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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 ...
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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 ...
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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 ...
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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 ...
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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 ...
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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; ...
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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 ...
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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 ...
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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 ...
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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 ...
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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 ...
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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, ...
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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 ...
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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 ...
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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 ...
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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 ...
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The records and information management world has experienced a gradual yet seismic ideological shift in recent years. Long gone are the days of thinking solely in terms of HOW LONG MUST WE KEEP this information. Today, companies also think strategically, practically, and with privacy legal compliance in mind when it comes to managing their records and information. In this day and age, special considerations such as big data and privacy increasingly drive initiatives. Companies are now asking an equally important question of HOW SOON SHOULD WE DELETE this information, as well as HOW MUST WE DISPOSE OF IT? Why does privacy data deserve its own deletion policy? ...
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Today’s age of modernity is introducing more complexity, including new privacy regulations, a more permanent remote workforce and an increased pressure to deliver better service faster.  Many organizations are struggling on this modernization journey. It’s time to identify, prioritize and address the barriers slowing their journey into the future. To do so, we surveyed approximately 250 professionals who manage content and enterprise IT systems about the digital transformation challenges they are encountering around content. Here are the top modernization hurdles they shared with us. Content on shared and personal drives More than half ...
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Meet Ebikpogba!  Ebikpogba became a member in January.  He reached out to @Amy Michalski with an interest in becoming a CIP.  Ebix (as we call him) joined me in the meet and greet the very next week after becoming a member.  His excitement and perseverance in becoming an AIIM member and CIP were admired by others that were on that call.  Thanks for being a willing vessel sharing your journey with us Ebix!  Please reach out and introduce yourself to Ebix here ! Name: Ebikpogba Morowei Position: Operations Information Management Lead Company : Petroleum Development Oman Where do you live?  Muscat Oman How long have you worked in information management?  ...
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Organizations face growing risks in addressing information governance and privacy, two major concerns that are combining in today’s digital era. A robust information governance and privacy strategy reduces regulatory compliance risk, increases operational efficiency and establishes a competitive advantage. However, too often information governance projects are executed in silos or as one-off efforts during a single point in time. Have you encountered any of these all-too-common situations threatening informational governance? Organizational policies on handling sensitive information have been updated and employees trained on them. The risk is that employees ...
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