20130605 ARMA Canada Endnote New World of Information Management


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This endnote at ARMA Canada 2013 described some of the significant challenges organizations face today in information management including social, consumerization, cloud, and BOYD and provided strategies for how organizations should address them as part of a comprehensive governance strategy.

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  • A TYPICAL SUNDAYNeed to do something? There is an app for that….Xfinity as a TV remote to find the best morning newsZombie Run app for exerciseStarebucks app for coffeeOpenTable app to sort place for dinnerMotionX app for driving directionsParkMobile app for paying parkingShark Tracker app for entertaining my daughter during dinnerHuman to Cat app for entertaining our cats after dinner….
  • A TYPICAL MONDAYWhy does it feel like stepping back in time?
  • 350,000 apps in the iStoreOver 10 billion downloads
  • 4.2bn people with toothbrushes, 5.1bn people with cell phonesAnd cell phones are everywhere…Just outside the Aburi Botanical Garden in Ghana, the road is lined with stalls where carvers sell their masks, sculptures, and textiles. Dorie shopping, George bored, checking his cell phone.Smart phones taking over for cell phonesAn iPhone is more powerful than all IT devices in Apollo 13….
  • So, if you need a reason to buy shares in Apple, maybe this is it… best application I’ve heard of so far? Karen Millen dress shops. “Does my bum look big in this?” Assistant takes a photo, shows them on the screen, then checks stock of that size, and can reserve or order it.
  • Here’s an example of this from the Seattle Fire Dept – it clearly says “This site is not monitored. Call 911 for emergencies.” It also notes the applicability of public records laws and has a link to the main website.
  • Moving into mainstream
  • The amount of information will grow by 44X by 2020 and the # of containers by 67X. [IDC]The # of IT staff will grow by 1.4X. [IDC]Two-thirds of organizations have an Information Management strategyOnly 22% use it. [AIIM] 79% of organizations have an Information Retention policyOnly 32% enforce it. [AIIM]
  • Harvey Spencer – How Mobile Capture Can Transform Your Business Process -- Despite continual moves towards electronic documents, paper still affects all business – checks, receipts, and business cards and are just some examples. These documents are being scanned today using cell phone cameras to transform business processes. More specialized documents are being captured by mobile workers, such as truck drivers who have to capture and process transportation documents.There are approximately 18 million mobile workers in the US today; forecast to rise by 11% to over 20 million by 2018. These workers cover a range of industries and occupations from auditors to salesmen to tax examiners; from claims adjusters to medical workers to meter readers. All of them need to be integrated into today’s real-time business environments using mobile wireless broadband communications. At the same time they need to capture and process physical documents. The capabilities and power of smart mobile devices, cameras, and bandwidth continue to improve; expanding the range of capability and potential applications. We estimate that around $500m a year can be spent on technologies by 2015 to capture business-critical information using mobile devices.
  • 20130605 ARMA Canada Endnote New World of Information Management

    1. 1. #AIIM The Global Community of Information Professionals A Brave New World of Information Management: Managing Your Information in the Social, Mobile, and Cloud Era Jesse Wilkins, CIP, CRM AIIM International June 5, 2013
    2. 2.  “[It] destroys memory [and] weakens the mind, relieving it of…work that makes it strong. [It] is an inhuman thing.”  Socrates, as recorded by Plato  [It] = writing and the written word.
    3. 3. RIM challenges created by Extreme Information
    4. 4. 1. The Consumerization Challenge.
    5. 5. “On Sunday evening, we open up our dazzling personal computing devices and enter … an online world that is virtual yet rich and understanding, global yet intimate and, while running on silicon and fiber, refreshingly human.” Malcolm Frank, Executive Vice President of Strategy and Marketing, Cognizant Technology Solutions Corporation
    6. 6. A typical Sunday…
    7. 7. “Monday morning arrives… the standard issue computer provides access to standardized systems of record yet offers precious little human engagement … Work technology has become a limiter in our professional lives. ” Malcolm Frank, Executive Vice President of Strategy and Marketing, Cognizant Technology Solutions Corporation
    8. 8. A typical Monday…
    9. 9. Photo source = http://www.flickr.com/photos/notionscapital/5225049493/
    10. 10. 2. The Mobile – and BYOD – Challenge(s).
    11. 11. 4.2bn people with a toothbrush 5.1bn people with a cell phone #AIIM13 Image source: http://www.flickr.com/photos/zug55/1896827244/
    12. 12. Mobile drivers How important are mobile technologies to your organization as you think about improving your business processes? 0% 10% 20% 30% 40% 50% 60% 67% important or extremely important Extremely important Important Not so important Not important at all We have overriding security issues for mobile technologies N=388
    13. 13. Mobile workplace In 5 years time, 33% of orgs expect to see “half or more” of their employees using iPads, tablets or digital clipboards for filling in forms (compared to 2% of orgs now)
    14. 14. BYOD is not a fad – it’s becoming a habit “70% of organizations have adopted some form of BYOD program, and 62% of people who use a smartphone for work and 56% of those who use a tablet for work purchased those devices themselves.” --Forrester Forrsights Workforce Employee Survey
    15. 15. 3. The Social Challenge.
    16. 16.  Whether the account is monitored for actionable content (screenshot)
    17. 17. Social Media Stock Picking
    18. 18. “…fully networked enterprises are not only more likely to be market leaders or to be gaining market share but also use management practices that lead to margins higher than those of companies using the Web in more limited ways…”
    19. 19. Gover-what? By the end of 2013, half of all companies will have been asked to produce material from social media websites for ediscovery. Source: “Social Media Governance: An Ounce of Prevention”, Gartner
    20. 20. 4. The Cloud Challenge.
    21. 21. The Future is cloudy
    22. 22. 5. The Hoarding Challenge (aka Big Data).
    23. 23. Obesity: a medical condition in which excess body fat has accumulated to the extent that it may have an adverse effect on health, leading to reduced life expectancy and/or increased health problems Content Obesity: An organizational condition in which excess redundant information has accumulated to the extent that it may have an adverse effect on business efficiency, leading to depleted budgets, reduced business agility and/or increased legal and compliance risks. George Parapadakis, IBM
    24. 24. About 5 percent of information is subject to regulatory obligations, about 25 percent of corporate data is of business value, and only about 2 percent is subject to legal hold (CGOC)…
    25. 25. Or in other words… 68% of corporate information is junk
    26. 26. Strategies for Dealing with Extreme Information.
    27. 27. The Chessboard Fable
    28. 28. You better start swimming or you'll sink like a stone, for the times they are achangin’.
    29. 29. The old world of centrally-controlled, one size fits all, RIM control is dead.
    30. 30. RIM needs to understand that they are now in a different business. In the past, RIM was in the… 1 -- Compliance business 2 -- Security business 3 -- Privacy business 4 -- Legal business
    31. 31. These roles don’t go away, but in the new world RIM’s core focus must be to…
    32. 32. Create a decision framework that analyzes the risks and rewards of new technologies and drives decisions with the framework rather than based on the technologies themselves.
    33. 33. Understand the compliance issues privacy, legal, etc. – and their impact on information management processes and technologies. Advise the organization on how to be effective and use the right tools the right way.
    34. 34. Connect the dots. In today’s social world, one of RIM’s greatest callings is to help make sure nformation is managed according to its alue, regardless of its format or location. Think information logistics (with IT) and nformation curation.
    35. 35. Drive business value. Good information management practices directly benefit the bottom line of the organization. The reverse is also true.
    36. 36. Digitize everything that moves. Aviation Charts - Before Aviation Charts - Now
    37. 37. Think patterns of work rather than focusing on “records” or formats.
    38. 38. Streamline and automate.
    39. 39. Build bridges, not silos  The vast majority of organizations see the need to manage information as an enterprise resource rather than in separate "silos," departments, or systems, but they don't know how to begin to address the challenge, as it is so large...  Professional roles focused on information management will be different to that of established IT [and RIM] roles.  An "information professional" will not be one type of role or skill set, but will in fact have a number of specializations. Deb Logan and Regina Casonata, Gartner
    40. 40. Conclusion  Records management principles remain sound  Many practices don’t apply in the social, mobile, and cloud era  Extrapolate, extrapolate, extrapolate  Streamline and automate  Perfection is the enemy of progress  You can, and must, lead your organizations on how to do this!
    41. 41. For more information Jesse Wilkins, CIP, CRM Director, Research and Development AIIM International +1 (720) 232-9638 direct jwilkins@aiim.org http://www.twitter.com/jessewilkins http://www.linkedin.com/in/jessewilkins http://www.facebook.com/jessewilkins http://www.slideshare.net/jessewilkins