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YEAR END EVENT IN LAS VEGAS, NV AIIM Nevada and ARMA Silver State Chapter hosted our year end event at TOP GOLF.  Our speakers Mack Jackson spoke about Cyber Security, Teri Mark, the State Archivist talked about Retention and new policies with the State of Nevada, and former NFL Player, Daymeion Hughes discussed overcoming challenges and working together. Thank you to our speakers and Sponsors, Epson, Canon, Richo, Iron Mountain, Kodak Alaris, and Nexsan for the suppor
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On November 28, 2011, President Obama signed a Presidential Memorandum entitled   Managing Government Records , initiating “an Executive Branch-wide effort to reform records management policies and practices” of agencies by developing a “21st-century framework for the management of Government records.” To achieve this objective, the Director of the Office of Management and Budget (OMB) and the United States Archivist released the   Managing Government Records Directive   on August 24, 2012. Applicable to all executive agencies and all records, regardless of security classification or other restrictions, the directive requires government agencies to eliminate ...
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Dawning Digital Dark Age

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The accelerating pace of technology continues to change the way we communicate and do business. Systems, software, and file formats are in a constant state of flux, rapidly altering how we create, use, and store our data and documents. But the emphasis today is on innovation and productivity, often without consideration for how information will be retained and preserved for use in the future. Some experts have even speculated at the possibility that, as a consequence of the rapid technological development, in the future we may inadvertently render huge quantities of legacy data unreadable, obscuring the past and clouding the efforts of historians and record ...
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Establishing a business case for a Master Data Management System (MDM) has become easier as more enterprises recognize the vast benefits of linking its critical data to a single reliable point of reference, which is typically referred to as a master file.  With a centralized MDM, an enterprise can easily and consistently tap into its core data including employee, supplier and customer data, for analytics in support of advantageous and cost-saving business decisions. Formally, MDM is considered an endeavor involving both business and IT to ensure data uniformity, accuracy, accountability and stewardship. Difficulties initiating and maintaining a sustainable ...
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Data management in the modern era faces complications from numerous facets, including controlling volume and securing information from breach. Perhaps less discussed publicly, but a problem faced by every company, is the challenge of migrating data from legacy systems. Systems commonly become obsolete as they are retired by the provider, new technology and features pique interest, or the organization changes. Regardless, once a determination is made to transition, the migration of the data must be properly managed. The features and functions of the new system, as well as the character and use of the impacted data, will dictate the appropriate pathway for ...
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It is amazing that we are so habitually programmed into doing something and yet we do it for one aspect of life and completely ignore it in another. How often do we forget taking the trash out of our house when we know that trash collection days are let’s say Tuesdays and Fridays? And if we do forget!? It STINKS right? So knowing the consequences we have programmed ourselves to make sure that our trash cans are sitting out on trash collection days without fail. Even our own body is programmed to function that way! Daily intake into our body and daily we take the trash out. Imagine not taking the trash out there! I am scared to even think about the consequences. ...
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Numbers: Measuring the value and success of what’s been done This article, the third in a five part series on technology strategy techniques that bring about lasting change, discusses using numbers to effectively plan and analyze your ECM. If you haven’t read the series, find the additional posts  here . A wide variety of articles can be quickly found online with ideas and instructions to develop a cost/benefit analysis for an ECM rollout. Most of these articles focus on: 1) initial justification of implementing an ECM system, and 2) a whole lot of numbers in complex spreadsheets consisting of hardware and software expenditures, personnel costs, ...
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Die europäische Standardisierungsinstitution CEN hat Ende Mai 2017 die Normierung des einheitlichen europäischen Rechnungsformates abgeschlossen ( http://bit.ly/CENeInvoicing ). Nunmehr stehen alle notwendigen Spezifikationen für den Rechnungsaustausch in der öffentlichen Verwaltung, die natürlich auch von der Privatwirtschaft genutzt werden sollen, zur Verfügung:  http://bit.ly/CEN-einvoicing Billentis hat in ihrer aktuellen Studie die Marktentwicklung international dokumentiert. Wie Billentis sieht auch der AP Verlag die öffentliche Verwaltung als treibende Kraft der elektronischen Rechnung . Dennoch muss konstatiert werden, dass die deutsche öffentliche ...
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As more companies invest in efforts to reduce their paper footprint, we recommend taking into consideration a few key guidelines when moving forward with initiatives to scan or image paper records. Initially, a determination must be made on whether the documents are suitable candidates for conversion. There are many reasons why a document should be maintained in paper copy, including: Highly confidential/sensitive material that should not be exposed through a digital migration Legal requirements to maintain in paper format (e.g., wet signature, dual copy requirements and so forth) Evidence of certain important legal obligations or rights ...
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Bisher dachte man beim Begriff Blockchain immer an digitale Währungen, neue Geschäftsmodelle für Banken und Versicherungen. Aber Blockchain verändert auch andere traditionelle Anwendungsfelder - so zum Beispiel das Records Management. http://bit.ly/RM-Blockchain Daher ist der Schritt in die gleichermaßen abzusichernde revisionssichere Archivierung naheliegend. Records Management und revisionssichere Archivierung betreffen auch vorrangig kaufmännische, handels- und steuerrechtliche Vorgaben, wo es um Verfälschungssicherheit und Nachweisfähigkeit geht. Was man jedoch bedenken muss ist, es geht hier um eine spezielle Lösung für die Datenbank, also bei ...
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Electronic signatures and digital signatures are often used interchangeably in conversations, but they carry significant legal, evidentiary, and practical differences within the context of records management. Electronic signatures are any form of endorsement or assent captured electronically and adopted with the intent to sign a document. They can include printed facsimiles of ordinary signatures, typed signatures, automatic signatures appended to the bottom of an email, or even a simple typed letter “[X].” Digital signatures are a specialized type of electronic signature. They use a cryptographic protocol which employs public and private encryption ...
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What if there was a storage medium capable of storing billions of gigabytes of data in the size of a sugar crystal, with the ability to securely preserve it for centuries without decay or data loss? How far-fetched does it seem to be able to shrink the same amount of information currently filling a big data center down to the size of a sugar cube, and then to store it in a garage for hundreds of years without deterioration? With the development of DNA-based storage, this dream is closer to reality than we might think. As the digital universe expands to tens of trillions of gigabytes within the next few years alone, the question of how to store all of ...
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Countries are continuing to escalate restrictions on storage location and transfers of data, with China being the most recent to follow suit. China broadened its cybersecurity initiatives significantly in 2016 with the release of the Cybersecurity Law (Law). Scheduled to come into effect June 1, 2017, the Law introduced many new requirements concerning the handling of personally identifiable information (PII). Among the most controversial is the data localization mandate requiring “operators of key information structure” (CIIOs) to retain critical data and PII generated within the course of business in China. Specifically, the Law requires “personal ...
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France’s new Digital Republic Act  [1] significantly strengthens protections that control how French businesses use and retain personally identifying data. The law expands the scope and authority of the 1978 French Data Protection Act and brings the country to the foreground of modernizing the legal framework of the information economy ahead of the 2018 implementation of the General Data Protection Regulation (GDPR). The Act includes a number of key amendments that improve individual privacy rights, increase the powers of French Data Protection Authority (CNIL), and impose new requirements on how companies and communication providers handle personal information. ...
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Award of Merit

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At the AIIM Conference in Orlando last month, I became the 46 th recipient of the Award of Merit from the former National Micrographics Association (now AIIM) in 75 years.  This column is my brief reflection on this event.  This was at least my 30 th AIIM Conference.  It has always been highly relevant to my career across my years at Accenture, Booz, Allen, IMerge, BSG, Align Solutions and Gimmal.  In this period, I have been to many other conferences, such as the National Computer Conference (NCC), the Office Automation Conference (OAC), the International Word Processing Conference (IWP), INFO, and many others that are now defunct.  A key question is why ...
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Oh my gosh, this seems hard…executing on the top things. This is the second article in a five-part series from Zia Consulting on technology strategy techniques that bring about lasting change. In case you missed it, read the introduction . As you begin executing an ECM project, there are going to be hiccups and all out fires. Risks turn into issues, requiring mitigations, new decisions, and so on and so forth. You may start thinking, “What happened to our strategy?!” One of the most important things you need to do, in times of project stress, is remind your team to apply basics of your strategy throughout all phases of execution of the ...
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By Kurt Thies, VP, Technology and Strategic Solutions at TAB How do you think your organization could make information more accessible? I recently had the honor of speaking at both the Orange County ARMA chapter meeting and greater Los Angeles ARMA Conference where I challenged audiences to look beyond the traditional “store and retrieve” model of records management and to embrace the role of integrating information into the business process. Participants in both sessions were eager to learn more about digitizing information and eliminating papers in their organizations. One topical example of increasing information accessibility is the interactive ...
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Planning for successful technology change. But let’s just GO! This is the first article of a five-part series on technology strategy techniques that bring about lasting change. In case you missed it, read the introduction . It may seem obvious, but the first thing to start with when embarking on a significantly large ECM technology change, platform refresh, or software upgrade, is a strategically informed plan. Many organizations don’t do this well or skip it entirely. Everyone may think that your enterprise project has the green light to begin implementation when procurement finally signs on the dotted line; however, that ...
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BIRMINGHAM, AL, April 26, 2017 – ibml, a leader in information capture solutions for the enterprise, today announced the appointment of Martin Birch as President, Chief Executive Officer and member of the company’s board, effective immediately. He succeeds Derrick Murphy, who is leaving after 25 years with the company, including the last ten as Chief Executive Officer. “Martin is a well-known, client-centric executive with deep knowledge of the capture solutions space, having been a partner to ibml and advocate for ibml’s products for many years,” said Helen Yang a member of the Board of Directors for ibml. “Throughout his career, he has demonstrated a natural ...
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Das Analystenhaus Forrester hat im April zwei neue Waves veröffentlicht, die sich mit ECM Enterprise Content Management beschäftigen ( http://bit.ly/BCS-TCS-Wave2017 ). Seit letztem Jahr aber bereits heißt dieses Technologie- und Branchenumfeld bei Forrester "Content Services", im Jahr 2015 war noch von ECM Business Services die Rede ( Forrester 2015 ). Forrester präsentiert im April 2017 gleich zwei neue Studien: BCS Business Content Services und TCS Transactional Content Services . Natürlich muss sich die Definition von Content Services bei den großen Analysten unterscheiden :)  Gartner hat den neuen Branchen-Terminus "Content Services" gleich in drei ...
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