8 Reasons You Need a Strategy for Managing Information...Before it's too late


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The sheer quantity of information that is descending upon our organizations is rapidly creating a set of circumstances in which we will not longer be able to just "wing it." The strategic imperative to manage information effectively will soon become irreversible- with devastating consequences for those who assume it is otherwise. There is a commercial for car repair where the mechanic says, ‘You can pay me now, or you can pay me later. But you will pay me.’ The information management landscape is changing quickly and dramatically and the stakes of getting it wrong are rising. Now is the time to finally create and implement a strategy to treat your organization’s information as a critical business asset. This presentation describes 8 trends that will influence your information management strategy.

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  • 9:50 WelcomeMy 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 address…8 Reasons You Need a Strategy to Manage Information – Before It’s Too Late…Will share a lot of research, and most of this is available from our website for free.We have also published a free e-book about the 8 reasons I am going to address in this presentation.
  • 9:51First, - let me start by introducing AIIM….AIIM is non-profit industry association for more intelligent information managementStarted in 1943Have approx 65,000 Associate and professional membersHQ just outside Washington, DC, - where I also live. More then 14,000 professionals have attended the AIIM Certificate programs.Docflowhas translated the ECM course to Russian, and we had 33 attendees yesterday.More classes will be scheduled, - don’t miss it, learn technologies and best ways to manage content.
  • 9.52: #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.Butthe introduction of the computer and the world wide webtook this to completely new level.For example:Wal-Mart handles 1M customer transactions every hour.It has 2.5 petabytes of archive data. … 167 times the number of books in the Library of Congress. (one company vs the largest library in the world)
  • 9:54: 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?"It's Not Information Overload. It's Filter Failure”, said author Clay Shirky at Web 2.0 Expo a few years ago.Our task now to identify information of business and legal value, and then manage this over its lifecycle…This is strong business case for ECM60% of new ECM users cite “content chaos” as the main reason for adopting ECM.
  • 9:56: #2 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 devicesAnd I will soon have TB of storage capacity on my phone that will be always connected to the web.The picture shows the Yelp’s iPhone App that puts information on a layer on top of the reality. You use information to add value to the reality, - this is showing nearby restaurants and bars.
  • 9:58 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.
  • 9:59: 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.
  • 10:00 #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.The 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….
  • 10:02:IBM has…17,000 internal blogs100,000 employees using internal blogs53,000 members on SocialBlueA few thousand IBMers on TwitterAlmost 200,000 on LinkedIn50,000 in alum networks on Facebook and LinkedIn
  • 10:03 This is EMC’s online community and social networking tool:Live for 2+ years15,000 registered users27,000 unique visitors/month4.6 million page views/month150,000 average page views/day160 active communities110 active groupshttp://www.slideshare.net/JamiePappas/emc-enterprise-20-case-study-webinar-for-the-20-adoption-council-newsgator
  • 10:07:#4 - Collaboration without governance is a disaster 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: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…
  • 10:08 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”41% are not confident that their electronic information (excluding email) is “accurate, accessible, and trustworthy” For those without an ECM system: It jumps to 66%For those with an ECM system: It goes down to 11%Email is a huge problem: 56% are not confident that their email relating to documenting commitments and obligations made by staff are recorded, complete and retrievable
  • 10:10: #5 - The era of simplicity Simplicity matters more then functionality…Remember how Apple almost disrupted the Cell Phone Market with a phone that was easier to use, but offered less functionality.
  • 10:11 Simplicity 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”We need to make it easier to find information, or become aware of information that is relevant for us with notifications and recommendations.
  • 10:12: The software also have to easier to use…The picture shows MS Word 2003 with all functionality showing. This is too much for users, especially if users only use 3-5% of functionality. They therefore improved the user interface in Office 2007.Simplicity sells!
  • 10:14: Its not only the software that have to be easy to use, but also the hardware… Not only for mobile devices, but scanners, MFPs, etc.My 5 year old daughter is soon as super-user of my iPhone and iPad. - Why use advanced devices that has an interface that is a replica of the old typewriter…. (the traditional keyboard)?We will see a lot more devices like this, - tablets, phones and PCs.
  • 10:15: #6 - The Tree-Hugger’s time has comeCorporate Social Responsibility and Green IT is becoming a force to be recon with. An organization needs to look at the impact it has on the environment, on the local community, on staff and their families. “Saving trees” is almost now a buzz word in the US…AIIM research shows that for 56% of organizations, volume of paper is increasing. Organizations are receiving an increasing amount of electronic information, and many users print important information- 38% often print newly generated office documents and file them as paper records43% often print important emails and file them as paper records Going paperless will save the environment, but can also significantly improve the efficiency of your organization. (Electronic documents are easier to find, share, and distribute, which is why an increasing amount of organizations are implementing technologies for electronic document management and workflow).
  • 10:20: #7 You can no longer do this alone, - you need intelligent solutions to support the organization and its staff.Applications often include:ECM (incl records management, workflow and web content management)Enterprise 2.0 (social software with recommendations/emergence)Enterprise or Federated SearchCapture and Content AnalyticsBut its more then just intelligent applications, - its also how you address required infrastructure.For example: Should you be using the Web as your IT platform? – Author Nick Carr, ex-editor of the Harvard Business Review, refer to this as The BIG SWITCH to Cloud Computing Why pay for 100% if you only use 3-5%? Compare IT with Electricity – you don’t need to build your own power plant anymore to supply electricity to the factory or house or office….You can pay for what you need over the world wide web.
  • 10:22 How is the US government approaching this?PresidentObama wants to improve transparency, collaboration and participation in the governmentFed Gov CIO VivekKundra wants to achieve this by focusing IT on; Focusing on core activities Simplicity Networked approach for collaboration Adopt Web 2.0 from 2009How about risk?Report from National Defense University; Social Software and National Security – a Net Assessment: Benefits outweigh risks.
  • 10:24 The US Fed Gov introduced last year Apps.gov, - a portal for the fed gov to buy software as a service and cloud computing.And we soon expect to see the same for enterprises…. Why?Reduce total cost of ownership. Or why should I accept a 2 year implementation cycle when it takes me 15 seconds to install a new application on my smart phone… Per Gartner:Value of Cloud computing services2008 : $46.4 billion2013 : $150.1 billion (projected)Difference SaaS and Cloud, - you may actually control your cloud servers….
  • 10:25Last one: #8 - Mismanagement risks are rising In 2007…Two computer discs holding the personal details of all families in the UK with a child under 16 have gone missing.The Child Benefit data on them includes name, address, date of birth, National Insurance number and, where relevant, bank details of 25 million people.This is only one example of many. We need to ensure that information that is sensitive is kept secure.
  • 10:26 Information Management Compliance is not only legal requirements, but ensure organization follow industry standards + organisational policies and guidelines, and more...The biggest compliance driver for ECM is contract and customer/supplier litigationfollowed by financial reporting and financial audit.An ECM solution with a proper governance structure is necessity to ensure information management compliance.It also makes sense to implement ECM to improve information access, knowledge sharing and collaboration.And delaying the implementation of a system will only makes it worse when information is growing exponentially….
  • 10:27 This was the 8 reasons for why you need a strategy for managing information – before it is too late….A tidal wave of information – we are experiencing information overloadUbiquitous computing – computers and cell phones are everywhereSocial everything – its not if, but when you will implement social softwareCollaboration without governance is a disaster – what can we learn from our shared drives?The era of simplicity – organizations want smart solutions that are easy to deploy.The Tree-Hugger’s time has come – the importance of corporate social responsibilityYou can no longer do this alone – you need intelligent solutions to surviveMismanagement risks are rising – you need to change!
  • 8 Reasons You Need a Strategy for Managing Information...Before it's too late

    1. 1. 8 Reasons You Need a Strategy to Manage Information – Before It’s Too Late…<br />AtleSkjekkeland<br />Vice President, AIIM<br />www.aiim.org<br />
    2. 2. www.aiim.org<br />
    3. 3. #1 - A tidal wave of information<br />
    4. 4.
    5. 5. Improve Collaboration<br />Which of the following benefits would most likely justify a spend on collaboration tools within your organization?<br />Source: AIIM<br />
    6. 6. #2 - Ubiquitous computing <br />
    7. 7.
    8. 8. 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.<br />Source = http://www.pcworld.com/businesscenter/article/189540/Windows_Phone_7_Spotlights_SharePoint_Collaboration_Features.html<br />
    9. 9. #3 - Social everything <br />Cluetrain Manifesto – updated:<br />Markets [and organizations] are conversations.<br />
    10. 10. 17,000 internal blogs<br />100,000 employees using internal blogs<br />53,000 members on SocialBlue<br />A few thousand IBMers on Twitter<br />Almost 200,000 on LinkedIn<br />50,000 in alum networks on Facebook and LinkedIn<br />Source = http://www.socialmediaexaminer.com/how-ibm-uses-social-media-to-spur-employee-innovation/<br />
    11. 11. Live for 2+ years<br />15,000 registered users<br />27,000 unique visitors/month<br />4.6 million page views/month<br />150,000 average page views/day<br />160 active communities<br />110 active groups<br />
    12. 12. None<br />Potential<br />Weak<br />Strong<br />Ties<br />A Knowledge Worker’s View of the Enterprise<br />Source: Andrew McAfee<br />
    13. 13. Benefits<br />Source: “How companies are benefiting from Web 2.0: McKinsey Global Survey Results” <br />
    14. 14. #4 - Collaboration without governance is a disaster <br />
    15. 15. Improve Governance<br />For each type of content, evaluate the degree of control that exists in your organization in managing it.<br />All respondents (462)<br />
    16. 16. #5 - The era of simplicity <br />
    17. 17. 18-30<br />“It is easier to locate ‘knowledge’ on the Web than it is to find it on our internal systems ”<br />80%<br />31-45<br />73%<br />>45<br />64%<br />Source: AIIM<br />
    18. 18. Ease of Use<br />
    19. 19.
    20. 20. #6 - The Tree-Hugger’s time has come<br />
    21. 21. Key Benefits of Imaging<br />Source: “The ROI Of Imaging” report, Forrester, September 29, 2009 <br />
    22. 22. Business Drivers<br />What are the strongest drivers for scanning and capture in your organization? Max. THREE.<br />10+ employees ,Non-trade(742)<br />
    23. 23. Business Processes<br />How would you rate the success (ROI, service improvement, etc) of the following processes/document types?<br />Line length indicates “We don’t do this”<br />10+ employees,World (702)<br />
    24. 24. #7 - You can no longer do this alone<br />
    25. 25. Evolution of US Federal Technology<br />Foster adoption of Web 2 .0 functionality in government<br />Move beyond a horizontal approach to a networked approach<br />Focus on mission critical activities<br />Drive towards simplicity<br />Source: National Academy of Public Admin / VivekKundra, Fed Gov CIO<br />
    26. 26. Apps.gov<br />
    27. 27. #8 - Mismanagement risks are rising <br />
    28. 28. Information Management Compliance<br /> Compliance = legal requirements + industry standards + organisational policies and guidelines, and more...<br /><ul><li>Finding and retrieving information on demand
    29. 29. Controlling access and confidentiality
    30. 30. Monitoring and reporting for enforcement
    31. 31. Comprehensive auditing
    32. 32. Secure retention and destruction</li></ul>Source: Ovum<br />
    33. 33. A tidal wave of information – we are experiencing information overload<br />Ubiquitous computing – computers and cell phones are everywhere<br />Social everything – its not if, but when you will implement social software<br />Collaboration without governance is a disaster – what can we learn from our shared drives?<br />The era of simplicity – organizations want smart solutions that are easy to deploy.<br />The Tree-Hugger’s time has come – the importance of corporate social responsibility<br />You can no longer do this alone – you need intelligent solutions to survive<br />Mismanagement risks are rising – you need to change!<br />
    34. 34. Thank You!<br />Atle Skjekkeland<br />Vice President<br />AIIM<br />Email: askjekkeland@aiim.org<br />Twitter: Skjekkeland<br />URL: aiim.org<br />