establishing content control

Establishing Content Control

Presented by Bob Larrivee, DirectorAIIM Learning Center

© AIIM | All rights reserved

Feeling like your content is out of control?


That’s because creation outpaces management…

Word, PowerPoint, Excel files

JPEGs, TIFFs E-mails with attachments Business system

documents …on the network on PCs,

on sticks, on phones, on PDAs


Enter ECM (Enterprise Content Management)

Strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational processes.


Capture Manage Store Preserve Deliver

60% of Users cite “Content Chaos” for adopting ECM 36% of organizations have no senior level ownership

of document and records management 41% have little to no confidence that their electronic

information is accurate, accessible and trustworthy 56% are not confident that emails are recorded,

complete and retrievable 60% find it is easier to locate “knowledge” on the web

that in their own internal systems

Source: AIIM Industry Watch - State of the ECM Industry 2010

Research Shows


Organizational Information◦ Content Management◦Records Management

Ways of Working◦ Process Management◦ Change Management

The Future◦ Continuous Improvement

ECM must support

SharePoint is a Registered Trademark of Microsoft© AIIM | All rights reserved

Little thought given◦Governance◦ eDiscovery◦ Taxonomy◦Metadata◦ Security

Source: AIIM Industry Watch - SharePoint-strategies and experiences

You have to look beyond the technology


Do you have an established taxonomic structure? What is your metadata strategy? Is security aligned with your information

architecture?◦ For managing both physical and electronic information?

When did you last assess your recovery plan?◦Have you identified and addressed vital records recovery?

Are your retention policies in line with regulatory guidelines at all levels?◦Multi-national organizations will have varying requirements.

Ask the right questions


Align for Success

Marchand’s Strategic Information Alignment FrameworkAdd value

customers and markets

Minimize Risksmarket, financial, legal,

operational risks

Reduce Coststransaction and

processes

Create New RealityIntelligence (social, political, technological, etc)

Source: “Competing with Information,” Donald Marchand (2000)


Document Problems and Consequences Identify problems of

current-state environment◦Difficult finding files◦ Process not

defined/standardised◦ Email/IM not managed◦ Poor readability/accessibility◦ Paper documents take space◦ Files misplaced/multiple

copies

Document consequences of identified problems◦Mistakes◦ Lost productivity◦No record integrity◦ Poor collaboration◦No version control◦Duplications◦ Processing delays◦No sharing of best

practices◦ Pain of audits/litigation


Link benefits to business goals and CSFs

Users / other stakeholders

Management / executive board

Business area managersOperational(Consequential impact)

Tactical

Strategic(C-level)

(Balanced scorecard)Drives

Contributes to


Re-purpose your information assets


Office Document

Scanned Document

Records

Database

Voice

Video

Legacy Applications

Reports

Repurposing

Office DocumentWeb PageE-mail

E-StatementDatabase

Types

Channels

StylesFormats

Templates

News f

eed

Mobile

Dev

iceW

ebE-m

ail

Paper

& m

icrofo

rm

FoundationBuilding a sustainable ECM environment requires strong foundation with a good understanding of the technologies and architectural design.

Build a solid ECM environment

Tools and InstrumentsUsing the right tools is vital to the design’s construction.

FuturesThe best designs for an ECM environment includes a continuous improvement programme with a vision of the future.


Learn from the Best – AIIM


Private classes are available.Visit: www.aiim.org/trainingEmail: [email protected]

http://www.aiim.org/training

About AIIM

International Association◦Members in 146 countries

Independent◦Unbiased and vendor neutral

Implementation Focused◦ Process, not just technology

Industry Intermediary◦Users, suppliers, consultants, analysts, and the channel

www.aiim.orgwww.aiimcommunities.org


http://www.aiim.org/

http://www.aiimcommunities.org/

Bob Larrivee, Director and Industry AdvisorAIIM International

Email: [email protected]: BobLarrivee

www.aiim.orgwww.aiimcommunities.org

Thank You


mailto:[email protected]

http://www.aiim.org/

http://www.aiimcommunities.org/

establishing content control

Education