How do you get control over content? Use content management across the enterprise. This presentation tells you some of the considerations to succeed in controlling your content.

1. Establishing Content Control Presented by Bob Larrivee, Director AIIM Learning Center © AIIM | All rights reserved

2. Feeling like your content is out of control? © AIIM | All rights reserved

3. That’s because creation outpaces management… Word, PowerPoint, Excel files JPEGs, TIFFs E-mails with attachments Business system documents …on the network on PCs, on sticks, on phones, on PDAs © AIIM | All rights reserved

4. Enter ECM (Enterprise Content Management) Strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational processes. © AIIM | All rights reserved

5. Research Shows 60% of Users cite “Content Chaos” for adopting ECM 36% of organizations have no senior level ownership of document and records management 41% have little to no confidence that their electronic information is accurate, accessible and trustworthy 56% are not confident that emails are recorded, complete and retrievable 60% find it is easier to locate “knowledge” on the web that in their own internal systems Source: AIIM Industry Watch - State of the ECM Industry 2010 © AIIM | All rights reserved

6. ECM must support Organizational Information Content Management Records Management Ways of Working Process Management Change Management The Future Continuous Improvement © AIIM | All rights reserved SharePoint is a Registered Trademark of Microsoft

7. You have to look beyond the technology Little thought given Governance eDiscovery Taxonomy Metadata Security Source: AIIM Industry Watch - SharePoint-strategies and experiences © AIIM | All rights reserved

8. Ask the right questions Do you have an established taxonomic structure? What is your metadata strategy? Is security aligned with your information architecture? For managing both physical and electronic information? When did you last assess your recovery plan? Have you identified and addressed vital records recovery? Are your retention policies in line with regulatory guidelines at all levels? Multi-national organizations will have varying requirements. © AIIM | All rights reserved

9. Align for Success Marchand’s Strategic Information Alignment Framework Add value customers and markets Minimize Risks market, financial, legal, operational risks Reduce Costs transaction and processes Create New Reality Intelligence (social, political, technological, etc) Source: “Competing with Information,” Donald Marchand (2000) © AIIM | All rights reserved

11. Mistakes

12. Lost productivity

13. No record integrity

14. Poor collaboration

15. No version control

16. Duplications

17. Processing delays

18. No sharing of best practices

19. Pain of audits/litigationIdentify problems of current-state environment Difficult finding files Process not defined/standardised Email/IM not managed Poor readability/accessibility Paper documents take space Files misplaced/multiple copies © AIIM | All rights reserved

20. Link benefits to business goals and CSFs Drives Contributes to (Balanced scorecard) Management / executive board Strategic(C-level) Operational(Consequential impact) Business area managers Users / other stakeholders Tactical © AIIM | All rights reserved

21. © AIIM | All rights reserved Office Document Scanned Document Records Types Database Voice Video Channels Legacy Applications Reports Re-purpose your information assets Office Document Web Page E-mail E-Statement Database Repurposing Styles Formats Templates News feed Mobile Device Web E-mail Paper & microform

22. Build a solid ECM environment Tools and Instruments Using the right tools is vital to the design’s construction. Futures The best designs for an ECM environment includes a continuous improvement programme with a vision of the future. Foundation Building a sustainable ECM environment requires strong foundation with a good understanding of the technologies and architectural design. © AIIM | All rights reserved

23. Learn from the Best – AIIM Private classes are available. Visit: www.aiim.org/training Email: training@aiim.org © AIIM | All rights reserved

24. About AIIM International Association Members in 146 countries Independent Unbiased and vendor neutral Implementation Focused Process, not just technology Industry Intermediary Users, suppliers, consultants, analysts, and the channel www.aiim.org www.aiimcommunities.org © AIIM | All rights reserved

25. Thank You Bob Larrivee, Director and Industry Advisor AIIM International Email: blarrivee@aiim.org Twitter: BobLarrivee www.aiim.org www.aiimcommunities.org © AIIM | All rights reserved