AIIM Knowledge Center Blog

Giving thanks: Technology brings us closer

It s that time of year where we once again take time out of our hectic lives to give thanks for those around us and the many positive things in our lives. One of the things I am thankful for is the opportunity afforded me to share my thoughts and experiences with you through this blog and in the classroom, which for me last week turned virtual and leads me to why I am thankful for technology.

As I was delivering the AIIM ECM Master Prep workshop last week, and I thank those students who joined me and helped make it a great experience, it occurred to me that this same technology or those similar to it now enable families who might otherwise be apart, to see each other and wish each other the best of wishes for Thanksgiving. In fact, we are even seeing this in television commercials where a Mom it online with her daughter walking around the house with her PC/PC Camera to share what decorations had been set. Of course the end of that story is the daughter happens to be on the front porch with her PC/PC Camera and surprises her Mom with her presence. The message is clear, that in these times, with the tools available, we can bring our families and friends closer to us through technology.

In my view, this is a prime example of how technology has a positive impact on our lives. In this same line of thinking, it can also have a very positive impact on our businesses and business processes. All we have to do is embrace it and learn how to manage it in ways we can maximize the benefits it can bring.

I wish you all the best for this Thanksgiving Holiday.

 

What say you? How are you leveraging technology? Do you have a story to tell? I want to hear from you and learn what you and your organization are doing.

 

Looking to increase your level of knowledge? Join us for the ECM Certificate course in:

Houston 11/17/09 - 11/20/09

San Diego 12/01/09 - 12/04/09

Philadelphia 12/08/09 – 12/11/09

San Diego 12/01/09 - 12/04/09

King of Prussia 12/08/09 - 12/11/09

Utrecht 12/08/09 - 12/11/09

Silver Spring 01/19/10 - 01/22/10

Chicago 01/26/10 - 01/29/10

Phoenix 02/09/10 - 02/12/10

Utrecht 02/09/10 - 02/12/10

London 02/23/10 - 02/26/10

Tampa 02/23/10 - 02/26/10

Toronto 03/23/10 - 03/26/10

Kirkland 04/13/10 - 04/16/10

Dallas 04/27/10 - 04/30/10

San Diego 05/04/10 - 05/07/10

Denver 05/18/10 - 05/21/10

Calgary 05/25/10 - 05/28/10

London 06/01/10 - 06/04/10

Silver Spring 06/08/10 - 06/11/10

Houston 06/15/10 - 06/18/10

 

We look forward to seeing you there.

Bob Larrivee – AIIM

blarrivee@aiim.org

 

Follow me on twitter – BobLarrivee and remember to visit www.aiim.org/training and www.informationzen.org, AIIM’s free social network created just for you.

Education Spotlight: Focused on Hyland Software

Kevin Corbett is the Director of the Hyland Software University. Hyland Software has had a long standing relationship with AIIM and supporter of the AIIM Education programs. I had the opportunity to interview Kevin recently and discuss how AIIM training has been of benefit to the team at Hyland Software.

I want to thank you Kevin, for talking time to talk with me and sharing your thoughts and experiences with our readers.

 

Bob: Please provide me with a description of your company, your role with the company and the AIIM Certificate courses your organization has focused on to date.

Kevin: I work for Hyland Software, an independent enterprise content management (ECM) software vendor. We’ve focused on ECM with our OnBase suite since we were founded in 1991. But a lot has changed since then. In those days, “ECM” translated to “scanning” and “archiving.” For us, this was first applied in banking. Paper-based checks were taking over valuable building space and couldn’t be managed effectively. 

 

Since then, OnBase has honed its concentration to managing almost any manual process and unstructured piece of content that’s out there. Though the financial sector still makes up the bulk of our nearly 9,000 customers, by revenue, healthcare has grown to be our largest vertical market. Many other industries have taken advantage of OnBase as well, including government, insurance, higher education and manufacturing.

 

As you know, these industries all have their own niche business problems. And in each of these numerous instances, ECM can help, but in slightly different ways. To make sure our employees have the best possible understanding of exactly how ECM can be applied most effectively, we dedicate a lot of resources to training. In fact, my department, Hyland Software University or HSU, is dedicated solely to training. Our belief is that by investing in it this way, we’ll develop the best product, sell it the right way and support it – all while exceeding customer expectations.

 

One staple of our employee training is AIIM’s certifications. We use it as a way to get employees onboard with the industry from the day they start, and also to keep them up-to-speed throughout their careers at Hyland. New employees are offered the Enterprise Content Management Practitioner training. We’ve found that it gives the most comprehensive overview of our industry – a very important tool when you’re training folks who’ve had limited or no previous exposure to information management technology. It also helps us to create an even playing field among our employees. Everyone is presented with the same knowledge, regardless of their background or role in the company.

 

After the Enterprise Content Management Practitioner training, many employees opt to take their education further. In HSU, we encourage staff to look for certifications that match their job function and expand their skill set. We’ve had great feedback on these other certifications, especially the more advanced ECM courses and the Electronic Records Management (ERM) program.

 

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

Kevin: From the get-go, employee training was a priority at Hyland Software. HSU was actually started through an initiative led by our president and CEO, A. J. Hyland. He made it clear that it’s up to us to solve customers’ specific problems with solutions that are designed to operate intuitively. And, the level of expertise needed to achieve this only comes from continuous learning.

 

While the OnBase expertise was in place, we were missing a thorough source of industry knowledge. At the time, we agreed that looking externally would be the best option. The right partner would afford us a comprehensive, up-to-date resource base we wouldn’t have access to otherwise. Coincidentally, at the same time we identified this need, AIIM was working on their certification program. They brought us into the room with other industry experts to discuss the program’s objectives, audience, content and execution. It was clear that this was the resource we were looking for to round out our employee education.

 

Bob: How did this training expand your organization's knowledge?

Kevin: I think it’s fair to say that “expanding organizations’ knowledge of information management” could be AIIM’s broad goal for the certification program. It’s definitely been achieved at Hyland. But to us, the more important part is how the new knowledge is actually applied to better meet our customers’ needs.

 

One of our five core values states: “We deliver configurable business solutions that are intuitive to use. Our customers are confident when navigating our solutions.” It takes knowledgeable employees developing and supporting software that makes these things possible. AIIM’s program continues to help us to train people who build solutions for today’s problems, yet are flexible enough to add value tomorrow, too.

 

Bob: What do you feel is the greatest benefit gained from your organization taking this training?

Kevin: I think for Hyland, the greatest benefit of the training is having that outside perspective. It’s impossible to be aware of and understand every business problem, especially as we continue to grow our vertical expertise and solutions. In a way then, AIIM’s training has and continues to help us efficiently grow our business. Because the training compiles so many vendor experiences with organizations of all industries and sizes, it enables us to grow our knowledge in line with our customers’ needs and expectations.

 

Bob: How is your organization applying this new knowledge to address business challenges/issues for your company and your clients?

Kevin:  Customer service is the top priority at Hyland, and the better educated and informed our people are, the better service our customers receive. A.J. Hyland makes this commitment to our customers clear. One of the most obvious ways is that he has his desk and cell phone numbers on our Web site. Customers, should they feel the need to contact him, can reach him directly at any time.

 

As our customer count continues to grow - we’re now approaching 9,000 organizations worldwide - customer service becomes a bit more challenging. No customer is exactly like another, nor are the challenges they’re encountering in dealing with manual, paper-intensive processes. AIIM’s training is one of the most effective ways we address this challenge. It makes us aware of organizations’ information management issues, even before they’re brought to us. This keeps us on the offensive when providing customer service. And beyond that, we’re able to provide customers with ideas and solutions that they might not have considered otherwise.

 

Bob: For the future, what role do you see for AIIM education in your organization? 

Kevin: Although our industry’s technology is typically considered “mature,” there are many changes going on right now that have the power to influence what we develop. Take, for example, the explosion of e-mail communications. Organizations are realizing that e-mail is a critical source of information as well as a compliance challenge, and they need a strategy for managing it. Because of the constant changes, AIIM is and will continue to be our go-to for keeping our organization up-to-speed. The changes happen so quickly – and customers have higher expectations for vendor service than ever – so this education is imperative as we differentiate our company and product from the competition.

 

Bob: What would you say to someone teetering on the edge of taking one of our training courses?

Kevin:  In tough times, your best asset is your company’s knowledge base. It impacts the products you develop and how you’re able to sell and support them. If you’re going to invest in anything, it should fall into the employee training category. My advice would be to start small. Identify which certification makes the most sense for your organization right now. And tie the course with a business need. This will not only help upper management see the value in it, but it will also make it more meaningful for the attendees.

 

Bob: Would you recommend us to your users? Why?

Kevin: If you’re looking for content on information management, AIIM is the place. It’s a great start for those just getting into the industry and the perfect refresher for the experts, too.  I know it’s made a difference in training our employees, so I’m sure our users would benefit as well.

 

Bob: Is there anything else you would like to add that we may have missed?

Kevin: In any organization in any industry, employees make or break the success of the organization. If they’re trained and understand your business strategy, we’ve found that the business is much more cohesive and effective. This is why we invest so heavily in training our employees. By educating our staff for weeks before they hit their desks, they have a better handle on what we do as a whole and how what they do contributes to our success.

 

We know that our industry and product is complex for most folks when they come to Hyland. AIIM’s training is one tool we use to simply and logically explain it in terms they understand and can eventually apply.

 

Bob: I want to thank you again Kevin, for taking time to share your thoughts and experiences with our readers. 

 

Kevin Corbett, Director of Hyland Software University can be reached at Kevin.Corbett@onbase.com

 

What say you? How do you view and manage your training efforts? Do you have a story to tell? I want to hear from you and learn what you and your organization are doing.

 

Looking to increase your level of knowledge? Join us for the ECM Certificate course in:

Houston 11/17/09 - 11/20/09

San Diego 12/01/09 - 12/04/09

Philadelphia 12/08/09 – 12/11/09

San Diego 12/01/09 - 12/04/09

King of Prussia 12/08/09 - 12/11/09

Utrecht 12/08/09 - 12/11/09

Silver Spring 01/19/10 - 01/22/10

Chicago 01/26/10 - 01/29/10

Phoenix 02/09/10 - 02/12/10

Utrecht 02/09/10 - 02/12/10

London 02/23/10 - 02/26/10

Tampa 02/23/10 - 02/26/10

Toronto 03/23/10 - 03/26/10

Kirkland 04/13/10 - 04/16/10

Dallas 04/27/10 - 04/30/10

San Diego 05/04/10 - 05/07/10

Denver 05/18/10 - 05/21/10

Calgary 05/25/10 - 05/28/10

London 06/01/10 - 06/04/10

Silver Spring 06/08/10 - 06/11/10

Houston 06/15/10 - 06/18/10

 

We look forward to seeing you there.

Bob Larrivee – AIIM

blarrivee@aiim.org

 

Follow me on twitter – BobLarrivee and remember to visit www.aiim.org/training and www.informationzen.org, AIIM’s free social network created just for you.

 

What's happening in the land of BPM?

This week, AIIM released its latest Industry Watch Report titled “Business Process Management – are we making the most of content-driven processes?” In this report written by Doug Miles, Head of the AIIM Market Intelligence Division, we find that BPM is recognized as a business management practice leveraging many software tools rather than a single software or suite of software solutions. Still, while many still view BPM as workflow that drives scanned images and electronic forms through an organization’s business processes, it also takes on the broader capability of integrating enterprise applications and serving as a single point of access for the user community.

 

While BPM may be looked upon as an intrusive technology that creates a new set of change management challenges in the way organizations function both inter and intra-departmentally, 63% of the organizations polled feel that the importance of BPM is significant or imperative.  Yet, sixty-two percent of those polled consider they have only addressed 1/5 of their potentially profitable BPM projects. Many of our respondents cite productivity, efficiency, and quality as the strongest drivers for BPM. Other key findings include:

· Hard-dollar savings from “Improving process throughput” and “Reducing process steps” are the two biggest drivers for BPM, followed by “Improving accuracy and repeatability”

· _ 49% of organizations achieved payback of their investment in BPM tools within 18 months and a further 23% within two years. Additional projects are taking around 8 months on average to complete

· Accounts payable and accounts receivable processes showed the strongest success factors, followed by customer support cases, proposals and contracts, and claims processing

· The strongest indicator for successful BPM processes is the presence of an existing process owner

· 36% look to buy their BPM tools from their existing ECM supplier, with 25% buying best-of-breed tools, and 23% preferring dedicated BPM suites

 

In my view, while it appears that BPM is still a misunderstood element, it is one that is increasingly becoming a topic of interest and one that needs to become part of an overarching strategy in establishing a solid ECM environment that focuses not only on content but the processes by which content flows through an organization. Process without content is somewhat irrelevant and content without process becomes an area of contention and inefficiency within a business organization. Just like content creation should have a purpose, so too should process automation have a focused purpose in support of the strategic and tactical goals of an organization. To position BPM properly for success, you have to know the desired outcome and how it inter-relates with content and the users.

 

Doug Miles is head of the AIIM Market Intelligence Division and author of this latest AIIM Industry Watch report on BPM. To contact Doug, please email him at doug.miles@aiim.org.uk

 

What say you? What are your plans for BPM? Do you have a story to tell? I want to hear from you and learn what you and your organization are doing.

 

Looking to increase your level of knowledge? Join us for the BPM Certificate course in:

• London 01/26/10 - 01/29/10
• New York 02/02/10 - 02/05/10
• San Francisco 05/25/10 - 05/28/10

 

We look forward to seeing you there.

Bob Larrivee – AIIM

blarrivee@aiim.org

Follow me on twitter – BobLarrivee and remember to visit www.aiim.org/training and www.informationzen.org, AIIM’s free social network created just for you.

Litigation Hold: How it could impact you

Do you have a process in place for litigation hold or what is sometimes referred to as legal hold? Just to set the reference point properly, litigation hold or legal hold, is the process used to preserve all relevant information, regardless of format, when litigation is anticipated. In other words, if you are being sued or anticipate a lawsuit is highly probable, you are supposed to preserve all relevant information related to that issue or case. You are not allowed to destroy it even if it falls into the disposition timeframe for records retention periods. Litigation hold overrides everything. So the question is how do you handle litigation hold and do your employees know what it means?

 

A recent case I read about on the Electronic Discovery Law blog discussing Pinstripe, Inc, v. Manpower, Inc., Manpower was cited for not properly distributing and monitoring a litigation hold resulting in the destruction of emails that were considered potentially related to the case. While Manpower expended significant effort and hiring an outside firm at a cost of $30,000 dollars to recover the deleted emails, the court found that even though Manpower’s conduct was not intentional, sanctions were warranted. The point of my bringing this to light is that organizations must be prepared to issue, monitor and enforce litigation hold or face the consequences.

 

In my view, organizations that have established a solid ECM environment with a well defined governance framework, policies, procedures and technologies to manage and control their information assets, manage and monitor their processes and train their employees in their existence and use are well positioned to address litigation hold efforts. Issuing a litigation hold order in itself does not mean it will happen. Policy, process, technology and training will make a difference. What you do and how you do it will make a difference.

 

What say you? How do you manage litigation hold? Do you have a story to tell? I want to hear from you and learn what you and your organization are doing.

 

Looking to increase your level of knowledge? Join us for the ECM Certificate course in:

Houston 11/17/09 - 11/20/09

San Diego 12/01/09 - 12/04/09

Philadelphia 12/08/09 – 12/11/09

San Diego 12/01/09 - 12/04/09

King of Prussia 12/08/09 - 12/11/09

Utrecht 12/08/09 - 12/11/09

Silver Spring 01/19/10 - 01/22/10

Chicago 01/26/10 - 01/29/10

Phoenix 02/09/10 - 02/12/10

Utrecht 02/09/10 - 02/12/10

London 02/23/10 - 02/26/10

Tampa 02/23/10 - 02/26/10

Toronto 03/23/10 - 03/26/10

Kirkland 04/13/10 - 04/16/10

Dallas 04/27/10 - 04/30/10

San Diego 05/04/10 - 05/07/10

Denver 05/18/10 - 05/21/10

Calgary 05/25/10 - 05/28/10

London 06/01/10 - 06/04/10

Silver Spring 06/08/10 - 06/11/10

Houston 06/15/10 - 06/18/10

 

We look forward to seeing you there.

Bob Larrivee – AIIM

blarrivee@aiim.org

Follow me on twitter – BobLarrivee and remember to visit www.aiim.org/training and www.informationzen.org, AIIM’s free social network created just for you.

Deep in the land of virtual

We constantly hear the term virtual in relation to technology and technology use. Philosophically the term virtual is defined as something that is not real representing something that is. Virtual reality for example is meant to simulate reality and is referenced or used in games and now business situations with virtual meeting rooms and more. I have even heard people reference the social networks as virtual gathering points where one can socialize and may never actually meet in a physical sense, with the person(s) they are interacting with, ever.

 

I like the concept and use of technology to establish these environments and feel that for some aspects of business, this is a great use of technology. The idea of global collaboration in a virtual meeting area where knowledge exchange takes place and new ideas emerge is something I have promoted for many years. In fact in the late 1980’s I demonstrated this concept with several of my colleagues in the “Office of the Future” with Wang Laboratories. As primitive as it may seem today, we were able to do some of the rudimentary activities that are taken for granted today. So the idea is not unique it is the method that makes the difference today. And what a difference it is!

 

Think about all that is accomplished now, in classrooms students can attend universities in other countries without leaving home. Corporations and Associations like AIIM can deliver specialized training through various venues that include on-line self study and virtual instructor led classes. Research and development efforts span the enterprise, the globe and in the case of space research, the reaches of outer space and the space station. The use of technology in a virtual setting can be limitless and restricted or constrained only by the minds and rules of man.

 

In my view, the use of tools to establish virtual work centers and collaborative workspaces is one way organizations can leverage technology to enhance their operations, become more effective and lessen their company’s carbon footprint. Imagine a world where the majority of workers conduct their activities from their homes rather than commuting to their offices. The result could be less traffic congestion, lowered carbon emissions, and higher productivity from knowledge and service workers. So the question I have is not one of should we or could we use technology in a more virtual way but why don’t we?  If technology is not the problem and in fact offers an answer, the problem must lie in the human factor. Not everyone is ready to take these steps and not every company is ready to embrace that much trust, but we are getting there little by little. Twenty years ago I was part of a team that promoted the concept of remote and virtual work spaces. Today it is evermore a reality.

 

What say you? Is your company embracing the land of virtual? Do you have a story to tell? I want to hear from you and learn what you and your organization are doing.

 

Looking to increase your level of knowledge? Join us for the ECM Certificate course in:

Houston 11/17/09 - 11/20/09

San Diego 12/01/09 - 12/04/09

Philadelphia 12/08/09 – 12/11/09

San Diego 12/01/09 - 12/04/09

King of Prussia 12/08/09 - 12/11/09

Utrecht 12/08/09 - 12/11/09

Silver Spring 01/19/10 - 01/22/10

Chicago 01/26/10 - 01/29/10

Phoenix 02/09/10 - 02/12/10

Utrecht 02/09/10 - 02/12/10

London 02/23/10 - 02/26/10

Tampa 02/23/10 - 02/26/10

Toronto 03/23/10 - 03/26/10

Kirkland 04/13/10 - 04/16/10

Dallas 04/27/10 - 04/30/10

San Diego 05/04/10 - 05/07/10

Denver 05/18/10 - 05/21/10

Calgary 05/25/10 - 05/28/10

London 06/01/10 - 06/04/10

Silver Spring 06/08/10 - 06/11/10

Houston 06/15/10 - 06/18/10

 

We look forward to seeing you there.

Bob Larrivee – AIIM

blarrivee@aiim.org

Follow me on twitter – BobLarrivee and remember to visit www.aiim.org/training and www.informationzen.org, AIIM’s free social network created just for you.

Is your ECM house made of straw or bricks?

Ok, so I was channel surfing and ran across the cartoon story about the Big Bad Wolf and the Three Little Pigs. For some reason, and I do not know why, I could see a connection between this and ECM. I admit this is probably the most off the wall perspective I have had in a long time, but it kind of makes sense.

Think of it this way, we in business face a variety of challenges in the form of audits, litigation and cyber attacks. Enter the Wolf. The Big Bad Wolf in the story tries to get to the Little Pigs who have chosen different ways of protecting themselves, the same as we attempt to protect ourselves and our business information. So in the first case, the Little Pig chose to build a house of straw. While this was enough to protect him from the elements it was not nearly enough to protect him from the Big Bad Wolf who blew the house down. (Fortunately for kids who read this, the Pig gets away and runs to another house.)   When we choose to ignore proper governance and management of our information stores, it is like the house of straw. Eventually it will get blown away and we will be at a high risk of loss.

In the second part of the story, the next Little Pig built his house out of wood. As you know, wood is a better material than straw but as anyone in the Gulf States of the USA knows it may not be enough to sustain high winds. This is also true in our story, the Big Bad Wolf is able to blow the second house down even though there was more thought and effort put into building it, it was just not enough. In an ECM environment, this is also true, that while we may have incorporated some strong technologies to assist us in protecting and managing our information, it just might not be enough to fully cover us and provide the gains and levels of protection we need. (As you know, both Little Pigs ran to the house of the third Pig, making the little ones who read this happy.)

Now enter the third Little Pig. He took time to think about his needs and requirements. He considered all of the elements that would be required to prevent the type of disaster inflicted by the Big Bad Wolf that his brothers had experienced. When the Wolf came, no matter what he did the house of bricks could not be destroyed and the Three Little Pigs were protected and safe. In my view, implementing a solid ECM environment means taking the time to identify and understand our requirements, developing a strategy and implementing a governance structure supported by processes and technology that enable our businesses to operate in a way that protects us from the Big Bad Wolves.  

All of this must address electronic and non-electronic information of all types regardless of format. Your ECM house needs to start with a strong foundation and framework, use of the right tools to construct it and a sense of what the future holds in store for your organization from both a business and technical perspective.

What say you? Is you ECM environment like the straw house or is t made of bricks? Do you have a story to tell? I want to hear from you and learn what you and your organization are doing.

 

Looking to increase your level of knowledge? Join us for the ECM Certificate course in:

Houston 11/17/09 - 11/20/09

San Diego 12/01/09 - 12/04/09

Philadelphia 12/08/09 – 12/11/09

San Diego 12/01/09 - 12/04/09

King of Prussia 12/08/09 - 12/11/09

Utrecht 12/08/09 - 12/11/09

Silver Spring 01/19/10 - 01/22/10

Chicago 01/26/10 - 01/29/10

Phoenix 02/09/10 - 02/12/10

Utrecht 02/09/10 - 02/12/10

London 02/23/10 - 02/26/10

Tampa 02/23/10 - 02/26/10

Toronto 03/23/10 - 03/26/10

Kirkland 04/13/10 - 04/16/10

Dallas 04/27/10 - 04/30/10

San Diego 05/04/10 - 05/07/10

Denver 05/18/10 - 05/21/10

Calgary 05/25/10 - 05/28/10

London 06/01/10 - 06/04/10

Silver Spring 06/08/10 - 06/11/10

Houston 06/15/10 - 06/18/10

 

We look forward to seeing you there.

Bob Larrivee – AIIM

blarrivee@aiim.org

Follow me on twitter – BobLarrivee and remember to visit www.aiim.org/training and www.informationzen.org, AIIM’s free social network created just for you.

Watch out! Here comes the future!

 

So what? Why should that be an issue? It isn’t really and in fact I embrace the future for the past has come and gone and hopefully I have learned from it. One lesson in particular that I have learned is that the future is inevitable and time will not stand still. (Just look at my picture of then and now…) So since I cannot prevent the future from arriving it only stands to reason I should prepare for it, but how?

 

One way is to watch. Watch the technology landscape and look for signs that will have an impact. For ECM, that might be changes in how information is captured and delivered. Perhaps through the Microsoft Surface technologies, through collaborative environments that leverage video conferencing as demonstrated by Cisco  or perhaps it will be through portable personal sixth sense devices like that shown by Pattie Maes of the Media Labs at the TED Conference in February of 2009 - a device that has caught attention due to its simplicity and incorporation of gesture recognition. No matter what you envision the future to be, whether information technology or Skycar, it is something we need to be in tune with today.  Of course it is easy to say that, but how do you know what to prepare for? Who would have predicted FileNet being acquired by IBM and 3COM by HP?

 

My point is simply that we need to keep in touch with what is happening around us in the vendor community, research segments and the business landscape. In my opinion the best way to do so is to first look inside your own organization to understand your needs for now and the future. Once you have sight of this, leverage the resources available to you. Look to your industry associations and publications for research materials and reports generated by industry analysts and watchdogs. Look for product guides that present product differences and compare similarities. Listen closely to the vendors and how they present their vision of the future. Find those things that seem obscure and on the edge for it is they that that will someday be embedded in what we do and how we do it. As I sit here in the airport, I can only imagine what it must have been like for the Wright Brothers when they attempted flying and the ridicule they must have faced for even considering such a thing.

 

The future is now and what you don’t see today will be here tomorrow. Are you ready for it?

 

What say you? What have you learned today? Do you have a story to tell? I want to hear from you and learn what you and your organization are doing.

 

Looking to increase your level of knowledge? Join us for the ECM Certificate course in:

Houston 11/17/09 - 11/20/09

San Diego 12/01/09 - 12/04/09

Philadelphia 12/08/09 – 12/11/09

San Diego 12/01/09 - 12/04/09

King of Prussia 12/08/09 - 12/11/09

Utrecht 12/08/09 - 12/11/09

Silver Spring 01/19/10 - 01/22/10

Chicago 01/26/10 - 01/29/10

Phoenix 02/09/10 - 02/12/10

Utrecht 02/09/10 - 02/12/10

London 02/23/10 - 02/26/10

Tampa 02/23/10 - 02/26/10

Toronto 03/23/10 - 03/26/10

Kirkland 04/13/10 - 04/16/10

Dallas 04/27/10 - 04/30/10

San Diego 05/04/10 - 05/07/10

Denver 05/18/10 - 05/21/10

Calgary 05/25/10 - 05/28/10

London 06/01/10 - 06/04/10

Silver Spring 06/08/10 - 06/11/10

Houston 06/15/10 - 06/18/10

 

We look forward to seeing you there.

Bob Larrivee – AIIM

blarrivee@aiim.org

Follow me on twitter – BobLarrivee and remember to visit www.aiim.org/training and www.informationzen.org, AIIM’s free social network created just for you.

Do you have what you need to perform the task at hand?

I want you to dig a hole that is 4’ wide by 4’ long by 4’ deep. These are my requirements and now you have a task. Do you understand your task as defined by my requirements? Many of you would say this is simple I just need to measure it out, grab a shovel and dig right? Theoretically you are right but do have all of the detail you need to fully perform the task in a way I will accept what you do? That is the real question.

 

If you were to dig that hole and if you were to make the exact measurements, you would be right in the dimensions but would you be right in the location and time? Perhaps you dug the hole immediately where you were standing at the time I made the request in San Francisco, when in fact I wanted the hole to be dug on the beach, in the dry sands of Clearwater Beach in Florida. Perhaps it will take you a day to reach this goal and I wanted it within the hour. So, do you have what you need to perform the task at hand? You have some but not all of the requirements detail to perform in effectively and in a way that is acceptable. The question I pose is also a question you need to ask when launching and implementing an ECM environment.

 

In many cases we may think we have the detail required to deliver an effective and accepted solution but in reality we often fall short. Requirements gathering and validation is essential to the success of your project. When a project is initiated you need to elicit the business requirements. (Notice I did not say systems requirements.) You need to understand the business goals and objectives before making a determination of the solution. Once this is in place you need to assess and identify the functional aspect of how to address these requirements. An example is that the organization creates contracts and there may be several iterations generated through the negotiation period yet you need to be able to revert back to previous versions to track changes. In this case you might say that functionally you need to have the capability of applying version control with roll back. This will all translate into how technology applies and can be incorporated. At this point, assess what you have, what you need and move to address the gap.

 

I know it sounds simple and I also know having done this many times over the past 30 years that it is complex, but it is an essential part of success. It is also an area that many overlook in the rush to fix a problem or think strategically by applying technology without understanding the driving need or desired outcome. In my view organizations need to take time and take steps to ensure their success by identifying the business and functional requirements, assessing what they have and will need before implementing something that historically will not meet their expectations.

 

What say you? What have you learned today? Do you have a story to tell? I want to hear from you and learn what you and your organization are doing.

 

Looking to increase your level of knowledge? Join us for the ECM Certificate course in:

Houston 11/17/09 - 11/20/09

San Diego 12/01/09 - 12/04/09

Philadelphia 12/08/09 – 12/11/09

 

Join us for the ERM Certificate course in:

Silver Spring 12/01/09 - 12/04/09

Tampa  12/15/09 – 12/18/09

 

We look forward to seeing you there.

Bob Larrivee – AIIM

blarrivee@aiim.org

Follow me on twitter – BobLarrivee and remember to visit www.aiim.org/training and www.informationzen.org, AIIM’s free social network created just for you.

Congratulations Rochelle Stephens, of Sony Pictures Entertainment

AIIM recently offered everyone registering for an education course, entry into a contest to have dinner with AIIM President John Mancini. We are proud to announce that Rochelle Stephens of Sony Pictures Entertainment is our winner. I recently had the opportunity talk with Rochelle. Here is an excerpt of our conversation.

Bob: Hello Rochelle, I want to thank you for allowing me to interview you and for the record, can you provide me with a description of your role with Sony Pictures Entertainment?

Rochelle: Hi Bob, I am really excited and nervous about this interview. I feel so honored to have this opportunity. I am the manager in the Records and Information Management department. Honestly, I wanted to align myself with one of the most knowledgeable RIM leaders – that’s what brought me to my current position. In my role as the RIM manager, I am responsible for the daily operations of a centralized records center supporting local, regional, and International offices. I manage all of SPE’s inactive records dating back to the early 30s.

As you can imagine we have some long term and short term projects that require real-time knowledge in an ever changing and evolving RIM world. I will come back to that thought.

As records manager, I assist in developing and implementing our records and information management policies, procedures, training manuals, and operating guides. Another aspect of my job is managing the daily operations of an on-site library with over 200K movie and television titles for research and employee use.

One of my favorite aspects of RIM is that I have the opportunity to touch every business unit. I am sure there are other RIM professionals that can boast that they too have a close partnership with their Legal and IT groups. Collaboration with internal partners such as Information Security, Legal, Compliance and Information Technology as well as the lines of business is crucial to the success of our RIM Program.

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

Rochelle:  Now back to my thought on “real-time knowledge in an ever changing and evolving RIM world.” I had been thinking about incorporating the AIIM educational courses for some time. However, I thought it was a private club for techies who dabbled in RIM as a side dish. I know that AIIM not only cares about and supports RIM professionals but provides a wealth of knowledge that is so needed in our profession.

Twenty-five years ago you could walk through any major corporation and see word processors and wait, hold on to your chair, typewriters. In terms of records think about all the technology and media available to us and what constitutes a record. AIIM offers educational courses that allow me to stay sharp. I took the ERM Practitioner course about a year ago. And this month, I am taking the ERM Masters course in San Diego. I am excited.

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

Rochelle: KNOWLEDGE – we have to stay sharp!

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

Rochelle: Can you imagine the possibilities for a RIM professional in 25 years – endless. I am confident that AIIM will remain on the cutting edge and help prepare me professionally. There is so much to learn and so much to teach as we pass the mantle to the next generation.

Bob:  Do you have any suggestions or advice for others considering educational options?

Rochelle: If you have the opportunity to take an on-line course or a course in person do NOT pass it up. When I took the online ERM Practitioner course, it was the same as being in a class room with a professor. The exams are meaningful and questions designed to teach and not trip. Let me explain, some exams want to prove how much you don’t know by asking questions that are purposely misleading. This trips you up. The questions on the AIIM exam will help teach you what you know. There is such a major difference between the two approaches.

Another great benefit is that AIIM is recognized as an industry leader. Don’t be afraid to list your AIIM courses and titles that you have earned.

Bob:  Is there anything else you would like to share with our readers?

Rochelle: Love what you are doing, be flexible, don’t be afraid to take a risk, and give back!

Bob: I want to thank you again Rochelle, 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.

What say you? What have you learned today? Do you have a story to tell? I want to hear from you and learn what you and your organization are doing.

 Looking to increase your level of knowledge? Join us for the ECM Certificate course in:

Houston 11/17/09 - 11/20/09

San Diego 12/01/09 - 12/04/09

Philadelphia 12/08/09 – 12/11/09

Join us for the ERM Certificate course in:

Silver Spring 12/01/09 - 12/04/09

Tampa  12/15/09 – 12/18/09

We look forward to seeing you there.

Bob Larrivee – AIIM

blarrivee@aiim.org

Follow me on twitter – BobLarrivee and remember to visit www.aiim.org/training and www.informationzen.org, AIIM’s free social network created just for you.

 

A Consultant's View: A conversation with Steve Weissman

I had the opportunity recently to talk with Steve Weissman, Founder and President of the Holly Group, regarding his insight into organizational issues in information management and how they can prepare for the road ahead. The following is an excerpt of our conversation.

Bob: Please describe your company and role.

Steve: Holly Group helps organizations with business process improvement, technology needs analysis, RFP preparation, vendor selection, and user adoption related to compliance, content, and delivery management solutions. I’m the principal force behind this independent operation, and in the 20 years I’ve been in the business, I’ve maintained an unwavering focus on my clients’ business issues. This has enabled me to recommend strategies that transcend the vendor-biased, vertical market, and technology sector boundaries that too often constrain consultants' creative thinking, and has allowed me to help my clients turn their potential into performance.

Bob: What do you think are some of the important issues facing business organizations today?

Steve: Coping with the struggling economy is the obvious single answer to this question, but it’s too easy to just let it go at that because the goal isn’t just to cope, but to cope successfully!

Achieving this goal requires wrestling with several issues that are as connected as they are critical. Broadly speaking, these include things like optimizing your business processes, streamlining your technology stacks, and ensuring your people are properly adapted to and trained on the systems they need to use.

Unsexy as they may be, these tasks are necessary nonetheless, and smart managers know that times like these are actually the best times to tackle them. Why? Because once accomplished, they will enable the organization to roar into an improved economy with a serious competitive advantage.

Bob: Based on your experience and findings, how do you feel business organizations can prepare?

Steve: Your first step is to get your organization to commit to the course of action. This may be your single most difficult task because a weak or negative cash flow means there will be great resistance to any suggestion that may involve spending time and/or money on anything other than business as usual. You may therefore find it easier to start on a departmental or divisional basis, where people will know you better, will have seen you in action before, and thus will be more open to your ideas.

Second, be sure you get as much education as you can for yourself and your involved colleagues. Forewarned is forearmed, and the more you know ahead of time about the technology, policy, and adoption issues you’ll be facing, the better off you will be.

Third, do something. Do anything! Just be sure you start getting the practical experience, vendor exposure, and initial results you’ll need to roll your initiative out to the rest of the organization.

Q: Do you have any other insights for our readers?

Steve: Louis Pasteur once told an audience that “in the fields of observation, chance favours only the prepared mind.” Well, the same is true in content management and all its attendant disciplines (capture, workflow, records management, printing and publishing, etc.), for if you prepare properly, you will significantly improve the “luck” you experience.

Aligning yourself with organizations like AIIM for training and consulting firms like the Holly Group for independent guidance is key, for they and we can help you benefit from the experiences of hundreds of others to have come before.

Steve Weissman can be reached by email at sweissman@hollygroup.com and found on LinkedIn at www.linkedin.com/in/steveweissman. To follow him on Twitter @steveweissman

What say you? What have you learned today? Do you have a story to tell? I want to hear from you and learn what you and your organization are doing.

Looking to increase your level of knowledge? Join us for the ECM Certificate course in:

• Houston 11/17/09 - 11/20/09
• San Diego 12/01/09 - 12/04/09
• Philadelphia 12/08/09 – 12/11/09

Join us for the ERM Certificate course in:

• Silver Spring 12/01/09 - 12/04/09
• Tampa  12/15/09 – 12/18/09

We look forward to seeing you there.

Bob Larrivee – AIIM

blarrivee@aiim.org

Follow me on twitter – BobLarrivee and remember to visit www.aiim.org/training and www.informationzen.org, AIIM’s free social network created just for you.