Blogs - The Association for Intelligent Information Management

Member Spotlight: Ronald Hackbarth

By Boshia Smith posted 17 days ago

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Meet Ron! Ron is a long-time AIIM member and found AIIM to be very influential in his career. Ron is also a CIP in which his certification as well as his membership have opened doors for him to show great leadership in his work projects. Connect with Ron here ! Name: Ron Hackbarth Position: Operations Senior Information Manager Company: USCENTCOM J3 Where do you live in? Tampa, Florida How long have you worked in information management? Over 20 years What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work? We deal with a myriad of informational challenges. There are various ...

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Making Workflow Work Planning Tips From A Workflow Consultant

By GEORGE DUNN posted 19 days ago

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Since 1995, I have, as a workflow consultant, assisted over 300 clients ranging from 25 to 250,000 employees, across all industries and vendor platforms; with process improvement, and digital workflow planning including integration to related technologies such as capture, recognition, machine learning, content management, robotic process automation, AI, and electronic records management technologies. What is great about digital workflow is instead of relying on phone calls, texts, email, or paper, a workflow can be triggered by a customer, internal request, automated task, or an event. Then workflow can automate decisions, allow for parallel / sequential ...

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The ECM Consultant The Secret Of A Successful Installation

By GEORGE DUNN posted 20 days ago

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Benefits and challenges of ECM. If properly planned for an electronic content management system (ECM) can provide organizational improvements from 20% to 75% in efficiency, quality, and service. However, if not planned correctly, sprawl will occur, and you will wonder why you bothered. The key to a successful ECM installation? An experienced consultant is to assist with planning, budgeting, vendor selection, and implementation management. Why is ECM so complex? An ECM system comprises many supporting technologies such as scan, capture, recognition, machine learning, artificial intelligence, content storage, integration to data systems, e-signature, workflow, ...

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What is document management?

By Ricardo Rengifo posted 08-17-2021

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The definition of document management should be fairly easy to surmise. However, a peek under the hood of a document management system would reveal the intelligence that goes into something as seemingly straightforward as document management. In fact, ‘management’ is merely one vague aspect of a system that is foundational to any digitally transformed enterprise. It involves capturing, storing, tracking, and routing documents through all the functions of an organization. At the same time, each document is indexed intelligently, made searchable and retrievable with ease. However, even that doesn’t tell you the entire story. While digital document ...

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Member Spotlight: Bobby Miller

By Boshia Smith posted 08-05-2021

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Meet Bobby! Bobby is the Records & Research Manager at Suncoast Credit Union in Tampa. Bobby joined AIIM in 2019 and leverages the membership benefits by networking , using best practices, continued education opportunities to his advantage. He's on the road to becoming a CIP too! Introduce yourself to Bobby here . Name: Bobby Miller Position: Records & Research Manager Company : Suncoast Credit Union Where do you live in? Tampa, Florida How long have you worked in information management? 20 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 ...

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Satya Nadella Asserts Microsoft Cloud Supports Everything an Organization Needs for Hybrid Work

By Sarah Gayda posted 07-27-2021

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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 ...

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SharePoint Add-Ins Improve Search & Deliver Measurable ROI

By Sarah Gayda posted 07-20-2021

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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 ...

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Wealth Management Firm Maximizes Microsoft 365 Investment & Drives Productivity with Colligo

By Sarah Gayda posted 07-05-2021

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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, ...

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Member Spotlight: Guy Mason

By Boshia Smith posted 07-01-2021

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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 ...

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The Future of Work Was on Display at the Microsoft 365 Collaboration Conference

By Sarah Gayda posted 06-17-2021

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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

By Cameron Marks posted 06-15-2021

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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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Member Spotlight: Kristen Marquez

By Boshia Smith posted 06-03-2021

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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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Poll Highlights Importance of Third-Party Capture Solution to Augment SharePoint Online

By Sarah Gayda posted 06-01-2021

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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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Six Reasons Why Your Growing Enterprise Should Adopt A Document Management System

By Ricardo Rengifo posted 05-26-2021

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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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How Law Firms Can Proactively Reduce eDiscovery Risk & Cost

By Sarah Gayda posted 05-20-2021

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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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Modern Records Management: Time to Wrangle in Your Unstructured Data

By Michelle Shapiro posted 05-17-2021

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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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International Tax Record Roundup

By Jared Walker posted 05-10-2021

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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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Data Protection Legislative Updates

By Jared Walker posted 05-10-2021

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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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Pandemics and Personal Data

By Jared Walker posted 05-10-2021

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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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