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What's in your digital landfill?

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As the volume of electronic information surrounding us grows exponentially, how will we deal with it? Do you know what is in your digital landfill?

As the volume of electronic information surrounding us grows exponentially, how will we deal with it? Do you know what is in your digital landfill?

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  • 1. What’s in your digital landfill?
  • 2. for more information… InformationZen.org
  • 3. What’s in your digital landfill?
  • 4. What do you mean by “digital landfill?”
  • 5. Word files PowerPoint files Excel files …and multiple various versions of these documents JPEGs TIFFs E-mails …and all their attachments Business system documents …on the network on PCs on sticks on phones on PDAs …and so on
  • 6. In technical terms…
  • 7. DIGITAL STUFF
  • 8. Most of which is stored haphazardly on a variety of servers and drives…
  • 9. …and getting worse
  • 10. By 2011, the digital universe will be 10X as big as it was in 2006 hquot;p://www.emc.com/digital_universe.pdf
  • 11. There are currently 281 billion exabytes of information in the digital universe hquot;p://www.emc.com/digital_universe.pdf
  • 12. Q. What the hell is an exabyte?
  • 13. A. A million million megabytes
  • 14. No really.
  • 15. A small novel contains about a megabyte of information hquot;p://www.emc.com/digital_universe.pdf
  • 16. The digital universe equals 12 stacks of these books from the earth to the sun. hquot;p://www.emc.com/digital_universe.pdf
  • 17. Isn’t most of this just people taking gazillions of digital pictures and sending them around to their friends and downloading videos from iTunes?
  • 18. A lot of it is...
  • 19. 30% … but about of the total volume of information in the digital universe is created by businesses and organizations… hquot;p://www.emc.com/digital_universe.pdf
  • 20. …and most of it is unmanaged.
  • 21. Think about e-mail…
  • 22. Only 13% of organizations have deployed an e-mail management strategy across their organization. hquot;p://www.aiim.org/tempfiles/32054.pdf
  • 23. Most organizations do not understand the difference between archiving and back- up… hquot;p://www.aiim.org/tempfiles/32054.pdf
  • 24. Most organizations do not understand the difference between archiving and back- up… 59% say e-mail is “archived” as part of back- up or via .pst files hquot;p://www.aiim.org/tempfiles/32054.pdf
  • 25. ??? 25
  • 26. 56% of organizations have no policy at all relative to e-mail retention. hquot;p://www.aiim.org/tempfiles/32054.pdf
  • 27. That amounts to little more than an e-mail digital landfill.
  • 28. Think about other kinds of electronic information…
  • 29. …most organizations have not begun to address the core process of managing electronic information...
  • 30. …you likely have core systems to manage the MONEY in your organization and the PEOPLE in your organization...
  • 31. …but what about INFORMATION?
  • 32. Over 40% of organizations have no policy for classifying electronic information as business records. hquot;p://www.aiim.org/tempfiles/32315.pdf
  • 33. Nearly 64% of end users believe that their organization understands what PAPER records are and how they should be retained — hquot;p://www.aiim.org/tempfiles/31842.pdf
  • 34. Nearly 64% of end users believe that their organization understands what PAPER records are and how they should be retained — only 34% have the same understanding when considering ELECTRONIC records. hquot;p://www.aiim.org/tempfiles/31842.pdf
  • 35. That means most electronic information winds up in the digital landfill.
  • 36. …with names like johnsfile/stuff.doc and johnsfile/stuff2.doc
  • 37. Think about legal exposure…
  • 38. Only 41% of organizations deliver any sort of training on how to handle electronic information. hquot;p://www.aiim.org/tempfiles/32315.pdf
  • 39. That means the CEO is going to have an awful hard time in court explaining his/her digital landfill.
  • 40. Think about process inefficiency…
  • 41. On a scale of 1 (terrible) to 10 (excellent) how would you rate the effectiveness of your organization in managing information? hquot;p://www.aiim.org/tempfiles/34370.pdf
  • 42. On a scale of 1 (terrible) to 10 (excellent) how would you rate the effectiveness of your organization in managing information? 54% would give themselves a grade of 5 or less. hquot;p://www.aiim.org/tempfiles/34370.pdf
  • 43. 52% of organizations have “little or no confidence” that their electronic information is “accurate, accessible, and trustworthy.” hquot;p://www.aiim.org/tempfiles/34370.pdf
  • 44. …and yet over 90% of organizations view their ability to manage electronic information as critical to their future.
  • 45. That means most organizations are pretending the digital landfill does not exist.
  • 46. A few questions to consider…
  • 47. Be honest.
  • 48. How many digital landfills are there in your organization?
  • 49. Is the explosion of digital information making your organization more effective or less effective?
  • 50. Can your employees find the information they need when they need it?
  • 51. Can your employees collaborate on projects no matter where they are located in the world?
  • 52. Has your ability to document what your organization did, why you did it, who did it, and when they did it gotten better or worse in the past 5 years?
  • 53. Can your customers find the information they need when they need it?
  • 54. Are your processes running as smoothly as they should?
  • 55. If you were dragged into court, would the process you use to manage electronic information stand up to scrutiny?
  • 56. If the answers to one or more of these questions are NO you are not alone.
  • 57. Get some help.
  • 58. for more information… InformationZen.org