Blogs - The Association for Intelligent Information Management

The Importance of Using Sensitivity Labels in SharePoint

By Sarah Gayda posted 7 days ago

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With growing attention on security and compliance, your organization can leverage Colligo to support sensitivity labels as part of a more comprehensive information protection and collaboration strategy With volumes of data growing significantly and collaboration central to everyday work, automation as part of the records management and classification process is important to meet company and industry policies without creating friction for your knowledge workers. Colligo helps bridge what the organization needs with what Microsoft provides by empowering users to easily apply labels to tag content and emails. What are sensitivity labels? Sensitivity labels ...

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Do Statutes of Limitations Make Good Retention Periods?

By Will Fletcher posted 12-16-2021

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Do Statutes of Limitations Make Good Retention Periods? Here Are Some Things to Consider Even in heavily regulated industries, up to 40 percent of record series can lack legally mandated retention requirements. This still leaves records managers with a whole lot of records to figure out their useful business life. Where business requirements are short-lived, that nagging “in case we need it” voice often starts to speak up against a shorter retention period. To satisfy this voice, it can be tempting to find a statute of limitations to justify extending the retention period. Tying a retention period to a statute of limitation will be lauded if the records ...

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Everything I Know About Records and Information Management I Learned from a Parenting Book

By Will Fletcher posted 12-16-2021

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Everything I Know About Records Information Management I Learned from a Parenting Book. Well, not everything, but a whole lot. And the book isn’t the kind of “how to make your toddler sleep through the night” fantasy you’re probably thinking of—it’s about the skills that children (and, as it turns out, adults) need to thrive in a complicated and uncertain future. But now that I’ve captured your attention, allow me some time to further explain. In Becoming Brilliant: What Science Tells Us About Raising Successful Children , child psychologists Kathy Hirsh-Pasek and Roberta Golinkoff argue that for today’s children, much about the world they will live in ...

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Power to the PIPL? A Rundown of China's New Personal Information Protection Law

By Jared Walker posted 12-16-2021

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On August 20, 2021, China adopted the Personal Information Protection Law of the People’s Republic of China (“PIPL”), its first comprehensive national data privacy law and one of the most sweeping and restrictive national privacy laws to date. Modeled largely off the GDPR and set to go into effect on November 1, the PIPL regulates personal information collected or transferred both inside and outside of China. It also comes with harsh penalties for non-compliance and gives broad powers to China’s state authorities to enforce the law. The PIPL is expected to significantly impact how companies (especially tech companies) do business in China. Aimed at protecting ...

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Top 5 Takeaways from Microsoft 365 Collaboration Conference 2021

By Sarah Gayda posted 12-16-2021

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Microsoft leadership shares vision for Teams, Viva, Power Apps, and SharePoint in the new world of modern work Author: Tim Brady, CEO, Colligo The Colligo team finished up a productive and session-intensive week at the Microsoft 365 Collaboration Conference in Las Vegas last week. And while we generally like to adhere to the adage of ‘what happens in Vegas, stays in Vegas,’ we’re breaking that rule to share our top five valuable takeaways for those of you who didn’t get to attend. 1. Microsoft Viva is a big focus for Microsoft Microsoft Viva was the centre of the show, with 11 sessions covering the Viva application suite (including Topics ), and ...

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How to Contain Content Sprawl in Microsoft Teams

By Sarah Gayda posted 11-30-2021

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Users need to manage content effectively from within the app to enable high-performing teams Has Microsoft Teams become your central hub for communicating, collaborating, and creating content? You’re in good company. The “always-open app” now has over 250 mm daily active users , and organizations are increasingly relying on Teams for enabling remote, in-office, and hybrid forms of modern work. However, if you’re like 97% of users, you may be severely underutilizing Teams . In fact, a recent Swoop Analytics report found that most people are heavily using Microsoft Teams for chat, calls, and meetings, but digital teaming features like channels, file sharing, ...

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Member Spotlight: Angela Forest

By Boshia Smith posted 11-11-2021

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Meet Angela! Angela shared every encounter she had with AIIM - whether it's been accessing resources online or sending emails to a member of the AIIM team - has been very positive. I'm glad to have stumbled upon AIIM many years ago and I hope to remain a member for many years to come. Reach out to @Angela Forest here and let her know she's isn't alone:) Name: Angela Forest Position: Knowledge Management Specialist Company : USAID Where do you live in? Washington, DC How long have you worked in information management? I started working in information management in 2012 when I got an internship in graduate school to help shut down the office ...

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Top 5 Tips for Remediating Your Rushed SharePoint Implementation

By Sarah Gayda posted 10-20-2021

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Research identifies common Microsoft 365 challenges – and we offer solutions What’s the biggest challenge with Microsoft 365 implementations these days? According to Colligo research, it’s a perfect three-way tie between: 1. content sprawl, 2. lack of governance controls, and 3. lack of metadata and labelling. While a few of our recent poll respondents cited a lack of buy-in or adoption and a lack of integration with Outlook, a whopping 87% selected one of the three information-governance-related options. Colligo Poll Results, October 2021 Our poll data falls in line with what we commonly hear from our customers. Things like: “We have ...

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Member Spotlight: Mia Deleanu

By Boshia Smith posted 10-14-2021

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Meet Mia Deleanu! Mia is an avid reader and has a passion for traveling and connecting with different cultures and civilizations. In her spare time, she enjoys writing short stories and poems. She's currently working on collecting short stories about Covid and its impact on her life. Please reach out and introduce yourself here ! Name: Mia Deleanu Position: ECM Coordinator Company : Edmonton Police Services Where do you live in? Edmonton, Canada How long have you worked in information management? My first job in information management started in 2001 as a Children's Librarian back home in Romania. Then I moved to Canada and began to work for ...

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Colligo Content Manager for Microsoft Teams Delivers Unified Content & Document Control

By Sarah Gayda posted 09-30-2021

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Colligo , a leading provider of email and document management apps for the modern workplace, today announced the launch of Colligo Content Manager for Teams, expanding upon the email capture and SharePoint Online collaboration capabilities it delivers to organizations using Microsoft 365. At a time when organizations are embracing cloud technology and Microsoft Teams to enable hybrid work and empower employees, Colligo is significantly extending the capabilities of Teams for content management and improving organizational governance and compliance. A true cloud-based solution built on the latest Microsoft 365 architecture, Content Manager for Teams provides ...

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Save Email to SharePoint from Outlook 365 with Metadata and Retention Labels

By Sarah Gayda posted 09-22-2021

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In this post you will learn how to: Save incoming email messages from your Office 365 Outlook inbox to SharePoint Apply metadata and retention labels as you save emails to SharePoint for quick search and easy record management using Colligo Email Manager for Microsoft 365 Set up quick access “pinned” SharePoint folders to rapid save to desired file locations Share emails as a secure link without leaving Outlook Capture email to SharePoint using Outlook for O365 on a mobile device To save an email to SharePoint with metadata and labels Note: This process can be completed using Outlook on any platform (Outlook on Windows or Mac Desktop, Outlook ...

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Member Spotlight: Ronald Hackbarth

By Boshia Smith posted 09-02-2021

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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 08-30-2021

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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 08-30-2021

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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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