Establishing content control


Published on

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.

Published in: Education
  • Be the first to comment

No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide
  • 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.
  • Establishing content control

    1. 1. Establishing Content Control<br />Presented by Bob Larrivee, Director<br />AIIM Learning Center<br />© AIIM | All rights reserved<br />
    2. 2. Feeling like your content is out of control?<br />© AIIM | All rights reserved<br />
    3. 3. That’s because creation outpaces management…<br />Word, PowerPoint, Excel files<br />JPEGs, TIFFs<br />E-mails with attachments<br />Business system documents<br />…on the network on PCs, on sticks, on phones, on PDAs<br />© AIIM | All rights reserved<br />
    4. 4. Enter ECM (Enterprise Content Management) <br />Strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational processes.<br />© AIIM | All rights reserved<br />
    5. 5. Research Shows<br />60% of Users cite “Content Chaos” for adopting ECM<br />36% of organizations have no senior level ownership of document and records management<br />41% have little to no confidence that their electronic information is accurate, accessible and trustworthy<br />56% are not confident that emails are recorded, complete and retrievable<br />60% find it is easier to locate “knowledge” on the web that in their own internal systems<br /> Source: AIIM Industry Watch - State of the ECM Industry 2010<br />© AIIM | All rights reserved <br />
    6. 6. ECM must support<br />Organizational Information<br />Content Management<br />Records Management<br />Ways of Working<br />Process Management<br />Change Management<br />The Future<br />Continuous Improvement<br />© AIIM | All rights reserved<br />SharePoint is a Registered Trademark of Microsoft<br />
    7. 7. You have to look beyond the technology<br />Little thought given<br />Governance<br />eDiscovery<br />Taxonomy<br />Metadata<br />Security<br />Source: AIIM Industry Watch - SharePoint-strategies and experiences<br />© AIIM | All rights reserved<br />
    8. 8. Ask the right questions<br />Do you have an established taxonomic structure?<br />What is your metadata strategy?<br />Is security aligned with your information architecture?<br />For managing both physical and electronic information?<br />When did you last assess your recovery plan?<br />Have you identified and addressed vital records recovery?<br />Are your retention policies in line with regulatory guidelines at all levels?<br />Multi-national organizations will have varying requirements.<br />© AIIM | All rights reserved<br />
    9. 9. Align for Success<br />Marchand’s Strategic Information Alignment Framework<br />Add value<br />customers and markets<br />Minimize Risks<br />market, financial, legal,<br />operational risks<br />Reduce Costs<br />transaction and<br />processes<br />Create New Reality<br />Intelligence (social, political, technological, etc)<br />Source: “Competing with Information,” Donald Marchand (2000)<br />© AIIM | All rights reserved<br />
    10. 10. Document Problems and Consequences<br /><ul><li>Document consequences of identified problems
    11. 11. Mistakes
    12. 12. Lost productivity
    13. 13. No record integrity
    14. 14. Poor collaboration
    15. 15. No version control
    16. 16. Duplications
    17. 17. Processing delays
    18. 18. No sharing of best practices
    19. 19. Pain of audits/litigation</li></ul>Identify problems of current-state environment<br />Difficult finding files<br />Process not defined/standardised<br />Email/IM not managed<br />Poor readability/accessibility<br />Paper documents take space<br />Files misplaced/multiple copies<br />© AIIM | All rights reserved<br />
    20. 20. Link benefits to business goals and CSFs<br />Drives<br />Contributes to<br />(Balanced scorecard)<br />Management / executive board<br />Strategic(C-level)<br />Operational(Consequential impact)<br />Business area managers<br />Users / other stakeholders<br />Tactical<br />© AIIM | All rights reserved<br />
    21. 21. © AIIM | All rights reserved<br />Office Document<br />Scanned Document<br />Records<br />Types<br />Database<br />Voice<br />Video<br />Channels<br />Legacy Applications<br />Reports<br />Re-purpose your information assets<br />Office Document<br />Web Page<br />E-mail<br />E-Statement<br />Database<br />Repurposing<br />Styles<br />Formats<br />Templates<br />News feed<br />Mobile Device<br />Web<br />E-mail<br />Paper & microform<br />
    22. 22. Build a solid ECM environment<br />Tools and Instruments<br />Using the right tools is vital to the design’s construction.<br />Futures<br />The best designs for an ECM environment includes a continuous improvement programme with a vision of the future.<br />Foundation<br />Building a sustainable ECM environment requires strong foundation with a good understanding of the technologies and architectural design.<br />© AIIM | All rights reserved<br />
    23. 23. Learn from the Best – AIIM<br />Private classes are available.<br />Visit:<br />Email:<br />© AIIM | All rights reserved<br />
    24. 24. About AIIM<br />International Association<br />Members in 146 countries<br />Independent<br />Unbiased and vendor neutral<br />Implementation Focused<br />Process, not just technology <br />Industry Intermediary<br />Users, suppliers, consultants, analysts, and the channel <br /><br /><br />© AIIM | All rights reserved<br />
    25. 25. Thank You<br />Bob Larrivee, Director and Industry Advisor<br />AIIM International<br />Email:<br />Twitter: BobLarrivee<br /><br /><br />© AIIM | All rights reserved<br />