8 reasons you need a strategy for managing information...before it's too late

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

description

Highlights from a keynote presentation that complements AIIM's free e-book -- 8 reasons you need a strategy for managing information...before it's too late.E-book available at http://www.aiim.org/8things

Transcript of 8 reasons you need a strategy for managing information...before it's too late

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8 Reasons You Need a Strategy for Managing Information…

Before it’s too late.

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aiim.org/training

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For free e-book

Text AIIM to 96625

Or go to aiim.org/8things

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Tipping point (Wikipedia)

The point at which a slow, reversible change becomes irreversible, often with dramatic consequences.

The point in time at which some new technology becomes mainstream.

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My thesis – part 1: We are approaching an information management tipping point.

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My thesis – part 2: You better get your S**T together before it’s too late.

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What happened?

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Gordon Moore

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Computing capacity 2X every 18-24 months.

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1961=$10/transitor

Source=ChrisAnderson,Free

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1965=$2.50/transitor

Source=ChrisAnderson,Free

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1968=$1/transitor

Source=ChrisAnderson,Free

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1975=10cents/transitor

Source=ChrisAnderson,Free

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1982=1cent/transitor

Source=ChrisAnderson,Free

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2009=$300for2billiontransistors

Source=ChrisAnderson,Free

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2009=.000015cents/transitor

Source=ChrisAnderson,Free

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But that ain’t all.

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Bandwidth has improved even faster.

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1971=1200BPS

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2009=7.2MbPS

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As has storage…

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1977=$150perMB

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2009=$139perTB

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Creating a triple crown convergence with

revolutionary implications for those

who help organizations manage their information.

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8 Reasons You Need a Strategy for Managing Information…

Before it’s too late.

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#1 -- A tidal wave of information.

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By 2011, the digital universe

will be

10X as big as it was

in 2006

Source:IDC

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30% of this is business content

Source:IDC

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Most organizations don’t know what they don’t know.

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How important is the effective management of electronic information to the long-term success of your organization?

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“important” or “extremely important” 89%

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“How confident are you that your organization could demonstrate that your electronic information is accurate, accessible, and trustworthy?”

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“very confident” or “quite confident”

25% 63%

AIIM crowd

Non-AIIM crowd

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Hunh?

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They don’t know what they don’t know.

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#2 – Ubiquitous computing.

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Was…Information was a rare commodity.

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Is…it’s a true commodity… Even a fashion statement

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#3 – Social everything.

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For most executives, social media is scary.

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Just like e-mail was.

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18-30

31-45

>45

“I expect to use the same type of networking tools with my business colleagues as I do with my friends and family.”

47%

37%

31%

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“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

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“I believe that the ‘wisdom of the crowds’ improves information quality ”

57%

49%

33%

18-30

31-45

>45

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Why should you care?

FOR GEN X AND GEN Y E-MAIL IS IRRELEVANT – IN 2009 BC STOPPED DISTRIBUTING E-MAIL ADDRESSES TO INCOMING FRESHMAN

Socialnomics

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Why should you care?

BECAUSE VISITING SOCIAL SITES IS 4TH MOST POPULAR ONLINE ACTIVITY—AHEAD OF PERSONAL EMAIL.

Nielsen, Global Faces & Networked Places

Originallycitedin:hNp://www.slideshare.net/mzkagan/what‐the‐S‐is‐social‐media‐one‐year‐later

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Why should you care?

BECAUSE 34% OF BLOGGERS POST OPINIONS ABOUT PRODUCTS AND BRANDS.

Socialnomics

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Executives need to understand the difference between

playing around on Facebook and building a true

collaborative infrastructure for their organization.

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How will your organization move from column 1

to column 2?

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Source:PretzelLogic–SameerPatel

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#4 – Collaboration without governance a recipe for disaster.

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It’s not only SharePoint.

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Is there an executive endorsed plan in your organization as regards where SharePoint will and will not be used?

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Is there an executive endorsed plan in your organization as regards where SharePoint will and will not be used?

57% NO

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And the same could be said for just about any other

collaborative tool.

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Have you thought through the governance implications of

your collaboration deployments?

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hNp://aiim.typepad.com/aiim_blog/2009/06/8‐things‐you‐need‐to‐know‐about‐sharepoint‐governance.html

Governance 1.  No “easy” button 2.  One size does not fit all 3.  It’s not rocket science 4.  Pay me now or pay me

later 5.  “Undo” is hard 6.  More silos only good in

farming 7.  Not just technology 8.  Governance or chaos

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#5 – The era of simplicity.

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Does your information management software feel like this...

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Or this...

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It matters, because the power has shifted to users…

They will find a way around you (IT) if need be.

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#6 – The tree huggers’ time has come.

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Paper reduction represents a huge productivity and environmental opportunity.

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On average, just 21% of invoices are sent electronically.

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For 56% of organizations, volume of paper records increasing.

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Most paper records not electronically indexed.

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There are over 4 trillion paper documents in the U.S., growing at a rate of 22% per year.

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Task #1: Reduce the amount of paper in processes.

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Task #2: Keep digital what starts digital.

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1.  Save $ on paper and shipping.

2.  Increase process effectiveness.

3.  Integrate field ops. 4.  Reduce real estate

costs. 5.  Improve morale. 6.  Reduce off-site

storage.

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#7 – You can’t do this manually.

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Why should you care if your processes are manual?

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It costs $20 to file a document, $120 to find a misfiled document, and $220 to reproduce a lost document.

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7.5 percent of all documents get lost; 3 percent of the remainder get misfiled.

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The average document photocopied 19 times.

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Professionals spend 5 – 15% of their time reading information, but up to 50% looking for it.

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By 2011, the digital universe

will be

10X as big as it was

in 2006

Source:IDC

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Is this the race in which you want to compete?

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#8 – Mismanagement risks are rising.

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80% of all the world's lawyers are in the US.

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130,000 students are currently attending law schools.

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Plaintiffs filed 30 Million new lawsuits last year or 82,000 per day.

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63% of IT managers have been required to produce an e-mail as part of legal action.

June2007OstermanResearch,Inc.:400ITManagers&endusers

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The cost of e-Discovery for Microsoft is between $10 and $20 million dollars for each and every lawsuit.

RalphLosey‐‐FloridaLawFirm.com

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28% of organizations would take more than a month to produce documents for a legal discovery process.

Source:AIIM2009IndustryWatch

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50% of IT mangers said they’d rather have a cavity filled than respond to a e-discovery request.

June2007OstermanResearch,Inc.:400ITManagers&endusers

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You need to think expansively about risk.

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Information management risks 1.  Non-capture 2.  Loss 3.  Malice 4.  Attribution 5.  Unauthorized access 6.  Unavailability 7.  Findability 8.  Inaccessibility

hNp://aiim.typepad.com/aiim_blog/2009/06/8‐things‐you‐need‐to‐know‐about‐informa^on‐risk.html

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My thesis – part 1: We are approaching an information management tipping point.

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My thesis – part 2: You better get your S**T together before it’s too late.

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My thesis – part 3: We can help.

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aiim.org/training

Page 99: 8 reasons you need a strategy for managing information...before it's too late

For free e-book

Text AIIM to 96625

Or go to aiim.org/8things


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