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Organizations, both large and small, are burdened with a high volume of data to store. In order to efficiently run a company, important data must be accessible, manageable and easily retrievable. The phrase “Big Data” refers to information and data that is too large for companies to manage and process on their own. Big Data is valuable for companies in that it can help to determine and fulfill customer needs thereby maximizing a company’s operational efficiencies. Companies with a lot of data need a team of professionals to manage this information. One effective solution to manage big data is Records and Information Management (RIM). RIM is part of a complete...
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A major area of debate and concern for organisations considering how to establish, grow and manage an online community is the importance of the community manager, and what exactly the role entails. As a general rule, every online community should be allocated a facilitator or community manager; while some communities will require more facilitation than others as they mature, this role is extremely important in the early days in order to encourage and stimulate activity and adoption, and to ensure the growing community remains focused on its primary objectives. It is worth clarifying the terminology at this point – I intentionally use the term “facilitator”...
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Consumer and enterprise file synchronization and sharing popped up because people needed a way to easily share and collaborate on business content. This gave rise to the “Dropbox problem”, which is just stupid and ignores the real problem; organizations didn’t provide their people with policies and tools that allowed them to get stuff done . Today there are plenty of options, consumer and business grade, that provide a cool experience with the security and controls that business and IT need. Organizations that haven’t sanctioned business grade file sync and share are foolish and open to a world of pain. If they think that their people aren’t chucking content...
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Working as an information management consultant I have definitely developed a new appreciation of email management challenges. Prior to consulting, I spent most of my time focused on what appears to be the biggest problem, volume. However, I now have a new understanding of the complexity involved with email management. There is no single “magic-bullet” solution that will resolve all the challenges. Most of the professional resources I read about email are focused on volume, how to manage it, and how to capture business records. When I think about the email problem and how it impacts my clients, the volume is really just a symptom of something much...
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Gartner released their 2 nd annual Enterprise File Sync & Share Magic Quadrant (EFSS MQ) recently (2015-07-22). Coincidentally, this is my 2 nd annual post taking issue with it. It’s not that I’m denying the existence of vendors that provide EFSS capabilities, I just don’t think that they deserve a market all their own. EFSS as a unique market is pretty much next to useless. Without being an extension of other markets or software categories WE. DON’T. NEED. IT. And don’t even get me started about the definition of what the market actually is. I read Gartner’s description and, if it were describing an animal, it would be a hippo-leprechaun-smurf-wombat-grouper-shark-budgie-chipmunk...
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One very important part of any Information Governance strategy is how long documents need to be kept in the organization, before being destroyed. These rules are influenced by various aspects, such as local legislation (retention period required by law), technical limitations (how much storage space is available), business factors, etc. Retention periods can be very long. Some examples in the UK: Human resources medical records must be kept for periods up to 40 or 50 years, in some situations. Government records (for building, accounting, health & safety, etc.) retention obligations are seldom under 10 years. For...
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Was kommt nach ECM?

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Seit 6 Wochen läuft die Diskussion in der XING-Gruppe Information & Document Management zum Thema " Ist der aktuelle ECM-Ansatz noch zeitgemäß? " ( http://bit.ly/ECMnext ). Persiflierend könnte man sagen, der aktuelle - NEIN -, der ursprüngliche Ansatz - JA -. Lässt man die Diskussion der letzten Wochen einmal Revue passieren, so zeigen sich drei verschiedene Schwerpunkte: [1] die Kräfte, die ECM verändern und erweitern, [2] die Bedeutung von ECM für die Branche selbst und [3] Nutzen und Wichtigkeit des Themas ECM für Anwender. Der vollständige Ursprungspost bei PROJECT CONSULT: http://bit.ly/nextECM [1] Eine Auflistung einiger Kräfte,...
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Over the last couple of weeks I’ve been approached by recruiters that wanted to chat with me about taking on some Information governance and information management work. Two of the opportunities are in Calgary, a little over 300kms from where I live, the other is local. One was for a credit union, one for a pipeline company, and the last for a provincial government ministry. All three organizations are looking for a senior resource that could deal across the enterprise to get programs in order, drive change, and be THE subject matter expert for all things related to governing and managing information. The proposed rates are as follows: Credit Union...
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Why is change so difficult? From an administrative perspective, it can mean giving up control, and letting go (at least that's the perception). It may also be a recognition of the gap between the philosophical idea of allowing people to manage their own sites and content, and the reality that, in general, these unmanaged environments are messy (especially when you later upgrade or migrate). Collaboration itself can be a difficult concept for people to embrace. It takes time to incorporate new tools and processes into your corporate culture, and many of the exciting new features that convinced your management team to adopt a technology may be counter-intuitive...
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The True Cost of SharePoint In Shadow Work : The unpaid unseen jobs that fill your day, author Craig Lambert brings attention to the steady drumbeat of screen errands we run in our contemporary habitual problem-solving mode: Google the lab reports of a loved one Book our travel plans Assemble the fruits of online shopping delivered from ground shipping The list – it goes on and all under the guise of saving us time and effort. That debatable conclusion evidences another widespread reality: the subtle distinction that the D-I-Y element leaves out “us” and “them” and of course “me.” The shadows are full of engineered shortcuts...
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These days, the headlines are full of reports of cyber-security breaches and hackings. Everyone wants to know how they can prevent their information from being hacked and how to keep their sensitive documents secure. Many things can result in a data breach including theft, malware and phishing. However, a recent report found that the number one cause of data breach was human error and employee negligence. While we’ve recently heard of big name retailers and credit card companies being hacked, the truth is that any business is susceptible to a data breach. Below are a list of tips to help you implement strong cyber security within your organization. Strong...
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This post summarizes market developments in the SharePoint, Office 365, and ECM ecosystems over the last quarter. I was fortunate to attend a variety of events recently, including the Microsoft Worldwide Partner Conference (WPC), and events hosted by AIIM, Lexmark, Nintex and the DLM Forum in Europe. Microsoft continues to strengthen its mix of products with Windows 10 and EMS for iOS and Android. They made a number of acquisitions this quarter that aimed to provide a more capable Office 365 and Azure environment that equally supports Windows, iOS and Android. At WPC, they said that their EMS software which manages multiple BYOD devices has been growing...
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Senior executive buy-in and commitment is often cited as a vital element in the success of a social collaboration initiative, but I've found that the reasons behind this aren't always comprehensively understood, meaning that often it doesn't quite go far enough to be worthwhile. Of course, any project that requires adoption by multiple departments within a business ideally needs the support of top-level management; without it, you risk your efforts being undermined by corporate politics (particularly where your initiative is seen as simply a vanity project for a particular individual), or simply being brushed aside because a) a senior leader in another...
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Welcome to my AIIM blog. This is my first post here and I really hope we can connect and share opinions about how organizations rely on collaboration and communication to get work done and achieve compelling results. Today, I want to talk about "Groups" in Office 365 one of the most recent innovations, which in my opinion, brings a balance between the tools and information needed for a team for ad-hoc communication and collaboration. Groups offers an improved alternative to collaborate in a team, since it allows people to quickly organize information and use modern technologies in order to simplify communication, no technical knowledge is required....
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In our current digital age, it is crucial for a company to assess which computer solution is best for their operational and management needs. The most important computer question facing businesses is whether to go with software, hardware or both? Below is an explanation of software and hardware and which solution best suits your business. Software: Software can be defined as the non-physical (hardware) components of a computer. Software consists of a collection of instructions that enables a user to interact with the computer. Also, Software is a program that enables a computer to perform a specific task, as opposed to the physical components of the system....
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In the past few years, the cloud has gained a lot of momentum and seen widespread adoption. It has some substantial advantages when compared with traditional on-premises deployment, such as low TCO, agility to set up, less dependency upon highly skilled IT personnel, better scalability, to mention only a few. When it comes to ECM solutions, the trend is not very different. According to a survey carried out by AIIM in June 2014, 47% of the researched companies already have their ECM system in the cloud or in a hybrid of on-premises and cloud. 37% are planning to use the cloud in the future. But how to decide if the cloud is the right place for your content?...
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I recently finished creating my first records classification scheme and records retention schedule [RCSRS] from scratch. I did everything from the data gathering, interviews, legislative research, hierarchical development, etc. The application of the RCSRS is only intended for physical records at this time, but I wanted it to be robust enough to be used for electronic records, when and if the client decided to move in that direction. At a former job, I spent many months learning the backend of the RM module in Content Server in order to map our retention rules to the software. I learned a number of things about constructing records classification schemes...
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In 2013 when I sat down to the task of writing the world's first textbook on information governance (IG) there were no books defining exactly what IG is, how to do it, and what the totality of IG encompasses. After more than five years of research on IG subtopics, I had to pull together the pieces and structure the just-forming discipline of IG. There wasn't much to go on, but I used key models where possible such as the Information Governance Reference Model (IGRM) and E-discovery Reference Model. I also leveraged the Generally Accepted Recordkeeping Principles®, work product from my consulting colleagues in the field, some blogs and articles,...
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For owners of a small business, the process going paperless can seem like a daunting task. You may think that you don’t have enough documents for you to need to go paperless, or that your files are easily manageable. The reality is that going paperless is the perfect direction for a new or small business to go towards. Going paperless offers a lasting asset that most small businesses want to reach: growth. Reducing the amount of paper in your small business will increase workflow efficiency while reducing the many annoyances and costs of dealing with physical paper. Below are a list of just a few benefits going paperless can offer a small business. ...
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Choosing a document imaging partner isn’t an easy task. Document conversions are often large, high-profile projects, which means the stakes are high and you want to be sure you get it right. Another big challenge is knowing what to look for. Different imaging providers offer different services, so how do you know what’s really important? The following questions will help. Based on our experience with hundreds of imaging projects, these questions cover all the key aspects of document imaging outsourcing . By discussing these with a prospective partner, you’ll help ensure that they meet minimum standards of service and incorporate best practices into...
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