20110411 archive systems user conference keynote future of edrm

The Future of Records and Document Management 8 Trends That Will Change the Way You Manage Information

Jesse Wilkins, CRMApril 11, 2011

International - Members in 146 countries Independent - Unbiased and vendor

neutral Implementation Focused - Processes,

not just technology Industry Intermediary - users, suppliers,

consultants, analysts, and the channel http://www.aiim.org

About AIIM

Director, Systems of Engagement, AIIM Background in electronic records management,

email management, ECM, and social technologies Director, ARMA International Board of

Directors (2007-2010) Frequent industry speaker

and and author AIIM ERM and E2.0 Expert

Blogger Instructor for AIIM Certificate

Programs

Jesse Wilkins, CRM

Part 1: Where We Are Part 2: The 8 Trends and What They Mean to

Your Information Management Program1. Complexification2. Simplification3. Commoditization4. Automation5. Socialification6. Mobilification7. Consumerification8. Cloudification

Agenda

Where We Are

Compliance requirements continue to increase

What to keep How to keep it How long to keep it

Volume continues to increase

Rate of technology innovation continues to increase

Information management is evolving

1. Complexification

Complex retention requirements

Content complexity

Social Content

Rich Media

Transactional and Enterprise

Content

Film

sharing collaboratingliking recommending following

workflow compliancecontrolsecurityrecords Documents

Enterprise systems Line of business systems Departmental systems Multiple content creation systems Multiple content management systems The cloud Mobile devices Personal mobile devices And on, and on, and on….

Complex technical environment

2. Simplification

simple.

Streamline the retention schedule Use the RRS for retention and other

classification tools for classification

Big bucket retention

Archiving Basic retention management

Basic retention management

Our Twitter policy: Be professional, kind, discreet, authentic. Represent us well. Remember that you can’t control it once you hit “update.”

Policies

Ease of use

3. Commoditization

Basic content services

Standards can drive commoditization Technology standards

◦ CMIS◦ PDF, PDF/A, PDF/X….

Process standards◦ GARP◦ EDRM

Outsourcing as commoditization◦ Physical and electronic records

Standards

4. Automation

Paper automation – through capture and extraction

Workflow and business process automation

Process automation

Automated creation of classification schemes

Automatic assignment of objects to classification

Autoclassification

Built into business applications and processes

Automatic declaration, retention, and disposition

NOT 100%!

Records automation

5. Socialification

“…fully networked enterprises are not only more likely to be market leaders or to be gaining market share but also use management practices that lead to margins higher than those of companies using the Web in more limited ways…”

Era

Years

Typical thing

managed

Best known

company

Content mgmt focus

Mainframe

1960-1975

A batch transacti

on

IBM

Microfilm

Mini

1975-1992

A dept process

Digital Equipme

nt

Image Mgmt

PC

1992-2001

A document

Microsoft

Doc Mgmt

Internet

2001-2009

A web page

Google

Content Mgmt

???

2010-2015

???

???

???

Systems of Record

Era

Years

Typical thing

managed

Best known

company

Content mgmt focus

Mainframe

1960-1975

A batch transacti

on

IBM

Microfilm

Mini

1975-1992

A dept process

Digital Equipme

nt

Image Mgmt

PC

1992-2001

A document

Microsoft

Doc Mgmt

Internet

2001-2009

A web page

Google

Content Mgmt

Social and Cloud

2010-2015

An interactio

n

Facebook

Social Business Systems

Systems of Record

Systems of Engagement

Is a Facebook “like” a record?

6. Mobilification

Emergence of powerful mobile devices

Air cards Wi-Fi Smart phones with 3G/4G access

And always-on high-speed internet access

Mobile apps

“Working where you want, when you want, and being able to conduct real business.”blognation Canada

7. Consumerification

Free/freemium services App store downloads

Consumer-driven innovation

Technology touches everyone.

Everyone carries technology

expectations into the workplace.

Why do I feel so powerful as a

consumer and so lame as an employee?

Photo source = http://www.flickr.com/photos/notionscapital/5225049493/

The End of IT Autocracy

8. Cloudification

Software as a Service (SaaS) – allows delivery of software anywhere, anytime

Cloud computing includes computing aaS, platform aaS, etc.

Use what you need – and pay for it

XaaS and the Cloud

Slow uptake but increasing Need to evaluate for jurisdictional, privacy,

and production issues Significant concerns around service levels

and migration

XaaS and the Cloud

It’s an interesting time to be in the industry

These trends are not on the horizon – they are here now

Organizations need our guidance

We have to be ready to lead the information management discussions

Conclusion

Jesse Wilkins, CRM, CDIA+Director, Systems of EngagementAIIM International

+1 (303) 574-0749 directjwilkins@aiim.org http://www.twitter.com/jessewilkinshttp://www.linkedin.com/in/jessewilkinshttp://www.facebook.com/jessewilkinshttp://www.slideshare.net/jessewilkins

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