April 2005 Headlines Newsletter Document Transcript
AIIM Golden Gate Chapter
standards project, a cooperative project with NPES, The
Welcome Association for Suppliers of Printing, Publishing and
Converting Technologies, is nearing completion.
Welcome to the first issue of Headlines – a quarterly
newsletter for AIIM Golden Gate Chapter members.
ECM Toolkit: In response to the need identified by
Headlines will bring you news and information about
many AIIM Professional Members for impartial and
our industry and help you to keep in touch with the
practical information about key trends, best practices,
Golden Gate Chapter.
and methodologies for applying ECM technologies to
Enjoy, and please don’t be shy about asking questions achieve business results, AIIM created a special ECM
that we will try to answer. If you have suggestions for Toolkit as a benefit for members. It contains—in one
additional content or for chapter activities, let us know. place—all the best material AIIM has produced. The
ECM Toolkit contains nearly $500 in publications if
Letter from John Mancini, AIIM
purchased separately and contain the following
International President elements:
What a Year! The ECM Primer
Industry Benchmarking Kit
It’s been quite a year. Once again, the Association was
profitable in 2004—no small accomplishment when
Records Management for IT Professionals
many associations are facing significant budget
Taking the First Step
shortfalls. More importantly, with support from all of
you, we made major progress on one of our key This industry is clearly headed for the mainstream of the
objectives for the year: Educating senior management IT world. There has never been a better time to be a
within user organizations about the compliance risks professional in the ECM industry.
related to improper handling of electronic documents
AIIM is the only organization where the three worlds
critical to developing an effective document and content
The track record of AIIM was particularly strong in this strategy meet—document and records professionals, IT
area in 2004, and we’d like to share a few of the major executives and system architects, and line-of-business
accomplishments with you. We’ve also provided a few and senior executives. We will be building on this
links so that you can get more information on items of success and introducing a number of exciting new
interest: initiatives in 2005.
Information Nation: Seven Keys to Information AIIM will publish Information Warrior, a follow-up to
Management Compliance—published by AIIM. Information Nation—the definitive book on the legal
www.aiim.org/infonation. and business issues surrounding the deployment of
Winning With Electronic Records Management—
Table of Contents
produced in cooperation with Cohasset Associates, this
highly acclaimed wall poster was distributed to over Letter from John Mancini ..............................................1
30,000 executives. If you do not have a copy, send me Document Management Evolves into Content
an email—email@example.com with your name and Management ..................................................................2
address. Chapter News .................................................................3
Did You Know?..............................................................3
The Emperor’s New Clothes: The Current State of
Book Rack ......................................................................3
Information Management Compliance—results of a
survey of 400 end users conducted by AIIM and Kahn
Consulting on current trends related to IMC
AIIM Standards Project to Create an Archive
Capable Version of PDF (PDF/A)—this landmark
April 2005 - 1
AIIM Golden Gate Chapter
information management systems and the compliance computers. That thought was soon crushed under the
issues that surround their use. weight of the responsibility that followed the trail of
electronic records, digital data, and scanned images that
We will expand our Fundamentals of ECM certificate
now reside in networks and computer infrastructures
program, adding a second level track specifically
focused on compliance.
Never has the importance of records, whether they are
We will conduct “version 2.0” of our landmark study of
paper or electronic, been more in the spotlight than right
e-mail management practices and policies.
now. With this increased awareness of the penalties
AIIM, Cohasset Associates, and ARMA will conduct a associated with poor record keeping, many companies
follow-up survey to our highly successful 2003 survey are now rethinking their strategy of records management
on electronic records. and talking about it in the same sentence as information
technology and management systems. Today, it is vitally
We will launch a series of vertical industry-specific
important that the Records Manager determine what
solution centers and products.
must be kept and for how long, and the information
Thank you to all of you who support AIIM with your systems professionals must determine in what format
time and your resources. If there is any way we can be (paper, film, electronic) during each stage of the
of assistance, just drop me an e-mail — document life cycle, from conception to destruction. It
firstname.lastname@example.org. can not be done in a vacuum.
John Mancini While many companies have started down the path that
will bring them into compliance and realize the
Featured Article operational efficiencies that change will bring, others
struggle with a basic understanding of records
Document Management Evolves into Content management, content management, document life cycles
Management and the various technologies that can be applied to solve
their business problems.
Do you know where the documents that you are looking
for should be located? Do you know what information is Service companies provide a unique perspective for
contained in the documents you are looking for? Do you potential prospects that will need to understand just
have any idea what information is being sent into or out where software, hardware and document conversion
of your company via e-mail each day? services fit into their overall strategy for success.
Technology will also be a factor in the final
Are you still wondering what happened to the so-called
configuration and acquisition of problem solving
“paperless office”, and then try to reconcile this
solutions to meet their needs. No single technology and
misnomer with your corporate expenditures for more
no single company will have all the answers. Solutions
computers, more printers, and more paper?
can range from simply putting records in an off-site
If all of this rings true at your company, please don’t feel storage facility, capturing large volumes of information
alone. There’s another evolution taking place and this on microfilm, or converting important legacy documents
time we are going to call it content management. Over and data for use in an enterprise wide content
the past decade we have gone from information management solution.
management to document management and from
Service companies are also well equipped to deal with
document management to knowledge management. We
the multitude of documents that are found in legacy
have now evolved from knowledge management to the
applications that were once totally paper-based before
new mantra of content management.
ever being microfilmed or digitally scanned. Today’s
Over the last two decades many of these same scanning technology can accommodate everything from
companies also downplayed the role of the Records a business card to a 3’ X 4’ engineering drawing, black
Manager because they believed that all problems would & white or color, single-sided or dual-sided. There are
be resolved once they got everything into their also upright book scanners that can capture information
April 2005 - 2
AIIM Golden Gate Chapter
in bound volumes with black & white, grayscale or color
imaging. Engineering aperture cards, normally Northeast Regional Sales Vice President
associated with large manufacturing drawings or ImageMax, Inc.
facilities management applications, can be scanned to Reprinted with permission from:
industry standard file formats and easily incorporated Business Management Magazine
into a content management system. ImageMax Editorial Content
Another advantage of working with a service company Golden Gate Chapter News
on the selection of various software and hardware
components of a total system is the ability to see the
This year is drawing to a close for the current AIIM
actual working environment before purchasing anything.
Chapter board members. Elections will be held in May
Most of the service companies use the products they sell
for new and returning board members. If you are
in their production image capture operations and will
considering running for a board position, contact Rakesh
gladly provide samples of your documentation in several
or Paul. For a list of the board positions, see the existing
different formats and will be able to demonstrate the
board at the end of this newsletter.
capture and indexing process that would be utilized
when working with your documents.
The Chapter is always looking for help and ideas for
Although outsourcing has become a tainted word in programs and educational events. If you have an idea, let
many conversations, it is actually a logical choice for us know. One of the more popular meetings is a tour of
many companies who want to focus on their core an established EDMS or RM implementation. We all
competency and allow a professional service learn best by seeing what others have done well - and
organization to do what they do well, and that is to show not so well. If you have a good document management
companies how to capture, index, store, manage, retrieve or records management system and would like to share
and distribute critical business information across the it, give us a call.
Did You Know?
Companies must understand that their problems have
been building for many years and will not be resolved 1 scanned page (8 1/2 by 11 inches, A4) = 50 Kilobytes
overnight. There should be a strategic plan established (on average, black & white, CCITT G4 compressed)
for a logical phased-in approach to reach the ultimate
1 box (in inches: 15 1/2 long x 12 wide x 10 deep) (400
objective established in advance of any purchases being
x 300 x 250 mm) (2,500 pages) = 1 file drawer = 125
Content is everything in your company that has
1 file cabinet (4 drawer) (10,000 pages on average) =
importance associated with it. From the unsuspecting e-
500 Megabytes = 1 CD (Compact Disc) (ROM or
mail that can put the CEO in jail, to the proof of delivery
that your customer received what they purchased. From
the video news clips to the instant messaging that makes Book Rack
an illegal transaction. From the financials associated
If you are interested in how paper functions within your
with the general ledger to the contracts that dictate the
office environment, get this book. It is dense and packed
way you do business everyday.
with case study information.
How you manage content and records will be the most
the myth of the paperless office
important decision you will make this year. Investigate
all your options and focus first on the business problems Abigail J. Sellen
you want to solve. There are plenty of hardware, Richard H. R. Harper
software and document conversion solutions to help you The MIT Press
reach your objectives once you have determined the Paperback 2003, ISBN 0-262-19464-3
direction you will establish to move forward with the If you have a book recommendation, let us know.
April 2005 - 3