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The Future of Information Management?

by Atle Skjekkeland

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The last decade was about connecting devices - this decade is about connecting people with mobile, social and local technologies. This presentations describes 8 trends that will change your ...

The last decade was about connecting devices - this decade is about connecting people with mobile, social and local technologies. This presentations describes 8 trends that will change your requirements for future IT solutions.

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11:00-11:30WelcomeMy name is AtleSkjekkelandI am Vice President of AIIM, an industry association for more intelligent information managementGreat honor to be here. This is an impressive event, and I delighted to see all of you here today.I will share 8 trends that will change your requirementsWill share a lot of research, and most of this is available from our website for free.
11:01 First, - let me start by introducing AIIM….Question: Raise your hand if you know of AIIM?AIIM is a community for people looking at ways to improve their org find, control and optimize information assetsStarted in 1943Have approx 65,000 Associate and professional membersHQ just outside Washington, DC, - where I also live. More then 20,000 professionals have attended the AIIM Certificate programs.Also doing a lot of research – e.g. capture market trends, distributed vs centralized capture.Also doing standards – most known / unknown is PDF, PDF/A, PDF/Healthcare, etc.AND… We are October 1st introducing the certification in Information ManagementSpecial offer to you all: Send me an email or tweet if you want complementary access to courses worth approx $300
11:03 LETS START BY DEFINING Information Management – FROM WIKIPEDIA…EierlegendeWollmilchsau, German for "egg-laying wool-milk-sow", is a metaphorical term for someone or something that is extremely versatile, as would be an animal with the capabilities of a cow (milk), a sheep (wool production), a chicken (eggs) and a pig (meat).[1] The colloquial expression can be used to recognize multiple talents and/or functions as well as ironic combinations of skills and/or functions.[2]
1104: #1. We are experiencing a tidal wave of information. The digital universe is growing exponentially.But information overload is not a new problem…It has been estimated that there were perhaps 30,000 books in all of Europe before Gutenberg printed his Bible; less than 50 years later, there were as many as 10 to 12 million books.Exponential growth of information.But the introduction of the computer and the world wide webtook this to completely new level.
1105- The analyst IDC predicts the digital universe will be 10 times larger in 2011 than 2006And how much will it grow the next 5 years?The volume is growing exponentially, - which means that what we experience today is nothing compared to what will come. This increase in volume will force us to rethink how we identify, capture and manage information assets."It's Not Information Overload. It's Filter Failure”, said author Clay Shirky at Web 2.0 Expo a few years ago. Nobody complaints about knowledge overload.And most people actually complain that they don’t get enough information…. We are drowning in data, but thirsting for knowledge
1106- But not all agree upon how to solve this exponential growth of information….The cover story about the Data Deluge in the feb/march edition of the Economist: “In the future it is more likely that companies will be required to retain all digital files, and insure their accuracy, than to delete them.”Google at this year AIIM show: “We store everything” TBCAnd I think we have just started to see the start of this debate:Should we “filter” on the way in or out? Should we only store what we think has value for the future?Or should we store almost everyting and use algorithms to identify good/relevant content when people need it?
1107- #3: Social Everything.The Cluetrain Manifesto is a significant book that came out around 1999 about the impact of the web. The authors where right in many things, including that market are conversations about products and services. Historically, the authors state, the marketplace was a location where people gathered and talked to each other:they would discuss available products, price, reputation and in doing so connect with others.I went with my grandfather to the local Sheep Show – to exhibit his sheep and discuss what other sheep he should buyThe Internet is providing a means for anyone connected to re-enter such a virtual marketplace and once again achieve such a level of communication between people. My thesis is that organizations are also conversations. People want to discuss lessons learnt, help others, be social. We need to support this, not stop it.Let me give you a few examples….
1108 - Regarding social media:People now spend more time on Facebook than Google96% of 18-35 yr olds are on a social network34% of bloggers post opinions about products and brands78% of consumers trust peer recommendations, while only 14% trust advertisementAnd as social usage continues to grow personally – the more professional it becomes.Organizations are also conversations, not just markets.Or as Tony Zingale put it;“Why is it that I know more about what my High School girlfriend had for dinner than what is going on in my organization?”
1109– When we ask our members: “I expect to use the same type of networking tools with my business colleagues as I do with my friends and family.”Network building with known and unknown business colleagues.Finding expertise, people and networksResearch / feedback from wider stakeholder groups
1109– And if this is not enough… New generations of workers have different expectationsThe graph shows: Number of people born in the US on the X-axis, Over years on the Y-axisChaCha interviewed 1,500 teens and young adults about their media habits.• 68% of teens said their favorite way to communicate was SMS, vs 10% voice calls, 9% facebook, 3% instant messaging and ...0.3% preferred email• If forced to pick one device, 61% would take phone, 18% the computer, 11% TV and 11% radioThese new workers will expect the same type of social networking tools within their organization as they have with friends and family
1110 -McKinsey and Company have done some excellent research into this… From their latest report;“A new class of company is emerging—one that uses collaborative Web 2.0 technologies intensively to connect the internal efforts of employees and to extend the organization’s reach to customers, partners, and suppliers. We call this new kind of company the networked enterprise.”Benefits..Increased speed of knowledge accessReducing communication costsIncreased speak of access to internal expertsDecreasing travel costsIncreased employee satisfaction
1111- #3 – The Consumerization of Enterprise ITA lot of investment in IT until Y2K.Then Enterprise IT on holdConsumer IT on fire…Due to Access, Broadband, Mobile (and also Social and Cloud)According to Forrester:More then 50% of use employees now feel they have better technology at home then they have in the officeAround 35% say that they already know how to use new office technology from using it at homeThe friends of my daughter didn’t know what Walkman is…We would now like to benefit from these consumer technologies within the enterpriseWhy? Because something is wrong with Enterprise IT…
1112– Current state of Enterprise IT; How can it be that I am so powerful as a consumer and so lame as an employee?Implementation cycles has been a great challenge for enterprises the last few years. We struggle to keep up with consumer technologies.Take search or information access technologies (ref Gartner):80% of workers less then 30 years old think “It is easier to locate ‘knowledge’ on the Web than it is to find it on our internal systems”The days are numbered for long implementation cycles, - I am as a consumer used to the 15 seconds it take to install a new App on my iPhone….
1113 - Not only has things taken long to implement, it also looks bad…We have as consumer started to see the value of simple and smart solutions like Google, Itunes, YouTube, Flickr and Facebook, and we want a similar applications within our organization.The picture shows MS Word 2003 with VIEW ALL functions. We want solutions that are simple and smart to use… Take i Phone vs BlackberryAnd regarding new functionality:For every time you add functionality requested by 20% of customers, you move away from 80% of your customers.Conclusion: Keep it simple, Be flexible, Be Fast, Be smart.
1114 - #4 Ubiquitous computing: Computers are every where, and we are expecting 2nd (and 3rd and 4th!) mobile revolution.We have new sets of devices and smart phonesWe use phones to launch processes and generate geographically tagged informationWe have a new class of content consumption devicesThe shipment of smartphones and tablets has now surpassed the shipment of computersAt the MMA Forum Asia conference it was said 4.2 Billion people have a tootbrush but 5.1 Billion people have a mobile phone subscription..Your cell phone will soon replace your walletBut that’s not the big deal – what is huge is that it will always be connected to the internet and your friendsand it will have terra-bytes of storage.The phone is everywhere – and used all the time: And some astonishing finding from UK survey of youth• 49% say its ok to send SMS messages while eating• 10% of youth think its ok to send SMS text messages while having sex
1115 - Here is another example: The screen shot shows Nationwide’s iPhone App to process car accidents. This is then connected to the corporate Nationwide systems, and helps to minimize errors and automate processes for accidents reports and claims.Exchange driver infoRecord accident location – geo-taggingTake photos of accidentCall for a tow truckStart a nationwide auto claimWe see that cell phones are not only used to have conversations, but increasingly used to search for information, capture information, process information, etc.
1116 - Office productivity and ECM tools will increasingly support smart phones.Microsoft's SharePoint plays a key role in Windows Phone 7 Series' Office Hub, the center of business activities in the new smartphone operating system.PC’s with MS Office have the last few years been THE office productivity tool, but workers are now increasing remote or virtual.IBM used to stand for I’ve Been Moved. It now stands for I’m By Myself since 40% of the workforce does not have an office.Think about: Many office workers commute 2 hours every day to an office to sit in front a computer or on the phone – why?The next phase of the smart phone evolution (or revolution) will make personal devices (and tablets) a virtual office productivity tool.
1117 - #5 – Automation of Tedious TasksTake Apple consumer technologies: iPhoto now includes facial recognition, and latest iPhone OS geo-tags pictures. Reduces the need for manual tagging. Same need within ECM.We need…Auto categorization/ auto-classification/ summarizationInformation Filters: Activity stream; recommendations/like it; recommendations; etc.
1118 - “These technologies work very well until you allow users to use them…”Is the volume of information killing traditional records management? Drag and drop important emails to BCS?Is the knowledge workers refusing to accept these top-down applications (too busy with other stuff)? c-levels buys them and forces them down in the orgs?Guidelines for WCM: Don’t make me think, Don’t make me read?Guidelines for ERM: Do think, Do read… Why should this work for ERM when it doesn’t for WCM?We need…Auto categorization/ auto-classification/ summarizationInformation Filters: Activity stream; recommendations/like it; recommendations; context; etc.
1119 -#6 – You’re still accountable – personally and organizationally.The slide shows Facebook message posted by an employee in an organization, - she should perhaps not have added her boss as a friend if she was going to talk negative about her job and manager…. And she was now fired via Facebook………………………………………………………………………………………….Many organizations are concerned about security with social networking and collaboration;45% of orgs try to address this by barring staff from accessing Facebook, Twitter and YouTube, but I think this is loosing proposition.I hear the same argument as people used against implementing email in the 90s….And a report by National Defense University in the US titled “Social Software and National Security, - A Net Assessment” came to the conclusions that benefits outweigh the risks…
1120 -But content of value needs to be managed, which is a problem for most organizations…More then 80% feel they have control of corporate records, but less on paper correspondence, forms, and reportsBut electronic content is a challenge…47% of Office docs “Somewhat unmanaged or very unmanaged”52% Emails “Somewhat unmanaged or very unmanaged”74% Instant messages “Somewhat unmanaged or very unmanaged”66% of those without an ECM system are not confident that their electronic information (excluding email) is “accurate, accessible, and trustworthy” For those with an ECM system: It goes down to 11%Some organizations therefore decide that some content should be managed, and others not.Policies govern what you can use different tools for, e.g. not use IM to document business decisionsDelete IM after the conversation, delete email after 90 days, etc.
1121 - #7 – War of PlatformsRise of challenges to the core business model of key players…Several giants in the information management space, and some of this will impact the content management space.And regarding to the screen shot; what happened to this application? Why? The war of platforms!
1122- When the platform changes, the leaders change.Examples…Wordperfect had a virtual monopoly on word processing in big firms that used DOS. Then Windows arrived and the folks at Wordperfect didn't feel the need to hurry in porting themselves to the new platform. They had achieved lock-in after all, and why support Microsoft? In less than a year, they were toast.When the platform for music shifted from record stores to iTunes, the power shifted too, and many labels were crushed.The platform for TV changed from airwaves to wires (so HBO and ESPN win, NBC loses).The platform for cars is changing from gas engines to alternatives.
1123
1123 – MicrosoftOffice 2010includes extended file compatibility,[4] user interface updates,[5] and a refined user experienceMary Jo Foley blog on ZD Net…Just over a month ago, Microsoft CEO Steve Ballmer sent a memo to a few key execs inside the company, asking them when Microsoft was going to be “all in” with the cloud and moving its own, internally-developed apps there.What did one of those e-mail recipients, CIO Tony Scott, tell SteveB? He made it clear it was a top priority, and that as many as 85 percent to 90 percent of the company’s internal apps would be cloud based five to ten years from now.
1123 To put this in perspective…. Why is this the battleof the titans…Google pushing Google Docs challenge Office…Google pushing Google Chrome challenge Windows
1124- State of the ECM Industry 2010 report taken across the AIIM community measured atotal of 61% using SharePoint, with a further 13% having plans for SharePoint in the next 12-18 monthsThree things are key to SharePoint’s overtaking of ECM according to some experts…They solved the most pervasive problem first – not the hardest.They created promoters by letting users believe they control their own data.They marketed and promoted the product through IT operations channels.Consequences;A. Awareness of content and document management solutions has increased. We can firstly establish that SharePoint has opened up ECM for the first time for 37% of users.B. The pool of solution providers building applications upon SharePoint will expand dramatically.Most “hot” extensions in ranked order: (1) Workflow/BPM, (2) Security and rights management, (3) Search/Analytics, (4) Archiving/Records ManagementC. SharePoint "reactions” will intensify as awareness of its complexity grows and as business owners realize that it is a platform upon with applications must be built rather than an out of the box application. There will be a renaissance of process-specific out of the box DM point solutions.
1125 - #8 – The new sweet spot -From System of Record to System of EngagementEnterprise IT: The Current State - Systems of Record are Largely CompleteTransaction systems for global commerce . . .- Financials, Order Processing, Inventory, HR, CRM, Supply Chain . . .- Mainframes, minis, client-server, PC, Internet-enabled, SaaSDrove three decades of investment- Data centers everywhere- Databases, OLTP, reporting and analytics- Network as a transport mechanismY2K put the capstone on this trend- Pulled forward a half decade of investmentEnterprise IT had to go through a long “digestive” periodStill a lot of money in the system of control, but budgets are increasingly in system of engagement. This what Microsoft is benefiting from with SharePoint!
1126 This shows the history of enterprise IT and the big question is what’s the next big thing…But remember: many organizations put Enterprise IT on hold in the early 2000, while Consumer IT went on fire. According to Gartner, in absolute dollars, most organizations spend less today on IT than they did in 2008. Gartner believes that through 2015 a recession-era mentality of paying for future investments from the cost savings obtained from existing IT operations will prevail.And what are then business executives prioritizing…? (NEXT SLIDE)
1127 “…CEOs have never expressed a greater need to obliterate their blind spots. Too often, they say, information based on customer interactions is trapped in organizational silos.”77% of CEOs say they do not have real-time information to make key business decisions1 in 3 business leaders frequently make business decisions based on information they don’t have, or don’t trust1 in 2 business leaders say they don’t have access to the information they need to do their jobs
Almost half of all CIOs expect to operate their applications and infrastructures via cloud technologies within the next five years. This change will necessitate that CIOs reimagine IT and lead their organizations through a process of creative destruction, which will need to be supported by the information professionals.Organizations are shifting their focus from information TECHNOLOGY to how information is MANAGED. The stakes related to effective information management are rising at the same time that demands from the business to reduce costs are accelerating. The Gartner 2011 CIO Survey amongst 2,000 CIOs found the following top 10 business and technology priorities for 2011.
1128Forrester calls this the Empowered EraYour customers and your employees have more power than ever before. Mobile, social, video, and cloud technologies give individuals tremendous access to information and resources. To succeed in an era of empowered customers, you must empower employees to solve customer and business problems. First, build bridges to your marketing and customer service teams to help these teams scale up new customer solutions. Then give employees the safety net and permission to be your greatest source of innovation and breakthrough ideas. You have an opportunity to reinvent yourself and the role of IT to become the chief technology advisor and enabler of empowered initiatives. Seize the opportunity
1128 AIIM and Geoffrey Moore calls all this System of EngagementThe focus of IT is changing from a traditional focus on standardizing and automating back-end manual processes – a focus on CONTROL – to a focus on empowering and connecting knowledge workers and improving knowledge worker productivity and innovation. The Internet era was all about connecting computersThis new era is all about connecting people.But System of Engagement needs to be linked to System of Record Don’t think of this as two separate things – think of it as two circles – one (ECM) within the other (SocBiz).And what does this mean for future ECM solutions? NEXT SLIDE
1130 Plan the Future – Get Educated Be proactive, not reactive.
68% of AIIM community members see value in such a Information certification for their organization, and this increases to 77% when we asked them about its value for them personally. We also tested the interest among the above IT managers, IT staff, consultants, and small business owners not connected to AIIM, and 38% of IT practitioners said that they would definitely or probably pursue a certification of this nature.The Information Certification isof value to people tasked with planning and supporting the new environments, whether within a department, across departmental boundaries, or throughout the extended enterprise. This will be information practitioners and professionals, which is often a mix of IT staff, information and records managers, and line of business people responsible for information intensive processes and repositories. We also see an interest amongst solution providers and consultants.
1130 – Thank You!AtleSkjekkelandVice President, AIIMwww.aiim.orgConnect@ askjekkeland@aiim.orgtwitter.com/Skjekkelandwww.facebook.com/skjekkelandwww.linkedin.com/in/skjekkeland

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The Future of Information Management? Presentation Transcript

The Future of Information Management- 8 trends that will change your requirements
AtleSkjekkeland
Vice President, AIIM
@skjekkeland
www.aiim.org
www.aiim.org/certification
www.aiim.org
Information Management
The same as EierlegendeWollMilchSau…?
Image source = http://www.customercentricthinking.com
The Information professional must…
Ensure information is dynamically delivered to staff and customersvia websites, mobile, and social media
Improve information sharing and collaborationby leveraging virtual collaboration solutions, social networks, and existing and emerging communications technologies
Improve enterprise search and access to informationacross organizational and technology boundaries
Continuously analyze informationand big data to identify new business opportunities and improvements
Ensure appropriate information security and privacy controls across systems and platforms to protect the organization and its staff
Manage information and recordsregardless of format or location to meet regulatory compliance and e-discovery readiness requirements
Streamline and automate information intensive processesacross systems and platforms to improve efficiency and reduce costs
#1 - A tidal wave of information
“In the future it is more likely that companies will be required to retain all digital files, and insure their accuracy, than to delete them.”
…And we thought everyone understood records management…
#2 – Everything is Social
Cluetrain Manifesto – updated:
Markets [and organizations] are conversations.
“Why is it that I know more about what my High School girlfriend had for dinner than what is going on in my organization?”
Tony Zingale, CEO Jive
“I expect to use the same type of networking tools with my business colleagues as I do with my friends and family.”
18-30
47%
31-45
37%
>45
31%
Demographics is destiny
These guys are retiring
These are the new workers
These are making the purchasing decisions
Facebook Generation
Email Generation
Source = McKinsey Quarterly, The rise of the networked enterprise
#3 – The Consumerization of Enterprise IT
80%
18-30
“It is easier to locate ‘knowledge’ on the Web than it is to find it on our internal systems ”
73%
31-45
64%
>45
#4 - Ubiquitous computing
Microsoft's SharePoint plays a key role in Windows Phone 7 Series' Office Hub, the center of business activities in the new smartphone operating system.
Source = http://www.pcworld.com/businesscenter/article/189540/Windows_Phone_7_Spotlights_SharePoint_Collaboration_Features.html
#5 – Manual processes are the enemy
Volume kills manual processes…
Don’t make me read..
Don’t make me think…
#6 – Accountability still matters.
Improve Governance
For each type of content, evaluate the degree of control that exists in your organization in managing it.
All respondents (462)
Governance
Does your organization have a specific policy or guidance on the USAGE and/or CONTENT of the following technologies?
10+ employees (656)
#7 – War of the Platforms
Seth Godin:
“When the platform changes, the leaders change.”
Source = http://www.osnews.com/story/22871/Where_Microsoft_s_Profits_Come_From
SharePoint – a jack-of-all-trades?
#8 – The New Sweet Spot - Systems of Engagement
Systems of Record
The CEO Perspective
Source = IBM Worldwide Survey of 1,500 CEOs, 2010
The CIO Perspective
The Empowered Era
Source: Forrester
Systems of Engagement
Systems of Record
Plan the Future – Get Educated!
Online, Public and Private Classes Available.Visit www.aiim.org/training
Email: training@aiim.org
New Information Certification
68% of AIIM community members see value in such a certification for their organization
77% of AIIM community members see value in such a certification for them personally
38% of IT practitioners not connected to AIIM said that they would definitely or probably pursue such a certification
Delivery
The 2 hours one-time, single-part proctored exam has 100 multiple-choice questions, electronically scored.
The exam is available from Prometric test centers across the world www.prometric.com/aiim
AIIM is not requiring candidates to have any minimum education or experience before taking the exam
Price is $265
The certification is valid for 3 years, and you need 45 continuing education units over 3 years to maintain the certification
Thank You!
AtleSkjekkeland, Vice President, AIIM
Connect@
askjekkeland@aiim.org
twitter.com/Skjekkeland
www.facebook.com/skjekkeland
Picture courtesy of Oscar Berg, Tieto