AIIM’s chief analyst outlines the data from 5 community-wide surveys and identifies the game-changing trends you need to know about as you plan your information management strategy. Want to follow along with the webinar replay? Download it here for free: http://info.aiim.org/information-management-strategy.

1. Underwri(en by:
#AIIM Informa(on Is Your Most Important Asset.
Learn the Skills to Manage It.
How to Plan Your
Informa(on Management Strategy
in 2017
Presented January 18, 2017
How to Plan Your
Informa(on Management Strategy in 2017
An AIIM Webinar delivered January 18, 2017

2. Underwri(en by:
Bob Larrivee
VP, Market Intelligence
AIIM
Mark Brousseau
President
Brousseau & Associates
Host: Theresa Resek
Director
AIIM
Today’s Speakers

3. Underwri(en by:
IM is the Cornerstone
20% looking to buy a new or
replacement ECM system in
the next 2 years.
A further 15% are migra(ng
to a single exis(ng system.

4. Underwri(en by:
Compliance/Risk Drive IM
Compliance and risk are the
largest driver for IM has risen
sharply in the past year from
38% to 59%.

5. Underwri(en by:

6. Underwri(en by:
§ Massive data leaks
§ Lost paHent records
§ Espionage
§ Huge regulatory fines
§ ReputaHonal damage
2016: Compliance and Risk Wake-Up Call

7. Underwri(en by:
What’s At Risk
§ Customer informaHon
§ Intellectual property
§ Financial records
§ Project documents

8. Underwri(en by:
Increasing Regulatory Pressure
14,000
Federal, state and
industry laws, standards
and regulaHons
governing the
management of
informaHon.
Source: Cadence Group

9. Underwri(en by:
Examples of Data Governance Regula(ons
§ Health Insurance Portability and Accountability Act (HIPAA)
§ Payment Card Industry Data Security Standard (PCI-DSS)
§ Federal InformaHon Security and Management Act (FISMA)
§ Bank Secrecy Act (BSA)
§ Gramm-Leach-Bliley Act (GLBA)
§ Sarbanes-Oxley (SOX)
§ Defense InformaHon Systems Agency (DISA)

10. Underwri(en by:
How Organiza(ons are Protec(ng Themselves
49% of organizaHons believe unauthorized access by internal
staff poses the biggest threat to their data.
§ Permissions and access controls
§ AnH-virus/malware tools
§ Strong passwords
§ Perimeter security

11. Underwri(en by:
An Achilles Heal
AnHquated document imaging systems
can create FIVE vulnerabiliHes that
increase the risk of compliance
viola(ons and data theb.

12. Underwri(en by:
Five Risks to Be Aware Of
1. MulH-ingesHon processes
2. No encrypHon
3. Unsecured log files
4. Poor visibility
5. Weak security management

13. Underwri(en by:
The Industry Retail Banking
The Customer Regional community bank
The Challenge Reduce the cycle Hme and labor costs of closing mortgage loans
The Pain Points Slow and costly manual separaHon and handling of 400-500 page batches
Mix of incoming paper and digital documents
Desired Outcome 1. Strengthen regulatory compliance
2. Reduce loan closing Hmes by 25%
3. Scale processing volumes without adding addiHonal workers or sogware
The Solu(on AutomaHc classificaHon and separaHon of individual documents in a
400-500 page batch and route the right ones to the right person/workflow
step
Case Study: Mortgage Lender

14. Underwri(en by:
Content Chaos Costs
Too long to find content (62%)
Duplicated efforts (52%)
Insufficient re-use (46%)
Too many round-robin emails (49%)

15. Underwri(en by:
Extending ECM
38% are ac(vely focused on
extending their ECM
func(onality.
25% are rolling out to a
wider user-base,
30% are improving
collabora(on.
21% are working on mobile
and remote access.

16. Underwri(en by:

17. Underwri(en by:
Capture requirements are more complex
Significantly more
complex
15%
Slightly more complex
58%
Unchanged
19%
Slightly less complex
4%
Significantly less
complex
4%
Source: ibml
Compared to 2 years
ago, how would you
describe your capture
requirements?

18. Underwri(en by:
The Reality for Most Organiza(ons

19. Underwri(en by:
The Result? Content Chaos!
45% of documents that are scanned are
100% “born digital.” And many of the rest
would be, other than the added signatures.
66% of invoices that arrive as PDF a(achments get
printed.
About 30% of invoices that arrive electronically via
email or fax a(achments get printed …
… and scanned back in.
Sources: Aberdeen Group, Ardent Partners

20. Underwri(en by:
§ Higher labor costs
§ Poor business agility
§ Customer complaints
§ Slow inventory turns/higher DSO
§ Late payments/penalHes/fines
§ PotenHal security breaches
§ Compliance violaHons
The Result? Content Chaos!

21. Underwri(en by:
The Industry State Government
The Customer State Government Agency
The Challenge Having sufficient scanning horsepower to handle the quarterly peaks in volume
The Pain Points 1. Legacy scanners broke down frequently
2. Inconsistent auto-feeder on scanners resulted in downstream excepHons
3. Manual sorHng of scanned checks
Desired Outcome 1. Speed processing turnaround to eliminate content chaos!
2. Accelerate delivery of informaHon to downstream applicaHons through
interfaces with mulHple integrators
The Solu(on 1. Co-mingled processing of full-page documents with checks
2. Automated out-sorHng of scanned checks
3. 1D barcode reading
4. Audit trail that Hes debits and credits together
Case Study: State Government

22. Underwri(en by:
The Industry Real Estate
The Customer Property management company providing affordable housing to UK families
The Challenge 30 million pages of housing files, stored in file cabinets and boxes that are
distributed across 750 local offices
The Pain Points 1. Slow access to files
2. Physical storage space and costs
3. Time-consuming records management
Desired Outcome Affordably digiHze and index 30 million paper documents and implement day-
forward filing to store them in an ECM system where they can be centrally
managed and retrieved at a moment’s noHce
The Solu(on Phase 1: transform scanned images into full-text output to an XML format
Phase 2: digital mailroom with invoice scanning applicaHons
Case Study: Property management

23. Underwri(en by:
Managing In-Bound Content
23% have elements of mul(-
channel inbound integra(on.
58% describe their inbound
handling as ad-hoc.

24. Underwri(en by:
Analy(cs and Automa(on Help
15% are using automated or
assisted classifica(on at the
point of crea(on/declara(on.
11% are using analy(cs for
metadata and security
correc(on as a post-process.
12% use content analy(cs for
business insight.

25. Underwri(en by:
Capture must be integrated with all delivery channels!
Source: AIIM ECM Decisions 2015 Industry Watch

26. Underwri(en by:
Ingest Extract Classify Align Connect
Intelligent Document Recogni(on

27. Underwri(en by:
Centralized Batch Capture
Fax Server Integration
Ad-Hoc Desktop Capture Ad-Hoc Browser-Based Capture
Networked MFP Capture
E-Mail Integration
Import/scan Ingest

28. Underwri(en by:
Extract

29. Underwri(en by:
Loan Amt.
Int. Rate
Monthly P.I.
$162,000
3.875%
$761.78
Loan Amt.
Int. Rate
Monthly P.I.
$162,000
3.875%
$761.78
Extracts data from all
document types using
freeform data extracHon
IdenHfies pa(erns
and data formats to
increase accuracy
Extract

30. Underwri(en by:
Classify

31. Underwri(en by:
Classify

32. Underwri(en by:
invoice date 6/17/2012
account
number
2-1006-475-1
reference code 22177991
service code 954381
amount 29.34
due date 7/7/2012
Databases and table lookups can
be used to validate data.
Align

33. Underwri(en by:
Automated export of images
and data to any LOS, mortgage
workflow system, or other
business applicaHon.
Connect

34. Underwri(en by:
The Industry Healthcare
The Customer Largest non-profit healthcare organizaHon in the Southwest U.S.
The Challenge Reduce turnaround Hme for scanning of paHent records to improve paHent care,
accelerate billing, and manage growing paHent records volumes.
The Pain Points Slow availability of paHent records delayed coding (stretching DSO) and resulted in
a deluge of calls from health workers and paHents regarding their status.
Desired Outcome Speed availability of paHent records, while making the process more efficient to
allow for the consolidaHon of scanning operaHons and support higher volumes
The Solu(on Intelligent scanning plaoorm integrated with legacy capture and ECM soluHons
The Results
1. Improved DSO
2. Reduce records scanning turnaround Hme from several days to four hours
3. Increase efficiency and allow for reassignment of 50% of records staff
4. Save $5,000 a month in paper by out-sorHng batch separator sheets
Case Study: Healthcare

35. Underwri(en by:
Consider This
§ The human factor is sHll the primary reason for
paper use for handling,
§ Reading, and note taking (47%), along with a lack of
management iniHaHves to move away from paper
(47%).
§ Figy-six percent of respondents are looking to
automate manual processes with document
classificaHon.

36. Underwri(en by:
Next Steps
§ Ensure that lifecycles are defined for all types
of content in each type of repository
§ Implement retenHon and deleHon policies
that are defensible under your IG policy
§ Include the user community and elicit their
feedback

37. Underwri(en by:
Thank You!
Read the great resources available at aiim.org/research
Check out AIIM’s newest ebook at:
h(p://info.aiim.org/what-we-learned-from-the-aiim-community-in-2016
To Contact Bob:
blarrivee@aiim.org
@BobLarrivee on Twi(er
www.linkedin.com/in/boblarrivee

38. ibml provides intelligent informaHon capture soluHons that
drive business process improvements. Combining intelligent
scanners, sogware and services, ibml’s comprehensive
soluHons automate the most demanding document
applicaHons in banking, financial services, healthcare,
government services, outsourcing, and more. Every day,
ibml customers in 45 countries rely on our technology to
accurately and efficiently capture and process millions of
documents. Learn more at www.ibml.com

39. Underwri(en by:
AIIM is the Community for
Informa(on Professionals
AIIM believes that informa(on is
your most important asset.
Learn the skills to manage it.
Our mission is to improve organizaHonal
performance by empowering a
community of leaders commi(ed to
informaHon-driven innovaHon.
Learn more at www.aiim.org