Blogger

Colligo’s cloud-based Email Manager ‘ add-in ’ rounds out  M365   Author: Andy Morris, Colligo Director of Research & Development “ B ump , ouch.” That ’ s the sound of you coming back down to reality now that the panic of the world ‘working from home’ is maturing into a long – term future.   Do we all go back to an office? Do we continue home working? Is it a hybrid ? I don’t think anyone clearly knows the answer. But one thing for sure is some of the IT changes we made (Yes , I am one of you , too) will not be rolled back .   The reason many of us have been able to convert to working at home so swiftly and efficiently is not just due to our IT skills, but to the Microsoft 365 solution and its existing stable and proven cloud – scalable features.   Microsoft scaled in epic proportions to handle the demand of customers who were thinking about moving to O365 , but never quite got there, or those who had never even considered it, but suddenly got a swift ‘ kick up the arse ‘ (as we say in the UK) from their management with simple demands like , “You better keep my ...

This month, we're traveling north. Meet Jill Stelter, another vessel of the WIIM community.  Jill is the Information Governance & Compliance Program Manager at SnoPUD.  She says that there's no end goal for her in Information Management, so she's in it for the ride.  She's open for tips, introduce yourself here ! Name: Jill Stelter Position: Information Governance & Compliance Program Manager Company: Snohomish County Public Utility District (SnoPUD, the nickname comes in handy) Where do you live in? Washington State, just north of Seattle – the beautiful PNW How long have you worked in information management?  15 years, wow that sounds like a long time! What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work? My work as the IG & Compliance Program Manager comprised of: Legal compliance and discovery Technology planning, development, and compliance configuration User experience and education Structure and Unstructured Data governance, retention and disposition We have a great support system in our company.  With that said, we always make sure to stay relevant with the ...

You’ve gone through the (often) lengthy process of searching for, comparing, selecting and finally implementing an information management solution. And now you have to upgrade the technology already? Your initial reaction may be,  Seriously?   I just spent money and time implementing this solution, and now I have to take another step?  While a set-it-and-forget-it approach to technology solutions may sound ideal, the information management landscape – and technological innovation at large – is constantly changing. In reality, upgrading technology poses a major opportunity for improvement within the business. Technology should be seen as an investment in the business, and in order to deliver the maximum ROI, it must evolve as the business needs to. Maximizing your technology investment is especially important when it relates to your most valuable asset: data. Additionally, to be clear, allowing outdated technology to fester is not just a missed opportunity; it can negatively impact your business. Here are three reasons why keeping enterprise information systems current is absolutely mandatory. 1. New Functionality Technology is constantly evolving and advancing – the digital ...

Today is International Women's Day and what a great day to honor one of many great women in our AIIM community.  Meet Jessica Marlette, an Information Governance Counsel with an impressive resume as well as an active vessel of the WIIM community's success.  If you have not connected with Jessica, please introduce yourself here .  Name  Jessica Marlette, Esq., CIP Position Information Governance Counsel Company White & Case LLP Where do you live?  Tampa, Florida How long have you worked in information management?  I have been in the information management field for nearly a decade now.  I graduated law school when the economy tanked so decided to pursue a Master’s in Library & Information Science.  I spent the next almost four years working in conflicts at an international law firm.  Then, the global law firm, White & Case, opened a Tampa office and a position in Knowledge Management (KM) was available; it was the perfect avenue considering my educational background.  I have been with White & Case for a little over six years now and transitioned from a pure KM role to Records and Information Governance (IG).  Of course, I still wear my KM hat as I ...

It’s 2021: enterprises have made it past the most digitally disruptive year in recent memory. 2020 was a year of drastic change – it reconfigured the workforce, evolved the way data and content flows and changed the way businesses and consumers operate. If last year was about adapting quickly and surviving uncertainty, 2021 is about laying a long-term foundation for the post-pandemic world and digital economy. A vital part of laying that foundation is enterprises knowing where all their customers’ personally identifiable information (PII) is.   We’ve come a long way since 2018, the year of the GDPR deadline. Privacy regulations are no longer a novel risk to companies; they are part of the fabric of the future. We expect them, we know them, we are challenged by them. When it comes to data privacy, this year is a turning point – and while organizations say that every year, the stakes have changed. Enterprises are now preparing for the inevitable next disruption, which means digital transformation and risk reduction have become deeply intertwined. As privacy becomes a priority, organization must be able to answer the question: where is your PII?   Major strides have been ...

Meet Ann Gorr!  I remember the first time I met Ann at my first AIIM conference.  We were at Karaoke and I heard this BEAUTIFUL voice singing which put me in awe.  If you have not met this Wonder Woman, please reach out here !  Read more about Ann in this blog post. Name                  Ann Gorr Position            Legal Technology Consultant/Information Governance Strategist Company          Ann Gorr, LLC (Advisory Consulting Practice) Where do you live? I live at the “Jersey Shore” as it’s referenced in the Garden State of New Jersey in the US.  As an empty-nester, I recently downsized and moved from the big family home in the suburbs to a new townhome located 8 blocks from the relaxing beach at Bradley Beach.  For those of you who follow the “What Exit Number?” reference so commonly discussed among those who live in or travel through NJ, I live off of Exit #98 of the Garden State Parkway [Belmar/Spring Lake/Shore Points]. 😊   How long have you worked in information management?  I’m approaching 30 years in the IM/IG/Tech world where I focus on serving the small-to-mid-sized law firms and corporate legal departments (mostly located in the Northeast/MidAtlantic ...

According to the   European Commission’s Artificial Intelligence for Europe , “Artificial intelligence (AI) is already part of our lives – it is not science fiction.” From smart speakers to customer service, AI has found its way into our homes and businesses. One area of business where AI use is emerging is records and information management [RIM]. As opportunities to use AI in RIM increase, what privacy implications, what unnecessary classification or retention, and what laws or regulations can information governance and privacy professionals expect to find in the future? As the amounts of data increase, so does the headache in trying to manage such data. AI systems and software can assist RIM professionals to capture and classify their records and information through the use of auto-classification tools. These tools implement AI through defined, encoded rules based on keywords or phrases to classify and sort the input information. Self-learning or machine learning technologies, AI systems that enable computers to learn from their environment without being explicitly programmed, can increase the efficiency and accuracy of auto-classification of information. While these tools do ...

How to Use a Records Management Program to Sustain Business Operations We are living in unprecedented times. People and businesses worldwide are having to adjust their daily routines and navigate new ways to do business. Consumer spending has drastically declined. International travel is at a standstill. Both small businesses and multinational companies have temporarily shut down, instituted furloughs or layoffs, or quickly restructured to company-wide telecommuting to deal with the new and rapidly changing environment. Whatever position your business currently finds itself in, a records management program can help your business find a way to be productive again. How to Use Your Current Records Management Program If you are currently experiencing one of the business interruptions mentioned above, a records management program will be an initial step in resuming business operations. If you already have a records management program, you can utilize it to create or implement a business continuity plan. A business continuity plan is a “documented plan that defines the resources, actions, tasks, and data required to manage…disaster response and recovery, and business resumption process ...

Thirty years ago, this November, East and West Germans began crossing the Berlin Wall after the German Democratic Republic (GDR) announced that East German citizens could freely visit West Germany and West Berlin. Within a short amount of time, both Easterners and Westerners started tearing down parts of the Wall, symbolizing the subsequent wearing down of the GDR. [1] With the 30 th   anniversary of the fall of the Berlin Wall coming up in a few weeks, it seems fitting to view the recent rise of European General Data Protection Regulation (GDPR) sanctions issued by the Berlin Commissioner for Data Protection and Freedom of Information (Berlin DPA). Germany, unlike other EU member countries, regulates GDPR compliance through its state data protection authorities rather than its federal data protection authority, the Federal Commissioner for Data Protection and Freedom of Information. The Länder (or states) each have their own data protection offices and their own data protection laws to govern the public and private sectors’ data protection obligations. Additionally, the Länder DPAs can issue sanctions for non-compliance with the GDPR. Since the GDPR has become effective, the ...

The effect of the word permanent “is rarely pure and never simple” [1]   when it comes to records management. In the post-GDPR world, how you interpret and implement the word “permanent” into your retention schedule—as either a long-term retention period [2]   or a hardcopy format—could cost you significantly. The Association of Records Managers & Administrators (ARMA) defines a permanent record as “determined to have sufficient historical, administrative, legal, fiscal, or other value to warrant continuing preservation.” [3]   But what exactly does continuing preservation mean? Does it refer to the period of time you are supposed to retain information, or could it mean the format in which you retain a record? Legislation is hardly helpful at clearing up the puzzle between permanent retention period and permanent format. Take for example 522 Code of Massachusetts Regulations 3.05, which requires owners or users of nuclear reactor facilities to “keep permanent records to maintain complete traceability of all material used in the construction of any nuclear reactor plant.” Compare that language to 20 New York Codes, Rules and Regulations 39.1 which says, “Every taxpayer must ...

On May 26, 2020, the European Union enacted new regulations concerning medical and in vitro diagnostic devices—a move that should cause manufacturers, clinical trial sponsors, investigators, and other regulated parties involved in medical device development, manufacture, and distribution in the EU to take notice. These new regulations replace existing directives and bring about many changes, including important changes to records retention periods. Medical Device Directive 93/42/EEC has been replaced by Medical Device Regulations (EU) 2017/745. This regulation applies to both implantable medical devices and non-implantable medical devices. In Vitro Diagnostics Regulations (EU) 2017/746 replaces In Vitro Diagnostic Medical Devices Directive 98/79/EC. Although this new regulation is not fully effective until 2022, certain articles are already in force. Below is a summary of the changes to the retention periods and new requirements that are included in these regulations. Details of Changes to Retention Periods   Medical Device Regulations (EU) 2017/745: Technical documentation, declarations of conformity, and any relevant certificates: For manufacturers, authorized representatives, ...

Businesses in the United States and around the world are currently operating in unprecedented times due to COVID-19. Many businesses have had to become innovative and flexible. Possibly one of the biggest changes to how businesses function from day-to-day is the large number of employees working remotely. Remote work is not new, but many businesses have had to figure out how to transition their employees to working remotely. This transition brings many challenges, but one of the challenges that might be overlooked is document management. Regardless of where you work, at home or in an office, it is important to have a document management policy in place and to communicate with your employees of what that policy is. Here are some things to keep in mind when developing a document management policy for employees working remotely: • Security; • Personal data and privacy compliance; • Access to and storage of documents; and • Disposition and destruction of records. Security Security is a major concern for companies when transitioning employees to remote work. Employers may need to look into making sure their networks are more secure. VPN, or virtual private network, allows ...

In today’s day and age, many companies have converted to electronic or paperless systems, however, businesses still have old paper records that need to be retained and accessed. Despite this move to electronic records systems, the task of determining how and where to store these old or inactive records is not new to businesses. Keeping and managing inactive records can be costly and time-consuming, and oftentimes where an organization stores these records is a big consideration and can be a hassle. First, let’s define what an inactive record is. Inactive records are records that are not used by an organization on a day-to-day basis but must be retained for administrative purposes, legal compliance or per an organization’s records retention policy. Whether these inactive records are to be retained permanently or are nearing the end of their lifecycle, they must still be part of the business’s records management program. It is important to establish a policy for inactive records that defines when a record becomes inactive and where these records are to be stored. After a record has been categorized as inactive, it is time to consider where to store the record – onsite or offsite. ...

Discovery: the act or process of discovering. [1]   In a lawsuit, discovery is the process of sharing information that is relevant to a particular legal action or proceeding. With the rapid growth of technology and electronic data, the discovery process has evolved to include a new way of discovering information: electronic discovery or “e-discovery.” Why all the buzz about e-discovery? Computers are being used now more than ever by families, businesses, lawyers, doctors and even the courts. Computers allow us to work more efficiently, cut costs, communicate and store large amounts of data. It is important for a business to be able to quickly review and extract information, but the large amounts of data being stored can make this task difficult, especially in the event of a lawsuit. E-discovery is “the process of collecting, preparing, reviewing, and producing electronic documents in a variety of criminal and civil actions and proceedings.” [2]   The term used in e-discovery that describes the records being sought is “ESI” (electronically stored information). Examples of ESI may include emails, instant messages, word-processing documents, webpages, databases, photographs, sound ...

Meet our first member spotlight for the year 2021!  Shukra is a Governance Manager at Cummins, Inc.  He's looking forward to one thing we may all have in common and that's the COVID vaccine! Name: Shukra Kichambare Position: Information Governance and Privacy IT Manager Company: Cummins Inc. Where do you live in? Columbus Indiana How long have you worked in information management?  5.5 years What does your work entail?   As the Information Governance Manager, my work focuses on defining how we manage information from cradle to grave, from creation to archiving. This includes overseeing the design, development, and ongoing management of frameworks, tools, communications, processes, and training. As part of this program, I also oversee work supporting Data Privacy, Data Classification, Enterprise File Sync, and Share and File Analysis/Auto-classification Do you have company support? Cummins fully supports our initiatives both at the leadership levels and through multiple functions at the grassroots. More importantly, it is critical to partner with leaders. I consider it a privilege to work with a stellar team of professionals who tirelessly support ...

Lorelei wears a few hats!   She's very involved in AIIM's WIIM program as well as a coordinator on the new Digital Ethics community.   In addition to her involvement in our AIIM community, she has successfully added a few more accolades to her resume this past year.  Check them out below.  Way to go Lorelei, please congratulate her here! Name: Lorelei Chernyshov CIP, IGP, MSLS (data privacy and cybersecurity) Position: Assistant Vice President of Information Governance, Technology Risk and Cybersecurity Company: Merrick Bank Where do you live in? Salt Lake City, Utah How long have you worked in information management?  25 years What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work? I drive the goals of Information Governance by tying them directly to the company's business goals.  The business goals inform the Information Governance goals.  I do have company support in participating in cross-departmental committees, developing policies and procedures with information technology, and tactically addressing privacy and security and life cycle management as it plugs into meeting company objectives. ...

Achieving business growth through an effective marketing campaign requires paying attention to certain critical components. For instance, content is at the heart of a campaign and it is vital to know how to use it strategically.  SEO is important to drive organic traffic and social media marketing helps to build relationships with customers. All of these aspects working together can drive the success of a campaign.  1. Campaign performance insights Marketers need to know exactly how their campaigns are performing. Otherwise, they may keep investing in channels that yield poor pipeline and revenue. When they know what drives success, they can allocate a marketing budget more successfully.  LeanData Attribution provides   marketing attribution   powered by industry-leading matching, offering an accurate view of campaign performance. Its fully customizable attribution models can be tuned to your business. This can lead to more understanding of how marketing and sales teams can move deals through all the different opportunity stages.  2. Original content Great content is vital to the success of a digital marketing strategy and AI systems, such as Google’s RankBrain, have ...

Shawn has graciously shared his knowledge with us on a few occasions.  He presented at AIIM20 as well as lead a recent AMA for us on Microsoft Teams.  If you have not met Shawn and want to introduce yourself please do so here ! Name:  Shawn Acheampong Company:   Tumii Transformations Inc. Title:  Founder of Tumii Transformations Inc. and Digital Transformation Accelerator   Where do you live? Toronto, Ontario, Canada How long have you worked in Information Management? More than 20 years across industries from Government, Energy, Banking and Consulting in Police, Government, Retail, Engineering and Non-Profit (church) What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work? A friend recently introduced me as a "Swiss Army Knife of Digital Transformation.” Whether it’s a long-term partnership or for quick wins, I help groups that are just starting or deep into their transformation. Before, during, or after, we can do it all. My work involves developing and implementing strategies for organizations to balance regulations around the management of content along with the desire to innovate by making ...

There are many online services for file compression, but if you are constantly working with large documents, it may serve you better to invest in a tried and true solution. Here are 5 reasons to utilize document compression software: Better for sharing Compression software can reduce black & white image file sizes by up to 10X, and up to 100X for color images). This makes them much easier to email and transmit, as they will take less time to upload. Email attachment size limits can also quickly become frustrating, especially for paper-heavy industries such as legal and insurance. When you often have to work with large documents, it’s unsustainable to send them back and forth at full size. If you’ve ever been on the receiving end of a large file attachment, you know that it’s no fun waiting endlessly for it to download either. Use a compression software to make your files much quicker and easier to access. Your colleagues and friends will thank you. Better for mobility Compression facilitates mobile accessibility, which  81% of respondents say they need , as shown in the 2019 Intelligent Information Management Benchmark Report. Making documents smaller ...

Meet your AIIM peer Joan Darkortey.  Joan joined AIIM in January of 2020 and attended AIIM20 where I had the pleasure of meeting this very diverse woman.  Joan is a very busy young lady as she actively serves on the Diversity Advisory Council (DAC), OAS Division D&I Team, and served as Co-Chair of Blacks United In Leadership Development (BUILD) ERN from 2016-2018 while managing her role as a Senior RIM Analyst.  You can find Joan in the community here .   Name Joan Curran Darkortey, EMBA, CIP, CLSSGB Position Sr. RIM Analyst and Consultant Company   Federal Reserve Bank of Atlanta Where do you live in?  Atlanta, GA How long have you worked in information management?  Approximately five years directly in RIM, but an additional 4 years indirectly while working in the Legal department. What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work?  As a Sr. RIM Analyst and Consultant, my primary responsibility is to help staff understand and comply with the Federal Reserve Bank of Atlanta’s records and information management (RIM) policy using the “Team Approach”.  My team and I do this by ensuring ...