Discussion of key information management trends and the implications of social technologies.

1. The
Rapidly
Changing
ECM
Marketplace:
Finding
the
Right
Solu:on
in
Chao:c
Times
John
Mancini
President,
AIIM
twi$er
=
@jmancini77
Blog
=
Digital
Landfill
=
aiim.typepad.com

2. Who
is
AIIM
and
why
should
you
care?
AIIM.org/research
2

3. AIIMcommuniDes.org
3

4. Who
is
AIIM
and
why
should
you
care?
AIIM.org/training
–
email
me
at
johnmancini@aiim.org
4

5. Understanding
markets
in
transi:on
5
Photo
source
=
h$p://www.flickr.com/photos/ellenm1/3861396678/

6. 6

7. AIIM
Task
Force
Understanding
Markets
in
Transi:on
For
more
informaDon
-­‐-­‐
h$p://www.aiim.org/futurehistory
7

8. Image
source
=
h$p://www.direcDmpactnow.com/
8

9. Photo
source
=
h$p://www.flickr.com/photos/sergemelki/349312861/
1
-­‐-­‐
A
short
history
of
ECM
9

10. 2
-­‐-­‐
Consumer
revolu:on
&
enterprise
IT
h$p://www.flickr.com/photos/hisge$/3206494453/
10

11. 3
-­‐-­‐
A
“future”
history
of
ECM
Photo
Source
=
h$p://www.flickr.com/photos/fdecomite/2226169735/
11

12. Photo
source
=
h$p://www.flickr.com/photos/sergemelki/349312861/
A
short
history
of
ECM
12

13.
Solu:ons
expensive
and
complicated.
Adop:on
driven
by
the
business.
A
Short
History
of
ECM
–
The
Early
Days
Use
case,
not
ROI
cri:cal.
Ease
of
use
doesn’t
maWer.
Adop:on
departmental
in
large
organiza:ons.
13

14.
Web
technologies.
Explosion
of
risk
concerns.
ECM
in
the
Past
Decade
Entry
of
SharePoint.
User
frustra:on
with
cost
and
complexity.
Rise
of
Saas
and
Open
Source
op:ons.
14

15. Systems of Record
Command
and
control
TransacDon-­‐oriented
Document-­‐centric
User
learns
system
Security
is
key
issue
Source
=
AIIM
and
TCG
Advisors
15

16. Consumer
revolu:on
&
enterprise
IT
h$p://www.flickr.com/photos/hisge$/3206494453/
16

17. Consumer
Technologies
and
the
Enterprise
You
Say
You
Want
a
Revolu:on
Enterprise
IT
Consumer
IT
On
Hold
On
Fire
Source
=
AIIM
and
TCG
Advisors
17

18. How
can
it
be
that
I
am
so
powerful
as
a
consumer
and
so
The
Big
Disconnect
lame
as
an
employee?
How
disrup:ve
will
Consumer
IT
be
to
Enterprise
IT?
Source
=
AIIM
and
TCG
Advisors

19. So
how
does
IT
view
this
revolu:on?
19

20.
Let’s
con:nue
the
last
decade’s
trend
lines.
Let’s
con:nue
to
build
out
our
systems
of
record.
There
is
s:ll
significant
“control”
work
to
do.
I’ve
got
more
to
do
than
I
can
handle.
Source
=
AIIM
and
TCG
Advisors
20

21. So
how
do
end
users
view
this
revolu:on?
21

22. Video on Demand YouTube, Telepresence
Broadcasts
Conferencing
Mobile Access iPhone, iPad, Blackberry, Android
Empowered Mobile
Clients
Instant Access SMS, Facebook, Twitter, WebEx
Comm Apps
Social Networks
Info on Demand Google, Bing, Technorati, Yelp
Enterprise Search
Source
=
AIIM
and
TCG
Advisors

23. And
if
you
(IT)
don’t
get
it
for
me,
I’ll
get
it
myself.
23

24. Inside
the
Enterprise
Outside
the
Firewall
Good
Heavens!
Chill
Seymour!
Put
that
Tweet
ilose
control
–
Get
used
to
it!”
“You
will
n
a
We
don’t
need
JP
Rangaswami
–
CTO,
BT
at
Enterprise
2.0
anyway!
System
of
Record!
you
IT
Source:
John
Newton,
Alfresco
Users
2
4

25. A
“future”
history
of
ECM
Photo
Source
=
h$p://www.flickr.com/photos/fdecomite/2226169735/
25

26. Systems of Record Systems of Engagement
Command
and
control
CollaboraDve
Systems
of
Engagement
Emerge
TransacDon-­‐oriented
InteracDon-­‐oriented
Document-­‐centric
User-­‐centric
User
learns
system
System
learns
user
Security
is
key
issue
Privacy
is
key
issue
Source
=
AIIM
and
TCG
Advisors
26

27. Ent. Content Management Systems of Engagement
Command
and
control
CollaboraDve
Systems
of
Engagement
Emerge
TransacDon-­‐oriented
InteracDon-­‐oriented
Document-­‐centric
User-­‐centric
User
learns
system
System
learns
user
Security
is
key
issue
Privacy
is
key
issue
Source
=
AIIM
and
TCG
Advisors
27

28. 1 “Nobody has figured this out”
2 “Whether the CIO wants it or not, it is coming
in.”
3 “Expectations are that there should be no
training.”
4 Issues
for
users
raised
by
emergence
of
SOE
“Going forward, there will be a need for the
consumer-based technologies, workforce
coming in will have different expectations.”
5 “The whole industry is changing and changing
very fast.”
6 “Technology is not available to make sense of
all this information. There is no technology
that is able to make the information relevant.”
28

29. 1 What does CONTROL mean in the world of
Systems of Engagement?
Issues
for
users
of use cases will helpof
SOE
2 What kinds raised
by
emergence
make
Systems of Engagement meaningful?
3 How should we define business
requirements in this new complicated
world…
29

30. What
does
CONTROL
mean
in
a
world
of
Systems
of
Engagement?
Photo
source
=
h$p://www.flickr.com/photos/tomsun/3859690596/

37. [Social
content
on
external
sites]
will
be
archived
and
retained
for
the
required
period
of
:me
in
accordance
with
the
DIR
Records
Reten:on
Schedule.

39. Non-­‐administraDve
incoming/outgoing
and
internal
correspondence,
in
any
media,
pertaining
to
or
arising
from
the
rouDne
operaDons
of
the
policies,
programs,
services,
or
projects
of
an
agency.
RetenDon
=
1
year

41. Dear
Sir/Madam:
I
am
looking
into
starDng
a
goat
dairy
farm
,
what
licenses
do
I
need
and
where
can
I
find
the
guidelines
for
inspecDon
of
milking
parlor,
and
regulaDons?

42. Do
we
need
to
keep
this?
Photo
source
=
h$p://www.flickr.com/photos/
marcobellucci/3534516458/

43. How
long
do
we
need
to
keep
this?
Photo
source
=
h$p://www.flickr.com/photos/
marcobellucci/3534516458/

44. How
and
when
do
I
move
it
from
the
external
site
to
an
internal
archive?
Photo
source
=
h$p://www.flickr.com/photos/
marcobellucci/3534516458/

45. Whose
job
is
it
to
do
this?
Photo
source
=
h$p://www.flickr.com/photos/
marcobellucci/3534516458/

46. Will
this
ever
really
get
done?
Do
we
care?
Photo
source
=
h$p://www.flickr.com/photos/
marcobellucci/3534516458/

47. Bridging
the
gap
between
Systems
of
Record
and
Systems
of
Engagement
Photo
source
=
h$p://www.flickr.com/photos/
cyron/10813776/

48. Outbound (CMO) • Channel Mgmt to New Channels
• Social Tools for Social Engagement
Market Sell Support
• Content Analytics for Pers Engagement
Inbound (CFO) • Supplier Planning
• Inter-Enterprise Collaboration
Source Buy Deploy
• Process Analytics
Product (CTO) • Project Management & Collaboration
• Product Introduction
Design Build Deliver
• Virtual Expert
Strategic (CIO) • Mobile Management
• Rapid Planning and Provisioning
Plan Provision Report
• Compliance (Archive, Records)
Source: John Newton, Alfresco

49. Defining
business
requirements
in
this
new
complicated
world…
Photo
source
=
h$p://www.flickr.com/photos/mcfarlandmo/3274597033/

50. Image
source
=
h$p://www.direcDmpactnow.com/
50

51.
3%
-­‐-­‐
We
don’t
scan
anything.
15%
-­‐
We
use
scanners,
but
not
in
an
organized
way.
A
Short
History
of
ECM
–
The
Early
Days
34%
-­‐-­‐
We
scan
as
image
only/manually
apply
metadata.
15%
-­‐-­‐
We
scan/capture
metadata
for
archive/rou:ng.
17%
-­‐-­‐
We
scan
and
OCR
for
full
text
search.
51

52.
3%
-­‐-­‐
We
don’t
scan
anything.
16%
15%
-­‐
We
use
scanners,
but
not
in
an
organized
way.
A
Short
History
of
ECM
–
The
Early
Days
34%
-­‐-­‐
We
scan
as
image
only/manually
apply
metadata.
15%
-­‐-­‐
We
scan/capture
metadata
for
archive/rou:ng.
17%
-­‐-­‐
We
scan
and
OCR
for
full
text
search.
52

53.
XX%
-­‐-­‐
Con:nuity/disaster
recovery
XX%
-­‐-­‐
Records
and
compliance
XX%
-­‐-­‐
Improve
process
throughput
XX%
-­‐-­‐
Short
Hcustomer
f
ECM
–
The
Early
Days
A
Improve
istory
oservice/access
XX%
-­‐-­‐
Reduce
paper/go
green
XX%
-­‐-­‐
Reduce
transporta:on/logis:cs
costs
XX%
-­‐-­‐
Improve
informa:on
access/KM
XX%
-­‐-­‐
Reduce
physical
office
costs
XX%
-­‐-­‐
Increase
flexibility
XX%
-­‐-­‐
Reduce
data
entry
costs
53

54.
15%
-­‐-­‐
Con:nuity/disaster
recovery
39%
-­‐-­‐
Records
and
compliance
43%
-­‐-­‐
Improve
process
throughput
41%
-­‐-­‐
Short
History
oservice/access
Early
Days
A
Improve
customer
f
ECM
–
The
26%
-­‐-­‐
Reduce
paper/go
green
17%
-­‐-­‐
Reduce
transporta:on/logis:cs
costs
53%
-­‐-­‐
Improve
informa:on
access/KM
43%
-­‐-­‐
Reduce
physical
office
costs
06%
-­‐-­‐
Increase
flexibility
13%
-­‐-­‐
Reduce
data
entry
costs
54

55. Who
Makes
the
Decision?
(where
primary
decision-­‐maker
known)
RM
or
IT
Line
of
compliance
Business
Capture
15%
23%
29%
ECM
&
RM
&
24%
34%
14%
DM
Workflow
&
10%
31%
27%
BPM
SharePoint
8%
68%
6%

56.
05%
-­‐-­‐
Works
in
compe::on
with
other
ECM
systems.
23%
-­‐-­‐
Works
in
parallel
with
other
ECM
systems.
A
Short
History
of
ECM
–
The
Early
Days
20%
-­‐-­‐
Integra:ng
with
other
ECM
systems.
11%
-­‐-­‐
It
IS
our
ECM
system.
30%
-­‐-­‐
Fills
in
some
func:ons.
56

57.
xx%
-­‐-­‐
Underes:mated
process
and
org
issues
xx%
-­‐-­‐
Uneven
usage
due
to
poor
procedures/enforcement
xx%
-­‐-­‐
Lack
of
knowledge/training
xx%
A
Project
derailed
bof
ECM
–
The
Early
Days
-­‐-­‐
Short
History
y
internal
poli:cs
xx%
-­‐-­‐
Low
user
acceptance
do
to
poor
design
xx%
-­‐-­‐
Excessive
scope
creep
xx%
-­‐-­‐
Underest
effort
to
dis:ll
and
migrate
content
xx%
-­‐-­‐
Poorly
defined
business
case
xx%
-­‐-­‐
No
agreement
on
fileplans,
taxonomy,
metadata
xx%
-­‐-­‐
Failed
to
think
beyond
the
business
unit
xx%
-­‐-­‐
Budget
overrun
57

58.
42%
-­‐-­‐
Underes:mated
process
and
org
issues
34%
-­‐-­‐
Uneven
usage
due
to
poor
procedures/enforcement
32%
-­‐-­‐
Lack
of
knowledge/training
27%
-­‐-­‐
Sroject
History
of
ECM
–
oli:cs
arly
Days
A
Phort
derailed
by
internal
p The
E
23%
-­‐-­‐
Low
user
acceptance
do
to
poor
design
22%
-­‐-­‐
Excessive
scope
creep
21%
-­‐-­‐
Underest
effort
to
dis:ll
and
migrate
content
18%
-­‐-­‐
Poorly
defined
business
case
16%
-­‐-­‐
No
agreement
on
fileplans,
taxonomy,
metadata
13%
-­‐-­‐
Failed
to
think
beyond
the
business
unit
958
-­‐-­‐
Budget
overrun
%

59. The
Rapidly
Changing
ECM
Marketplace:
Finding
the
Right
Solu:on
in
Chao:c
Times
John
Mancini
President,
AIIM
twi$er
=
@jmancini77
Blog
=
Digital
Landfill
=
aiim.typepad.com