Incontro ven6 Doug Miles - Digit

8 Reasons You Need a Strategy for Managing Information ...before it's too late Doug Miles UK Managing Director AIIM Europe

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

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: Collaboration #4: Customer Care #5: Connectivity #6: Compliance #7: Continuity #8: Conservation

#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, and trustworthy?”

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 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

#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 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

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? >10 emps and not ECM suppliers: (474) Improved access to information is by far the biggest business driver. Page 16

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 than it is to 73% find it on our internal systems ” >45 64%

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%

Executives need to understand the difference between playing around on Facebook and building a true collaborative infrastructure for their organization.

“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 applications? Collaboration then DM RM capabilities now better understood. Email very low SharePoint users (233) Page 30

#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 customers or suppliers?

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 repositories across your organization 35% migrating to 1 system, 34% linking up via portals 9% Enterprise Search All respondents (349) Page 36

#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 Research, Inc.: 400 IT Managers & end users

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

28% of organizations would take more than a month to produce documents for a legal discovery process. Source: AIIM 2009 Industry Watch

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

#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: Customer Care #5: Connectivity #6: Compliance #7: Continuity #8: Conservation

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

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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