise building in an upmarket area? Is it owning groundbreaking high-tech tools? What about your inventory, cash, or cash equivalents? In today’s knowledge economy, it's knowledge assets that are vital to a company’s growth. When you think about it, knowledge assets are more important than tangible assets. They can make or break a business. Sadly, many brands ignore knowledge asset management.  In this article, we'll explore the benefits of using a strategic practice called Knowledge Management to purposefully manage your organization's knowledge assets. Let’s begin:

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Blog Feature

AIIM on Air  |  Intelligent Information Management (IIM)

[Podcast] The Art of the Possible

The phrase "the art of the possible" can mean different things to different people. For those of us in the information management business, it has come to mean "achieving what we can (possible), rather than what we want (often impossible)." For me, it's an optimistic view of the future rather than a fearful acknowledgment of our challenges and difficulties. The "art" part is where the magic happens; as we allow ourselves to explore the boundaries of what information technology permits us to achieve and how those capabilities move the needle in terms of transformation, innovation, and organizational performance; indeed pushing back those boundaries with a new, more forward-looking approach.

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Blog Feature

Intelligent Information Management (IIM)

Rethinking Acceptable Use Polices

A staple of many Information Technology (IT) policy suites is the Acceptable Use Policy (AUP), intended to govern what people working in the organization can and cannot do with the technology we provide them. IIM professionals and consultants push to have these kinds of policies in place, and countless templates and best practices are available on the Internet to use as a starting point if we don't have one already.  

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Knowledge Management

Tacit Knowledge Vs. Explicit Knowledge

This post is focused on the following topics. You may click these links to jump to a specific section:

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Blog Feature

AIIM on Air  |  Artificial Intelligence (AI)

[Podcast] How Will Humanity Survive the AI Revolution?

How will humanity survive the AI revolution? Simple—we become superhuman. That is the subject of our new AIIM On Air interview with author and researcher Alex Bates.

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Blog Feature

Intelligent Information Management (IIM)

Successful Information Management: What's Standing in Your Way?

One would think that the rapid pace of changing technology is the primary struggle for organizations on their journey to transforming into a truly digital organization. However, based on our recent state of the intelligent information management industry research, that is simply not the case. At the top of the list of true obstacles that organizations face is money – "lack of budget and resources" (26%). This is followed by a "lack of a true strategy for managing information assets" (24%), and "an immature culture" (18%). Here's a look at the data from the research:

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Blog Feature

Cloud

Build a Cloud-First Content Management Strategy in Three Simple Steps

Global research and advisory firm, Gartner, predicts that by 2024 more than 45% of IT spending will shift from legacy on-premises solutions to the cloud. Cloud infrastructure spending is expected to jump from $63 billion in 2020 to $81 billion by 2022. The cloud race was well underway in 2020 when COVID reared its unfortunate head and sent businesses still on the cloud adoption starting blocks into a frenzy. Those who had already adopted and implemented a cloud-first strategy sat smugly in the stands. The perks of a cloud-first approach for data management have been well documented:  unified, content-services platforms accessed anytime, anywhere by empowered employees leading to improved productivity and reduced operational costs.

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Blog Feature

AIIM on Air  |  Capture and Imaging

[Podcast] Content Integration to Unlock Performance

Our ability to intelligently capture information in an automated and consistent way, share it with teams, customers and partners, and integrate that content into business processes is a core element of Intelligent Information Management. Indeed, this is the “on-ramp” to the process improvements using information to drive organizational performance.

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Blog Feature

AIIM Conference

Revealing the Invisible

As the AIIM team and I put the finishing touches on AIIM21: a galactic digital experience, our attention is laser-focused on the educational content we bring to this year's participants. We take our upskilling and uplifting responsibilities pretty seriously around here, believing that we have an outsized obligation to move the industry and the community up the business value chain. We know that Information Management leaders of the future rely on AIIM for knowledge and insight. In guiding and prepping the event partners and educators, I revisited an article that AIIM21 keynote speaker, Tom Koulopoulos wrote six years ago. Tom is no stranger to AIIM, having presented at our 2015 conference in San Diego. Here's a picture of him from that event: In the article, Tom offers five predictions for business and technology in the twenty years hence. As we welcome him back to the conference keynote stage, let's take a quick trip back in time to revisit Tom's original forecast from 2015. 

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Blog Feature

Intelligent Information Management (IIM)

Five Steps to Win the Battle Against Information Chaos in 2021

We surveyed members of the AIIM Community as a part of our yearly look at the state of the industry. The numbers are in— 46% of respondents graded their organizations as poor or needs improvement when it comes to dealing with the rising tide of information chaos. Even more alarming, senior executives feel more confident in their efforts than the reality would suggest. Here's a look at how the AIIM Community self-assessed on how well the strategies for business and technology align in their organization. For fun and visual effect, we've created this 2021 Informational Professionals' report card to present the results.

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Blog Feature

AIIM Conference  |  Privacy

Protecting or Posturing: What's Acceptable in New Data Privacy Practices

Technology and apps that are helping to prevent illness, accidents, and crime also happen to collect a vast amount of personal data. Similarly, some of the video conferencing and collaboration platforms that we knowledge workers are all too familiar with are now using artificial intelligence to recognize participants and their behaviors. Are these new features a boost to efficiency and convenience or simply the latest attempt by providers to push the boundaries between convenience and intrusion?

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Blog Feature

Document Management

What are the Best Document Management Capabilities?

Document Management is the use of a software application to track digital documents from creation through approval and publication. It serves in many ways to apply a formal governance framework to the document creation and collaborative editing processes.

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Blog Feature

Digital Signatures

Digital Signatures 101 – Drivers, Barriers, and User Research

In a truly all-digital world, there would be no need for printers – or scanners or document couriers. Documents would never need to be printed, and processes would run smoothly from all-electronic input to all-electronic output. This may already the reality for some leading companies, but for most organizations, forms, contracts, agreements, and signoffs are still rooted in wet ink on paper. In this post, we’ll examine the importance of signatures for various organizations - particularly for process sign-offs and professional authorizations, look at the drivers for electronic signing, the issues that might be preventing adoption, and look at how the AIIM Community views digital signatures. Sound good? Great, let’s dive right in!

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Blog Feature

Capture and Imaging

What is Multichannel Capture?

We’ve covered the importance of Information Capture on the blog before and explored how capture represents the first step in the information lifecycle. In this step, we “capture” or gather information into our business ecosystem to store, manage, protect, and ultimately it use for business value. It ALL starts with capture. But, the value of a document is in its content, not whether it was received as an email attachment, captured via a smart phone or tablet, or scanned using a multifunction device. Therefore, multichannel capture takes into account that your business likely has multiple channels or sources of information flowing in and out of your business. As we will discover together, these channels often need to be treated individually, and your Information Capture strategy must take into account the differences from channel to channel.

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Blog Feature

AIIM on Air  |  Artificial Intelligence (AI)  |  Cloud

[Podcast] How AI and the Next Generation of the Cloud will Radically Transform Business

The notion of Artificial Intelligence has pervaded both the info and tech worlds. Indeed, it's difficult to have a discussion or a webinar without the topics of AI and Robotic Process Automation coming up. And while it might be tempting to dismiss the implications as something from a Hollywood movie of a future world populated by smart robots with super-human characteristics, the truth is that these technologies are already at work today, fueling important changes in the way we do business.

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Blog Feature

Electronic Records Management (ERM)

Records Vs. Non-Records

In another post this week, we took a look at the first step in the information lifecycle – information capture. We not only talked about the importance of capture, but we also talked about what you should be capturing and what you should avoid capturing. Today, I’d like to dig a little deeper into that discussion and talk about how to distinguish between a record and a non-record. This is an important distinction to make when developing your Information Capture strategy. If you are new to records management, some of the following may need a little getting used to, especially if you associate ‘anything that is in a file’ with the idea of ‘record’. In fact, many items that people keep, or file, are definitely not records. Let's start out with some examples of what is typically considered a record and what is typically NOT considered a record.

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Blog Feature

Capture and Imaging

What to Capture Vs. What NOT to Capture

Many organizations have an obligation to maintain the information they create and receive as part of regular business activities and to ensure that the information is secured and maintained in official filing systems. But, with an endless amount of information flowing in and out of your business on a daily basis - how do you determine what to capture and what to avoid? Not all information is equal, and capturing everything could actually have a more negative impact on your business, but we'll address this later in the post. This post will help you develop an Information Capture strategy that fits your business' needs and avoids the common pitfalls.

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Blog Feature

Content Migration

8 Tips to Create a Data Migration Strategy

Migrating to a new system or moving to a new platform? Then you’ll definitely need to create a successful data migration strategy to protect your valuable data and achieve the desired results. In this article, we’ll take a look at several ways to migrate your data. They will allow you to build a successful strategy, prevent data loss, and make everything as efficient as possible.

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Blog Feature

Metadata

How to Build a Metadata Plan in Five Steps

Metadata resides at the center of many of the essential aspects of content management. In addition to helping organize and classify content, Metadata enables good findability, can trigger workflow and transactional processes, reveals document usage patterns and history, and helps establish retention and disposition events.  So far in our exploration of Metadata, we've answered some of the big questions already, including: What is Metadata? What is the business value of Metadata? How do I develop a Metadata strategy? Today, we'll be taking the next step and exploring how to build your Metadata plan. Let's get started!

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Blog Feature

Metadata

How to Develop a Metadata Strategy

What’s the Importance of a Metadata Strategy? Many organizations use metadata in ways that provide significant business value. Every system uses metadata to store and retrieve data. But in too many organizations, every system uses similar but different metadata, with the result that different data structures and approaches make information harder to find and manage, not easier. Take a simple example of an employee name: In one system, it’s “first name last name.” In another, it’s “last name, (comma) first name.” And in still another, it’s two fields: “First name” and “Last name.”

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Blog Feature

Metadata

What is Metadata and Why is it Important?

Information needs context, and we need to provide that context in a way that doesn't burden users but instead supports them. This means we need to take full advantage of recognition and analytics technologies to streamline and automate how we develop that context. One such tool is Metadata. Metadata offers significant benefits in terms of understanding information in new ways and in being able to leverage that intelligence to drive innovation and the customer experience.

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Capture and Imaging  |  Electronic Records Management (ERM)

What is Information Capture? Definition, Purpose, and Value

To succeed on the Digital Transformation journey, requires a strategy, planning, and the design of a better information ecosystem - what we refer to as Intelligent Information Management (IIM). The first step on this journey is to get all of your information into the information ecosystem. This is a practice called Capture. Let’s take a deeper look at this first step of digital transformation.

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Blog Feature

AIIM on Air

[Podcast] The Upside and Downside of Recommendation Engines

Have you ever wondered how companies like Amazon and Netflix recommend content based on our past viewing or purchasing? Recommendation engines are fueled by techniques in Machine Learning and AI. There are many benefits to consumers and companies, but what are the dangers and downsides of recommendation engines? That is the subject of my newest AIIM On Air interview with Michael Schrage.

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Blog Feature

Content Migration  |  Electronic Records Management (ERM)

What Does a Modern Information Infrastructure Look Like?

Information has transformed in a big way over the past few decades, with some of the most significant changes coming in just the last five years. Year over year, information has seen a dramatic increase in both value and volume. The advancement of new technology has transitioned much of this from paper to digital – which presents its own set of new challenges regarding compliance, access, and protection. These changes all add up and have had a profound impact on how we create, manage, store, and access information today. Here at AIIM, we see this as an opportunity. We believe this means the practice of managing information and records can no longer be seen as solely an exercise for compliance – it needs to go beyond compliance and a key component in your business strategy.

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Blog Feature

Electronic Records Management (ERM)  |  Intelligent Information Management (IIM)

The Gulf Between IM and IT

How many times have you left a joint meeting of members of your organization's Information Management (IM) and IT teams thinking that everyone was on the same page, only to find out a few days later that the decisions your colleagues in the "other" unit took away were totally different from what your unit did? It happens more often than we think. And when it does happen, we should consider ourselves lucky if it takes only a few days for the inconsistent understanding to surface. The tough cases are those when the misunderstanding doesn't come to light for weeks or even months.

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Blog Feature

Electronic Records Management (ERM)

What is the Value of Records and Information Management?

What is the value of Records and Information Management? To help answer that, take a quick mental inventory of all the technologies your organization utilizes that interact in some way with organizational information. Think about technology like email, personal computers, the web, smart phones, social media, etc. Think about all of the information captured, stored, and created using those technologies.

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AIIM on Air  |  Cloud

[Podcast] Remote Working - Start Small, Grow Big

The workplace in 2021 will demand a different set of skills. Now more than ever, organizations need to embrace disruption as a springboard for competitive advantage and adopt new ways of working that invigorate organizational performance. The needed capabilities include the ability to leverage remote work as an advantage, increase information agility, and drive business growth despite these challenging times.

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Blog Feature

Electronic Records Management (ERM)

What are the Drivers of Electronic Records Management (ERM)?

Records can be vital to the business. That means the management of records is something that needs great care, attention, and planning. Although not a new concept, the game has somewhat changed in recent years as the way records are created and what is considered a record has evolved. Virtually all new records are created electronically today – they are what we call “born digital.” Whether a record is in the format of a letter, an email, fax, a web, or other transaction, the chances are today that it originally was created with one or more computers. This is a situation that has crept up on us relatively fast and unnoticed by some organizations in records management terms at least.

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Blog Feature

AIIM Community  |  Change Management

Change Management - Still the Top Problem Facing End Users in 2021?

The new year always brings with it a handful of important questions around the AIIM Community. What are the key trends in information management? What are the top challenges to overcome? More importantly, what are the best practices and strategies to overcome them?

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Blog Feature

CRM  |  Intelligent Information Management (IIM)

Five Tips to Leverage Information for Better Customer Experience

Twenty years ago, the average consumer used two touchpoints when buying an item, and only 7% regularly used more than four. Today consumers use an average of almost six touchpoints, with nearly 50% regularly using more than four. (Marketing Week) And that’s not including the after purchase touchpoints including, invoicing, billing, shipping, service and support, and feedback. With constantly changing customer experience expectations, it is necessary to put customers at the center of a multichannel strategy rather than letting each line of business (LOB) in an organization decide the communication touchpoint and channel. In fact, 86% of buyers are willing to pay more for a great, holistic customer experience, and the more expensive the item, the more they are willing to pay. (PwC) The opposite is also true. In another survey of 15,000 consumers, it was found that 1 in 3 customers will leave a brand they love after just one bad experience, while 93% would completely abandon a company after two or three negative interactions. (PwC)

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Blog Feature

AIIM on Air  |  Digital Transformation

[Podcast] Process Adaptability and Information Access are Key for Transformation

I was so pleased to speak with Jason Burian, VP of Product Development at Knowledge Lake, in this episode of AIIM On Air. As companies look to 2021 and beyond and start crafting new strategies and methodologies, it is important to consider those factors and conditions that will most effectively drive organizational performance. Jason discusses the key aspects of process adaptability and information access and how they will influence our success.

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AIIM Conference

Take a Look Inside Our First Virtual Conference

"How do we translate an interactive in-person conference experience into a virtual experience?" This was the big question that immediately hit me at exactly at 5:00PM on March 5th, 2020. I remember the moment – we had just closed off a fantastic week with the AIIM Tribe in Dallas, Texas, for The AIIM Conference 2020. I've been leading the events team to produce and coordinate The AIIM Conference for a long time. It's not unusual for us to begin planning for the next year immediately following the event. But, generally, we're looking for awesome new conference features or looking for charities with strong messages to build into the agenda as a part of AIIM Gives Back. This year, the focus was different. We knew at that point that AIIM21 would be digital, so the months that followed would be a full-on research assault to find the absolute BEST way to take everything that the AIIM Tribe has come to know and love about our in-person conference to the virtual platform.

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Blog Feature

AIIM on Air  |  Change Management

[Podcast] Making Large-Scale Change Happen

The workplace in 2021 will demand a different set of skills. Now more than ever, organizations need to embrace disruption as a springboard for competitive advantage and adopt new ways of working that invigorate organizational performance. But making the transition isn't just about the technology involved; success requires the ability to effectively manage change itself.

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Blog Feature

GDPR  |  Privacy

Four Steps to Support Compliant Data Transfers Without Privacy Shield

The recent Court of Justice of the European Union (CJEU) Schrems II ruling, which invalidated the longstanding U.S.-EU Privacy Shield framework, has created a wave of uncertainty for the legal industry. Ever since the U.S.-EU Safe Harbor framework was retired in 2015 as a result of Schrems I, lawyers have faced challenges in ensuring the legality of transferring data between the EU and U.S. in multi-national litigation and investigations. For the last five years, Privacy Shield has been central to alleviating that burden. Now, lawyers are left wondering what’s next and whether their current standard contractual clauses (SCCs) for data transfers will remain viable. And if not, what options are left?

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Blog Feature

AIIM Conference  |  Digital Transformation

The AIIM Conference 2021 - Now Boarding Info Pros

We're so excited to announce that registration for The AIIM Conference 2021 for records and information professionals is now live!

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Blog Feature

Collaboration

Knowledge Sharing: 5 Strategies to Share Knowledge In the Workplace

Knowledge management is one of the most crucial yet overlooked aspects of workplace progress. When employees fail to get access to the knowledge necessary for completing their tasks, the organization suffers. Knowledge sharing in the workplace can increase productivity, social interaction, and trust among the team. It's great for nurturing the organization's knowledge bank so everyone can access it even as people come and go. Here are five strategies you can use to share knowledge in the workplace.

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Blog Feature

AIIM on Air  |  Intelligent Information Management (IIM)

[Podcast] IIM in 2021 and Beyond

The workplace in 2021 will demand a different set of skills. Now more than ever, organizations need to embrace disruption as a springboard for competitive advantage and adopt new ways of working that invigorate organizational performance.

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Blog Feature

Collaboration  |  Information Governance  |  Privacy

Work Remotely Without Compromising Your Data

With the new year in full swing, there's a lot of conversation around what comes next and what 2020's impact will mean for 2021. IT teams, specifically, are working to understand how to get a grip on content sprawl in the era of remote work. A recent study commissioned by Egnyte surveyed 400 IT leaders to understand how COVID-19 has impacted businesses’ ability to maintain data security and governance with a distributed workforce.

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Blog Feature

AIIM Conference  |  Digital Transformation

Digital Transformation: The Song Remains the Same

Leading brands don’t change their brand story. They perfect by telling it over and over again. What’s AIIM’s story? We believe that information is an asset. Information provides value to organizations. We want to change the perception of what managing it looks like. Ultimately, it’s about moving records and information management from a perceived cost of doing business, to a key competitive differentiator and driver of your digital transformation. At the heart of this transformation is a drive to understand and anticipate our customers and provide them with the best experience we can. True digital transformation leaders make it easy to do business with them.

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Blog Feature

AIIM Conference  |  Digital Transformation

Opportunity in the Midst of Change

I don’t need to tell you that this year has been like no other we’ve ever experienced. The confluence of events, tensions, and loss has significantly disrupted our personal and professional lives. Even among AIIM members, we have witnessed the toll that these disruptions have taken on mental health, job security, and organizational productivity.

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Blog Feature

Low-code Development Platform  |  Process Automation

How to Automate Business Processes On a Budget

Why Business Automation Matters Business process management is an essential part of a growing business. Without it, organizations could face low customer satisfaction, lack of communication, and a higher chance of error. By letting computers take care of menial, repetitive day-to-day tasks, automation can save businesses money and time. Without the human component in handling data, there is a lower chance of error. And with the reduced hours of labor, employees can concentrate on delivering more important and fulfilling tasks. Workflow efficiency through automation can generate more revenue while decreasing expenditures, giving businesses stability, and saving them money. The most important benefit of business workflow management is the increase in customer satisfaction. The time saved through automation can be invested in improving their experience. Faster task completions, more attentive staff, and greater resources are always appreciated by customers. Higher revenues and faster business growth can be achieved through automation.

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Blog Feature

Collaboration  |  Sharepoint and Office 365

Making the Best of Working from Home

You know that saying, “When life gives you lemons, make lemonade”? It’s something I try to live by. I’m a self-proclaimed eternal optimist and always try to look for the positive in everything. If you do it often enough, you’ll soon find that there is always a positive way to look at things. It won’t always turn the bad completely good, but it will always put a positive spin on it and make it easier to handle. Finding even a glimmer of hope through positivity can be enough to pull you through. This year, life didn’t just give us lemons; it basically gave us a sea of lemons. The unexpected COVID crisis hit and changed…well, everything. In business, organizations were forced to rethink how they view remote work, remote workers, and the systems used to support them. And for the majority, we were unprepared: Only 34% of the organizations surveyed reported that their organization was “very prepared” for remote work prior to COVID.* Today we’re going to look at this overwhelming sea of life’s lemons and see if we can’t squeeze out at least a glass of lemonade!

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Blog Feature

AIIM on Air

[Podcast] Best of 2020 - A Special Year-End Episode

Over the past several years, I've had the pleasure of interviewing hundreds of guests for AIIM On Air. It never fails to impress me that the level of knowledge and leadership among AIIM members and supporters is the best in the business. Each month we cover a variety of topics – from the latest in automation and innovation, to pressing and emerging challenges and opportunities that tell the story of the current state of IIM today.

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Blog Feature

Change Management

What are the Principles of Change Management?

Change Management Principles Why do so many organizations struggle with implementing change? Is it bad tactical plans? Poor strategy? A lack of focus from senior leadership? Many times, it boils down to people – the human side of change. Careful consideration and planning for your company’s culture, values, people, and behaviors could help separate your project from the majority that fail. An intimate understanding of the human side of your change can be achieved through Change Management. Today we're going to look at the principles of Change Management as they are covered in AIIM's training. Some excerpts from the training will even be used to help in explaining these principles.

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Blog Feature

AIIM on Air  |  Accounting and Finance  |  Low-code Development Platform

[Podcast] Low Code Drives Rapid Change for Financial Services

It’s no secret that the continuing coronavirus pandemic has disrupted businesses everywhere, and the financial services industry is no exception. Indeed, the financial services industry is at a tipping point—either disrupt or get disrupted. Even before Covid-19, many areas within banking and capital markets were already experiencing serious existential threats. The industry is being transformed. What is the future of the banking industry in 2021 and beyond?

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Blog Feature

Change Management

Do I Need Change Management?

Sometimes, change is natural. The caterpillar changing to a butterfly, the tadpole changing to a frog – these types of changes happen all the time in nature. Yet, change in business can feel anything but natural. And it’s not just at your place of business. According to McKinsey research, “nearly 70% of change programs fail to achieve their goals, largely due to employee resistance and lack of management support.” That’s a powerful stat. It tells us not only that most change projects fail; it even gives us insight into why. It’s the people side of change.

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Blog Feature

Change Management

Understanding the Types of Organizational Change

Change is hard, but not impossible. Understanding how change works, considering how people will react to change, and planning a thoughtful roll-out are all ways to ease the burden of change. It’s a practice called Change Management, and for organizational change, it can be your key to success. It’s also important to recognize that not every change situation can be managed in the same way. An important first step in enacting change is to understand which type of change your change management project falls under. In organizations, change can be grouped into two broad categories – transformational and transitional.

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Blog Feature

Change Management

Do I Need Change Management? Four Common Situations

How Do I Know I Need Change Management? The funny thing about Change Management is that it’s one of those things that you probably don’t know exists until you need it. Yes, I know that’s an odd thing to say, but hear me out on this. With change management, here’s a very common scenario leading to awareness.

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Blog Feature

Intelligent Information Management (IIM)

How to Manage Information - Growing Your Own Success

Here at AIIM, we believe that information is a business asset. Your information has the potential to help you digitally transform and understand, anticipate, and redefine experiences for your customers. But, information is a different type of asset. An asset like money is much more straight-forward because it’s easy to see its value and easy to understand. Your information is much different in that it needs attention in order to become an asset.

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Email Management

Things You Can Do To Effectively Manage Your Emails

In times of social distancing and remote work, email has become one of the primary communication lines for businesses. In fact, the average American user receives around 126 emails on a normal day. However, with so much activity going on, it’s no secret that inboxes can become cluttered quite easily. If you want to be efficient when it comes to your incoming emails and replies, here are some things you can do:

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Automation  |  Electronic Records Management (ERM)  |  Information Governance

Records Management Vs. Information Governance - It's AND not OR

When the dominant terminologies to describe a problem change, there is often a corresponding confusion in the roles that individuals play. In the broader content space, we experienced some of this disorientation as the core language used shifted from “ECM” to “Content Services,” and then with the incorporation of “Content Services” into the broader framework of “Intelligent Information Management.” This same terminology disorientation has been true in the governance arena as well, with varying uses and interpretations of “Records Management” and “Information Governance.” The confusion has left some organizations asking, “Do we need Records Managers, or do we need Information Governance professionals?”

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AIIM on Air  |  Digital Transformation  |  Enterprise Content Management (ECM)

[Podcast] Exploring the New Norm of IIM in State and Local Government

More and more records managers in state and local government operations tell me that their job is changing. In addition to stacks and stacks of scanned files, and a confluence of different types of electronic files, the inclusion of audio and video records are becoming more and more common. Indeed, many managers now must capture, store, and manage things like audio from 911 dispatch, police camera footage, and other documentary evidence that fall outside the typical scope of “records.”

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Privacy  |  eDiscovery

An Update on International and Cross-Border Discovery

There have been some interesting developments in the world of E-Discovery tied to many of the same privacy protection laws and regulations changing the game in records and information management. To get a better understanding of how these regulations are affecting cross-border Discovery, we connected with our friends at the Association of Certified E-Discovery Specialists (ACEDS). Please enjoy this guest post by Mike Quartararo, President of ACEDS. Parties in the US are allowed broad and liberal discovery of electronically stored information (ESI) relevant and proportional to the claims and defenses in a legal action. When a US-based litigant seeks ESI stored in other countries, however, it raises thorny legal and practical issues. ACEDS recently conducted a webinar on this topic entitled “Now What? Cross-Border and International Discovery Post-Schrems II” with Bryant Isbell from Baker & McKenzie and Eric Mandel from Driven. 

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Information Governance  |  Intelligent Information Management (IIM)

Positioning Rules as Solutions

As you already know, people are more likely to follow your rules after they buy in to the reasons behind them. But you can take it one step further, and provide your “rules” as solutions instead of orders. Amazon’s Kindle publishing team understands this concept well. I was preparing the Kindle edition of my recent book, following the production of the softcover edition. The printed book is in full color and uses a rich burgundy to highlight text. As you may know, some Kindle models are restricted to shades of grey and sepia. If a book is going to be compatible with as many devices as possible, it needs to specify an alternative color for highlighting on monochromatic devices. Kindle could have handled it badly. They could have shown me a policy that looked like the following:

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AIIM on Air  |  Digital Transformation

[Podcast] Office Re-Entry in Times of COVID

In this episode of AIIM On Air, I speak with Sue Trombley, Managing Director of Thought Leadership for Iron Mountain. We discuss the biggest impacts on the workplace from Covid-19 and the challenges and opportunities of the new normal of business today.

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Automation  |  Electronic Records Management (ERM)  |  Information Governance

Death of the Information Governance Salesman

Before we start, let’s take a minute to address the big elephant in the room. You’re probably thinking, “Where are you going with this sales angle, Sean? I work with records and information, and my job is all about managing, protecting, and storing it. I don’t sell a thing!” Well, what we’re going to cover today will show you that you ARE, in fact, in the business of selling when it comes to Information Governance – it’s just a slightly different model than we’re all used to. In this selling model, we’re not exchanging goods and services for money; we’re exchanging ideas for acceptance.

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AIIM on Air  |  Machine Learning

[Podcast] Are You Data Rich, or Data Poor?

In this episode of AIIM On Air I am joined by Greg Council, VP Marketing and Product Management at Parascript. Greg is a member of the AIIM leadership council and an expert in digital transformation using tools like advanced data extraction, taxonomy, and search.

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Automation  |  Electronic Records Management (ERM)  |  Information Governance

'Records Management,' 'Information Governance,' and Why Words Matter

Words are important. Beyond that, the words you choose can mean the difference between someone understanding what you’re saying and someone giving you that glazed expression with one eyebrow lifted saying, “Huh?” It’s just as important to think of WHO you are communicating to, as it is to think of WHAT you’re trying to say. Allow me to share a quick example to illustrate my point. One of my favorite hobbies is fly fishing. To me, there’s nothing like being out in the middle of nowhere, wading into the middle of a crystal clear river, and trying to fool some trout.

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Automation  |  Information Governance

3 Simple Reasons Why Information Governance NEEDS Automation

Digitally Transforming IS the Future Most organizations and departments have a mandate to continuously improve operations. A conventional change agenda involves better tools and technology, better behaviors, and better processes, all focused on generating better efficiencies and improved productivity - a transition called Digital Transformation.

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AIIM on Air

[Podcast] Think Beyond the Bucket

Organizations today have an overwhelming amount of data to manage. AIIM members tell us that they expect the amount of information coming into their organizations to grow by as much as 4.5 times in the next coming months...and this will include everything from scanned images, to audio and video files, and everything in-between. At times it may seem like managing these overflowing buckets is a losing proposition. But my guest in this week’s episode of AIIM On Air suggests that we “think beyond the bucket” when it comes to information management success.

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Artificial Intelligence (AI)  |  Robotic Process Automation (RPA)

Why Should You Care About Bots?

Growing up, my parents taught me that there are some questions that aren’t appropriate to ask. Generally, it’s safe to avoid asking people their age, their salary, their weight, their politics, etc. Some questions can make the people being asked feel uncomfortable and so should be avoided.

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AIIM on Air  |  Electronic Records Management (ERM)  |  Sharepoint and Office 365

[Podcast] Managing Modern Records, Managing Modern Teams

This week brings another great episode of AIIM On Air, where we continue to explore the challenges, opportunities, and technologies that are driving digital transformation today.

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AIIM on Air  |  Cloud

[Podcast] Achieving Cloud Content Harmony – Access with Control

Cloud Content Management has the power to change the game for businesses of all sizes and types. This powerful technology and its massively scalable storage and operational power can crunch large sets of data, use analytics to understand it, and provide the security needed to lock it all down.

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Enterprise Content Management (ECM)

How to Tackle the Information Management Challenges of Legacy Applications

Many organizations feel forced to keep legacy applications alive to retain access to historical data – either for customer service, operational requirements, or compliance. However, keeping these old systems running can use up resources that would be better deployed driving digital transformation. And relying on legacy technology creates business risk because these older systems are much harder to fix when things go wrong and more vulnerable to security threats.

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AIIM on Air  |  Intelligent Information Management (IIM)

[Podcast] Opportunities in Intelligent Information Management

There’s no doubt that the world has changed as a result of the pandemic. In our personal lives, we’ve made the necessary changes to our daily routines, added a mask to our list of things to remember when we leave the house along with our cell phones, wallet, and keys, and moved many of our social gatherings online.

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Business Process Management (BPM)  |  Process Automation

Business Processes and Change - Reasons, Drivers, and Considerations

Times change. And that's one of the biggest reasons there's now a resurgence in business process management. Globally, firms are reaching a point where they don't feel they can eke out any more efficiencies from their current processes. At the same time, they understand that new entrants are coming into the marketplace with dramatically different business models. In the insurance industry, for example, companies such as Progressive have developed an online Internet service that has had an obvious impact on older insurance companies and their business model. Examples like that exist throughout this industry, and just about every industry throughout the world. New competitors come online and throw a "spanner in the works" to existing business models. Times change, and organizations have to change with them.

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AIIM on Air  |  Intelligent Information Management (IIM)

[Podcast] Titans of Technology Innovation

All around us, technology is changing everything. Many can remember having to go to their local video store to rent a movie. Now, with the click of a button from the comfort of your own living room, you can access an endless amount of streaming movies. Even the simpler things in life, like flipping on a light switch, are being replaced by technology. You no longer have to lift a finger to turn on the lamp; technology can help you illuminate the room just by saying, “Alexa, turn on the lights.” 

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Change Management

How to Talk Technology When You’re Not Technical

Some people are hyper-technical, and they can be intimidating if you don’t feel technically minded. It can feel like you’re not even speaking the same language as they seem to bury you in TLAs and FLAs (Three-Letter Acronyms and Four-Letter Acronyms). Information professionals can communicate with their technical colleagues – even when they’re not that technical.

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Change Management

Change in the Middle of a COVID-19 Crisis

You still must get things done. The organization needs to make changes to adapt to a more turbulent world. However, how do you accomplish change when the organization’s change capacity is used coping with COVID-19? Learn why change management skills are more critical now than ever.

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Change Management  |  Information Governance

The Governance Gauntlet

You’ve been told that your information management project needs governance. Maybe you’ve even formed a governance committee. However, what is governance, anyway? If you’ve been in organizations for a while, you’re likely indoctrinated into the theory of control; however, that’s not what governance is about. Still, you must have governance, or you’ll end up with chaos. How do you tame the mythical siren of governance to guide your users to safety and your organization to value?

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AIIM on Air  |  Intelligent Information Management (IIM)  |  Oil and Gas

[Podcast] IIM Challenges and Opportunities in the Energy Industry

The energy industry plays a crucial role in all our lives. Without it, we wouldn't be able to keep the lights on...or the wifi, or the computers...and so on, but what is it that powers this critical industry?

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Content Migration

Common Problems with Content Migrations

The international standard on records management, ISO 15489 defines migration as the: "Act of moving records from one system to another, while maintaining the records' authenticity, integrity, reliability, and usability." But, migration is much broader than just records. Essentially, any time a legacy system is decommissioned, it should be reviewed to determine: What information is stored there? Does this information still need to be actively accessible?

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Automation  |  Human Resources

The Pros and Cons of Automating Human Resources

In their efforts to streamline key business processes, industry leaders have looked to artificial intelligence (AI) and automation. Automation has forced multiple industries to rethink how they work and function ⁠— and human resources is one field where automation proves its worth. However, automation is not a be-all end-all solution to HR woes. While it fills in the gaps where humans fail to deliver, automation has its disadvantages, too. That said, here are some pros and cons of automating HR processes.

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Change Management

5 Steps to Stimulating Stakeholders

Your project's approved and funded, but it feels stuck. You want to get things done, and so does everyone else – at least that's what they say. But somehow things aren't right, and your project is quickly coming off the rails. Here are five things you can do to stimulate your stakeholders and get things back on track.

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Change Management

Can You Add Teasers to Add Attention?

Think back to middle school English classes. You were taught that your titles should summarize your main points. People should be able to get the gist of what you’re talking about by just reading the title. The problem is that what you learned in English class is wrong. You don’t want your executives or stakeholders believing they know what you’re going to say without reading what you’ve said, do you? 

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Change Management

How to Get Executive Buy-In for Your Information Management Project

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.

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AIIM on Air  |  Information Governance

[Podcast] The Impact of a Pandemic on Information Governance

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.

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Capture and Imaging

How to Identify Your Points of Information Capture

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.

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Enterprise Content Management (ECM)

The State of Content Management in 2020 [Expert Tips & Research]

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.

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Content Services  |  Enterprise Content Management (ECM)  |  Intelligent Information Management (IIM)

ECM vs. Content Services vs. Intelligent Information Management

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.

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AIIM on Air  |  Accounting and Finance  |  Paperless Office

[Podcast] Transforming How Mortgage Insurance Applications Are Processed

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.

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Intelligent Information Management (IIM)

PDF vs. TIFF vs. JPEG vs. PNG vs. MS Office - Which File Format for My Business Application?

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.

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AIIM Community

Is AIIM Membership Worth It? Pros and Cons

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.

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AIIM on Air  |  Information Security

[Podcast] Tips for Staying Cyber-Safe While Working from Home

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.

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Information Governance  |  Intelligent Information Management (IIM)

Intelligent Information Management (IIM) Policies and the Law - Part 3

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.

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Information Governance  |  Intelligent Information Management (IIM)

Intelligent Information Management (IIM) Policies and the Law - Part 2

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.

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Automation  |  Information Governance

Information Governance Pressure Points – 3 Common Areas of Failure

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.”

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Information Governance  |  Intelligent Information Management (IIM)

Intelligent Information Management (IIM) Policies and the Law - Part 1

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.

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Automation

Why Workplace Automation is for Everyone

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.

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AIIM on Air  |  Electronic Records Management (ERM)

[Podcast] What's it like to be a University Records Officer?

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.

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Blockchain  |  Data Management

The Applications of Blockchain in Data Management

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.

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Automation  |  Process Automation

Is It Time for Intelligent Automation? 5 Questions to Ask

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.

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AIIM Community

The Best Memberships for Information Professionals

“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.

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AIIM on Air  |  Enterprise Content Management (ECM)

[Podcast] Tips and Advice for Legacy Replacement

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.

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Digital Transformation

Scaling Your Business for Digital Transformation - 6 Important Factors

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.

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Information Governance  |  Intelligent Information Management (IIM)

Expect Few People to Read Your IIM Policy

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.

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Capture and Imaging  |  Paperless Office

The Hidden Benefits of the Digital Mailroom

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.

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Digital Transformation

5 Pillars of a Successful Digital Transformation

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.

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Cloud

Cloud Computing - Benefits, Approaches, and Considerations

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.

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Information Governance  |  Intelligent Information Management (IIM)

How to Apply Lean Principles to Policy Writing

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.

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Business Process Management (BPM)

How to Bring Business Process Management to Your Business

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.

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Digital Transformation  |  Intelligent Information Management (IIM)

Information Management Business Issues Hit Distance Learning

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.

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AIIM on Air  |  Information Governance

[Podcast] Strategic Considerations for Information Governance Audits

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.

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Information Security

Work from Home: 7 Best Security Practices for Remote Teams

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!

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Artificial Intelligence (AI)  |  Privacy

Could a Mobile App Help Contain COVID-19? Balancing Privacy Rights & Public Interest

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."

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Capture and Imaging  |  Digital Transformation

How Do I Tame My Information Chaos? 3 Ways to Address it Head-On

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. These days, business information can come from anywhere, anytime, and in any form. Match this up with a growing volume and variety of the information we’re creating, and you can see how it can quickly get out of hand and become unmanageable without some strategies in place.

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AIIM Community

AIIM vs. ARMA: An Honest Comparison of Membership

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.

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AIIM on Air  |  Intelligent Information Management (IIM)

[Podcast] The Universal Translator – Not Just for Star Trek Anymore

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!

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Digital Transformation  |  Paperless Office

The First Step to Effective Working from Home: Digitize your Paper Documents

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.

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Digital Transformation  |  Paperless Office

New to Remote Working? Tapping Into 6+ Years of Tips for Working from Home

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.

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Certified Information Professional (CIP)

Finding Positive Opportunity in Social Distancing

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.

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AIIM on Air  |  Accounting and Finance  |  Automation

[Podcast] Pepsi's AP Automation Case Study

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.

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Digital Transformation  |  Paperless Office

COVID-19 and the Importance of the Digital Workplace

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.

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Content Migration  |  Enterprise Content Management (ECM)

What’s a Legacy System Replacement Project? A Non-Technical User's Guide to Starting the Conversation

“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.

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AIIM Conference  |  AIIM on Air  |  Change Management

[Podcast] A “Carnegie” Approach to Change Management

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?

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Retention

How Long Should I Keep This Business Record For?

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.

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Intelligent Information Management (IIM)

AIIM's Information Management Training - Cost, Options, and FAQs

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.

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AIIM Conference  |  AIIM on Air

[Podcast] The AIIM Conference – Then and Now

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.

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AIIM Conference  |  Change Management

How to Become an Internal Influencer for Change

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.

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AIIM Conference  |  Electronic Records Management (ERM)

How to Align Systems Development with Your Organization's RIM Practices

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.

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Cloud  |  Document Management

Cloud vs. On-Premises Document Solutions: What Does Your Company Need?

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.

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Compliance

SnapChat at the Workplace? A Look at Ephemeral Messaging Apps for Business

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.

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AIIM on Air  |  Document Management

[Podcast] How to Conduct a Proof of Concept

Reaching your Digital Transformation goals often requires the addition of new software solutions. But, shopping around for software can be a challenge.

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Certified Information Professional (CIP)

3 Reasons Why CIP Is NOT the Right Certification for You

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.

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Artificial Intelligence (AI)  |  Machine Learning

Ethical Use of Data for Training Machine Learning Technology - Part 3

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.

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AIIM Conference  |  Digital Transformation

Digital Transformation: Start with Simple

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!

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Artificial Intelligence (AI)  |  Machine Learning

Ethical Use of Data for Training Machine Learning Technology - Part 2

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 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:

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Artificial Intelligence (AI)  |  Machine Learning

Ethical Use of Data for Training Machine Learning Technology - Part 1

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 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."

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Retention

When Pressing Delete Is OK: Learn How to Eliminate ROT in Your Organization

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.

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AIIM on Air  |  Business Process Management (BPM)  |  Privacy

[Podcast] The Changing Landscape of Data Privacy and Workflow

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.

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AIIM Conference  |  Electronic Records Management (ERM)

The Best Conferences for Records Managers

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.

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AIIM Community

What Is the Value of Associations?

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.

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Electronic Records Management (ERM)  |  Information Security

Data Security Begins with Content Minimization: A 3-Step Approach

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.

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AIIM on Air  |  Intelligent Information Management (IIM)

[Podcast] Intelligent Information Management - The Coming of Age

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).

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Electronic Records Management (ERM)

The Best Training for Records Managers

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?

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Certified Information Professional (CIP)

The Certified Information Professional (CIP) vs the Information Governance Professional (IGP)

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

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Certified Information Professional (CIP)

How Much Does it Cost to Become a Certified Information Professional?

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.

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Content Migration

How to Perform a Content Migration - Your Checklist for Success

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

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AIIM on Air  |  Intelligent Information Management (IIM)

[Podcast] Innovations That Put the “Intelligence” into Intelligent Information Management

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.

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Business Process Management (BPM)

Beginners’ Guide to the Fundamentals of Flowcharting in Business Process Management

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.

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AIIM on Air  |  Electronic Records Management (ERM)

[Podcast] What are the experts saying about the changing role of Records Management?

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.

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AIIM on Air  |  Intelligent Information Management (IIM)

What Are the Best Information Management Podcasts? Reviews and Ratings

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.)

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