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Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
Establishing content control
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Establishing content control

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How do you get control over content? Use content management across the enterprise. This presentation tells you some of the considerations to succeed in controlling your content.

How do you get control over content? Use content management across the enterprise. This presentation tells you some of the considerations to succeed in controlling your content.

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  • Even for those organisations which have embraced Enterprise Content Management, and a formal definition and explanation will come shortly in this module, there is still PLENTY of content that is important to workers in the enterprise, yet is thoroughly UN-managed. The vast majority of e-mail tends to be unmanaged and uncontrolled, with e-mail being the primary conduit to share information in any given organisation. That results in a fractured collection of various versions of spreadsheets, memos, letters, contracts, slide decks, charts, and other content. This leaves most employees wondering who has the latest version, and whether they are operating with the most recent information. Not a great scenario when you are about to discuss a potential contract with a customer.The proliferation of USB thumb drives, and net-enabled phones and PDAs spreads this unmanaged even further and wider.
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    • 1. Establishing Content Control
      Presented by Bob Larrivee, Director
      AIIM Learning Center
      © AIIM | All rights reserved
    • 2. Feeling like your content is out of control?
      © AIIM | All rights reserved
    • 3. 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
      © AIIM | All rights reserved
    • 4. 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.
      © AIIM | All rights reserved
    • 5. 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
      © AIIM | All rights reserved
    • 6. ECM must support
      Organizational Information
      Content Management
      Records Management
      Ways of Working
      Process Management
      Change Management
      The Future
      Continuous Improvement
      © AIIM | All rights reserved
      SharePoint is a Registered Trademark of Microsoft
    • 7. You have to look beyond the technology
      Little thought given
      Governance
      eDiscovery
      Taxonomy
      Metadata
      Security
      Source: AIIM Industry Watch - SharePoint-strategies and experiences
      © AIIM | All rights reserved
    • 8. 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.
      © AIIM | All rights reserved
    • 9. 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)
      © AIIM | All rights reserved
    • 10. Document Problems and Consequences
      • Document consequences of identified problems
      • 11. Mistakes
      • 12. Lost productivity
      • 13. No record integrity
      • 14. Poor collaboration
      • 15. No version control
      • 16. Duplications
      • 17. Processing delays
      • 18. No sharing of best practices
      • 19. 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
      © AIIM | All rights reserved
    • 20. 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
      © AIIM | All rights reserved
    • 21. © AIIM | All rights reserved
      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
    • 22. 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.
      © AIIM | All rights reserved
    • 23. Learn from the Best – AIIM
      Private classes are available.
      Visit: www.aiim.org/training
      Email: training@aiim.org
      © AIIM | All rights reserved
    • 24. 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
      © AIIM | All rights reserved
    • 25. Thank You
      Bob Larrivee, Director and Industry Advisor
      AIIM International
      Email: blarrivee@aiim.org
      Twitter: BobLarrivee
      www.aiim.org
      www.aiimcommunities.org
      © AIIM | All rights reserved

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