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8 Reasons You Need a Strategy for
Managing Information
...before it's too late




                          Doug Miles
  ...
About AIIM - the community that provides education, research, and best
practices to help organisations control information...
8 Reasons You Need a
 Strategy for Managing
 Information…

before it’s too late.
8 Reasons You Need a Strategy for Managing Information

       “C-Level” concerns

#1: Content Chaos
#2: Cost Cutting
#3: ...
#1




 #1: Content Chaos
  - controlling the tidal wave of information.
How important is the effective
management of electronic information
to the long-term success of your
organization?
88%   “important” or
      “extremely important”
“How confident are you that your
organization could demonstrate that
your electronic information is accurate,
accessible, ...
56% “slightly confident” or
         “not at all confident”
Digital Landfill




Page   10
Content Types


    For each type of content, evaluate the degree of control that exists in your
   organization in managi...
#2




#2: Cost Cutting
  - business process optimisation
Why should you care if your processes
are manual?
Overall ROI – pay-back



What pay-back period would you say you have achieved from your
investments in scanning and captu...
It costs $20 to file a document, $120 to
find a misfiled document, and $220 to
reproduce a lost document.
Business Drivers



What would you say is the most important driver in your business for
scanning and capture investments?...
Professionals spend on average 51
minutes per day looking for information
7.5 percent of all documents get lost; 3
percent of the remainder get misfiled.
#3




#3: Collaboration
  - social media & user-generated content
For most executives, social media is scary
Enterprise 2.0 cloud




     Courtesy of www.wordle.net
E2.0 Governance culture



  Control &               Collaborate &
   Secure                   Innovate
18-30


“It is easier to
                               80%
locate
‘knowledge’
                       31-45
on the Web
tha...
18-30


“I expect to
                            47%
use the same
type of
                    31-45
networking
tools with ...
Executives need to
understand the difference
 between playing around
     on Facebook and
      building a true
       col...
“If HP knew what HP
knows, we would be
   three times more
      profitable.”

  -- Lew Platt, HP
Collaboration without
governance is a recipe
      for disaster.
Is there an executive endorsed plan in
your organization as regards where
SharePoint will
and will not
be used?
Is there an executive endorsed plan in
your organization as regards where
SharePoint will
and will not
be used?



57% NO
SharePoint plans


    Do you currently use or have immediate plans to use SharePoint
   2007/MOSS in the following applic...
#4: Customer Care
  - massively increased expectation
“How often would you say documents
are not available for immediate
reference when needed - eg, when on
the telephone to cu...
Documents not
1 in 5   available when
         needed.
#7: Connectivity
 – convergence… and confusion
Multiple repositories


   Plans in the next 2 years to provide employees with a single point of access
   to content repo...
#6: Compliance
  - auditors, regulators…courts,
63% of IT managers have been
required to produce an e-mail
as part of legal action.




                June 2007 Osterman...
56% have little or no confidence
that emails related to commitments
and obligations made by them and
their staff are recor...
28% of organizations would
take more than a month to
produce documents for a legal
discovery process.



                 ...
50% of IT mangers said they’d
rather have a cavity filled than
respond to a e-discovery
request.



                  June...
#7: Continuity
  - crises and catastrophes
#8: Conservation
   - corporate conscience has value
Paper reduction represents a huge productivity
and environmental opportunity.
Social responsibility builds shareholder value.
There are over 4 trillion paper documents
in the U.S., growing at a rate of 22% per
year.
On average, just 21% of invoices are sent
electronically.
For 56% of organizations, volume of
paper records increasing.
Most paper records not electronically
indexed.
“We print newly generated office
documents and file them”           43%
8 Reasons You Need a Strategy for Managing Information




#1: Content Chaos
#2: Cost Cutting
#3: Collaboration
#4: Custom...
AIIM Training Courses


                                           Visit

                                           www.a...
AIIM State of ECM Industry 2009




 Download the reports free from: www.aiim.eu/research




                         Dou...
Incontro ven6  Doug Miles - Digit
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Economia, Ecologia, Efficienza dei processi aziendali: il risultato di una corretta scelta nel fare Gestione Documentale
Venerdì 6 novembre '09
Doug Miles - AIIM
8 Reasons you need a strategy for Managing Information..Before it's too late

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Transcript of "Incontro ven6 Doug Miles - Digit"

  1. 1. 8 Reasons You Need a Strategy for Managing Information ...before it's too late Doug Miles UK Managing Director AIIM Europe
  2. 2. About AIIM - the community that provides education, research, and best practices to help organisations control information and maximise its value. AIIM Training AIIM Market Research AIIM Webinars www.aiim.eu AIIM Membership Page 2
  3. 3. 8 Reasons You Need a Strategy for Managing Information… before it’s too late.
  4. 4. 8 Reasons You Need a Strategy for Managing Information “C-Level” concerns #1: Content Chaos #2: Cost Cutting #3: Collaboration #4: Customer Care #5: Connectivity #6: Compliance #7: Continuity #8: Conservation
  5. 5. #1 #1: Content Chaos - controlling the tidal wave of information.
  6. 6. How important is the effective management of electronic information to the long-term success of your organization?
  7. 7. 88% “important” or “extremely important”
  8. 8. “How confident are you that your organization could demonstrate that your electronic information is accurate, accessible, and trustworthy?”
  9. 9. 56% “slightly confident” or “not at all confident”
  10. 10. Digital Landfill Page 10
  11. 11. Content Types For each type of content, evaluate the degree of control that exists in your organization in managing it – “somewhat” or “very unmanaged”. Text messages, IM, blogs & wikis are off the corporate radar in 70% of organizations All respondents (462) Page 11
  12. 12. #2 #2: Cost Cutting - business process optimisation
  13. 13. Why should you care if your processes are manual?
  14. 14. Overall ROI – pay-back What pay-back period would you say you have achieved from your investments in scanning and capture? >10 emps and not ECM suppliers and with scanning (319) 43% have achieved pay-back within 12 months 61% within 18 months Page 14
  15. 15. It costs $20 to file a document, $120 to find a misfiled document, and $220 to reproduce a lost document.
  16. 16. Business Drivers What would you say is the most important driver in your business for scanning and capture investments? >10 emps and not ECM suppliers: (474) Improved access to information is by far the biggest business driver. Page 16
  17. 17. Professionals spend on average 51 minutes per day looking for information
  18. 18. 7.5 percent of all documents get lost; 3 percent of the remainder get misfiled.
  19. 19. #3 #3: Collaboration - social media & user-generated content
  20. 20. For most executives, social media is scary
  21. 21. Enterprise 2.0 cloud Courtesy of www.wordle.net
  22. 22. E2.0 Governance culture Control & Collaborate & Secure Innovate
  23. 23. 18-30 “It is easier to 80% locate ‘knowledge’ 31-45 on the Web than it is to 73% find it on our internal systems ” >45 64%
  24. 24. 18-30 “I expect to 47% use the same type of 31-45 networking tools with my 37% business colleagues as I do with my friends and family.” >45 31%
  25. 25. Executives need to understand the difference between playing around on Facebook and building a true collaborative infrastructure for their organization.
  26. 26. “If HP knew what HP knows, we would be three times more profitable.” -- Lew Platt, HP
  27. 27. Collaboration without governance is a recipe for disaster.
  28. 28. Is there an executive endorsed plan in your organization as regards where SharePoint will and will not be used?
  29. 29. Is there an executive endorsed plan in your organization as regards where SharePoint will and will not be used? 57% NO
  30. 30. SharePoint plans Do you currently use or have immediate plans to use SharePoint 2007/MOSS in the following applications? Collaboration then DM RM capabilities now better understood. Email very low SharePoint users (233) Page 30
  31. 31. #4: Customer Care - massively increased expectation
  32. 32. “How often would you say documents are not available for immediate reference when needed - eg, when on the telephone to customers or suppliers?
  33. 33. Documents not 1 in 5 available when needed.
  34. 34. #7: Connectivity – convergence… and confusion
  35. 35. Multiple repositories Plans in the next 2 years to provide employees with a single point of access to content repositories across your organization 35% migrating to 1 system, 34% linking up via portals 9% Enterprise Search All respondents (349) Page 36
  36. 36. #6: Compliance - auditors, regulators…courts,
  37. 37. 63% of IT managers have been required to produce an e-mail as part of legal action. June 2007 Osterman Research, Inc.: 400 IT Managers & end users
  38. 38. 56% have little or no confidence that emails related to commitments and obligations made by them and their staff are recorded, complete, and retrievable? Ralph Losey -- FloridaLawFirm.com
  39. 39. 28% of organizations would take more than a month to produce documents for a legal discovery process. Source: AIIM 2009 Industry Watch
  40. 40. 50% of IT mangers said they’d rather have a cavity filled than respond to a e-discovery request. June 2007 Osterman Research, Inc.: 400 IT Managers & end users
  41. 41. #7: Continuity - crises and catastrophes
  42. 42. #8: Conservation - corporate conscience has value
  43. 43. Paper reduction represents a huge productivity and environmental opportunity.
  44. 44. Social responsibility builds shareholder value.
  45. 45. There are over 4 trillion paper documents in the U.S., growing at a rate of 22% per year.
  46. 46. On average, just 21% of invoices are sent electronically.
  47. 47. For 56% of organizations, volume of paper records increasing.
  48. 48. Most paper records not electronically indexed.
  49. 49. “We print newly generated office documents and file them” 43%
  50. 50. 8 Reasons You Need a Strategy for Managing Information #1: Content Chaos #2: Cost Cutting #3: Collaboration #4: Customer Care #5: Connectivity #6: Compliance #7: Continuity #8: Conservation
  51. 51. AIIM Training Courses Visit www.aiim.org/education Try a free online training module Promotional Code - BPP8A9 Globally Recognised Standards Best Practices Methodologies Requirements 1, 2 and 4-day classes, Modelling or on-line equivalent Protocols
  52. 52. AIIM State of ECM Industry 2009 Download the reports free from: www.aiim.eu/research Doug Miles UK Managing Director, AIIM Europe doug.miles@aiim.eu Page 54

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