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Digital Disruption

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AIIM President John Mancini publizierte seine Vorhersagen für Content und Information Management 2015 in einem knackigen E-Book: http://hubs.ly/y0tslf0 . Themen sind beispielsweise Collaboration, Cloud, Case Management und File Sync and Share. Seine Thesen werden auch im EIM Update 2015 Seminar (#EIM2015) behandelt. Die "Predictions" wurden zunächst im AIIM-Blog "The digital landfill" veröffentlicht. Im Whitepaper sind Sie leicht umformuliert. In dem kostenfreien E-Book werden unter anderem Fragen wie "Wie wird Collaboration Enterprise Social die Show stehlen?", "Stirbt traditionelles Records Management aus?" oder "Welche neuen Herausforderungen in puncto...
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“The Cloud” has become one of the most popular buzzwords in today’s tech world. Cloud storage simply put, is online space that you can use to store your digital data. Cloud storage provides a secure way to store and share data and information. If your business is ready to put the cloud to work, you can save green, and two types of green while you’re at it: money and trees. A Few Ways Cloud Storage Saves You Money Cloud storage is relatively inexpensive – you only pay for the storage you need. Employee Efficiency- Employees will no longer need to file or search for documents. Reduce Costs- Reduce the need to purchase...
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Cloud services are everywhere these days, from data backup to music streaming, so it’s not surprising that the cloud has entered the world of records management too. For records managers, the cloud promises cheap and scalable on-demand document storage, which is a very exciting prospect. However, as with all new solutions, the cloud comes with new questions and new challenges. For example, is it legal to store records in the cloud, especially when you can’t be sure of the physical location of the servers on which they are hosted? Who maintains legal control of documents stored in the cloud? Do cloud solutions support retention schedules? Approaching...
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Like you, we’ve been thinking about the technology changes that are on the horizon and the potential disruption they will cause. Here’s our list of predictions for 2015: The Questioning of Enterprise IT Reaches Critical Mass The Death of Records Management As We Know It The End of the Era of Cloud Geo-Neutrality Case Management Lights Up – A Rose By Any Other Name? Security Shifts from the Perimeter and the Device to the Asset Itself The “I” in “IT” Finally Becomes Real The Year E-mail Became Cool Again The Commoditization of File Sync and Share Collaboration Steals the Show from Enterprise...
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Almost 20 years ago, I took a role as a technical project manager in an IT shared services team at the phone company, and got involved in the development and support of our division's portal. A key part of the role was managing the front-end tools and reports made available to our internal customers, with some data and reporting capabilities consumed through our portal. As I began working with the many different vendors and with my DB team to provide data and reports to our internal power users, I was introduced into the world of search -- with all of its nuances and limitations. I can't tell you how many meetings I sat through or conducted...
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When Gartner came out with their Magic Quadrant for Enterprise File Sync and Share (EFSS) back in July 2014 I laughed a little because I find the idea of an EFSS market, well, laughable. Yes, I know they put in a whole bunch of stuff about what could or should be part of the market, but boiled down it seemed to me that EFSS per Gartner is little more than the old Microsoft Briefcase. I.e.: a feature of a larger solution. Let’s face it; EFSS is little more than email and consumer grade cloud storage. If I were Box, EMC, Alfresco and most of the other vendors on the MQ I’d be more than a little irked. Most of the vendors have invested heavily, organically...
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Lacking Motivation?

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We all hit that stage at some point where we fall into a slump and lack complete motivation. It begins with low energy, and then slowly leads into that “I don’t care” attitude which may eventually turn into depression. So here are some suggestions on how to get yourself back on track to improve your career and leave you feeling fresh and motivated at work. Shake Up Your Routine Getting stuck in the same routine day in and day out is easily done. To avoid this, take the time to learn more about the company/industry and focus on a specific skill or task that may interest you. It is important to change your focus every now and then, so look for new...
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In a study conducted by SharePoint ISV Metalogix, with more than 1,000 SharePoint administrators and power users participating, it is readily apparent that collaboration platforms, such as SharePoint, are adding significant value to organizations, however many organizations admitted their collaboration platforms are disconnected from business goals. You can find details of the research at ' SharePoint Governance Maturity Benchmark .' Analysis of the research data and detailed interviews with many of the participants showed some very consistent themes -- the strongest theme was recognition that collaboration platforms require strong governance strategies,...
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When you're putting together your business case for social collaboration, your focus must categorically be on how implementing this type of technology - and the enabling the cultural change that must accompany it - will bring benefits to your particular organisation . This is your top line purpose, it's necessary to get funding and executive buy-in, and it's a cornerstone for everything that follows. However, when it comes to getting everyone at all levels of the organisation to make the required change, to adopt the technology and use it as part of their every day processes and work activities, it's not enough to simply explain the benefits to...
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If you spend much time following news and community sites that focus on content and knowledge management topics like I do, you've probably noticed the increased talk about "next generation portals" that take advantage of the latest social tools and machine learning capabilities. We really are moving into a "golden age" of collaboration, in my view, with incredibly powerful capabilities that learn from our activities and provide very personal experiences. However, even these new platforms and technologies will fail if organizations do not focus their plans around 3 key strategies: The capture of content The application of context...
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Fight Distractions

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Despite good intentions of crossing off everything on our To-Do list, it always seems that there are heaping amounts of distractions in the office. Too often does our list get too long to handle. What we don’t realize is that many habits that we believe are making us more productive are actually destructive to our work load and very distracting. They can sometimes make us less productive! Cut down your to- do list. If your list is too long, you won’t be able to accomplish it all. Put the most important tasks at the beginning of the list. That way your are focusing on the most important and can get the most out of your day. Don’t check your email repeatedly....
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Why are so many businesses still burning cash every day by neglecting to automate one of the most important parts of their infrastructure – the payment system? Core business elements from the production line to the customer service desk are all being automated to improve efficiency, increase margins and positively impact the bottom line. Yet, half of businesses today still use cumbersome manual processes for accounts payable (AP) and accounts receivable (AR) processes. Those businesses are leaving money on the table. So, what’s the hold up; where do the problems within these manual processes lie and what can really be achieved by deploying a process...
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Adoption is the Word

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Hi Everyone, it’s been a while since my last post, but I’m now back with more! 2015 is here and it provides us with new opportunities to make a difference. My suggestion for a project that will make difference, with fast payback, is digital signatures. And in particular, digital signatures for your electronic content or document management system. No matter whether you use SharePoint, OpenText, Documentum, Alfresco or something else, you can add digital signatures to it. Why digital signatures now? There are many reasons, but this time I’ll focus on...
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We know that using workflow to connect systems and people helps you reduce information silos and ensures stakeholders know the status of important processes. Now we’re going to take a look at how to use workflow to connect those processes. Workflow isn’t just a way to automatically push documents through work queues – it also optimizes your processes. You do so by using a framework of consistent rules that efficiently route electronic documents without manual intervention. By presenting users with all related documents simultaneously, workflow facilitates business transactions. That means employees aren’t repeatedly asking for emails, searching through...
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Here is what I think is happening in SharePoint, Office 365, ECM, WCM and the kitchen sink as 2014 ends and 2015 begins: Current News Apple iOS is killing it. Like almost everyone in North America, I have a new iPhone 6+. This is relevant because iOS is why Microsoft is now “Cloud First, Mobile First”, not Windows devices first. This Microsoft pivot is working, and Office 365 is killing it also. Office 365 is winning because the corporate world is not going to give up Word and Excel and PowerPoint and now they are available on iOS. Box and Google are examples of competitors to Office 365, but OpenText and Documentum are not....
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Your organization has an enormous potential in its primary asset: the employees. It has gold in its hands. If your customers are positive about your professionalism (knowledge and skills), you can be content, but you cannot lean back. Each employee should strive for the highest possible professionalism in everything he does and the management should do everything to facilitate this. There is room for growth and there will always be room for growth. Information workers are driven largely by their quest to get better in their work and thus gain more appreciation and to increase their market value. Knowledge management, when applied right, will affect have...
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Records Management Konferenz 2014 - ist das Thema endlich in Deutschland angekommen? Diese rein rhetorische Frage kann man an Hand der diesjährigen Besucherzahlen etwas positiver als noch im letzten Jahr beantworten. Auch wenn das Thema " Ordnung schaffen & Ordnung halten " nicht gerade "sexy" oder "trendy" anmutet. Aber generell muss man konstatieren, dass es in bestimmten Branchen ohne Records Management nicht geht. Noch existiert die Barriere der Sprache, weil viele Funktionen des Records Management in Deutschland sich eher unter Begriffen wie revisionssichere Archivierung, Dokumentenmanagement und elektronische Akte verbergen. Mit der zunehmenden...
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As I was going through images on an old external drive, I came across a series of images I used for blog posts back in 2009 and 2010 while at my old company echoTechnology (acquired by Axceler in May 2010) and getting ready for the launch of our SharePoint migration tool, Davinci Migrator. The image here brought back memories, and made me reflect on consistent mistake many organizations make as they prepare to migrate their SharePoint environments to SharePoint 2013, either on prem or online. This picture made me think of my impassioned pleas to companies getting ready to migrate to the latest version of SharePoint (at that time the 2010 version),...
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Versioning Part II

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Last week I posted about versioning challenges related to naming conventions and determining which version is actually the final one. This week's post continues this idea and discusses different styles of versioning (linear or major/minor), tracking methods, and when draft versions should be kept or destroyed. Versioning Styles: Linear vs. Major/Minor Many of the new ECMs (EIMs or repositories) now come equipped with functionality related specifically to versioning. Some systems allow what’s called linear versioning. Each time a document is modified it gets saved back into the system as a new integer in the sequence (1, 2, 3, etc.). However,...
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ECM Isn't Delivering

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I finished reading this article from CMS Wire (I don’t mean I actually read the whole article) and it got me thinking … Between that article, others I’ve read, and some of the projects I’ve been working on this year, this whole ECM thing is a total crock. The vendors, the consultants, the analysts, and the professional bodies are conspiring against the customers and themselves to prevent success (what defines success on a quarter by quarter basis beggars belief). “We just bought an ECM and we’re not sure what to do with it.” is something one of my clients said to me earlier this year. Actually, a variant of that statement is something I’ve been hearing...
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