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Author: Tim Brady, CEO, Colligo Digital transformation necessary for companies to modernize and stay competitive   “The amount of data to be created in the next 3 years will be greater than the data created over the last 30 years,” commented Satya Nadella. This year, Microsoft Inspire  kicked off with one of the best keynotes we’ve seen in a long time. Nadella’s opening presentation was animated and uplifting and well worth a watch . We love Inspire as it provides an opportunity to hear about updated technologies and partner opportunities across the Microsoft technology stack, from Power Apps and Dynamics to Azure and Microsoft Viva. Inspire 2021 did not disappoint!    As companies globally turn to the Microsoft Cloud to create new technology opportunities, Microsoft continues to be more central and synonymous with digital transformation. “Microsoft is the only cloud that supports everything an organization needs to adapt to hybrid work,” remarked Nadella.    Source: Microsoft, Forrester More firms than ever are racing to modernize and undergo digital transformation in order to remain competitive in the new era of work. This should help bolster Microsoft ...
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Searching For and Recreating Information is a Massive Time Waste   Microsoft recently published a report that says employees spend about 1 hour a day – up to 20 hours a month or up to 7 weeks a year – searching for or recreating information. The Spiceworks Ziff Davis’ research into knowledge sharing trends found that:   “Organizations can potentially save employees five to eight weeks of productivity a year, if employees can efficiently find and use the knowledge available to them.    On average, employees could potentially save between four to six hours each week if they didn’t have to search for information—or spend time recreating it. In other words, they could potentially get back 11% to 14% in daily productivity, rather than downloading the same file multiple times, digging through endless document folders, searching email archives, etc.”   At the same time, the report points out that email remains the most dominant method for sharing information in 75% of organizations. McKinsey analysis indicates that  “the average professional spends 28% of the workday reading and answering email,” amounting to 2.6 hours per day for the average ...
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A Winning Formula for New Technology Adoption   Getting users to adopt new technology has traditionally been a struggle. After all, change can be hard. One bright spot of the COVID-19 pandemic is that new technology adoption levels have skyrocketed, particularly the adoption of cloud technology to enable remote work. As McKinsey aptly put it: “Digital adoption has taken a quantum leap at both the organizational and industry levels.”   But even while over 90% of organizations are using or plan to use Microsoft 365 in some capacity, and 93% of McKinsey survey respondents said their organizations had experienced an increase in remote working, achieving absolute, organization-wide user adoption of cloud technology – or any technology for that matter – remains a pipe dream.   That’s what makes the implementation of the Colligo product suite for Microsoft 365 – including Email Manager , Office Connect , and  Content Manager – at a large wealth management firm even more incredible: the solution has been adopted by 100% of their team . Defying the odds, the firm credits Colligo’s easy-to-use, intuitive products that work seamlessly with ...
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Meet Guy, a Records Manager with the City and County of Denver.  Guy obtained his CIP certification which has given him the opportunity to share his experiences and knowledge as a Records Manager with AIIM members and presented him with more opportunities to present at AIIM events.  Connect here with Guy! Name: Guy Mason Position: City and County Records Manager Company : City and County of Denver Where do you live in? Denver, Colorado How long have you worked in information management?  10 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 manage the retention and storage policies and coordination of records for all city and county agencies, everything from the airport to the mountain parks. There is increasing support especially around privacy and the reduction of electronic ROT, but it’s still difficult to get support to inventory and clean up paper and older unknown information. By bringing together coordinators in every agency, improving policies, and better using technology we’re reducing liabilities and making it easier to use and find useful information.   What has been ...
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Author: Tim Brady The future of work is here. Microsoft is touting ‘modern work,’ and the Microsoft 365 suite has been solidified as a leading platform for organizations in both a remote and futuristic hybrid-like workplace. Microsoft Principal Product Manager Lead Dan Holme summed it up well, noting that had the pandemic happened before cloud it would have been an entirely different ballgame . During the pandemic and the shift to remote work, Teams daily active users grew to 145 million, and SharePoint saw 100 petabytes of new data uploaded every month. The increases in scale are incredible, and wouldn’t have been possible prior to the cloud era. The recent virtual Microsoft 365 Collaboration Conference , featuring over 50 speakers and 100 sessions, delved into ‘modern work’ and highlighted Microsoft 365’s continued momentum in four principal areas: Protection, Productivity, People, and Platform. Protection Microsoft pointed out that the Microsoft Cloud is highly secure, compliant, and distributed , allowing for device, location, and data controls. Relevant to Colligo customers, Microsoft also emphasized the compliance controls available in Microsoft 365 and the Microsoft ...
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Ask the Experts: Process Automation, ECM & EIM Leverage AI and Advanced Tools to Maximize Efficiencies at Financial Institutions Financial institutions are notoriously paper-heavy. What best practices can be applied for the conversion from paper to digital?   Understanding all existing processes at the bank or credit union, along with employee and account holder needs, should be prioritized before embarking on a digital transformation journey. Eliminating manual, paper-heavy processes with automated workflows and data acquisition capabilities affords a digital means for capturing, storing, and organizing institutional data. Working with disparate systems requires a flexible, intuitive approach to enterprise content and information management (ECM / EIM) and promotes seamless integration into the core system for cross-channel data exchange. Dynamic, user-friendly, data-backed automation tools ensure banks and credit unions stay ahead of their digital transformation efforts, keeping employees and account holders front and center.     Are there tools available for banks and credit unions working with different systems but still looking to include everything in a ...
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Meet Kristen Marquez!  Kristen joined AIIM in February 2021, and in this short time, I really feel I've known her for years - it's her great personality:)  It's always really great to have such a connection with someone you've never met in person.  Kristen is definitely a person with patience and endurance.  Please reach out and introduce yourself to Kristen here !  Name: Kristen Marquez Position: Records Analyst Company : Eastern Municipal Water District Where do you live in? I live in Menifee, CA How long have you worked in information management?  7 Years 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 a Records Analyst keeps me busy! I wear a lot of hats. My days usually include: Public Records Requests and legal service eDiscovery Administration of the District’s EDMS and Offsite storage Retention, disposition, and governance of data Ensure legal and regulatory compliance Support for our Records department has been steadily growing over the past few years. We have partnered with our Information Technology department to explore new technologies that will continue ...
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Author: Tim Brady, CEO, Colligo The Colligo team recently held a webinar, How to Succeed on Your Governance Journey & Arrive at Destination Compliance . We’re believers in the mantra that while compliance is the destination or end-goal, governance is the journey. As part of this, Colligo recommends leveraging metadata as the essential ingredient for gaining traction in your governance and compliance efforts. Governance and compliance are not easy, particular in the rapidly changing work environment. We conducted several participant polls during the webinar that delivered insightful results. Below is a summary of respondents’ feedback and our analysis of the numbers, as we help you and your organization on your governance journey. You can also view the full webinar here . 1.    The shift to the Cloud and Microsoft 365 still has a long way to go Plenty of attention over the past year has been centred around the rapid ascent of applications like Teams and the Microsoft 365 suite, alongside general cloud adoption. And while this trend has been very strong, the reality is this shift still has a long way to go, and we are still in the middle stages of adoption. During our ...
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GROWTH IS EXCITING, BUT… It can be challenging too. Much like a growing child, the many internal systems of the enterprise grow at different rates. It is not only the expansion in volume you will need to consider. Any expansion in volume must be met with a proportionate expansion in capacity across the functional areas of the enterprise.  Little systemic niggles that were dismissed with ease as negligible on a small scale get magnified. Eventually, these become bottlenecks, magnifying your inefficiencies and choking your growth.  For instance, as your team size increases internal communication inefficiencies emerge. Or, you may need to add administrative layers you didn’t need before. Effective hiring itself becomes an important workflow that you may need to optimize or create from scratch. Set processes that were running smoothly, might quite suddenly require a dramatic overhaul.  ALONG COMES A CHALLENGE WITH AN OPPORTUNITY IN TOW. However, this is a typical step in the transformation of a fledgling business into a mature enterprise. And today, many of the solutions to the scaling challenge lie in technology.  Take, for example, the challenge of document ...
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Author: Tim Brady, CEO, Colligo eDiscovery is a massive challenge for businesses today. As fines and non-compliance penalties continue to increase, eDiscovery should be a top agenda item for almost every organization. However, proactive eDiscovery and other legal compliance activities should not be partitioned off and exist in a silo, but rather as part of a well-functioning business strategy across legal and IT, enabling better teamwork and collaboration.    What is eDiscovery?   eDiscovery, sometimes referred to as electronic discovery or document discovery, is the process of discovery in litigation that is carried out in electronic formats; eDiscovery encompasses what most often is referred to as electronically stored information (ESI). Emails, messages, documents, accounting records and databases, CAD files, websites, and many other pieces of content could be relevant as part of electronic discovery.    Source: https://www.justice.gc.ca/eng/rp-pr/cp-pm/aud-ver/2018/edis/p1.html Why is it a problem?   eDiscovery is expensive. Costs primarily occur at the review and processing stage of the cycle. According to AIIM, 30-70% of the eDiscovery ...
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How much value is sitting in your organization’s content? You may not even know – and it’s even more likely you haven’t tapped into the entirety of that value. More than half (56%) of respondents say their organization has not realized the full value of its content, according to ASG’s 2021 Survey Report,  What’s Slowing Modernization? Barriers Hindering Enterprise IT Systems and Content Management . Not realizing the value of content is a major missed opportunity for organizations, especially given how much unstructured data most organizations possess. According to ASG’s 2021 Survey Report, three-quarters (75%) of respondents say at least some of their organization’s data is unstructured. What is the result of so much under-utilized information? Dark data – and 30% of respondents say most if not all their content is “dark” (collected, processed and stored, but not used). So, How Does Records Management Help with Unstructured Data? Organizations are struggling to realize the value of content because it’s scattered across the enterprise – including on Microsoft 365 (58%), shared drives (53%) and email (51%). Almost one-third (32%) of respondents say content still exists ...
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For US taxpayers, May 17 (Tax Day) is fast approaching, and the question is often asked – How long should I keep my tax records? Here is a brief rundown of required or suggested recordkeeping periods for income tax records in the United States and other jurisdictions around the globe. These time periods do not account for business needs, industry practice, or other legal requirements or exceptions applying to various tax-related records that could potentially increase the required time to keep such records. United States: As we have   previously discussed,   the general IRS-suggested records retention period for US citizens starts at three years, and fluctuates to up to seven years (and in some cases, indefinitely), depending on various circumstances and limitation periods. Source Canada: Keep supporting tax documents for six years after the end of the tax year to which they relate. Source Mexico: Keep tax and accounting records five years from the date taxes were filed or due. Source United Kingdom: Individuals (not carrying on a business ): keep records for 22 months from the end of the tax year to which the records relate Self-employed ...
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Since the GDPR passed in 2018, we have seen an ongoing worldwide ripple effect, as other jurisdictions have begun passing their own data protection laws that mirror, or in many respects comply with GDPR requirements. Here are a few such new or upcoming laws worth noting:   Brazil – General Data Protection Law (LGPD) (Law No. 13,709/2018)   – Approved in August 2018, the law originally was supposed to take effect on August 15, 2020. However, due to COVID-19 concerns, the majority of the law will not go into effect until May 2021, with the enforcement of sanctions beginning August 1, 2021. Similar in many respects to the GDPR, the LGPD is Brazil’s first comprehensive data protection law bringing clarification and consolidation to data protection requirements spread across a variety of Brazilian laws and regulations. It has the stated purpose of safeguarding “the fundamental rights of freedom and privacy and the free development of the personality of the natural person.” This law sets forth the rights of data subjects and covers many of the same issues covered in the GDPR, including setting up an enforcement authority and penalties for those who don’t comply. The LGPD broadly ...
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In light of the COVID-19 (coronavirus) viral disease   officially being classified as a pandemic , nations around the world are grappling with how to best manage and prevent further spreading of the disease. One such measure we see being taken, especially in early stages of the fight, is   contact tracing , where persons infected with the virus and those they have been in contact with are closely monitored, to help predict and prevent further transmission of the disease. While contact tracing can be vital to helping control the spread of a disease, it can also raise significant personal data concerns. During this process, information is gathered and potentially shared amongst employers, health officials and government agencies. This might include information such as a person’s health data, address, family members, employment details, travel schedules, and even personal contacts. To what extent can this personal information be gathered? Is consent required? How long will it be kept? What rights and protections does an individual have regarding such data that has been collected? As things currently stand, here is a snapshot of how several governments are dealing with data protection ...
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Privacy may very well be the fastest-growing area of law so far in the 21 st   century. While the US, at the federal level, has resisted a broad privacy law similar to the GDPR, momentum is steadily gaining for privacy legislation at the state level. This blog explores US privacy law’s recent developments from a records and information management (RIM) perspective. I. Recently Enacted Privacy Legislation The number of new bills introduced in 2020 broadly regulating privacy illustrates the subject’s popularity. In 2020 there were more than 20 privacy bills introduced at the state level in the US. [1]   Federally, there were dozens of bills and discussion drafts introduced during the last two sessions of congress. [2]   While most of the recent broad privacy bills met their demise in legislative committees, here are some of the ones that survived and became law. California’s Privacy Rights Act (CPRA) The biggest development in US privacy law in 2020 was the passage of the CRPA by ballot initiative during the November election. The CPRA amends the California Consumer Privacy Act (CCPA) in major ways. Here is a summary of these changes: New Privacy Authority Created: ...
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If the last year has taught us anything, it is to sanitize, sanitize, sanitize. You are probably sanitizing your hands, your house, everything you touch, but what about the personal information you process? Laws and regulations increasingly require entities to sanitize, pseudonymize or anonymize the personal information that they collect or process. Other than defining and requiring sanitization, these legal requirements often neglect to inform regulated entities what sanitization encompasses.   Pseudonymization, Anonymization, and Sanitization Defined The GDPR has introduced a multitude of data protection-related terms. Pseudonymization, anonymization, and sanitization are terms that are often used interchangeably. According to GDPR Article 4, subsection 5,   pseudonymization   is “the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information […] to ensure that the personal data are not attributed to an identified or identifiable natural person” [1] . Anonymization   relates to “a data processing technique that removes or modifies personally identifiable information; ...
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Virginia has just become the second U.S. state to enact a comprehensive privacy protection law. After passage by overwhelming majorities in both the Virginia Senate and House of Delegates, the Virginia Consumer Data Protection Act [1]   (“VCDPA”) was signed into law by Governor Ralph Northam on March 2. While lawmakers in several other states like New York and Washington have proposed their own privacy bills, those efforts so far have hit various snags and stumbling blocks while winding their way through the legislative process that has thus far stalled their final passage into law. Growing Trend of State-level Privacy Laws The VCDPA is now the first broad state-level privacy law enacted since California’s CCPA. However, it is just the latest in the ongoing push among states to pass their own privacy legislation, spurred by the absence of any federal privacy legislation on par with the EU’s GDPR. It remains to be seen whether the resulting patchwork of state laws can effectively substitute the need for a comprehensive federal privacy law. As a sign that it may not, the VCDPA’s enforcement mechanisms invite concern that the law may not be tough enough to meaningfully change company ...
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The European Court of Justice’s recent move to strike down the US-EU privacy shield agreement has upended the bilateral personal data transfer framework and pulled the rug out from under numerous American businesses who work with European customers’ personal data. But although the agreement was invalidated, there remain several steps to take and options to pursue that can enable US businesses to help maintain their operations. The 2016 bilateral US-EU Privacy Shield agreement allowed US companies to agree that they would adhere to the privacy and personal data rules and standards of the EU, thereby providing an equivalent level of protection to EU citizens and facilitating personal data transfers between the two. However, the European Court of Justice has now rejected that principle. In its decision(1), the court explained that the Privacy Shield agreement failed to provide adequate protection because it could not stop US intelligence services from accessing the personal data even for companies who were Privacy Shield compliant. Furthermore, it was quite difficult for an EU citizen to file a complaint about a potential violation. Although the decision did strike down the legal validity ...
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Several internet service provider (ISP) industry groups have joined together in bringing suit against the state of Maine in response to its new privacy law, LD 946 “An Act To Protect the Privacy of Online Customer Information,” asserting that the new rules run afoul of their free speech rights and constitute discrimination against their industry. According to Maine’s Governor Janet Mills, the law, which is set to go into effect on the 1 st   of July, requires ISP’s to obtain customers’ opt-in consent before using, disclosing, selling or permitting access to customer personal information, and prohibits ISP’s from refusing to serve a customer, charging a customer a penalty, or offering a customer a discount if the customer does or does not consent to the use, disclosure, sale or access of their personal information. [1] Lawyers for the ISP’s contend that the new law violates their constitutional right to free expression. According to the lawsuit, the law impermissibly prevents “ISPs from advertising or marketing non-communications-related services to their customers; and prohibits ISPs from offering price discounts, rewards in loyalty programs, or other cost-saving benefits in exchange ...
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It’s no surprise that a global pandemic has created a lot of records, along with many questions surrounding these records. As organizations adapt to the new and constantly changing COVID-19 landscape, new processes and record outputs abound. We often get questions from our clients asking “is this a COVID-19 record?” and if yes, “how long should we be keeping this record?” Explicit authorities on company recordkeeping obligations have been slow to trickle down and are a bit of a patchwork with federal and state guidance provided only here and there. This blog surveys a few of the common recordkeeping questions we’ve received and provides guidance on addressing COVID-19 records within your records retention schedule. Is a confirmed COVID-19 case recordable? Answer:  Maybe. For U.S. Organizations: The U.S. Occupational Safety and Health Administration (OSHA) has clarified that COVID-19 may be a recordable illness for covered employers if a worker is infected as a result of performing their work-related duties. This seems straightforward enough, but there are various criteria to determine whether the illness is recordable. For COVID-19 to be a recordable illness, the following ...
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