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Securing a sponsor at the executive management level is critical to the success of information Governance (IG) programs. An executive must be on board and supporting the effort in order to garner the resources needed to develop and execute the strategic IG plan, and that executive must be held accountable for the development and execution of the plan. These axioms apply to developing and carrying out an IG strategic plan. Also, resources are needed—time, human capital, and budget money. The first is a critical element: It is not possible to require managers to take time out of their other duties to participate in a project if there is no executive...
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With the weather finally warming up, it actually feels like spring. That means it is time to start tackling our spring cleaning to do list. While we all focus on our homes and sometimes offices, it is also a good time to start cleaning out your documents, discarding any that you no longer need. Here are a few ways to remove the unnecessary paper and electronic documents that are slowing your productivity down as well as increasing protection and legal risks. Make sure that your policies regarding documents and records are universally clear and understood throughout the organization. Does everyone know the retention schedule? Are there any documents regarding...
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Information governance (IG) is a new and developing hybrid "super discipline" that crosses multiple functional boundaries, principally records management, information security, risk management, legal and e-discovery issues, information technology (IT), Big Data analytics, privacy, and more. IG is rapidly evolving. As such, best practices are still being formed and fine tuned. This process of testing, proving, and sharing best practices will continue as best practices are expanded, revised, and refined. In the course of researching and writing three books on IG in the last three years, I scoured blogs, books, new articles, and reports---anything...
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One of the most frequent pieces of advice I offer to organisations considering a social collaboration initiative is to be clear why your organisation needs to be more collaborative . It's not enough for your goal to simply be "better collaboration", you need to unpick exactly what advantages better collaboration will bring you, and how these relate to your organisation's broader strategy. Not only will this make it much easier for you to convince key stakeholders that this is a worthwhile investment, it will also help you plan and focus your strategy for bringing about the necessary business change involved. When I'm writing case studies...
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I spoke to a few groups last week, from small to large, on the west and east coast. Each group was a key target audience for information governance (IG) education, products, and services and each time I asked if anyone in the audience had a clear, one sentence definition of IG -- no one volunteered. So I asked those in one of the smaller groups to anonymously write down their definition of IG on a piece of scratch paper. I read them aloud and a few were pretty good but what struck me is that in a room of 25, there were 25 definitions of IG. That's not good for business, IG players! How did the definition of IG get so fuzzy, so unclear? There...
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This is the second case study type thing I’m trying. It’ll likely be the last for a while as I have nothing left that I can publish without getting sued. Ah, the joys of being an independent consultant. Anyways … This case study has to do with the project referenced in the two posts linked below. You may want to read them to get a better overall view of the project : Don’t Blame SharePoint ; Guerrilla Tactics – IG Whether or not They Want It . The document I’m sharing is part of a set of four docs that were delivered to the client. The purpose of each document is explained in the case study document. The client in the case study...
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As RIM professionals we’re taught to apply principles, best practices, and standards regardless of format. Even though format sometimes requires us to accommodate unique characteristics, it’s understood that everything falls under the same umbrella. For example, when devising retention rules, the retention is applied in the same way to a record series whether the record is in a physical or electronic format. I always find this logic becomes a bit flawed in a few scenarios, especially when it comes to destruction. I’ve conversed with a number of people who are quite comfortable to shred the paper only because they know the information is still available...
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The weather is warmer, the days are longer and the snow is finally starting to melt, well most of the snow. Many people find more energy when the spring finally arrives, but often times that energy doesn’t go towards our work. With the warm weather, flowers and sunshine, comes a lack of focus. The spring is a great time to change habits and spice things up a bit. Do some work outside. Being stuck in the office all day can cause us all to get a little antsy and give us Spring fever. If you know you have some calls to make, use the mobile technology we all love and take them outside. Rather than eat lunch at your desk, take a walk outside or read a book...
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Earlier this year I completed an assessment of Alfresco for a university client. The university licensed Alfresco several years ago and did not have much success. They hired me to find out why, and what to do about it. The options they wanted to look at were to continue on with Alfresco or switch to SharePoint. An option they weren’t willing to consider was a cloud based option. I gave them one anyways, based on Box . Unfortunately I was asked to remove that option from the final report. Oh well. While the platform in question was Alfresco, I can’t stress enough that the failure had nothing to do with the platform . Under the circumstance nothing would...
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There are a number of misconceptions around information management governance, and, generally speaking, a certain degree of chaos and lack of leadership surrounding business decisions affecting IT and, specifically, SharePoint. This chaos often leads to a lack of respect (and funding) for governance, which is often viewed as a nice-to-have rather than an essential aspect of any deployment. The result is that governance is usually not brought up until an organization is already experiencing pain. I often refer to the phrase "retroactive governance" when discussing this topic. In a nutshell, the concept is that organizations are rarely (if ever)...
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In a column for Inc magazine, Geoffrey James lists ten things employees most want (other than a raise). Number 1 on his list: Employees want to feel proud of their company. There are many ways for your company or organization to provide you with a sense of pride in its character, mission, market position, work environment, or other leadership traits. Want to add more pride to your workplace? Switch to digital signatures. Start with your department, and grow from there. People take pride in leadership and switching to e-signing shows that you’re a leader, not a follower. It is now obvious that the world is moving to Digital Transaction Management...
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With the advances in mobile technology, it is easier than ever for businesses to work with anyone, any where at any time. Employees can have a flexible schedule with the ability to work remotely and can still collaborate with each other, accessing documents and information instantaneously from any location. Technology has opened so many doors and provided a variety of opportunities, changing the workforce, however, if used too much, it can hinder any business relationship, both internally and externally. Many businesses wouldn’t be able to provide as strong of services and products without technology. At the same time, there are some things that businesses...
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Industry noun | in·dus·try | \ˈin-(ˌ)dəs-trē\ : the process of making products by using machinery and factories : a group of businesses that provide a particular product or service – Merriam-Webster Dictionary Those of us in “the industry” love to talk about the leading players in “the industry,” latest trends in “the industry,” and where “the industry” will be in two years, five years, ten years. This is all well and good, but I have a question: Just what the heck “industry” are we talking about? And by definition, are we even in an “industry” at all? Managing information is a people-based profession,...
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(reposted from Catherine Andrews, April 2, 2015) Paper-based processes are not only often slow and error-prone – in your accounts payable (AP) department they can also result in duplicate data entry, ineffective collaboration and late-payment penalties. With paper costing employees’ time and agencies’ money, it’s time to update your AP processes and go paperless. New Infographic: 14 Ways Going Paperless Transforms AP Check out the new infographic to learn exactly how eliminating paper can help your AP department’s processes become more effective and efficient.
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By Steven Osborne, Lead Strategist at Interact Intranet Last week I was fortunate enough to be in San Diego at the AIIM @AIIMIntl Conference – Digital Transformation: Embrace The Chaos. It was set to discuss the major disruptive forces which are accelerating the pace of change and driving organizations into information chaos. As humans we like certainty and by and large resist change. However, change is needed to be successful and organizations must embrace it in order to evolve and maintain competitive advantage. The fact is, organizations don’t just change because of investment into new systems, revised processes or adjusted structures....
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Unsere diesjährige neunte Records Management Veranstaltung findet vom 24. bis 25.11.2015 in Frankfurt Offenbach statt. Auch in diesem Jahr werden Anwendervorträge zu erfolgreichen Records-Management-Implementierungen im Vordergrund stehen ( http://bit.ly/RMKvortrag ) . Zur Einstimmung hier eine Auswahl der Vortragsfolien der letzten zwei Jahre. Die Unterlagen sind auf den Seiten den mit den Zusammenfassungen, Referentenprofilen, Unternehmensdarstellungen und Lösungsbeschreibungen verlinkt: [DE] MSP Medien Systempartner: Records Management & Rechnungseingang http://bit.ly/RMK14dev Handout http://www.project-consult.de/files/RMK2014_Slides_MSP_Nixdorf_Anwendervortrag.pdf...
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Last week in my post titled, "A Call to Arms: The Records Management Revolt of 2015," I cited the egregious rate at which records are being deleted in federal government agencies. The State Department, for instance, deleted over 99.99% of their email messages in 2011, and even more in 2012 , according to an Inspector General Investigation. I noted that this is not a partisan thing, that both sides have been deleting the email trail and record of their actions, such as when the G.W. Bush administration 'lost' over 22 million email messages during the investigation of the firing of eight Attorneys General. I stated that the records management...
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Note: This was originally posted on LinkedIn on April 2, 2015 Records managers as a lot are a serious sort. Logical, thoughtful, and methodical, yes, and mostly not very excitable. But the entire records management community should be incensed with the fact that federal email records are being destroyed at an alarming rate. At the State Department an Inspector General investigation found that 99.99% of their email communicati ons were deleted in 2011! Only 61,000 of the 1 billion or more emails sent in 2011 were preserved. A nd it was worse in 2012! This is not a partisan thing. Both sides have been deleting email records while they are...
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The discovery process involves the gathering and management of information that supports some or all phases of a business process, such as fraud investigations, financial auditing, research and development activities and more. The concept of discovery, however, is probably most associated with the legal industry. In this context, discovery is the pre-trial phase of a lawsuit in which each involved party can, through the law of civil procedure, request documents and other evidence from third parties. As a result, if the time should come when an organization gets sued, it is likely that they will jump into rapid reaction mode, immediately running to hire...
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Die neunte Records Management Konferenz wird dieses Jahr in Offenbach vom 24. bis 25.11.2015 stattfinden. Aktuell besteht für Anbieter von Records-Management-Lösungen, -Dienstleistungen und -Consulting die Möglichkeit, sich im Programm zu platzieren. Interessenten wenden sich bitte an Frau Kunze-Kirschner, SKK@PROJECT-CONSULT.com. Das Motto der zweitägigen Veranstaltung ist "Digitalisierung & Automatisierung". Berichte und Dokumentationen der vorangegangenen Records Management Veranstaltungen können bei PROJECT CONSULT frei heruntergeladen werden. Bericht, Auswertung der Teilnehmerbefragung, Vortragsfolien, 600 Seiten Dokumentation und Links zu...
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