I just read a great article on CMS Wire by John Mancini (president and CEO of AIIM) entitled Digital Chatter, Information Overload, and How to Get it Under Control. This article gave a history of content management and how email, social, collaborative tools and mobile has caused the predicament we are in with content overload. Below are tips from Mancini on bringing peace to the digital disruption.
It’s clear that information overload is causing serious issues for companies of all sizes. And while there are many technologies designed to help organize all of this information, such as electronic content management, Web content management, and records management, companies are still bogged down by misplaced information, duplication of data, and confusion about document retention policies.
We suggest that companies that are facing these issues take the following actions:
- Analyze where poor access to information is hurting the business — trapped on paper, spread over file shares, locked up in enterprise systems, or simply mobile-unfriendly.
Use this to re-energize your ECM projects. The more content you can converge into a single, searchable, mobile-accessible ECM system, the fewer other places you need to go to solve the problem.
- Take stock of your current ECM and other content repositories and consider migrating content and consolidating. Modern auto-classification and migration products can take much of the pain out of selecting which content to recover from legacy systems, improving search results along the way.
- Evaluate how you might enhance your ECM functionality. Capture and process workflow, collaboration, digital signatures, extended search, internal social, and output management might all find a natural home within ECM and boost your return on investment.
- Look to integrate the ECM system with your other key enterprise or line-of-business systems to provide a single sign-on access point, centralized records management, and process integration.
- Consider whether any of your current ECM systems are truly fit for purpose. If they are limited in some of the core functional areas we have discussed, then consider consolidating around a new, better-suited system.
- Bite the bullet on e-mails. Either use auto-classification to tag them and move them into your ECM or system of record, or implement a dedicated email archive system. Either way, they must be searchable, discoverable, and put onto a retention schedule.