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In light of the recent Clinton email dust-up , last week I posted a call for the National Archives and Records Administration (NARA) to move toward creating the capability to house a national governmental email archive. This proposed email archive would capture and preserve email messages sent by federal government employees on .gov and .mil addresses as they do business on the public's behalf. I got some feedback on those posts along these lines: impractical, unrealistic, politically nonviable, unsustainable, costly, even crazy. Some objected to the cost, yet I pointed out that there is a presidential directive that requires all federal email...
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Today is the last day of the first quarter of 2015. Here is what I saw in the ECM market this quarter: Email and Records Management s eems so much more important after the Hillary Clinton email fiasco. Our friend, Jason Baron, was everywhere in the last two months talking about his work at NARA and the Capstone Approach to practical email records management. He is a rock star! I saw the new Microsoft Matter Center demonstrated at Legal Tech in New York City. This is a solution that is working inside Outlook and Word exposing all governance and content management solutions through the UX of native productivity tools. What user...
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Every year, more people and organizations are taking the initiative to “go green”. Paper-use and over-packaging are continuing to increase which is causing a major impact on the environment. If going green doesn’t become a priority for a majority of people and organizations, we wont be able to maintain and preserve the environment for future generations. The global paper industry is forecast to maintain a 6% growth rate per year for the five-year period ending in 2017 Worldwide consumption of paper and paper products is supposed to surpass the volume size of 445 million tons by 2015 The pulp and paper industry is the single largest...
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I Earned My CIP

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I wrote AIIM’s Certified Information Professional (CIP) exam in March 2015. Two hours to answer 100 multiple choice questions across six knowledge areas. I finished in 41 minutes. Frankly, I suggest that anyone who needs the entire two hours should probably not be working in any area related to managing information. I wrote the exam not because I wanted the certificate for any particular reason, but because I wanted to assess my competence across the various domains. In preparation for the exam I did absolutely nothing other than what I do on a regular basis. I worked on my projects, I engaged with the information management community, I read, I wrote,...
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Smart cards were invented in 1974. So 40 years later, how are they doing? They’re in wide use as credit cards everywhere in the world except the US. In the US, odds are good that your next replacement credit card will include a chip. They’re also inside every cell phone—that’s why cell phone sim chips are usually distributed on a credit-card sized piece of plastic—sim chips are actually smart cards. Some governments are distributing smart cards as citizen IDs or driver licenses. Applications for these cards are usually specific and limited. What about using smart cards for digital signing? For authentication purposes? For these use cases, 40...
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Excerpts from Dr. Robert Bailey's review this month of my Information Governance book in ARMA's Information Management magazine: "Smallwood presents IG in a high-level, clear, and concise way that is extremely helpful to RIM professionals like me and other readers; hardly a day goes by when he is not poached on the subject." -- Robert Bailey, Ph.D., CRM "This book is extremely well put together. Its five major categories are broken down into 18 chapters, two large IG appendixes, and 442 pages of information. IG theory is backed up and documented with real world examples." -- Robert Bailey, Ph.D., CRM "I really appreciated...
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Anyone who has embarked on a document imaging project knows that there is a lot to consider. From basic questions, such as whether it is OK to destroy the paper source records after the conversion, to understanding the full legal implications of migrating to electronic records, imaging projects require plenty of of careful planning. In a previous blog post we discussed some of those up-front planning steps when converting paper records into electronic versions . This includes the establishment of an electronic records retention program, which involves: Reviewing the applicable laws regarding electronic records. Tapping into industry...
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GREAT NEWS COLORADO AIIM MEMBERS!!! The Rocky Mountain Chapter is being re-vitalized!!! We are kicking off this effort with a FREE meeting April 23rd with John Mancini! This event will be held at the Courtyard Marriott Denver Cherry Creek at 1475 S. Colorado Blvd at 4pm. A buffet dinner will be served. Thank you, Canon for sponsoring this event! We will be rotating venues and meeting times for future meetings so everyone has an opportunity to participate in the Denver Metro Area. In the outlying areas, please connect with me ( tk.train@mdch.com to find out how you can participate as well. If you are interested in serving on the local Chapter...
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Required to Keep a True Record of Public Servants' Work on Our Behalf In my last post I floated the idea of the U.S. federal government creating a new cabinet-level "Department of Information Governance" headed by a Chief IG Officer who would report to the president. Key considerations in my rationale included: 1) There are 15 cabinet-level departments in the Executive Branch which all rely heavily on information yet Information is not represented at the cabinet level; 2) Information is so valuable today it has been called "the new oil" and our government structure should recognize and reflect this fact; 3) Politicians and bureaucrats...
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This year the annual AIIM Conference was held in San Diego, California; way better than last year’s location which was really a few hotels sitting on reclaimed swamp land or something. And it was great to reconnect with people and meet some new folks and blah, blah, blah …. Overall I found this year’s even much better than last year’s. This could be because: A) I had no responsibilities as a speaker or representative of any company in any form; B) The content was just way more compelling to me. Either way the AIIM crew, led by Georgina Clelland (recently promoted to VP of something at AIIM, deservedly so), deserves huge congratulations. If I’m not dead...
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I'm all for the idea that a great way to get senior-level buy-in for (and drive momentum with) a social collaboration initiative is to find a handful of really good use cases which clearly demonstrate the value of a more open, networked approach to working. However, very often I find that instead of looking for internal scenarios, organisations often plump first for externally-facing opportunities - for example a community for engaging with customers, or with supply chain partners. Now, while I can see why this happens - because these are the places where a successful initiative will get the attention of senior managers, potentially making...
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Es hat mal wieder richtig Spaß gemacht! Zwei Tage auf der CeBIT. Man muss halt nur mit der richtigen Erwartungshaltung nach Hannover fahren. Wenn man seit Bestehen keine CeBIT ausgelassen hat, ändern sich Blickwinkel, Zweck und Erwartung in Bezug auf den Besuch der jährlichen Leistungsschau der Kommunikations-, Informationstechnik und Informationsmanagement-Branche ( http://bit.ly/cebit-Kff ). Passend das Motto Digital Business, passend die großen Themen BigData, Cloud, Transformation, IoT Internet of Things, Mobile, Security & Social Business. Die CeBIT bot ein intensives Spotlight auf die rasende, sich immer noch beschleunigende Entwicklung bei Informations-...
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Everything is a blur. Everyone needs to talk to you, needs you to do something. You’re up to your nose in work and you don’t even have time to eat. You don’t even have time to think about eating. Sound like a typical feeling for you? Before you start panicking, let’s quickly look at your situation and time management. Over-committing It is too easy to get caught up in the hustle and bustle of the world around you. More than once I’ve found myself feeling like I had more opportunities and obligations than I had time for. While it may feel like we are proving that we work hard- it is actually doing more damage than anything. Those damages...
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Egregious Email Non-Compliance Requires Strong Action NOTE: This blog post is in no way a political one that takes sides, rather it deals with the policy and technology issues around Hillary Clinton’s recent email kerfuffle. The Clinton email story has been all over the media the last couple of weeks. The scenario involves a number of interrelated issues: information technology, privacy, information security, records management (RM), legal issues, risk, and business issues. Guess what? These all happen to be components of the Information Governance Reference Model . What the whole modern world is talking about are Information...
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How did we get here? It’s taken nearly 10 years to arrive at our current state of Content Chaos—perhaps starting back in 2007 when managing compliance/risk began its steady decline as the primary business driver for investments into ECM systems. At the same, we initiated the rapid growth of collaboration—simplified sharing of documents both internally and externally—as the leading reason for new ECM investments. If we define content chaos as the inability to properly find, manage, and secure documents and records, it’s clear from virtually every metric that most organizations (if not all) are facing content chaos in 2015. Whether...
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Das BSI Bundesamt für Sicherheit in der Informationstechnik hat auf die "XEROX-Story" ( http://bit.ly/1ABn4EY , http://bit.ly/1EnrMHO , http://bit.ly/XEROXscan und http://bit.ly/1BQUIKY ) aufgegriffen. Das BSI ist der Meinung ( http://bit.ly/ReSiScan ), dass technisch und kaum sichtbar veränderte Scans ein Sicherheitsproblem sind. Die Richtlinie TR 03138 "ResiScan" wird entsprechend überarbeitet. JBIG2 soll zukünftig nicht mehr verwendet werden dürfen. Dies betrifft nicht nur den verlustbehafteten Pattern-Matching-Modus bei geringer Auflösung sondern gleich JBIG2 generell. Damit müssten alle Scanner- und Softwareprodukte, die dieses Komprimierungsverfahren...
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(This is a recent post I have written in my Blog . Pl. ref. here for the original blog-post) By integrating SharePoint with Dynamics CRM, you can leverage the document management capabilities of SharePoint from within Dynamics CRM. This allows you to store and manage documents in the context of a Dynamics CRM record on a SharePoint Server, and leverage the SharePoint infrastructure to share, manage, and collaborate efficiently. Integrating CRM and SharePoint There are 2 ways of integrating SharePoint with Dynamics CRM; using List component and server-based integration . ...
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Over the last while there’s been a lot of talk about Information Governance. Everything from its definition to its market scope to its toolsets has been debated in great detail. In this webinar, Chris Walker and Connie Moore continue the debate and hopefully provide a little clarity. http://www.digitalclaritygroup.com/dcg-podcasts-information-governance/
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When it comes to storing documents in the modern world, all signs seem to point to “digital.” This point was recently underscored as a headline-making fire at a well-known document storage warehouse sent the message loud and clear: storing paper documents creates unnecessary risks, where digital storage brings clear benefits across the board. Traditionally, long-term storage of paper documents has been thought to be the most cost-effective way to store documents that don’t need to be retrieved. But the recent blaze – which destroyed countless paper documents – exposed the inherent risks of storing paper. And these risks must be taken into account when...
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Secure Your Documents

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With all of the corporate and personal devices that we use for work, it is difficult to make a device specific security possible. Employees are doing a majority of work on their personal devices which means that they are bringing work home with them, accessing corporate data on unsecured networks. We've come up with some steps to help secure documents and data in a time of BYOD. Forget devices, focus on data. Trying to secure every device that is in your office is impossible. Instead, try to take a more information centric approach to security. This means that businesses should be enabling security on the document itself, instead of relying on...
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