8 Reasons You Need a Strategy to Manage Information – Before It’s

Too Late…

Atle SkjekkelandVice President, AIIM

www.aiim.org

www.aiim.org

#1 - A tidal wave of information

Which of the following benefits would most likely justify a spend on collaboration tools within your organization?

Source: AIIM

Improve Collaboration

Enhanced team-work and knowledge sharing

Reduced time and effort to find information and documents

Improved efficiency of document or proposal creation process

Faster project delivery

Reduced travel costs and time

0% 20% 40% 60% 80%

#2 - Ubiquitous computing

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.

Source = http://www.pcworld.com/businesscenter/article/189540/Windows_Phone_7_Spotlights_SharePoint_Collaboration_Features.html

#3 - Social everything Cluetrain Manifesto – updated:Markets [and organizations] are conversations.

• 17,000 internal blogs• 100,000 employees using

internal blogs• 53,000 members on SocialBlue• A few thousand IBMers on

Twitter• Almost 200,000 on LinkedIn• 50,000 in alum networks on

Facebook and LinkedIn

Source = http://www.socialmediaexaminer.com/how-ibm-uses-social-media-to-spur-employee-innovation/

• Live for 2+ years• 15,000 registered users• 27,000 unique visitors/month• 4.6 million page views/month• 150,000 average page views/day• 160 active communities• 110 active groups

None

A Knowledge Worker’s View of the Enterprise

Potential

Weak

StrongTies

Source: Andrew McAfee

Benefits

Source: “How companies are benefiting from Web 2.0: McKinsey Global Survey Results”

Internal Uses % of respondents Access to Knowledge 68% Access to Internal Experts 43% Employee Satisfaction 35% Increasing Innovation 25%External Uses Increasing Customer Satisfaction 43% Increasing Innovation 22%

#4 - Collaboration without governance is a disaster

Improve GovernanceFor each type of content, evaluate the degree of control that exists in your organization in managing it.

All respondents (462)

Corporate records

Paper forms

Marketing materials

Web content - archive

E-mails

Office docs (Word, Excel, etc)

Blogs and Wikis

SMS messages

0% 20% 40% 60% 80% 100%

Very well managed Well managed Managed Somewhat unmanaged Very unmanaged

#5 - The era of simplicity

“It is easier to locate ‘knowledge’ on the Web than it is to find it on our internal systems ”

80%

73%

64%

18-30

31-45

>45

Source: AIIM

Ease of Use

#6 - The Tree-Hugger’s time has come

Key Benefits of ImagingDimension Imaging helps by…Reduced risk around document disclosure • Enabling document-level protection of

scanned material.• Eliminating possibility of loss, destruction, or deterioration of physical document.

Improved auditing efficiency • Providing faster retrieval and accounting of digital documents.• Enabling more sophisticated classification and remove access to documents.

Reduced paper costs • Lowering amount of physical storage space needed.• Lowering costs for paper procurement and management.

Increased employee efficiency • All levels of employees see efficiency gains.• Headcount can be reduced at the administrative level.

Source: “The ROI Of Imaging” report, Forrester, September 29, 2009

Improve searchability of business documents (knowledge management)

Records security and accessibility (compliance)

Improve process throughput (productivity)

Improve speed of access (customer service)

Reduce physical storage space (office costs)

Reduce usage of paper and copying (environmental)

Improve resilience to incidents (business continuity)

More options for re-location, outsource, etc. (organizational flexibility)

0% 10%20%30%40%50%60%70%

What are the strongest drivers for scanning and capture in your organization? Max. THREE.

Business Drivers

10+ employees ,Non-trade

(742)

How would you rate the success (ROI, service improvement, etc) of the following processes/document types?

Business Processes

InvoicesLegal and contractApplication forms

Correspondence and mailChecks/Cheques

Compliance/consent formsExpense reports

Purchase/Sales OrdersHR forms and resumes

ClaimsRemittances

Account opening formsOrder forms

Tax forms/returnsMedical forms and records

Delivery notesSurveys and quality dataCitizen registers/census

0% 10% 20% 30% 40% 50% 60% 70% 80%

Excellent Good Average Poor

10+ employees,World (702)

Line length indicates “We don’t do this”

#7 - You can no longer do this alone

Evolution of US Federal Technology

• Foster adoption of Web 2 .0 functionality in government

• Move beyond a horizontal approach to a networked approach

• Focus on mission critical activities

• Drive towards simplicity

Source: National Academy of Public Admin / Vivek Kundra, Fed Gov CIO

Apps.gov

#8 - Mismanagement risks are rising

Information Management Compliance

Compliance = legal requirements + industry standards + organisational policies and guidelines, and more...– Finding and retrieving information on demand– Controlling access and confidentiality– Monitoring and reporting for enforcement– Comprehensive auditing– Secure retention and destruction

Source: Ovum

1. A tidal wave of information – we are experiencing information overload

2. Ubiquitous computing – computers and cell phones are everywhere

3. Social everything – its not if, but when you will implement social software

4. Collaboration without governance is a disaster – what can we learn from our shared drives?

5. The era of simplicity – organizations want smart solutions that are easy to deploy.

6. The Tree-Hugger’s time has come – the importance of corporate social responsibility

7. You can no longer do this alone – you need intelligent solutions to survive

8. Mismanagement risks are rising – you need to change!

Thank You!Atle Skjekkeland

Vice President

AIIM

Email: askjekkeland@aiim.org

Twitter: Skjekkeland

URL: aiim.org