With three kids and a job that demands a lot of me finding time to blog is harder and harder to come across. Many times I have ideas for an AIIM blog post, but don’t get a chance to put them to paper. I am going to attempt something new. Here on this blog I will post thoughts that I will eventually, hopefully, make into an AIIM blog post. Who knows if it will works and people will want to see my working and in-process thoughts, but here goes nothing…
Three Scenarios For Records Management
1)Records Management is your morgue where records go to die after they have served their business purpose are no longer needed.
2)Records management is the pit crew director for a NASCAR race. The records manager is involved in one way or another in the race that information has to get to the finish line to produce a high ROI.
3)Records management is Mr. Belding from Saved By The Bell, a necessary evil that others try to avoid so they can use cooler and more and effective toys like Box or Dropbox.
“It’s crucial that the new generation of ECM must put content in context so that people and processes work more efficiently and effectively.”
The above quote is from Ben Rossi in an article entitled, “Four Trends Reshaping Traditional Content Management.” It in a section where he discusses “Massive Explosion On Digital Content. In this section he also states these surprising statistics:
We live in a data-centric world, where the sheer volume of information and content flooding IT systems is leaving many organisations battling to manage it. This tidal wave of content being created isn’t going to go away anytime soon – IDC (International Data Corporation) is projecting a stunning 50-times growth in digital content from 2010 to 2020, with 90% of it in unstructured information such as emails, documents and video.
I also enjoy what he stated about “New Ways of Working”
Allowing employees to work anywhere, anytime and on any device puts a lot of pressure on IT teams to support a new class of connected employees, whose expectations for ease of use have been shaped by consumer web services.
Information workers want to find documents as easily as they can browse for books online. The approach to work by Millennials in particular is shaped by these expectations. Over the next five years, organisations will increasingly need a solution that will support this more dynamic working style as, according to BPW Foundation,
Millennials are projected to make up 75% of the global workforce by 2020. Currently most legacy ECM systems, which are already in failure mode due to poor user adoption, can’t keep up and lack support for inter-company sharing and remote access.
Other trends he talks about are Emergence of the Extended Network and New IT Infrastructure. I would highly recommend giving the whole article a read.
The assumption that the cost of content storage is merely the cost per Mb of a hard drive takes no account of the cost of accommodating the drive into a rack, maintaining the environment around it, providing backup, migrating content to future drives, employing skilled support and security staff, and so on. Estimates vary between two and three times the basic drive cost. We will refer to this overall cost as the “unstructured content footprint”. A complete analysis of this footprint would include the much more intangible “cost” of potential data breaches, data protection infringement, legal discovery costs, and general productivity reduction from poor searchability. Our respondents in Figure 3 feel under considerable pressure to reduce these “dark data” risks.
The above quote is from the AIIM white paper “IG Policy versus IG Reality – bringing your wild content under control”
The following is taken from an interview that Doculabs with James Watson
For your customers, what does a content management strategy include? Do they take a holistic approach (i.e. all content and information) or a more targeted approach (i.e. content on certain systems, associated with certain processes, or belonging to certain departments or functions)?
What we’ve learned from our work with a wide range of clients is that a “content management strategy” can’t be just a vision statement for what kind of business outcomes you’re looking to achieve. The strategy has to articulate the business impact you expect to achieve from doing a better job of managing content.
And it does have to be targeted; you can’t boil the ocean. We help our clients identify specific business areas to start with – help them refine the scope and chunk it up. Identify specific targeted areas where the wins are big, and areas where the wins can be quick, too. Help the client define what they’re going to take on, but also what they’re not going to take on.
Finally, we get our clients to spend time thinking about the money. Recognize that an ECM initiative is going to have to compete with all the other IT projects and programs. Help them calculate the cost and benefit of their ECM initiative and tee that up. A shiny coat of paint helps, so we make sure to tie the ECM strategy into corporate priorities. We’ve seen way too many eleventh-hour business cases; we get our clients to see the benefit of spending time on this effort upfront.
You can read the full interview here
1.Thou shalt send links, not attachments (client VPN is an obstacle that’s being dealt with in a separate project);
2.Thou shalt use versioning rather than sending more copies with “v2_0_3_d_SOMEGUY_Edits” in the file name (change mgt and training required);
3.Thou shalt label thy contributions appropriately (we’ll help by implementing some workflows and forms);
4.Thou shalt not make copies when thou needst them not (metadata and user roles will help users find what they need, proper backup & restore will be implemented);
5.Thou shalt not keep thy stuff indefinitely (ah, retention and disposition policies will finally be enforced);
6.Thou shalt not facilitate unauthorized access to information in thy care and keeping (keep it in the repository, where it can be secured);
7.Thy content is not thine, it’s thy employer’s.
The above seven commandments are taken from Chris Walker’s blog post Guerrilla Tactics – IG Whether or not they want it
In washingtontechnology.com an article was recently published by Angela Dingle discussing why information governance isn’t just a nice to have, but a necessity and she list the following three reasons:
1)Regulatory Compliance is Not Getting Any Easier
Information governance frameworks like COBIT, provides business leaders with tools and techniques for mapping requirements, evaluating plans and policies, monitoring conformance, and making efficient, effective decisions about the use of information technology.
Combined with automated tools and technology, information governance provides a streamlined approach to regulatory compliance.
2)The Baddies Want Your Data
A sound information governance framework provides business leaders with the information they need to make informed decisions about protecting critical information systems, and the tools they need to improve efficiency and responsiveness.
3)It is good for business
When it is all said and done, implementing information governance is the ethical thing to do. Business leaders have a legal and ethical responsibility to safeguard employees’, customers’ and stakeholders’ data. Those that fail to do so may lose their jobs. Regulations impose fines or penalties associated with non-compliance and some businesses face class action lawsuits resulting from data breaches.
You can read the rest at
“In today’s knowledge-driven world our study has revealed an unexpected obstacle on the road towards return on information,” Sue Trombley, managing director of thought leadership at Iron Mountain, said in a statement. “This must be addressed as a matter of urgency if organizations are to have any chance of extracting the full value from their data.”
From courtesy of http://www.information-management.com