The AIIM Blog
Keep your finger on the pulse of Intelligent Information Management with industry news, trends, and best practices.
Sharepoint and Office 365 | Social Media
By now, you've probably heard of SharePoint and are aware that it's a great fit for most organizations' document management and collaboration needs. While it comes with its share of shortfalls, it can also provide you with a starting point for social computing. Here are eight ways you can extend SharePoint’s out-of-the-box capabilities to meet your social computing vision. 1. SharePoint My Sites SharePoint's My Sites functionality encourages interaction among employees and offers a basic corporate equivalent to a Facebook profile. My Sites let employees learn about each other’s interests and expertise. However, My Site can also be pretty underwhelming and stale for the avid Facebook user. To make it a viable social computing tool, organizations should consider extending them past their out-of-the-box limitations. Consider installing third party products like nGage by OI Software. nGage gives My Sites a real WOW factor such as a visual “reputation," scoring user contribution using criteria such as their openness, creativity, and contribution level.
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1. Have a policy in place A necessary step in professionalizing your email management is to develop and publish an email policy. But what is an email policy? It is a written proclamation from top management or an authorized board like the corporate compliance office. It outlines the general requirements, principles, and rules for the use of email inside your organization. Why is it necessary to have an email policy? Because email is not an option in today's business! In 2008, BearingPoint conducted a survey on email management. More than 90% of all participants claimed email as important or very important for internal and external communication. About two-thirds of the respondents indicated that more than 25% of their emails contain business-critical information, and one-third indicated that emails contain more than 50% business-critical information.
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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.
Electronic Records Management (ERM) | Retention
All too often, businesses discover the need for a document retention policy either when it is least convenient to implement or too late in the game. Particularly in today’s litigious environment where virtually any form of information (paper, electronic, or audio) can be used in litigation, being proactive in this regard can save an organization from headaches and high costs. An organizational retention policy provides for the systematic review, retention, and destruction of information and records received or created in the course of business. Below are eight items to consider when developing your company’s retention policy.
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Capture and Imaging | Document Management
"Should I buy or rent OCR capabilities?" This is a common question businesses ask themselves when they're starting to get serious about their capture strategy. If you're wondering if you should purchase a document management application for your data extraction and forms processing or outsource the job to a service bureau, the answer is a dissatisfying "Well, it depends." Answering this question should include making a solid business case that includes a cost-benefit analysis using a formula like Net Present Value (NPV) or Internal Rate of Return (IRR) to determine the return on investment. However, the answer usually comes down to the company's philosophy of building versus renting. The renting companies believe in focusing on their core competency and reducing costs while outsourcing anything that falls outside core functions. The building companies are often more focused on maintaining control. The following should be considered in terms of answering the in-house vs. outsourcing question for your organization. Here are eight things you should consider when deciding to buy or rent OCR capabilities:
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Electronic Records Management (ERM) | Enterprise Content Management (ECM) | Information Governance
Before getting started with an implementation, and way before moving onto the eight secrets, it is useful to recall why you are considering a content or records management implementation in the first place and to confirm there's a commitment to proceed. This kind of "strategic mobilization" should kick off any ECM or ERM project. To do this effectively, organizations should gather sponsors and stakeholders, identify the team that will lead the project, understand what the vision of the sponsor of the project is, and understand where significant gaps are likely to arise.
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Archiving | Email Management | eDiscovery
Have a well defined and detailed calculated business case. Organizations are facing various challenges to take back control and unlock the business value of content, especially in emails. Four challenges drive the business case for email management: Archive email and content for storage space management to reduce operational costs introduced by the increasing volume and size of emails and multiple formats of content types Manage email and content for legal obligations to comply with different rules and regulations which create duties of evidence and documentation, facilitate eDiscovery, or indicate supervision and monitoring for non-compliance Combine email and content to other loosely managed content to minimize risks caused by increased organizational scale and complexity, changed speed and style of communication, lost knowledge. Manage email and content to gain efficiency. Associate email and content to processes and business applications to accelerate business processes
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