#AIIM14#AIIM14
#AIIM14
Governance In The Midst Of Chaos
Nick Inglis
Founding Partner, Optismo
@nickinglis
#AIIM14
Start With Your Conclusion
#AIIM14
Start With Your Conclusion
#AIIM14
Start With The Middle
#AIIM14
Start With The Middle
The Records Management
Experiment Has Failed
#AIIM14
Start With The Middle
The Records Management
Experiment Has Failed
I’m Going To Convince You That
Part 1:
#AIIM14
Part 2:
Start With The Middle
The Records Management
Experiment Has Failed
#AIIM14
Start With The Middle
The Records Management
Experiment Has Failed
And Here’s How We’re Going To Solve It
Part 3:
#AIIM14
Learning From Our History
#AIIM12:
“In the face of Social CRM, Collaboration,
Big Data, Ubiquitous Mobile, Voice
R...
#AIIM14
Learning From Our History
#AIIM12: #AIIM13:
Niche to avoid commoditization.
“When ECM is ubiquitous,
ECM is commod...
#AIIM14
Learning From Our History
“Those who cannot remember the
past are condemned to repeat it.”
-George Santayana
#AIIM14
A History Lesson…
Simpler times…
#AIIM14
A History Lesson…
Simpler times…
#AIIM14
A History Lesson…
Simpler times?
As we were approaching capacity in this model, we were bailed out…
#AIIM14
Avoiding Capacity
By Technology
#AIIM14
Avoiding Capacity
By Technology
#AIIM14
Identifying Records
#AIIM14
Identifying Records
#AIIM14
Identifying Records
#AIIM14
Identifying Records
#AIIM14
Identifying Records
#AIIM14
Identifying Records
#AIIM14
Disposing Of Records
When you dispose of a Record
is the information really gone
from the organization?
#AIIM14
Disposing Of Records
#AIIM14
Disposing Of Records
#AIIM14
Disposing Of Records
#AIIM14
Disposing Of Records
#AIIM14
Disposing Of Records
The Records Management
Experiment Has Failed.
#AIIM14
Chicken Little
#AIIM14
Wipe The Slate Clean?
#AIIM14
Wipe The Slate Clean?
#AIIM14
Wipe The Slate Clean?
#AIIM14
Wipe The Slate Clean?
#AIIM14
Wipe The Slate Clean?
#AIIM14
Wipe The Slate Clean?
What Would We Do Differently?
#AIIM14
What Were We Trying To Achieve?
 Reduce Risk
 Ensure Compliance
 Maintain Security
 Retain Properly
 Dispose ...
#AIIM14
The Methods
The File Room
Method
Look at all
information
Identify what
needs to be
retained
Not feasible
The File ...
#AIIM14
The Methods
The File Room
Method
Look at all
information
Identify what
needs to be
retained
The Delegate
Method
Ev...
#AIIM14
The Methods
The File Room
Method
Look at all
information
Identify what
needs to be
retained
The Delegate
Method
Ev...
#AIIM14
The Methods
The File Room
Method
Look at all
information
Identify what
needs to be
retained
The Delegate
Method
Ev...
#AIIM14
The Methods
The File Room
Method
Look at all
information
Identify what
needs to be
retained
The Delegate
Method
Ev...
#AIIM14
The Methods
The File Room
Method
Look at all
information
Identify what
needs to be
retained
The Delegate
Method
Ev...
#AIIM14
Records Categorization Method
 Develop Classification Scheme To Support
Records Identification
 Identify Records...
#AIIM14
Records Categorization Method
 Develop Classification Scheme To Support
Records Identification
 Identify Records...
#AIIM14
 Potential Negatives
 Accuracy Of User Metadata
 Developing Rules Is A Project
 Supporting Technology
Records ...
#AIIM14
Information Categorization Method
 Forget “Records”
 Focus On “Retention”
 Consistency Across All Information
...
#AIIM14
Information Categorization Method
 Forget “Records”
 Focus On “Retention”
 Consistency Across All Information
...
#AIIM14
 Potential Negatives
 Accuracy Of User Metadata
 Developing Rules Is A Project
 Supporting Technology
Informat...
#AIIM14
Advanced Computing Methods
 Analytics Based Records
Identification:
 Develop Records
Identification Rules
 Iden...
#AIIM14
 Potential Negatives
 Analytics Accuracy (Computer) Vs. Delegated
Declaration Accuracy (Humans)
 Cost
 Start O...
#AIIM14
Paving The Way Forward
 You have to choose a viable model
 “File Room”, “Delegate”, & “Keep It All” are
unlikely...
#AIIM14
Choose Your Own Adventure
Which Method Will You Choose?
Advanced
Computing
Records
Categorization
Information
Cate...
#AIIM14
Thank You
Nick Inglis
nick.inglis@optismo.com
@nickinglis
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Governance In The Midst Of Chaos (#AIIM14)

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The Records Management Experiment Has Failed.
How do we deal with the influx of information in a manner that actually works? There are a couple of options to move forward, let's evaluate...

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Governance In The Midst Of Chaos (#AIIM14)

  1. 1. #AIIM14#AIIM14 #AIIM14 Governance In The Midst Of Chaos Nick Inglis Founding Partner, Optismo @nickinglis
  2. 2. #AIIM14 Start With Your Conclusion
  3. 3. #AIIM14 Start With Your Conclusion
  4. 4. #AIIM14 Start With The Middle
  5. 5. #AIIM14 Start With The Middle The Records Management Experiment Has Failed
  6. 6. #AIIM14 Start With The Middle The Records Management Experiment Has Failed I’m Going To Convince You That Part 1:
  7. 7. #AIIM14 Part 2: Start With The Middle The Records Management Experiment Has Failed
  8. 8. #AIIM14 Start With The Middle The Records Management Experiment Has Failed And Here’s How We’re Going To Solve It Part 3:
  9. 9. #AIIM14 Learning From Our History #AIIM12: “In the face of Social CRM, Collaboration, Big Data, Ubiquitous Mobile, Voice Recognition, etc., you have two options: adopt, extend, & embrace failure, OR accept that you will fail.”
  10. 10. #AIIM14 Learning From Our History #AIIM12: #AIIM13: Niche to avoid commoditization. “When ECM is ubiquitous, ECM is commoditized.” “When you do EVERYTHING, you are the BEST at NOTHING” “In the face of Social CRM, Collaboration, Big Data, Ubiquitous Mobile, Voice Recognition, etc., you have two options: adopt, extend, & embrace failure, OR accept that you will fail.”
  11. 11. #AIIM14 Learning From Our History “Those who cannot remember the past are condemned to repeat it.” -George Santayana
  12. 12. #AIIM14 A History Lesson… Simpler times…
  13. 13. #AIIM14 A History Lesson… Simpler times…
  14. 14. #AIIM14 A History Lesson… Simpler times? As we were approaching capacity in this model, we were bailed out…
  15. 15. #AIIM14 Avoiding Capacity By Technology
  16. 16. #AIIM14 Avoiding Capacity By Technology
  17. 17. #AIIM14 Identifying Records
  18. 18. #AIIM14 Identifying Records
  19. 19. #AIIM14 Identifying Records
  20. 20. #AIIM14 Identifying Records
  21. 21. #AIIM14 Identifying Records
  22. 22. #AIIM14 Identifying Records
  23. 23. #AIIM14 Disposing Of Records When you dispose of a Record is the information really gone from the organization?
  24. 24. #AIIM14 Disposing Of Records
  25. 25. #AIIM14 Disposing Of Records
  26. 26. #AIIM14 Disposing Of Records
  27. 27. #AIIM14 Disposing Of Records
  28. 28. #AIIM14 Disposing Of Records The Records Management Experiment Has Failed.
  29. 29. #AIIM14 Chicken Little
  30. 30. #AIIM14 Wipe The Slate Clean?
  31. 31. #AIIM14 Wipe The Slate Clean?
  32. 32. #AIIM14 Wipe The Slate Clean?
  33. 33. #AIIM14 Wipe The Slate Clean?
  34. 34. #AIIM14 Wipe The Slate Clean?
  35. 35. #AIIM14 Wipe The Slate Clean? What Would We Do Differently?
  36. 36. #AIIM14 What Were We Trying To Achieve?  Reduce Risk  Ensure Compliance  Maintain Security  Retain Properly  Dispose Consistently
  37. 37. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained Not feasible The File Room Method
  38. 38. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained Not feasible Not working The File Room Method The Delegate Method
  39. 39. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained The Keep It All Method Don’t identify what needs to be retained Keep everything, indefinitely Not feasible Not working Too much risk The File Room Method The Delegate Method The Keep It All Method
  40. 40. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained The Keep It All Method Don’t identify what needs to be retained Keep everything, indefinitely Records Categorization Method Leverage classification for records identification Automatically identify what is a Record Not feasible Not working Too much risk Maybe The File Room Method The Delegate Method The Keep It All Method
  41. 41. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained The Keep It All Method Don’t identify what needs to be retained Keep everything, indefinitely Records Categorization Method Leverage classification for records identification Automatically identify what is a Record Not feasible Not working Too much risk Maybe Information Categorization Method Leverage classification for retention identification Automatically identify what needs to be retained Maybe The File Room Method The Delegate Method The Keep It All Method
  42. 42. #AIIM14 The Methods The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained The Keep It All Method Don’t identify what needs to be retained Keep everything, indefinitely Records Categorization Method Leverage classification for records identification Automatically identify what is a Record Advanced Computing Methods Software looks at all information Software identifies what is a record or what needs to be retained Not feasible Not working Too much risk Maybe Maybe Information Categorization Method Leverage classification for retention identification Automatically identify what needs to be retained Maybe The File Room Method The Delegate Method The Keep It All Method
  43. 43. #AIIM14 Records Categorization Method  Develop Classification Scheme To Support Records Identification  Identify Records By Upload Location, Folder, Content Type, Metadata, etc.  Focus On Declaration Through Categorization
  44. 44. #AIIM14 Records Categorization Method  Develop Classification Scheme To Support Records Identification  Identify Records By Upload Location, Folder, Content Type, Metadata, etc.  Focus On Declaration Through Categorization Uploaded To Marketing Library Metadata Added: “Contract” What Is It? It’s A Record (Contracts Retention Bucket)
  45. 45. #AIIM14  Potential Negatives  Accuracy Of User Metadata  Developing Rules Is A Project  Supporting Technology Records Categorization Method
  46. 46. #AIIM14 Information Categorization Method  Forget “Records”  Focus On “Retention”  Consistency Across All Information  Identify Content Based On Categorization
  47. 47. #AIIM14 Information Categorization Method  Forget “Records”  Focus On “Retention”  Consistency Across All Information  Identify Content Based On Categorization Uploaded To Marketing Library Metadata Added: “Contract” What Is It? A Marketing Contract.
  48. 48. #AIIM14  Potential Negatives  Accuracy Of User Metadata  Developing Rules Is A Project  Supporting Technology Information Categorization Method
  49. 49. #AIIM14 Advanced Computing Methods  Analytics Based Records Identification:  Develop Records Identification Rules  Identification Through Analytics  Develop Categorized Disposition Rules  Disposition Through Analytics  Analytics Based Retention Identification:  Develop Information Retention Identification Rules  Identification Through Analytics  Develop Disposition Rules  Disposition Through Analytics
  50. 50. #AIIM14  Potential Negatives  Analytics Accuracy (Computer) Vs. Delegated Declaration Accuracy (Humans)  Cost  Start Of Every Apocalyptic Movie Ever Created  Integration With Existing Enterprise Systems Advanced Computing Methods
  51. 51. #AIIM14 Paving The Way Forward  You have to choose a viable model  “File Room”, “Delegate”, & “Keep It All” are unlikely to be viable for your organization  Which model will serve your organization’s goals?  Which model will remain a viable option into the future?
  52. 52. #AIIM14 Choose Your Own Adventure Which Method Will You Choose? Advanced Computing Records Categorization Information Categorization
  53. 53. #AIIM14 Thank You Nick Inglis nick.inglis@optismo.com @nickinglis

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