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Emerging from the Information Chaos

It has become a major challenge to design document and content management processes that can withstand the huge demands of a constantly shifting information landscape – but standing still is not an option either. Fortunately, help is

Fortunately, help is at hand at the forthcoming AIIM Forum UK, explains Rich Tribe of Revolution Events
Fortunately, help is at hand at the forthcoming AIIM Forum UK, explains Rich Tribe of Revolution Events

at hand at the forthcoming AIIM Forum UK, explains Rich Tribe of Revolution Events

We are living through an era of extreme information disruption, brought about by three simultaneous factors:

  1. IT consumerisation is transforming user expectations of their business applications and how these are delivered;
  2. Cloud, mobile and pervasive networks are facilitating anytime, anywhere access and redefiing customer and employee interactions; and
  3. The Internet of Things is starting to generate massive amounts of new data and information, which will increase exponentially over the next decade.

These forces have been playing havoc with traditional information systems and existing protocols, putting more and more power into the hands of individual users and moving it away from centralised control.

The need for robust and consistent information processes has never been greater – but the world is now all about skills to confiure and connect, rather than build and develop. So what exactly is the role of the Information Profession amidst all of this chaos?

In the opening keynote at this year’s AIIM Forum UK (Crawling from the Chaos: The Future of the Information Profession), industry visionary and outgoing AIIM President John Mancini examines this key question and proposes a clear way forward. John will argue that Information Professionals now need to become the ‘adult supervision’ required to formulate and implement effective information strategies, overseeing information governance and acting as a vital bridge between people, processes and technology.

Indeed, these key ‘bridging’ skills appear to be much needed in light of recent findings from AIIM’s ongoing research programme.

Mind the alignment gap

AIIM’s new report, Information Management: State of the Industry 20161, highlights the fact that the number of large organisations citing risk and compliance as the largest driver for Information Management (IM) has risen dramatically in the past year, from 38% to 59%. Nearly half (44%) of medium-sized organisations also cite this as the biggest driver, although smaller organisations say cost savings and productivity improvements are more significant drivers for IM.

 However, the report also reveals a significant alignment gap between IM/ Enterprise Content Management (ECM) systems and organisational Information Governance (IG).

However, the report also reveals a significant alignment gap between IM/ Enterprise Content Management (ECM) systems and organisational Information Governance (IG).

However, the report also reveals a significant alignment gap between IM/ Enterprise Content Management (ECM) systems and organisational Information Governance (IG). Fewer than one in five organisations align their I/ECM system strategies with agreed Governance policies, while 15% have IG policies but do not use these to drive IM decisions and 29% have no IG policies whatsoever.

“Organisations are rightly concerned about corporate risk but are not aligning their systems so that they can comply,” said Bob Larrivee, Chief Analyst at AIIM. “Many existing systems are not fit for purpose in the social, mobile and cloud age, but before embarking on upgrades and replacements, organisations need to address the lack of information governance policy as a priority – this has to be the fist step in minimising risk.”

Despite growing concerns over risk, half of the organisations surveyed by AIIM admitted they would struggle to defend deletions in court, particularly with cloud fie-shares and business social, but also with SharePoint and email. Even where organisations have IG policies, half are not auditing compliance and 15% admit they are mostly ignored.

Content overload threatens around one-quarter (24%) of respondents who have no mechanism to limit stored content volumes, and while 47% have an IG policy that defies retention periods, more than half (51%) rely on manual deletion versus 25% who have automated deletion. Just 7% are using analytics tools for data clean up.

“The fidings reveal that the Information Management industry is in a state of flx and many organisations are adopting a ‘bury your head in the sand’ strategy,” said Larrivee. “Most organisations know that they need to manage their content and information much better than they are, and are also aware of their shortcomings should they ever be required to go to court. Yet they are still not doing enough to address this, and it feels like it may take a huge compliance case to shake organisations into action.”

Other key fidings in the AIIM report include:

  • 87% of respondents are concerned about cloud chaos and 75% agree that email management is still the ‘elephant in the room’ with Information Management.
  • 63% of organisations use SharePoint as a main, secondary or legacy ECM/ DM/RM system, including 27% using the online version.
  • Only 22% have mobile access to ECM/ RM content, while 21% have mobile capture and 20% have mobile content creation and commenting.
  • 79% feel that they still have plenty of scope for extending and enhancing their ECM/BPM/RM systems.

AIIM Forum UK

Businesses can find answers to some of the challenges they face at AIIM Forum UK, taking place on June 22 at Ibis London Earl’s Court (ILEC). A full day of keynotes, workshops and panel discussions cover everything from information governance, privacy matters and EU data protection legislation to intelligent capture, digital mailrooms and SharePoint deployment.

By showcasing new innovations in the co-located exhibition area, the event also helps delegates to understand the IM technologies that are becoming essential to improving compliance, increasing collaboration and building sustainable growth. These include specialist solutions from IBM, EDM, ibml, Capita, Search Technologies, Automated Intelligence, Ccube Solutions, Restore Document Management, Crown Records Management, Deltascheme, Repstor and many other leading service providers.

Entry is free of charge for all business executives working in information, finance, compliance and IT management. For more information and online registration visit:

www.aiimforum.co.uk.

2018