Establishing content control

Establishing Content Control
Presented by Bob Larrivee, Director
AIIM Learning Center
© AIIM | All rights reserved

Feeling like your content is out of control?

That’s because creation outpaces management…
Word, PowerPoint, Excel files
JPEGs, TIFFs
E-mails with attachments
Business system documents
…on the network on PCs, on sticks, on phones, on PDAs

Enter ECM (Enterprise Content Management)
Strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational processes.

Research Shows
60% of Users cite “Content Chaos” for adopting ECM
36% of organizations have no senior level ownership of document and records management
41% have little to no confidence that their electronic information is accurate, accessible and trustworthy
56% are not confident that emails are recorded, complete and retrievable
60% find it is easier to locate “knowledge” on the web that in their own internal systems
Source: AIIM Industry Watch - State of the ECM Industry 2010

ECM must support
Organizational Information
Content Management
Records Management
Ways of Working
Process Management
Change Management
The Future
Continuous Improvement
SharePoint is a Registered Trademark of Microsoft

You have to look beyond the technology
Little thought given
Governance
eDiscovery
Taxonomy
Metadata
Security
Source: AIIM Industry Watch - SharePoint-strategies and experiences

Ask the right questions
Do you have an established taxonomic structure?
What is your metadata strategy?
Is security aligned with your information architecture?
For managing both physical and electronic information?
When did you last assess your recovery plan?
Have you identified and addressed vital records recovery?
Are your retention policies in line with regulatory guidelines at all levels?
Multi-national organizations will have varying requirements.

Align for Success
Marchand’s Strategic Information Alignment Framework
Add value
customers and markets
Minimize Risks
market, financial, legal,
operational risks
Reduce Costs
transaction and
processes
Create New Reality
Intelligence (social, political, technological, etc)
Source: “Competing with Information,” Donald Marchand (2000)

Document Problems and Consequences
Document consequences of identified problems
Mistakes
Lost productivity
No record integrity
Poor collaboration
No version control
Duplications
Processing delays
No sharing of best practices
Pain of audits/litigation
Identify problems of current-state environment
Difficult finding files
Process not defined/standardised
Email/IM not managed
Poor readability/accessibility
Paper documents take space
Files misplaced/multiple copies

Link benefits to business goals and CSFs
Drives
Contributes to
(Balanced scorecard)
Management / executive board
Strategic(C-level)
Operational(Consequential impact)
Business area managers
Users / other stakeholders
Tactical

Office Document
Scanned Document
Records
Types
Database
Voice
Video
Channels
Legacy Applications
Reports
Re-purpose your information assets
Office Document
Web Page
E-mail
E-Statement
Database
Repurposing
Styles
Formats
Templates
News feed
Mobile Device
Web
E-mail
Paper & microform

Build a solid ECM environment
Tools and Instruments
Using the right tools is vital to the design’s construction.
Futures
The best designs for an ECM environment includes a continuous improvement programme with a vision of the future.
Foundation
Building a sustainable ECM environment requires strong foundation with a good understanding of the technologies and architectural design.

Learn from the Best – AIIM
Private classes are available.
Visit: www.aiim.org/training
Email: training@aiim.org

About AIIM
International Association
Members in 146 countries
Independent
Unbiased and vendor neutral
Implementation Focused
Process, not just technology
Industry Intermediary
Users, suppliers, consultants, analysts, and the channel
www.aiim.org
www.aiimcommunities.org

Thank You
Bob Larrivee, Director and Industry Advisor
AIIM International
Email: blarrivee@aiim.org
Twitter: BobLarrivee
www.aiim.org
www.aiimcommunities.org

Establishing content control

by Bob Larrivee

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