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7 information management trends
 

7 information management trends

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  • Scottie
  • Seth Godin: “It’s human nature to imagine that the future will be just like the present, but with cooler uniforms and flying cars.”
  • Who wouldn’t say that, but it’s so obvious that it’s important.
  • But they’re not doing i! Take a look at this. Emails downwards is less than 40% have any degree of management.
  • Emails, emails, emails….. 63% have been required to find an email. “IT managers have said they would rather have a cavity filed than do a legal discovery across their systems” If our senior executive really understood the implications of these gaps in their legal defences (or indeed, legal offences) this, wouldn’t they then care more about ECM.
  • So maybe Executives do care. But, they always have more important things on their plate, or, the reality of that is, nobody has demonstrated a clear enough ROI.
  • The New Workplace - Information overload - Need something better than shared drives... - More remote workers / virtual office - "The knowledge workers now own the production process", Peter Drucker “ I want the same tools to collaborate with my colleagues as I use with my friends and family”...
  • So, the user experience is !I want one interface that gets me into all this knowledge in one hit.
  • Web 2.0 / Enterprise 2.0 - Next step in evolution - what comes after email? - Social software for the enterprise - Social software is already changing many best practices, e.g. Political campaigns, marketing,... - More SaaS and Cloud computing - New Google Wave & SharePoint 2010 Obama and VivekKundra are pushing the Fed Gov to adopt Web 2.0
  • Quite a high number who get it.
  • If we only knew what we know.,
  • Another aspect of Web 2.0 is trust in the Cloud concept. “Technology outsourcing is now viewed as a much more viable alternative than it once was.” - 38% agree “ The economy has made SaaS solutions (i.e., software that someone else hosts and you “rent”) more attractive to my organization.” - 33% agree “ The economy has made open source solutions more attractive to my organization” - 42% agree
  • but you’re all thinking the big objection is Security, but now the Government has said, we’ll run the Cloud and you don’t need to be concerned about it. We found that meant the majority would consider it – even for storing records.
  • 4. Simplicity - Smarter, not richer - Ease of use & implementation Apple iPhone: Smart, Integrated, Natural interface WE HAVE TO MAKE SOLUTIONS SIMPLE TO USE! USABILITY: We have been like Sport Utilities… The New Desktop Intuitive Integrated Collaborative Multimedia Social Connected
  • Richness gives way to “Ease of…”
  • 5. SharePoint 2010 / MOSS - If you are MS shop; Its not if, its when you are implementing SharePoint Pros and cons The Information Operating System
  • DM So if we say it really started with 2007, we’re now in 2009, and 50% of organizations have something going on with SharePoint, and a further 12% planning to.
  • If you thought SharePoint was all about collaboratioon and portals, think again. Document Management is #2. In fact you can’t do much collboration without starting to create a document. This is taking many organizations by surprise. They started out with a collboration or Intranet project and before they jkopw it, they have a documant and indeed a Records Management project on their hands – and if you’re rolling out across 10,000 employees, this could be problematic.
  • 57% lack an Exevcutive endorsed plan about where it will be used, so if you lack a plan, you lack governance, and we could be heading for the file-share disaster all over again.
  • 6. Paper - Most organizations are still drowning in paper - An aircraft carrier with 5K staff has the most modern military technology available, but is still drowning in paper (source: RM director of US Navy) Scanning is a necessity to connect the past with the present Paper is the number one material that is thrown away.
For every 100 pounds of trash we throw away, 35 pounds is paper.
Paper fills up 30-40% of American landfill space. Source1 Source Paper RecoveryRecovery of all printing-writing papers is 41.1% (office paper is recoveredat a rate of 46.9%), but only 4.8% recovered paper goes back into making newrecycled printing and writing paper. (AF&PA Paper Recovery Progress Report, May 2001) 12,891,000 tons of printing and writing paper (42.1%) was recovered in 2001
 (pre- and postconsumer). Where does it go? 
10.9% into new printing and writing paper 
34.9% - net exports
23.4% - tissue
20.6% - recycled paperboard
4.5% - newsprint
5.8% - all other
(Recovered Paper Statistical Highlights, 2002 Edition, AF&PA)
  • Have we not said over the years that the office would be paperless when we have paperless bathrooms? Well I say to you, the time has come!
  • DM: 22% annual increase in paper in US.
  • DM: There are just so many things here. Yes
  • 7. Compliance – Happy days are soon here again (if you are selling solutions that help to ensure information management compliance)
  • Impact of recession; Cost more important, but things will change…
  • Wikipedia defines Corporate Social Responsibility (CSR) as a concept whereby organizations consider the interests of society by taking responsibility for the impact of their activities on customers, employees, shareholders, communities and the environment in all aspects of their operations. This obligation is seen to extend beyond the statutory obligation to comply with legislation and sees organizations voluntarily taking further steps to improve the quality of life for employees and their families as well as for the local community and society at large. Gartner predicts corporate social responsibility will soon be a higher board- and executive-level priority than regulatory compliance. John Mancini and I are both convinced that our industry has a role to play on this issue, if for no other reason than the impact of paper reduction. In the US, 4.7 million tons, or 937 billion sheets, of copy paper were produced in 2001 -- nearly 30% more than in 1995 . The associated costs of paper have been estimated to be as much as 31 times the purchasing cost. Also in the U.S., an estimated 90% of copy paper is “virgin” meaning that it does not contain any portion of recycled fiber. We all need to do what we can to reduce this! Your first 2 tasks; Reduce the amount of paper in processes Get rid of paper born electronically
  • Question to vendors: I don’t know how familiar you are with our Market Intelligence reports. The Industry Watch series is multi-vendor sponsored and free to download. How many have downloaded a report? – you do know it’s free, don’t you! How many have read a report? We also do a number of private single-sponsor reports and white papers. These are great collateral for your sales team – particularly when our ROI findings chime with your product benefits. Have you played with our online assessment tool for Records Management? www.rmcompetency.org Why sponsor or commission AIIM to develop research for you?: Position your company - Demonstrate value - Document ROI - Get leads
  • Atle:
  • Thank you…

7 information management trends 7 information management trends Presentation Transcript

  • 7 Revelations About our User Community Atle Skjekkeland Vice President, AIIM Doug Miles Director, AIIM
  • Seth Godin: “ It’s human nature to imagine that the future will be just like the present, but with cooler uniforms and flying cars.”
  • 7 revelations
    • Many executives do not care about ECM
    • Management is losing power
    • Its not if, but when to implement Web 2.0
    • Users want solutions that are simple and smart, not rich
    • Its not if, but when to implement SharePoint
    • We are getting more paper, not less
    • Compliance, - happy days are soon here again?
  • #1 Many executives do not care about ECM
  • How important is the effective management of electronic information to the long-term success of your organization? N=386 Non-AIIM extremely important important somewhat important not important at all 89%
  • For each type of content, evaluate the degree of control that exists in your organization in managing it. All respondents (476)
  • Emails - recorded, complete, and retrievable
    • 34% of organizations never delete emails, 31% have no policy, 8% delete when running out of storage space, 27% delete after 1- 24 months
    • Some 45% of organizations do not have a policy on Outlook “Archive settings” so most users will likely create .pst archive files on local drives.
    • 33% of organizations have no policy to deal with legal discovery, 40% would likely have to search back-up tapes, and 23% feel they would have gaps from deleted emails.
    • 18% had been exposed to a legal challenge in the last 12 months and a further 15% in the last 3 years – a one-in-three chance.
  • What are the top THREE reasons why your organization has NOT implemented document management and scanning/capture technologies to date? N=139 Reason More pressing tech needs 43% ROI not clear 38% Lack of internal IT resources 37% Costs too much 34% Lack of industry customization 25% Lack of training 22% How do I buy? 11% Hard to eval comp and prods 10% Too hard to implement 9% Too confusing 7%
  • #2 Users will soon have more power than their managers Picture from Minority Report
  • Evolution of the Workplace
  • Multiple repositories Plans in the next 2 years to provide employees with a single point of access to content repositories across your organization All respondents (349) 35% of organizations still planning to use single ECM system
  • #3 Its not if, but when to implement Web 2.0
  • In your view, how critical is Enterprise 2.0 to your organization's overall business goals and success? 10+ employees (656) 54% of organisations consider Enterprise 2.0 to be important
  • Drivers for Enterprise 2.0 Which THREE of the following would you say are the key drivers for Enterprise 2.0 in your organisation? Knowledge share Collaboration Responsiveness 10+ employees (656)
  • Age
    • I expect to use the same type of networking tools with my business colleagues as I do with my friends and family
    • It is easier to locate “knowledge” on the Web than it is to find it on our internal systems
    • I believe that the “wisdom of the crowds” improves information quality
    • Twitter is an important rapid-feedback tool for business use, not a time-waster
    47% 80% 57% 27% 37% 73% 49% 17% 31% 64% 33% 7% All respondents (785) “ Agree” or “Strongly agree” 14% overall see Twitter as an essential business tool for all 18-30 31-45 45+
  • Which are the PREFERRED approaches in your organization to acquiring document management and scanning/capture capabilities (regardless of whether you have already implemented a solution)? ©2009, AIIM N=360
  • What are your two main concerns with using SaaS and Cloud for ECM? All respondents (350)
  • A new wave of technologies Page 
  • #4 Users want smart and simple solutions...
  • Implementation Which 3 of these typical aspects of ECM products would be most important in your choice of new products or satisfaction with existing products? All respondents (275) Ease of integration is 2 nd most important after ease-of-use
  • #5 Its not if, but when to implement SharePoint
  • Have you implemented Microsoft SharePoint 2007 (WSS/MOSS) in your organization? 50% of organizations polled using or implementing SharePoint All respondents (406)
  • Do you currently use or have immediate plans to use SharePoint 2007/MOSS in the following applications? SharePoint users (233)
  • SharePoint governance Use of SharePoint with regard to existing ECM, DM and RM suite SharePoint users (233) Who is driving and controlling SharePoint sites and applications
  • #6 We are getting more paper, not less
  •  
  • Paper vs Electronic Is the volume of your PAPER records? 10+ employees non-Trade (648) Paper is still increasing in 56% of organizations, but in 21% it is at last showing signs of decreasing
  • Business Process Which of the following policies and practices do you generally apply to paper records? Paper, paper, paper - even when we have the electronic original, 10+ employees non-Trade (648) multi-choice
  • 7. Compliance – happy days are soon here again?
  • When you consider document and records management technologies, what is the most significant business driver ? All respondents (476)
  • More to come…
    • Compliance = legal requirements + industry standards + organisational policies and guidelines, and more...
      • Finding and retrieving information on demand
      • Controlling access and confidentiality
      • Monitoring and reporting for enforcement
      • Comprehensive auditing
      • Secure retention and destruction
    Source: Ovum
  • Corporate social responsibility
  • 7 revelations
    • Many executives do not care about ECM
    • Management is losing power
    • Its not if, but when to implement Web 2.0
    • Users want solutions that are simple and smart, not rich
    • Its not if, but when to implement SharePoint
    • We are getting more paper, not less
    • Compliance, - happy days are soon here again?
  • AIIM Industry Watch reports Free to download, multi-sponsor funded * 568 survey respondents 1109 survey respondents 789 survey respondents AIIM Research Single sponsor, joint AIIM/sponsor promo * 495 survey respondents AIIM Private surveys Single-sponsor funded AIIM Online Assessments Single-sponsor, AIIM/sponsor promo * 677 survey respondents * Lead generating
  • 7 revelations
  • Thank You! AtleSkjekkeland Vice President, AIIM Email:askjekkeland@aiim.org Doug Miles, Director, AIIM Email: doug.miles@aiim.org.uk