AIIM Knowledge Center Blog

Is taxonomy anti-intellectual?

The work of developing a taxonomy is no small task and by no means something to take lightly. This is a highly intellectual exercise that is of extreme importance in relation to findability of our information within our information stores. Yet many organizations, though not intentionally, tend not to address this aspect of information properly. In some cases, lack of flexibility is cited as being the reason.

If the perceived purpose of taxonomy is to provide structure to the unstructured, helping us gain and maintain control over our information, does it not then stand to reason that taxonomy creates an environment that is anti-intellectual? 

Does a structured classification framework with controlled vocabularies that limits users abilities to apply metadata descriptors to information go against the growing trends for use of folksonomy and the concept of collaborative tagging across an enterprise for the purpose increased flexibility in information sharing?

What do you think?

Bob Larrivee - AIIM

Webs and Wikis and Blogs, Oh My!

I know it sounds like something out of the Wizard of OZ, but then again there are many times when I hear business owners in this state of mind when they think about the future and Enterprise 2.0 otherwise referred to as E2.0.

If we approach this simply, E2.0 is the application of Web 2.0 tools and applications for use within the enterprise. Tools to enhance our business operations, communication and collaboration. I witnessed this same sense of confusion and concern in the 1980S when document imaging was first entering the workplace. We accepted its use to streamline the operational aspects of our business but held on to our reluctance for giving up the physical piece of information otherwise known as paper. What it all came down to in the end was an issue of change. If we were to use this technology called imaging, we would have to change the way we work and that upset our routines. We are after all, whether we choose to accept it or not, creatures of habit and routine fits nicely into producing comfort zones for us.

The introduction and use of Web 2.0 technologies presents a similar situation for us in the workplace. Many years have passed since the introduction of something as dramatic as imaging and we have become comfortable in our ways of working. The use of Web 2.0 applications as business tools now puts us in a change mode. We will use wikis and blogs to communicate and collaborate and rather than email, perhaps Instant Messaging (IM) for those ad hoc times we need to contact someone. (Of course there is still the old fashioned way of using the telephone now and then.)

My point is simply this, businesses evolve as do the technologies available to us for business use. In order to gain and maintain a competitive advantage, we have to assess and incorporate every tool that makes sense for us to use and we have to do this in a planned and calculated manner. We need to identify our objectives, select the tools that best fit our needs and bring these into the workplace with training and level set expectations that will foster improvement rather than hindrance. In order for this to happen, our organization must be flexible and open to change. When we have this, we have it all.

Identify your goals, select and plan which tools you will use and bring these into your business with the understanding that sometimes change comes easy and sometimes it takes a little encouragement. Change happens. The question is whether or not you are ready for change.

Bob Larrivee - AIIM

Why not Test Drive AIIM’s 6 Certificate Programs? Worth $450

The AIIM Certificate programs have grown to become the leading training programs to help you find, control and optimize information with 8,500+ course attendees in 2,5 years. Classes are available as online courses, scheduled public courses, or private/in-house courses on request.

This is  your chance to test drive a module from our certificate programs;

• Enterprise Content Management (ECM) Practitioner – Module 9 Classification
• Electronic Records Management (ERM) Practitioner – Module 12 Digital Preservation
• Business Process Management (BPM) Practitioner – Module 8 BPM Technologies
• Information Organization and Access/Search (IOA) Practitioner – Module 7 Introduction to Access
• Email Management (EMM) Practitioner – Module 8 Email Technologies
• Enterprise 2.0 (E2.0) Practitioner – Module 5 The Worker Module

Go to www.aiim.org/testdrive sign in or register and enter the campaign code X1YZA and follow the enrollment instructions.

For further information on AIIM Training go to www.aiim.org/training

A Time of Knowledge as Currency

Wikipedia defines a currency as a unit of exchange, facilitating the transfer of goods and/or services. It is one form of money, where money is anything that serves as a medium of exchange, a store of value, and a standard of value. A currency is the dominant medium of exchange.

Using this definition as a starting point, could we then say that information placed within a specific context that lends itself to become a unit of knowledge in someone else's hands, could then be considered a currency of sorts and the unit of knowledge perceived as the money? And if this is so, could we then say we have entered and continue to move forward into a more global knowledge based economy where knowledge becomes a standard form of currency used to facilitate and transact business at many levels?

Imagine a world where bartering for goods and services included the use of knowledge as a currency. Of course you could say we do this on a daily basis where our employers pay us in the form of monetary rewards representing an agreed upon value, for our knowledge and the application of that knowledge to manage their business operations. Hmmm. Maybe we are already there and this is why it is important for us to collect, control and maintain our information in ways that it can be accessed and used to create knowledge that will benefit us and our organizations.

When we enlist technology, enhance process and empower people to digest and apply information in ways that create knowledge, we are in fact increasing our resources, properties and value. Treat knowledge as a currency. Invest time to manage it properly and watch your investment grow.

Bob Larrivee -- AIIM

Information Overload: What can I do?

Information comes from everywhere, everyone and in many formats. In today's global information exchange, we are forced to manage information coming at us from all directions 24 hours a day, 7 days a week and 365 days a year and it can live anywhere and everywhere like our shared drives, local drives, email folders and yes, even paper.

Managing and controlling information is no easy task. You have to know what you're holding in your information stores. You have to find out what types of information are out there like contracts, drawings and invoices. What format types are they stored in? Do you have spreadsheets, word documents, image files and audio files? You also have to identify where it is stored and how many copies of each are on local drives, shared drives and perhaps removable media like USB drives.

In addition, you need to know where it is flowing. Where does this information come from? Who does it go to? What do they do with it when they get it? Do they need it or need to be part of this process? Where does it go when it leaves and how long is it kept? Most importantly, in relation to each of these questions, why? Why does it flow the way it does and why do we do what we do with it? We have to know what information to keep and what to throw away when it is appropriate to dispose of it. This means there has to be an awareness of regulatory requirements with regard to records management. Is this information needed for business decisions or business continuity? If so, you might want to make it a record and assign the right access privileges and retention periods to this information.

If we are moving information from one system to another or form to another, we have to understand that migration is no small effort either. Theoretically, it is simple. You move information fro one place to another. You take electronic information from shared folders into an ECM or ERM system but this is not a technology only process. We have to take into account the human factor, knowing that while people like progress, they do not particularly like change and change does not come easy. Change has to be managed in order to be fully accepted. People need to be included as part of the team. So what can you do?

• Create and maintain a team environment that includes representation from every facet of your organization including the users, IT, management and external resources as you feel appropriate
• Establish and enforce strong information management policies and procedures
• Provide regular communications using a method common to all employees
• Choose the right technology for the job
• Provide timely training on policies, procedures and technology
• Acquire new knowledge and skills to ensure success

Information overload can seem uncontrollable but if you take time to address it properly, you can get control and manage it properly. You can start by leveraging available resources to you like Information Zen www.informationzen.org, AIIM www.aiim.org, and AIIM Training www.aiim.org/training.

Bob Larrivee - AIIM

Request for Proposal for Revising the ERM Program

The highly successful and internationally recognized Electronic Records Management Certificate program by AIIM has rapidly become a credential sought by employers and customers seeking qualified service partners.

As with all training programs, periodic updates are essential to ensure that students are receiving the best and most recent information available. As such, it is now time to begin that process for the AIIM ERM Certificate program. As a result, we are now in the process of reviewing candidates and proposals from those who feel they are qualified to work with AIIM in this revision process to update the ERM program and materials.

If you are interested in developing a proposal to work with AIIM in this effort, please use the link below to download our requirements document and provide us with your proposal submission.

Download revising_aiim_erm_certificate_programs_july_2008.pdf

Bob Larrivee - AIIM

Student Feedback: Denise Clements, Landstar

I recently had the opportunity to talk with Denise Clements of Landstar about her experience with AIIM training. Here is a portion of our discussion.

Bob: Denise, I want to thank you for allowing me to interview you and for the record, can you provide me with a description of your company and your role with the company?

Denise:  Bob, Landstar is a worldwide non-asset based provider of integrated supply chain solutions delivering safe, specialized transportation, warehousing and logistics services to a broad range of customers utilizing a network of agents, third-party capacity owners and employees. 

I have worked with Landstar for thirteen years, eleven of those within the Information Services Imaging Department.  When I started we had just under five million images in a Imaging database called FYI.  Today we have over 85 million images in several Docubase Databases and are planning a conversion to the Gauss/Open Text VIP database on the i-Series.  Originally there were two members in our department.  In the last four years we’ve grown to a Team Lead, an Imaging Analyst (myself), an operator, and three programmers. 

Our projects, as of late, have spanned well beyond our own team’s resources and we have partnered with another team in our area to create some awesome responses to our company’s needs.  The Cash Applications project that we did recently won the 2008 IBM System Innovation Award.  That project was interesting in that we were required to image enable a twenty year old program without significantly changing the user’s processes.  Most of the people in that department had been there for over seven years with the department head having been there thirty-five years.  It was a very successful project and a great deal of fun.


Bob:  When did you get the idea to make AIIM Education part of your training focus and what were the drivers for the decision?

Denise:  You actually were a major driver of that decision.  I’ve worked with you for years and when you put your name and reputation behind the AIIM Education that was really enough of an endorsement for me.  I had been looking for something to help quantify my experience and to help me with the terms that had been created for the systems and processes we had been using.  It was enlightening to have the opportunity to learn the language that had been created to describe our industry.

Bob:  What do you see as a benefit for you and future attendees of these programs?

Denise:  Having a common terminology is key.  Without that, it is very difficult to discuss the problems we each have.  The other major advantage of the education programs is the contacts we make.  I have solved issues that someone else is just now trying to solve, and there is someone out there who has already slain the dragons I’m facing right now.  Those contacts are invaluable in our line of work.  Finally, AIIM education provides a framework for describing and understanding what we have built and for helping to blueprint our future projects.

Bob:  For the future, how do you see the role of AIIM education evolving in relation to your position or others in your company?

Denise:  Over the past few years, Landstar has sent both our technical personnel and our main internal customers to AIIM training.  We have two ECM practitioners at our site, one on the business side and myself.  This truly helps with the planning processes.  I personally hope to achieve my ECM Master and then continue to other certifications.  I have been working towards my Project Management Professional certification and I see the AIIM Master programs as being just as vital to our industry as the PMP is to project management now.

Bob: I want to thank you for taking time to share your thoughts and insights with me and our readers.

Denise:  Thank you, Bob.  I really appreciate the opportunities you and AIIM have provided.

Bob Larrivee - AIIM

Is fuel the fuel for Enterprise 2.0 (E2.0)?

It is no secret that fuel, more specifically fuel prices, are one of the top issues of the day. Over the past year fuel costs have risen by as much as 29% with the bulk of that in recent months. This is prompting many to rethink their options for commuting and businesses on how to address this growing issue with their employees. Could fuel be the fuel for a more transparent organization through the adoption of Web 2.0 technologies that will transform the organization into an E2.0 environment?

In years past we have seen a small adoption of the remote worker scenario take hold but few organizations have fully accepted or adopted it. By that I mean not as many as we had thought and those that have, have done it with reservation feeling that if the employee is out of sight....

An effective transformation to a more transparent and "Green" work environment requires a combination of policy, procedure, monitoring and technologies that may include not only Web 2.0 technologies but Business Process Management (BPM), Enterprise Content Management (ECM) and more.

Think about the impact this would have if even 20% of the entire workforce were to work from home. Now think of it not only from a personal cost perspective but for the company overall. Collaborative teams collectively addressing the issues of the day in development, customer services and more using shared applications and workspaces that are not tied to a building building but rather using an digital space that is available 24/7/365.

Could one of the benefits that emerges from this type of workforce be increased productivity, flexibility and innovation? The tools are available to help you take the step toward transformation to an E2.0 workplace. The question is one of your organization being ready to make the jump to transparency through a transformation to E2.0.

Is fuel the fuel your company needs to take a look at E2.0 and how it may help you and your employees both now and in the future?

Bob Larrivee - AIIM

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Proven: Time Travel is Real!

It is true! Time travel is real and I can prove it.

In recent weeks I had the opportunity to travel to Hong Kong. As I traveled West from the East coast of the United States toward my destination I traveled back in time. Three hours, four hours and then boom! We broke through the time barrier, crossing the International Date Line landing in Hong Kong a day ahead and exactly 12 hours different than my home city. It is true, I was in the future. Seven o'clock in the morning from Hong Kong is seven o'clock in the evening the night before in my home town. I was calling home from the future!

OK, I know this is not what you were thinking and in this story, my version time travel is a matter of perception. My perception. One thing that you cannot do is take regulatory and statutory compliance lightly and say it is a matter of perception as to whether or not you are compliant. When it comes to compliance we must be sure we have covered every potential for risk. This we can do through a combination of policy, technology, training, monitoring and continuous improvement to ensure we adhere to the regulations and statutes governing our business.

Compliance is not a matter of perception but rather a focused effort that must be taken seriously and become a practice throughout your organization. What is your perception? Are you in compliance?

Bob Larrivee - AIIM

Partner Feedback: WinTec Consultancy, Ltd.

I recently had the opportunity to travel to Hong Kong and join AIIM Training Partner Stephen Lui of WinTec Consulting in an ECM Master class. Here is an excerpt of our conversations.

Bob: Stephen , I want to thank you for allowing me to interview you and for the record, can you provide me with a description of your company and your role with the company?

Stephen:  Bob, I really appreciate of you flying a long way to Hong Kong and conducting the ECM master class this week, as usual, we received a high appreciation from the class attendees of your professionalism and the course has over-achieved everyone's expectation.

I am the Director and Principal Consultant of WinTec Consultancy Limited in Hong Kong. Our company focuses on teaching companies in Hong Kong how to manage information/content by providing ECM consulting and training services. 

Bob:  When did you get the idea to make AIIM Education part of your training focus and what were the drivers for the decision?

Stephen: First of all, I myself have been an AIIM member for more than 10 years. I believe one of the critical success factors of ECM system implementation is to provide training and education to ensure everyone within an organization is up to the same level of understanding of the organization's issues and what tools and methodologies can be used for successful deployment as far as content management is concerned. This is much more useful than providing a good technological solution. 

This is where AIIM education and training come into the picture. AIIM is the best known (also in this part of the world) as an independent association for information management and has the creditability of providing the methodologies and best practices on how to implement ECM system.   

Bob:  What do you see as a benefit for you and future attendees of these programs?

Stephen: The benefit of attending AIIM's programs are two fold; first is you can learn the emergent ECM technologies, currently existed and proven methodologies, to deploy ECM systems. Personally, you can earn the certificate proving you have the necessary skills to manage an ECM program.
 

Bob:  For the future, how do you see the role of AIIM education evolving in relation to your customers?

Stephen: We are still in a pilot phase of doing these programs in Hong Kong which I am certain there is a demand. My plan is to roll out these programs pervasively to most organizations in this region no matter if the attendees are from an end-user organizations or solution providers. Having said that, I hope to work closely with AIIM and localise these programs to tighten the focus on more of the local requirements.

Bob: I want to thank you Stephen, for taking time to talk with me and for sharing your valuable insights and perspectives with our readers. I look forward to a long and growing partnership.

Bob Larrivee -- AIIM

AIIM introduces new online community!

You have probably notices that I have not published any posts recently, and the reason is InformationZen. We have been busy planning  AIIM's new online community  InformationZen, and you can freely join this at www.informationzen.org after registering.

Please remember that it will take some time to get critical mass and to get good discussions going, but we will also publish exclusive content and reports within the InformationZen groups. Remember also to set your notification rules to avoid getting emails about any changes. See you at InformationZen!

Kind regards, Atle Skjekkeland.

AIIM Student Feedback: Simon Smith of the United Kingdom

I had an opportunity to talk with Simon Smith of GOSS Interactive recently. Here are a few excerpts from our conversation.

Bob:  Simon , I want to thank you for allowing me to interview you and for the record, can you provide me with a description of your company and your role with the company?

Simon:  No worries, my name is Simon Smith and I currently work as a Business Development Manager for GOSS Interactive,  GOSS is primarily focused on providing Web Content Management Solutions to organisations across the UK.  GOSS has a significant presence with the Public Sector with nearly 50 Local Councils using the GOSS Solution.  I am responsible for account management of some of the client base as well as working with new clients in a wide variety of verticals. 

Bob:  When did you get the idea to make AIIM Education part of your training focus and what were the drivers for the decision?

Simon: I have always considered the AIIM Organisation as a major voice in the Information Management arena and have attended a number of conferences in my time and found them to be informative and focused.  As for why an AIIM ERM Course, my company recognised the continued convergence of technologies involved in the ECM arena and it was felt that as a company we needed to gain a clear and unbiased understanding of some of the processes and procedures involved in ERM.

I believe that ERM  has a long future yet to play in the Public Sector here in the UK. Hardly a day goes by when that vast quantities of information are lost due to poor policies, processes and procedure with little or no controls. Its true certain organisations have implemented some projects but with limited impact and success, indeed many of the reasons as to potential failure were covered in the course.   

Bob:  What do you see as a benefit for you and future attendees of these programs?

Simon: I feel that for me and my organisation the course I attended has allowed me to talk with greater authority and understanding on the subject of ERM and more widely on ECM as part of my day to day role, this greater understanding has value to clients and prospective clients alike.  As for others, as I have mentioned previously, I believe that ERM will become a major force to be reckoned with in the years to come as more and more information is stored by organisations across the world.  It is vital to these business that they will need a strategy to gain control on their information.

Bob:  For the future, how do you see the role of AIIM education evolving in relation to your position or others in your company?

Simon: For us this is a difficult question, the ERM course was slightly outside our comfort zone but we do recognise the real value it has brought.  As for how AIIM needs to evolve its educational programmes?  I would probably say, more of the same, look at how technology is evolving, how  corporate knowledge and information is fast changing and becoming more of a consumable item.  It is vital for organisations to be made aware of how to safeguard their knowledge and how to maximise it's value to the company, thats where AIIM comes in.

Thanks again for a great course, I would recommend them to anyone who has an involvement in corporate information management, at all levels.

Bob: Thank for your support and for taking time to share your views about AIIM Education with our readers.

Bob Larrivee -- AIIM

What if?

What if the world stood still for just one hour? Would we lose the gravitational effect and find ourselves floating endlessly and uncontrollably out to space?

What if the sun did not shine and the earth was left in darkness for 30 days? Would we find ourselves rapidly in a deep freeze and all vegetation as we know it begin to vanish?

What if your company or organization could not keep up with the demands and changes being placed on it by customers, regulators and employees? Would you survive or slowly fade away into the memories of time?

While we cannot do anything about gravity or the sun, AIIM can help you stay ahead of the curve through training. AIIM provides educational training programs that are designed to both inform you and prepare you to immediately gain benefit as a result applying what you learn in the areas of:

• Enterprise Content Management (ECM)
• Electronic Records Management (ERM)
• Business Process Management (BPM)
• Information Organization and Access (IOA)
• Email Management (EMM)
• Enterprise 2.0 (E2.0)
• PDF/A

In this challenging world of rapidly changing rules, demands and technology, you can prepare yourself and your organization to move forward and meet the challenge head on. Why wait? Contact AIIM today and learn how AIIM's training programs can help you.

www.aiim.org/training

Bob Larrivee - AIIM

Free Test Drive of the Enterprise 2.0 Practitioner Training Program

AIIM, the industry association, has developed an Enterprise 2.0 training course in best practices for using Web 2.0 technologies to improve collaboration and knowledge management within an enterprise. This vendor neutral training program was developed by AIIM based on learning objectives defined by an advisory panel consisting of some of the industry's foremost thinkers on Enterprise 2.0.

The new Enterprise 2.0 (E2.0) Certificate program provides students with an understanding of industry best practices and existing and emerging technologies for Enterprise 2.0.  Course attendees receive access to supporting online courses and exams, and are awarded the AIIM E2.0 Practitioner, Specialist and Master designation after passing the online exams (and case study for Master candidates).   Students learn about the evolution and definition of Enterprise 2.0 technologies; frameworks and concepts; worker models for Enterprise 2.0; risk and control vs. collaboration and innovation; assessing organizational readiness; and best practices for implementing Enterprise 2.0.

AIIM has classes scheduled across North America and provides online courses for attendees’ convenience. For more information about the AIIM training program, visit www.aiim.org/training.

You may test one of the online training modules of this new training program for free by using the campaign code X3B4C below your login on the AIIM website (right side). You do this by first going to www.aiim.org/training, then logging in or creating a new profile on the right side, enter the campaign code, and then press Your Courses.

E2.0 Practitioner Certificate Program has the following modules;

   1. How to Position Enterprise 2.0 in Relationship to IM, BI, KM and Web 2.0

   2. Enterprise 2.0 Techniques

   3. Enterprise 2.0 Frameworks and Concepts

   4. Business Drivers for Enterprise 2.0

   5. Worker Model for Enterprise 2.0

   6. Evolution and Definition of Enterprise 2.0 Technologies - Enterprise 1.0

   7. Evolution and Definition of Enterprise 2.0 Technologies - Enterprise 1.5

   8. Evolution and Definition of Enterprise 2.0 Technologies - Enterprise 2.0

   9. Overview of Enterprise 2.0 Extensions

  10. State of the Enterprise 2.0 Market

Your free test drive is for E2.0 Practitioner Program Module 5: Worker Model for Enterprise 2.0. Please contact training@aiim.org if you have any questions or would like to register for the full course.

Bob Larrivee - AIIM