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John ManciniPresident AIIM
Atlanta, GA S t b 14 2010September 14, 2010
Who are we?
AIIM is the community focused on providing education, research, and best practices to help organizations find, p p g ,
control, and optimize their information for maximum valuefor maximum value.
Why are you here?y y
• Improve Efficiency
• Increase Productivity
R d Ri k• Reduce Risks
At the core, you are trying to help yourAt the core, you are trying to help your organization deal with an explosion of
i f ti th t i l linformation that is largely unmanaged…g
Part ICreating an InformationCreating an Information Management StrategyTrends in the Marketplace
Content TypesContent TypesHow are the following content types managed and archived in your organization ‐% “Unmanaged”
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Twitter and blog posts not
archived in 80+% of
Twitter posts
External blog posts
Instant messages
organizations using them
– but neither are
Internal blog posts
Telephone recordings
Audio recordingsbut neither are
instant messages!
‐ and emails 39% “ d”
Faxes
Video/CCTV recordings
Archived web pages
Photo images “unmanaged” Photo images
Emails
Active web pages
Electronic documents
N=604 March 2010
Normalized for “Not Applicable”
Scanned documents
…and that is likely to get worse as more and more information heads to
portable devices…
Control?Control?Blog
Skype
Mobile
Email as the carrierDo you use a mobile device to access emails on the move?
Email as the carrier
0% 5% 10% 15% 20% 25% 30% 35% 40% 45%
No
Yes, Laptop
Yes, Blackberry 68% mobile,
Yes, iPhone
Yes other PDA
48% on a PDA or phone
Yes, other PDA
Yes, mobile/cell phone
All respondents , multiple options
Email on the looseDo you normally process work‐related emails outside of normal office hours?
Email on the loose
0% 5% 10% 15% 20% 25% 30% 35%
No
Weekdays only
Weekdays and weekends
W kd W k d d tiWeekdays, Weekends and vacations
All respondents (1020)
…and as powerful collaborative tools like SharePoint continue to proliferate p
within organizations…
SharePoint ‐ Plans
0% 5% 10% 15% 20% 25% 30% 35% 40%
SharePoint PlansWhich of the following best describes your strategy with regard to SharePoint and any existing ECM /DM/RM suite(s)?
0% 5% 10% 15% 20% 25% 30% 35% 40%
SharePoint is our first significant implementation of ECM
Use ECM for content management and SharePoint
37% SP is first ECM
43% SP for gfor Collaboration
Use ECM for DM/RM and SharePoint for intranet & website management
I t t Sh P i t f t d t l t
collaboration and/or intranet
onlyIntegrate SharePoint as a front‐end portal to our
existing ECM suite(s)
Use SharePoint for DM and integrate to our existing ECM/RM for archive
31% integrate, portal, use existing
RM Implement a new ECM/RM suite to work with
SharePoint
Phase out our existing ECM suite(s) in favor of SharePoint
7% buy new,8% replace
We have/will have SharePoint and an existing ECM suite, but do not yet have a strategy
N=440 SharePoint using or planning
SharePoint ‐ GovernanceSharePoint GovernanceWhich of the following would best describe who is driving and controlling SharePoint sites and applications in your organization?
22% “departmental
0% 5% 10% 15% 20% 25% 30% 35%
Records Management p“ and 30% no input
from RM
5% no one and it’s
Records Management
IT with input from Records Management
5% no one and it’s completely out‐of‐
control
IT with no input from Records Management
Managed on a departmental level
No one, but we have set up rules and policies for site creation and structure
No one, and it's completely out‐of‐control
N=437 SharePoint users
27%18-30
Twitter is an importantimportant rapid-feedback tool 17%31-45eedbac toofor business use, not a
17%,
time-waster
7%7%>45
N=573 “Agree” or “Strongly agree”
May 2009
27%18-30
Twitter is an important 17%important rapid-feedback tool 17%31-45eedbac toofor business use, not a
17%18%,
time-waster
7%
18%
7%>45
15%15%N=568 “Agree” or “Strongly agree”
March 2010
Increasing information managementIncreasing information management complexity poses challenges – and
t iti i dd i h kopportunities ‐‐ in addressing such key organizational concerns as… g
…process effectiveness…p ocess e ect e ess
Strategy and DriversHow Important is BPM to your organization’s business goals and success?
Strategy and Drivers
63% consider BPM to be of
0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%
Imperativesignificant importance
Imperative
Significant
Average
Minimal
10+ employees non‐Trade , 8% Don’t Know not inc (425)
Not at all
not inc. (425)
DeploymentWhat percentage of the processes in your business that could usefully and profitably be improved by workflow/process management would you say have so far been addressed?
Deployment
Of those who are ti 62% h
0% 5% 10% 15% 20% 25% 30%
5%
active, 62% have only addressed one fifth of the
potential projects
10%
20% p p j
30%
50%
10+ employees non‐Trade , excl. 10% “None” (336)
75%
>80%>80%
ROIHow would you rate the success (ROI, service improvement, etc) of the following processes/document types?
ROI
0% 10% 20% 30% 40% 50% 60% 70% 80%
Invoices
Legal and contract
Application formsInvoices, contracts,
Correspondence and mail
Checks/Cheques
Compliance/consent forms
Expense reports
Purchase/Sales Orders
,application forms and
correspondence th tPurchase/Sales Orders
HR forms and resumes
Claims
Remittances
Account opening forms
are the most popular
Order forms
Tax forms/returns
Medical forms and records
Delivery notes
S d lit d t
10+ employees,World (702)
Surveys and quality data
Citizen registers/census
Excellent Good Average Poor
Line length indicates “We do this”
…knowledge worker productivity…o edge o e p oduct ty
CollaborationWhich THREE of the following document collaboration tools would you say are the most used by your team or within your business unit?
Collaboration
40% still using marked up paper copies as “most
0% 10% 20% 30% 40% 50% 60% 70% 80% 90%
Marked up paper copies
Emailed suggestions and changesused”
And most of us are still playing
Emailed suggestions and changes
Annotated PDF files
Review and track‐change functions in Wordare still playing email ping‐pong
and struggling
Specialist document‐sharing application
Ad hoc wiki sites
D t i kfl ithi DM ECM with Word!Document review workflows within DM or ECM system
Team sites within SharePoint
Team sites within other collaboration suitesTeam sites within other collaboration suites
Email in the businessWhich THREE of the following would you say are the biggest problems generally with email as a business tool?
Email in the business
0% 10% 20% 30% 40% 50% 60%
Sheer overload
Finding and recovering past emailsFinding emails is next biggest
Keeping track of actions
FYI and Reply‐to‐All copies
Doesn't work for collaboration
problem after “Sheer
overload”
Business spam
Staff time‐wasting on non‐business use
Poor decisions made in haste or on‐the‐move
S it I C fid l kSecurity or In‐Confidence leaks
Mistakes, embarassments and sent‐in‐error
Phishing attacks on business accounts
Unreliable delivery
All respondents , multiple options
Unreliable delivery
…managing organizational risk…a ag g o ga at o a s
Records Integrity?Records Integrity?If challenged, how confident would you be that your electronic records have not been modified, deleted, or inappropriately accessed?
37% not confident h h i l i
0% 5% 10% 15% 20% 25% 30% 35% 40% 45%
Very confidentthat their electronic records are robust.
‐ 56% for those with
Confident
No System
no form of ERM, 28% for those with.
Fairly confident
Not very confident
With System
Not at all confident
N=659
Legal DiscoveryHow long would it take to produce all of the organizational information related to
a former customer or constituent?
Legal Discovery
0% 5% 10% 15% 20% 25% 30%28% would take
more than a month
less than 5 days
5‐14 days18% had been
exposed to a legal challenge in the
15‐30days
challenge in the last 12 months and a further 15% in
the last 3 years – a 1 in 3 chance
All respondents (468)
31‐60 days
more than 60 days
1 in 3 chance
GovernanceDoes your organization have a specific policy or guidance on the USAGE and/or CONTENT of the following technologies?
Governance
70% have no
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Slide presentationspolicies on Web 2.0 or Enterprise
2.0
p
Social Networks – access during work time
Instant messaging
Video
Whereas 88% have AUP for
Video
SNS/Text messaging
Blogs
10+ employees (656)
Social Networks – personal
Discussion Forums
Wikis
May 2009Social Networks – business‐oriented
Podcasts
Risk?
…and your ability to deliver “trusted” information to support and document pp
business decisions.
ImplementationWhich 3 of these typical problems have affected your organization’s document or records management implementation?
Implementation
0% 10% 20% 30% 40% 50%
Underestimated process and organizational issues
Uneven usage due to poor procedures and lack of enforcement
Lack of knowledge or training among our internal staff.
Project derailed by internal politics
Low user acceptance due to poor design or clumsy implementation
Excessive "scope creep"
Underestimated the effort to distill and migrate content
Poorly defined business case
Failed to secure agreement on fileplans taxonomy and metadata
All respondents (284)
Failed to secure agreement on fileplans, taxonomy and metadata
Failed to think of benefits/issues beyond our business unit.
Lack of knowledge or training among our external staff/suppliers.
Budget was overrung
Failed to prioritize "high‐value" content
A good starting place for movingA good starting place for moving forward is thinking about the
i li ti f b iimplication of paper on your business processes…p
Strategy and DriversWhat are the strongest drivers for scanning and capture in your organization? Max. THREE.
Strategy and Drivers
0% 10% 20% 30% 40% 50% 60% 70%
Improve searchability of business documents (knowledge management)
#1 Knowledge Management
#2 & #3Records security and accessibility (compliance)
Improve process throughput (productivity)
#2 & #3 Compliance &Productivity
Improve speed of access (customer service)
Reduce physical storage space (office costs)
R d f d i
…then customer service and storage cost
savingReduce usage of paper and copying (environmental)
Improve resilience to incidents (business continuity)
M i f l i
saving
10+ employees ,Non‐trade
(742)More options for re‐location, outsource, etc. (organizational flexibility)
(742)
Scan, Capture, FormatScan, Capture, Format
Average
What proportion of the documents that you scan would you say
Over half of scanned
d tare 100% “born digital” 51.9%
What proportion of the documents that you scan are “born digital” except for a signature 50.9%
documents are 100% born digital
25% are What proportion of the documents that you scan are photocopied before being sent for scanning? 25.1%
photocopied before scanning
10+ employees ,World (665)
Scan, Capture, FormatScan, Capture, FormatWould you say that the consumption of paper and/or number of photocopies in your organisation is:
Increasing rapidly, 7%
Decreasing rapidly, 5%
Fairly balanced, but still increasing in
32% f
Increasing somewhat, 25%
Decreasing somewhat, 27%
32% of organizations
10+ employees,World (665)
Stable, 30%
Managing in this Environment
• This afternoon we will present 8 Factors to• This afternoon we will present 8 Factors to Consider in Creating an Information Management StrategyManagement Strategy
• But for now• But for now …..
Take Advantage of AIIM Resources
A taste of our year‐round programming in:
• Market Education• Peer Networking• Industry Advocacy & ResearchIndustry Advocacy & Research • Professional Development & Training
d li l h l f f i d• …and a little help from our friends
Become our 13,001st Student
Courtesy ofCourtesy of
Xenos
Let’s Meet the Partners
Alfresco AnyDocBox.net CanonEastman Kodak EMCFujitsu Hyland SoftwareIBM Imaging 411Iron Mountain KnowledgeLakeKofax Open TextOracle RDAS l i XSmartlogic Xenos
Today's Schedule
• Product Demonstrations ‐ all day in this room; take 25 minutes now
• Breakout Sessions begin at 10:00• Networking Lunch• Final demonstrations and prize drawings• Afternoon General Session and AIIM prize
Your action items…
• Have fun and ask questions
k f d b• Make a new friend – a peer in your business
• Make sure to stay to the end!
–8 Factors to Consider
–PrizesPrizes
Breakout Sessions
• Consult your agendasConsult your agendas
• Sessions take place in the X and X Rooms• Sessions take place in the X and X Rooms
C ff b k i b t i i d 3 & 4• Coffee break in between session periods 3 & 4 takes place here in this room
Lunch time
Don’t forget to:
• Find out about regular events from our local chapter
• Get your training test‐drive vouchers
• Answer the Question of the Day
• Enter prize drawings (you must be present)Enter prize drawings (you must be present)
Part IICreating an informationCreating an information management strategy
Factors to ConsiderFactors to Consider
EierlegendeWollMilchSauor
Is this what “ECM” feels like sometimes?
ECM definedECM definedMANAGE
STORE PRESERVE
CAPTURE
DELIVERDELIVER
ECM defined – as good as any…ECM defined as good as any…
• Gartner has identified six core functionalities of Ga t e as de t ed s co e u ct o a t es oan ECM solution:
• document management;• document imaging;g g;• records management;• workflow;;• Web content management; and• document‐centric collaboration.document centric collaboration.
ECM as we know it is changing…ECM as we know it is changing…
• moving from the era of document‐centricmoving from the era of document centric collaboration to the era of conversation‐centric collaboration – social technologiescentric collaboration social technologies
• knowledge worker replaces document/records specialists as the folks who care aboutspecialists as the folks who care about managing content – there’s a lot more of them
8 Factors to Consider in Creating an fInformation Management Strategy
1. Don't underestimate the importance of your platform choices: The choices you y p ymake have a long tail.
2. A good starting point: Focus on paper.2. A good starting point: Focus on paper.
3. Collaboration without structure is a waste of timeof time.
4. The need for control is not going away.
8 Factors to Consider in Creating an fInformation Management Strategy
5. In a tight economy, nothing flies unless it can deliver process efficiency and automation.
6. In making choices, think knowledge g , gworkers, not document specialists.
7 You need a plan7. You need a plan.
8. Failure to address change management can make everything else mootcan make everything else moot.
8 Factors to Consider in Creating an fInformation Management Strategy
Most of the checklist items were submitted by AIIM community members via Digital
Landfill blog
Survey says…
Your Platform Selection Ch kliChecklist
Your Platform Selection ChecklistYour Platform Selection Checklist
1 Business objectives1. Business objectives
2. Core functionality
3 OOTB vs Custom3. OOTB vs. Custom
4. Internal t icompetencies
5. Integration
6. Buy or rent?
7. Vendor comfort
Your Scanning and Capture Checklist
Your Scanning and Capture ChecklistYour Scanning and Capture Checklist
1. Document types
2. Volume
3 Format3. Format
4. How far back?
5. Paper
6. Outsource?
7. Archive or process?
8 Training8. Training
Your Collaboration Ch kliChecklist
Your Collaboration ChecklistYour Collaboration Checklist
1. Policyy2. Inside/outside 3. Business, not
technology4. A Jesuit approach5 D fi t ti5. Define retention
requirements6 Organic6. Organic7. Integrate8. Trainingg
Your Risk Management Ch kliChecklist
Your Risk Management ChecklistYour Risk Management Checklist
1 Comprehensiveness1. Comprehensiveness
2. Disaster recovery
3 Unaltered3. Unaltered
4. Metadata
5. Access
6. Redundancy
7. Findability
8. Preservation
Your Process I Ch kliImprovement Checklist
Your Process Improvement Ch kliChecklist
1. Pick a starting place.g p2. Identify the business
problem.3. Engage stakeholders.4. Don’t pave the existing
pathwayspathways.5. Document and verify.6 Revise and verify6. Revise and verify.7. Market success.8. Be iterative.
Interviewing for Process Improvement: The Rule of Fives
1. Why do you file canceled checks?– To keep them on file.
2 Why do you need to keep them on file?2. Why do you need to keep them on file?– So that we can retrieve them.
3. Why do you need to retrieve them?– In case a supplier calls.
4. Why would a supplier call?Because we often don’t pay the right amount– Because we often don t pay the right amount.
5. Why don’t you pay the right amount?– Because receiving often does not know the exact order that was placed and the amount agreed upon.
Your Productivity yChecklist
Your Productivity ChecklistYour Productivity Checklist
1. Curation
2. Findability
3 Ease of use3. Ease of use
4. Efficiency
5. Integration
Source items 1‐6: Bill Jensen, Work 2.0 Rewriting the Contract
Your Planning Checklist
Your Planning ChecklistYour Planning Checklist
1 Why are you doing1. Why are you doing this?
2 Buy in ‐‐ strategy2. Buy in strategy
3. Buy in ‐‐ blueprint
4 G l i4. Gap analysis
5. Governance
6. Communication
7. Change management
Your ChangeYour Change Management Checklist
Your Change M Ch kliManagement Checklist
1. Personas1. Personas2. Engagement3 Process focused3. Process focused4. Training5 C di5. Cascading success6. Communications7. Eating your own dog
food
How Organizations Use ECM
Technologies to ffImprove Efficiency,
Increase d dProductivity, and Reduce Risk
Get HelpGet HelpG t FREE St ffGet FREE Stuff
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