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