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What’s in your
digital landfill?
for more information…

InformationZen.org
What’s in your
digital landfill?
What do you mean by
 “digital landfill?”
Word files
        PowerPoint files
           Excel files
…and multiple various versions of
       these documents
             JPEGs
             TIFFs
            E-mails
  …and all their attachments
  Business system documents
…on the network on PCs on sticks
      on phones on PDAs
          …and so on
In technical terms…
DIGITAL
STUFF
Most of which is stored
haphazardly on a variety of
   servers and drives…
…and getting
  worse
By 2011, the digital universe will be




          10X
            as big as it was in 2006

hquot;p://www.emc.com/digital_universe.pdf
There are currently




          281
billion exabytes of information in the
           digital universe
hquot;p://www.emc.com/digital_universe.pdf
Q. What the hell is
   an exabyte?
A. A million million
    megabytes
No really.
A small novel
contains about a
  megabyte of
  information


 hquot;p://www.emc.com/digital_universe.pdf
The digital
 universe equals
12 stacks of these
  books from the
 earth to the sun.


  hquot;p://www.emc.com/digital_universe.pdf
Isn’t most of this just people taking
  gazillions of digital pictures and
    sending them around to their
  friends and downloading videos
            from iTunes?
A lot of it is...
30%
… but about             of the
total volume of information
  in the digital universe is
created by businesses and
       organizations…

hquot;p://www.emc.com/digital_universe.pdf
…and most of it is
  unmanaged.
Think about
 e-mail…
Only

                     13%
   of organizations have
    deployed an e-mail
management strategy across
     their organization.
hquot;p://www.aiim.org/tempfiles/32054.pdf
Most organizations do not
 understand the difference
between archiving and back-
           up…




hquot;p://www.aiim.org/tempfiles/32054.pdf
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
hquot;p://www.aiim.org/tempfiles/32054.pdf
???
      25
56%
     of organizations have no
      policy at all relative to
         e-mail retention.


hquot;p://www.aiim.org/tempfiles/32054.pdf
That amounts to
little more than an
    e-mail digital
       landfill.
Think about other
kinds of electronic
  information…
…most organizations have not
   begun to address the core
process of managing electronic
        information...
…you likely have core systems
       to manage the
         MONEY
 in your organization and the
         PEOPLE
    in your organization...
…but what about
INFORMATION?
Over

                          40%
  of organizations have no policy
      for classifying electronic
 information as business records.

hquot;p://www.aiim.org/tempfiles/32315.pdf
Nearly 64% of end users believe
     that their organization
understands what PAPER records
  are and how they should be
           retained —



hquot;p://www.aiim.org/tempfiles/31842.pdf
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.
hquot;p://www.aiim.org/tempfiles/31842.pdf
That means most
     electronic
information winds
  up in the digital
      landfill.
…with names like
 johnsfile/stuff.doc
        and
johnsfile/stuff2.doc
Think about legal
   exposure…
Only

                          41%
 of organizations deliver any sort
   of training on how to handle
      electronic information.

hquot;p://www.aiim.org/tempfiles/32315.pdf
That means the CEO is going to
  have an awful hard time in
court explaining his/her digital
            landfill.
Think about process
   inefficiency…
On a scale of 1 (terrible) to 10 (excellent)
how would you rate the effectiveness of
     your organization in managing
              information?




hquot;p://www.aiim.org/tempfiles/34370.pdf
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.
hquot;p://www.aiim.org/tempfiles/34370.pdf
52%
       of organizations have
      “little or no confidence”
that their electronic information is
    “accurate, accessible, and
             trustworthy.”

hquot;p://www.aiim.org/tempfiles/34370.pdf
…and yet over 90% of
organizations view their ability
     to manage electronic
information as critical to their
            future.
That means most organizations
   are pretending the digital
     landfill does not exist.
A few questions
 to consider…
Be honest.
How many digital landfills are
 there in your organization?
Is the explosion of digital
   information making your
organization more effective or
        less effective?
Can your employees find the
information they need when
       they need it?
Can your employees collaborate
  on projects no matter where
 they are located in the world?
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?
Can your customers find the
information they need when
       they need it?
Are your processes running as
  smoothly as they should?
If you were dragged into court,
 would the process you use to
manage electronic information
     stand up to scrutiny?
If the answers
to one or more
    of these
 questions are


   NO
 you are not
   alone.
Get some help.
for more information…

InformationZen.org

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What's in your digital landfill?

  • 4. What do you mean by “digital landfill?”
  • 5. Word files PowerPoint files Excel files …and multiple various versions of these documents JPEGs TIFFs E-mails …and all their attachments Business system documents …on the network on PCs on sticks on phones on PDAs …and so on
  • 8. Most of which is stored haphazardly on a variety of servers and drives…
  • 10. By 2011, the digital universe will be 10X as big as it was in 2006 hquot;p://www.emc.com/digital_universe.pdf
  • 11. There are currently 281 billion exabytes of information in the digital universe hquot;p://www.emc.com/digital_universe.pdf
  • 12. Q. What the hell is an exabyte?
  • 13. A. A million million megabytes
  • 15. A small novel contains about a megabyte of information hquot;p://www.emc.com/digital_universe.pdf
  • 16. The digital universe equals 12 stacks of these books from the earth to the sun. hquot;p://www.emc.com/digital_universe.pdf
  • 17. Isn’t most of this just people taking gazillions of digital pictures and sending them around to their friends and downloading videos from iTunes?
  • 18. A lot of it is...
  • 19. 30% … but about of the total volume of information in the digital universe is created by businesses and organizations… hquot;p://www.emc.com/digital_universe.pdf
  • 20. …and most of it is unmanaged.
  • 22. Only 13% of organizations have deployed an e-mail management strategy across their organization. hquot;p://www.aiim.org/tempfiles/32054.pdf
  • 23. Most organizations do not understand the difference between archiving and back- up… hquot;p://www.aiim.org/tempfiles/32054.pdf
  • 24. 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 hquot;p://www.aiim.org/tempfiles/32054.pdf
  • 25. ??? 25
  • 26. 56% of organizations have no policy at all relative to e-mail retention. hquot;p://www.aiim.org/tempfiles/32054.pdf
  • 27. That amounts to little more than an e-mail digital landfill.
  • 28. Think about other kinds of electronic information…
  • 29. …most organizations have not begun to address the core process of managing electronic information...
  • 30. …you likely have core systems to manage the MONEY in your organization and the PEOPLE in your organization...
  • 32. Over 40% of organizations have no policy for classifying electronic information as business records. hquot;p://www.aiim.org/tempfiles/32315.pdf
  • 33. Nearly 64% of end users believe that their organization understands what PAPER records are and how they should be retained — hquot;p://www.aiim.org/tempfiles/31842.pdf
  • 34. 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. hquot;p://www.aiim.org/tempfiles/31842.pdf
  • 35. That means most electronic information winds up in the digital landfill.
  • 36. …with names like johnsfile/stuff.doc and johnsfile/stuff2.doc
  • 37. Think about legal exposure…
  • 38. Only 41% of organizations deliver any sort of training on how to handle electronic information. hquot;p://www.aiim.org/tempfiles/32315.pdf
  • 39. That means the CEO is going to have an awful hard time in court explaining his/her digital landfill.
  • 40. Think about process inefficiency…
  • 41. On a scale of 1 (terrible) to 10 (excellent) how would you rate the effectiveness of your organization in managing information? hquot;p://www.aiim.org/tempfiles/34370.pdf
  • 42. 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. hquot;p://www.aiim.org/tempfiles/34370.pdf
  • 43. 52% of organizations have “little or no confidence” that their electronic information is “accurate, accessible, and trustworthy.” hquot;p://www.aiim.org/tempfiles/34370.pdf
  • 44. …and yet over 90% of organizations view their ability to manage electronic information as critical to their future.
  • 45. That means most organizations are pretending the digital landfill does not exist.
  • 46. A few questions to consider…
  • 48. How many digital landfills are there in your organization?
  • 49. Is the explosion of digital information making your organization more effective or less effective?
  • 50. Can your employees find the information they need when they need it?
  • 51. Can your employees collaborate on projects no matter where they are located in the world?
  • 52. 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?
  • 53. Can your customers find the information they need when they need it?
  • 54. Are your processes running as smoothly as they should?
  • 55. If you were dragged into court, would the process you use to manage electronic information stand up to scrutiny?
  • 56. If the answers to one or more of these questions are NO you are not alone.