what's in your digital landfill?
DESCRIPTION
As the volume of electronic information surrounding us grows exponentially, how will we deal with it? Do you know what is in your digital landfill?TRANSCRIPT
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What’s in your digital landfill?
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for more information…
InformationZen.org
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What’s in your digital landfill?
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What do you mean by “digital landfill?”
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Word filesPowerPoint files
Excel files…and multiple various versions of
these documentsJPEGsTIFFs
E-mails…and all their attachmentsBusiness system documents
…on the network on PCs on sticks on phones on PDAs
…and so on
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In technical terms…
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DIGITAL STUFF
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Most of which is stored haphazardly on a variety of
servers and drives…
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…and getting worse
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By 2011, the digital universe will be
10Xas big as it was in 2006
h"p://www.emc.com/digital_universe.pdf
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There are currently
281billion exabytes of information in the
digital universeh"p://www.emc.com/digital_universe.pdf
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Q. What the hell is an exabyte?
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A. A million million megabytes
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No really.
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A small novel contains about a
megabyte of information
h"p://www.emc.com/digital_universe.pdf
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The digital universe equals
12 stacks of these books from the
earth to the sun.
h"p://www.emc.com/digital_universe.pdf
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Isn’t most of this just people taking gazillions of digital pictures and
sending them around to their friends and downloading videos
from iTunes?
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A lot of it is...
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… but about 30% of the total volume of information
in the digital universe is created by businesses and
organizations…
h"p://www.emc.com/digital_universe.pdf
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…and most of it is unmanaged.
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Think about e-mail…
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Only
13%of organizations have deployed an e-mail
management strategy across their organization.
h"p://www.aiim.org/tempfiles/32054.pdf
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Most organizations do not understand the difference
between archiving and back-up…
h"p://www.aiim.org/tempfiles/32054.pdf
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Most organizations do not understand the difference
between archiving and back-up…
59% say e-mail is “archived” as part of back-
up or via .pst files
h"p://www.aiim.org/tempfiles/32054.pdf
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25
???
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56%of organizations have no policy at all relative to
e-mail retention.
h"p://www.aiim.org/tempfiles/32054.pdf
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That amounts to little more than an
e-mail digital landfill.
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Think about other kinds of electronic
information…
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…most organizations have not begun to address the core
process of managing electronic information...
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…you likely have core systems to manage the
MONEYin your organization and the
PEOPLEin your organization...
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…but what about
INFORMATION?
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Over
40%of organizations have no policy
for classifying electronic information as business records.
h"p://www.aiim.org/tempfiles/32315.pdf
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Nearly 64% of end users believe that their organization
understands what PAPER records are and how they should be
retained —
h"p://www.aiim.org/tempfiles/31842.pdf
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Nearly 64% of end users believe that their organization
understands what PAPER records are and how they should be
retained — only 34% have the same
understanding when considering ELECTRONIC records.
h"p://www.aiim.org/tempfiles/31842.pdf
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That means most electronic
information winds up in the digital
landfill.
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…with names likejohnsfile/stuff.doc
and johnsfile/stuff2.doc
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Think about legal exposure…
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Only
41%of organizations deliver any sort
of training on how to handle electronic information.
h"p://www.aiim.org/tempfiles/32315.pdf
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That means the CEO is going to have an awful hard time in
court explaining his/her digital landfill.
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Think about process inefficiency…
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On a scale of 1 (terrible) to 10 (excellent) how would you rate the effectiveness of
your organization in managing information?
h"p://www.aiim.org/tempfiles/34370.pdf
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On a scale of 1 (terrible) to 10 (excellent) how would you rate the effectiveness of
your organization in managing information?
54%would give themselves a grade of
5 or less.
h"p://www.aiim.org/tempfiles/34370.pdf
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52%of organizations have
“little or no confidence” that their electronic information is
“accurate, accessible, and trustworthy.”
h"p://www.aiim.org/tempfiles/34370.pdf
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…and yet over 90% of organizations view their ability
to manage electronic information as critical to their
future.
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That means most organizations are pretending the digital
landfill does not exist.
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A few questions to consider…
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Be honest.
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How many digital landfills are there in your organization?
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Is the explosion of digital information making your
organization more effective or less effective?
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Can your employees find the information they need when
they need it?
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Can your employees collaborate on projects no matter where
they are located in the world?
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Has your ability to document what your organization did, why you did it, who did it, and when
they did it gotten better or worse in the past 5 years?
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Can your customers find the information they need when
they need it?
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Are your processes running as smoothly as they should?
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If you were dragged into court, would the process you use to
manage electronic information stand up to scrutiny?
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If the answers to one or more
of these questions are
NOyou are not
alone.
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Get some help.
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for more information…
InformationZen.org