8 reasons you need a strategy for managing information...before it's too late

8 reasons you need a strategy for managing information...before it's too late - Presentation Transcript

8 Reasons You Need a Strategy for Managing Information… Before it’s too late.

aiim.org/training 

For free e-book Text AIIM to 96625 Or go to aiim.org/8things

The point at which a slow, reversible change becomes irreversible, often with dramatic consequences. The point in time at which some new technology becomes mainstream. Tipping point (Wikipedia)

My thesis – part 1: We are approaching an information management tipping point.

My thesis – part 2: You better get your S**T together before it’s too late.

What happened?

Gordon Moore

Computing capacity 2X every 18-24 months.

Source = Chris Anderson, Free  1961 = $10/transitor 

Source = Chris Anderson, Free  1965 = $2.50/transitor 

Source = Chris Anderson, Free  1968 = $1/transitor 

Source = Chris Anderson, Free  1975 = 10 cents/transitor 

Source = Chris Anderson, Free  1982 = 1 cent/transitor 

Source = Chris Anderson, Free  2009 = $300 for 2 billion transistors 

Source = Chris Anderson, Free  2009 = .000015 cents/transitor 

But that ain’t all.

Bandwidth has improved even faster.

1971 = 1200 BPS 

2009 = 7.2MbPS 

As has storage…

1977 = $150 per MB 

2009= $139 per TB 

Creating a triple crown convergence with revolutionary implications for those who help organizations manage their information.

8 Reasons You Need a Strategy for Managing Information… Before it’s too late.

#1 -- A tidal wave of information.

By 2011, the digital universe will be 10X as big as it was in 2006 Source: IDC 

30% of this is business content Source: IDC 

Most organizations don’t know what they don’t know.

How important is the effective management of electronic information to the long-term success of your organization?

89% “important” or “extremely important”

“How conﬁdent are you that your organization could demonstrate that your electronic information is accurate, accessible, and trustworthy?”

25% “very conﬁdent” or AIIM crowd “quite conﬁdent” 63% Non-AIIM crowd

Hunh?

They don’t know what they don’t know.

#2 – Ubiquitous computing.

Was…Information was a rare commodity.

Is…it’s a true commodity… Even a fashion statement

#3 – Social everything.

For most executives, social media is scary.

Just like e-mail was.

18-30 “I expect to use the same 47% type of networking tools with my 31-45 business colleagues as I 37% do with my friends and 31% family.” >45

18-30 “It is easier to locate 80% ‘knowledge’ on the Web than it is to ﬁnd it on 31-45 our internal systems ” 73% >45 64%

18-30 “I believe that the ‘wisdom of 57% the crowds’ improves information 31-45 quality ” 49% >45 33%

Why should you care? FOR GEN X AND GEN Y E-MAIL IS IRRELEVANT – IN 2009 BC STOPPED DISTRIBUTING E-MAIL ADDRESSES TO INCOMING FRESHMAN Socialnomics

Why should you care? BECAUSE VISITING SOCIAL SITES IS 4TH MOST POPULAR ONLINE ACTIVITY—AHEAD OF PERSONAL EMAIL. Nielsen, Global Faces & Networked Places Originally cited in:  hNp://www.slideshare.net/mzkagan/what‐the‐S‐is‐social‐media‐one‐year‐later 

Why should you care? BECAUSE 34% OF BLOGGERS POST OPINIONS ABOUT PRODUCTS AND BRANDS. Socialnomics

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

How will your organization move from column 1 to column 2?

Source:  Pretzel Logic – Sameer Patel 

#4 – Collaboration without governance a recipe for disaster.

It’s not only SharePoint.

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

And the same could be said for just about any other collaborative tool.

Have you thought through the governance implications of your collaboration deployments?

Governance 1.  No “easy” button 2.  One size does not ﬁt all 3.  It’s not rocket science 4.  Pay me now or pay me later 5.  “Undo” is hard 6.  More silos only good in farming 7.  Not just technology 8.  Governance or chaos hNp://aiim.typepad.com/aiim_blog/2009/06/8‐things‐you‐need‐to‐know‐about‐sharepoint‐governance.html 

#5 – The era of simplicity.

Does your information management software feel like this...

Or this...

It matters, because the power has shifted to users… They will ﬁnd a way around you (IT) if need be.

#6 – The tree huggers’ time has come.

Paper reduction represents a huge productivity and environmental opportunity.

On average, just 21% of invoices are sent electronically.

For 56% of organizations, volume of paper records increasing.

Most paper records not electronically indexed.

There are over 4 trillion paper documents in the U.S., growing at a rate of 22% per year.

Task #1: Reduce the amount of paper in processes.

Task #2: Keep digital what starts digital.

1.  Save $ on paper and shipping. 2.  Increase process effectiveness. 3.  Integrate ﬁeld ops. 4.  Reduce real estate costs. 5.  Improve morale. 6.  Reduce off-site storage.

#7 – You can’t do this manually.

Why should you care if your processes are manual?

It costs $20 to file a document, $120 to find a misfiled document, and $220 to reproduce a lost document.

7.5 percent of all documents get lost; 3 percent of the remainder get misﬁled.

The average document photocopied 19 times.

Professionals spend 5 – 15% of their time reading information, but up to 50% looking for it.

By 2011, the digital universe will be 10X as big as it was in 2006 Source: IDC 

Is this the race in which you want to compete?

#8 – Mismanagement risks are rising.

80% of all the world's lawyers are in the US.

130,000 students are currently attending law schools.

Plaintiffs ﬁled 30 Million new lawsuits last year or 82,000 per day.

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 

The cost of e-Discovery for Microsoft is between $10 and $20 million dollars for each and every lawsuit. 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 

You need to think expansively about risk.

Information management risks 1.  Non-capture 2.  Loss 3.  Malice 4.  Attribution 5.  Unauthorized access 6.  Unavailability 7.  Findability 8.  Inaccessibility hNp://aiim.typepad.com/aiim_blog/2009/06/8‐things‐you‐need‐to‐know‐about‐informa^on‐risk.html 

My thesis – part 1: We are approaching an information management tipping point.

My thesis – part 2: You better get your S**T together before it’s too late.

My thesis – part 3: We can help.

aiim.org/training 

For free e-book Text AIIM to 96625 Or go to aiim.org/8things