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2014: The Year AIIM Took on

Information Chaos
21 Tips for Turning Chaos into Opportunity
AIIM 2014 www.aiim.org
Theres a Digital Transformation Afoot.
Will you Lead it?
At the AIIM Conference 2014 in April, we introduced the concept
of Information Chaos the idea that everywhere, everytime
information is overloading our senses (and our businesses). At
AIIM 2015, well expand on Information Chaos, while continuing to
give you the knowledge you need to embrace and overcome the
chaos. Its simplistic to say that the world is undergoing a digital
transformation. Its not simple to do.
Weve gathered 21 tips from AIIM 2014 that will help you
begin to hug this whirlwind of information.
At AIIM 2015, youll learn how to grasp chaos in a rm embrace.
AIIM 2014 www.aiim.org
According to futurist, Thornton May, When its steam
engine time, people will invent steam engines. Major
innovations occur not when an inventor is struck by
a bolt from the blue, but when the scientic & social
conditions are ripe. In the enterprise technology arena,
its steam engine time!
2014: THE YEAR AIIM TOOK ON INFORMATION CHAOS
3
C
onsumerization is transforming what users expect
from applications. Many business people now assume
enterprise solutions can be delivered as seamlessly and
as simply as consumer-based solutions are delivered in
their private lives. This is neither fair nor straight forward, but
it is the reality facing most organizations in the next ve years.
Mobile and cloud are leading to an expectation of anywhere,
anytime access. Cloud and mobile have altered everything. They
change our expectations of where we can work, when we can
work, with whom we can work, and on what devices we can
work. The challenge, of course, in all of this is that mobile and
cloud technologies increase the volume, variety, and velocity of
information in any business and therefore heighten the potential
for information chaos.
These disrupters are the source of two conicting trends.
On the one hand, information is the worlds new currency, yet
on the other there has never been a time in which things have
been more chaotic.
We hear constantly that how an organization manages its
information assets is just as important as how it manages its
physical, human, and nancial assets. Industry analyst company
Gartner talks of us all entering the era of the Digital Industrial
Economy, yet amidst this opportunity many organizations are
simply drowning in a sea of content and information.
File servers are overflowing and multiplying, making it
difficult for people to find what they need. Organizations
are concerned about the likelihood and implications of
information leaks. If information silos in our existing
solutions werent bad enough, there is now content popping
up in new silos in software-as-a-service (SaaS) applications
that are beyond the reach of conventional information
governance frameworks.
Eight hundred thought leaders in the content management
industry gathered on April 1-3 at AIIM14 to explore these
trends and to outline strategies for not only dealing with
them, but to actually use them and leverage them to create
competitive advantage.
The speakers and attendees at AIIM14 explored four
dimensions of the opportunity/chaos dichotomy:
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1) RISK MANAGEMENT

2) PROCESS TRANSFORMATION

3) CUSTOMER AND EMPLOYEE ENGAGEMENT

4) INSIGHT/ANALYTICS
AIIM 2014 www.aiim.org
21 Crowd-Sourced Tips
for Turning Information Chaos into Information Opportunity
Thornton May noted that every organization needs to pass through a wilderness moment.
A wilderness moment is when you know what youre doing is not the right thing AND you
dont know what the right thing to do should be. AIIM14 was all about helping organizations
develop action plans to navigate their opportunity/chaos wilderness moments. Through interactions
between the speakers and attendees, the core elements of an action plan focused on each of the
four dimensions of the opportunity/chaos dichotomy emerged.
So here they are, 21 tips to turn information chaos into information opportunity the collective
wisdom of the 800 attendees at AIIM14:
CONTROL
Mitigate risk caused by volume/variety
PROCESS
Reduce cost of content-intensive processes
ENGAGE
Use content to engage & collaborate w/ customers, employees, and partners
INSIGHT
Gain understanding from content analytics
2014: THE YEAR AIIM TOOK ON INFORMATION CHAOS
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AIIM 2014 www.aiim.org 4
How do you manage the risk of growing volumes of content?
1. (Alan Pelz-Sharpe) Dont chase fashions. Focus on your customers and your products/
services more people and less technology may be the way forward.
2. Tweet this - (Alan Pelz-Sharpe) Manage data across its lifecycle from creation to
destruction always.
3. (Thornton May) Dont try to control what you cant control. Seek to be in control only of
what you are able.
4. Tweet this - Look to PDF/A as a foundation for long-term preservation because its
Standards panel discussion:
Guarantees the secure reproduction of documents
Ensures an homogeneous archive
Is valid throughout the world
Is a sustainable le format.
5. (Lance Shaw) Consolidate, organize, and standardize your content. You might have a
very big family and need three fridges, but you dont need 10 messy ones.
6. Tweet this - (Richard Medina) Understand why organizations hoard information:
Classifying content (to determine what to keep and what to purge)
is manual and expensive
Content worth preserving is mixed with content that should be purged
Legal and others are afraid of wrongfully deleting materials (spoliation)
Additional storage is inexpensive, which makes it easy for corporations to
buy more storage and defer addressing the problem.
7. (Monica Crocker) Understand the logistics of your cloud computing strategy:
Aggressively negotiate contract terms
Determine whether/how to block access to unauthorized cloud storage
Identify roles and responsibilities
Know what services are subcontracted
Review your insurance coverage
Have the right people review the plan.
8. (Deborah H. Juhnke) Embrace Zero-Growth Information Governance: Make your
mantra slow the growth, manage the rest.
CONTROL
WHY COME TO AIIM 2015?
Richard Sneijder,
IM/KM Business
Analyst, Shell
This was the rst AIIM
conference I attended as an IM/
KM Business Analyst and really
appreciated networking with
all my peers, getting the latest
best practices on IM and discuss
challenges with the experts.
2014: THE YEAR AIIM TOOK ON INFORMATION CHAOS
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AIIM 2014 www.aiim.org 5
CLICK HERE REGISTER TODAY
and get upgraded to VIP status for free (a $199 value).
Offer expires August 31, 2014.
AIIMs Conference 2014 was
the best I have ever attended.
For the rst time, it felt like
a real community of like-
minded individuals travelling
together on the same journey,
sharing a collective insight and
knowledge. We were bound
together by the AIIM App, which
kept us all plugged into every
aspect of the conference in real
time and, like ants in a colony,
we all moved in concert to the
same beat. It was a wonderful
thing to behold; at last a
technology conference had lost
its sterility and coldness; it had
become a warm and wonderful
place to be.
Diane Bertrand, CEO,
The Spirit Group Ltd.
How do you transform content-intensive business processes?
9. Tweet this - (Guy Kawasaki) Do something DICEE Deep, Intelligent, Complete,
Empowering, Elegant.
10. Look for easy wins to show success and win over the resistant Focus on
processes such as AP Invoicing or Employee On-Boarding for starters. (Lance Shaw)
11. Tweet this - (Tony Peleska) Establish a Business Technology Investment Committee
focused on:
Providing strategic leadership and investment alignment
Prioritizing new and existing investments
Tracking existing business technology investments
Communicating investment decisions
12. (Robin Miller) Rethink how forms are used to collect process-centric information:
Never begin to design a form without rst completing the appropriate analysis
Determine the appropriate format: paper vs. electronic
Complete a thorough testing process
Design for both the completers and the readers of the form
Reduce the cognitive load on the end user
Think about the completion process and how the data captured will be used
13. (Christy Clark) Think carefully about how you implement SharePoint:
Exploit The Investment; Capitalize on the Desire!
Governance Must Exist Content Ownership & Accountability!
Secured Content is Expected No More Default Open Access!
Features & Functionality Abound Take Advantage & Train!
Some Customization Is OK But Align to SharePoint 2013 Best Practices!
Always Be Thinking About Whats Next! Cloud, Social, Mobile
Commit To A Simple Strategy Eliminate the Complexity and Confusion!
PROCESS
AIIM14 nailed The
Changing Face of Records
Management. Records
Management is changing
worldwide. It now includes
the management of
information in various
repositories, all formats, and
not just physical records.
Hence, the evolution of
its new title Records and
Information Management
(RIM). Additionally, with
the new Information
Governance concept,
Records and Information
Managers will be challenged
to stretch themselves
beyond their comfort level.
RIM managers who embrace
the concept effectively, will
succeed; however, those
who cannot, run the risk of
getting left behind.
WHY COME TO AIIM 2015?
Nadeen Duhaney,
Records Management
Specialist,
School District of
Palm Beach County
2014: THE YEAR AIIM TOOK ON INFORMATION CHAOS
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How do you use content to better engage customers,
employees, and partners?
14. (Alan Pelz-Sharpe) Algorithms only tell us so much. Invest in smart people to
use, interpret, interact with and ask the right questions.
15. (Guy Kawasaki) Build an ecosystem of consultants, developers, resellers, user
groups, websites/blogs, online special interest groups, and conferences to tell
your organizations story.
16. Tweet this - (Tejas Mehta) Structure work like a network Create seamless
social experiences across familiar applications, all delivered on an enter-
prise-grade platform.
17. (Katrina Pugh) Anticipate and address what can go wrong in creating
community and knowledge networks:
Lack of participation / engagement
Unwillingness to share
Failure to show value
Perception that this is one-way communication rather than
Practitioners sharing with Practitioners
Knowledge not accessible
Dysfunctional meetings
Technomania or technophobia
ENGAGE
I was blown away by the
AIIM14 staff! Each staff
member I encountered
was extremely personable,
welcoming and went out
of their way to make a
newbie feel like a part of the
conference. I have been to
other industry conferences
and I have never felt more
welcomed as part of the
community as I did at AIIM14!
Yes, I learned a great deal
at the conference but what
resonates was the staff
and the overall welcoming
atmosphere at AIIM14.
WHY COME TO AIIM 2015?
Donda Young,
Manager of IRM
Projects & Programs,
Unum
2014: THE YEAR AIIM TOOK ON INFORMATION CHAOS
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Allen Podraza,
Director of Records
Management &
Archives, AMA Plaza
Not only were the presen-
tations stellar, I had the
opportunity to make new
professional contacts that I
suspect will be lifetime friends.
CLICK HERE REGISTER TODAY
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Offer expires August 31, 2014.
How do you get any business insight out of all the
information you are gathering?
18. (Alan Pelz-Sharpe) Data and trafc volumes are becoming overwhelming. Spend
your time on essentials and actively discourage hoarding. Focus your eforts on
IT efciency.
19. Tweet this - (Thornton May) Strategic Success requires Two KNOWs:
1) Understanding the resources, strengths, and capacities of the organization;
and 2) A deep and brutally honest understanding of the external environment.
20. Tweet this - (Johnny Lee) Understand the implications of poor
information governance:
When you have no information governance, you dont know the true
cost of managing information.
When you dont know the true cost of information, you tend to gorge
yourself on storage and ignore risks.
When you gorge yourself on storage and ignore risks, you invite chaos
into your house from data breaches, compliance costs, litigation, and
internal investigations.
21. (Jefrey Lewis) Five tips for metadata analysis:
Perform data quality checks
Dont hoard data
Use standards
Ask the right questions of metadata
Know the right tool to use
INSIGHT
2014: THE YEAR AIIM TOOK ON INFORMATION CHAOS
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AIIM 2014 reinforced the
fact that we are not alone
as ECM professionals.
Because the backgrounds of
the attendees was diverse,
it was a great opportunity
to share common challenges
(and potential solutions)
for ECM issues and best
practices in organizations
from every sector.
WHY COME TO AIIM 2015?
Carah Koch,
Document Manager,
Metropolitan Council
1. How do we move from rigid and difcult-to-change information-
intensive processes to processes that are agile, responsive to
the needs of individual customers, and collaborative?

2. How do we change our mindset from centralized,
one-size-ts-all IT to user-centric IT?

3. How do we transform from traditional paper-based records
management to a strategy for information governance that
balances innovation and information management risk?

4. How do we shift from collaboration thats just gloried e-mail
to collaborative networks that engage your employees no
matter where or how they work?
THIS IS WHAT AIIM15 WILL BE ALL ABOUT.
LEADERS ARE IN SHORT SUPPLY.
AIIM15 IS WHERE INFORMATION LEADERS GATHER.
Embrace the Chaos:
Lead the transformation
at The AIIM Conference 2015
Help your organization get answers to these kinds of questions
We are at a unique moment in time. Read just about any
analyst whether they are from Gartner, from Forrester, or
from McKinsey and you will read the same thing. During
the next 3-5 years, accelerating technology change will force
organizations to transform.
This is not just a question of slapping an e-business onto
a traditional business. It is a question of reinventing your
organization, or risking irrelevancy. But how?
Chaotic and disruptive times call for new approaches,
new conversations, and a network of connections to help you
navigate these challenging times.
Leaders are in short supply. AIIM15 is a network of innovators
and leaders committed to helping their organizations transform.
2014: THE YEAR AIIM TOOK ON INFORMATION CHAOS
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AIIM 2014 www.aiim.org 9
CLICK HERE TO REGISTER TODAY
and get upgraded to VIP status for free (a $199 value). Offer expires August 31, 2014.
Join us.
Digital Transformation: Embrace the Chaos.
AIIM14 BY THE NUMBERS
An event with interaction like no other:


AWARDS DINNER
TO RECOGNIZE
INDUSTRY LEADERS
1,930
PHOTOS
11,340
LIKES IN THE EVENT
MOBILE APP
650
ATTENDEES
66
SPEAKERS
4
PRE-CONFERENCE
SESSIONS
42
ROUNDTABLE DISCUSSIONS
2,897
COMMENTS
6
KEYNOTES
4,056
STATUS UPDATES
1
55
SESSIONS
AIIM 2014 www.aiim.org 10
About AIIM
AIIM (www.aiim.org) has been an advocate and supporter of
information professionals for nearly 70 years. The associations
mission is to ensure that information professionals understand
the current and future challenges of managing information
assets in an era of social, mobile, cloud, and big data.
Founded in 1943, AIIM builds on a strong heritage of research
and member service. Today, AIIM is a global, non-prot
organization that provides independent research, education,
and certication programs to information professionals. AIIM
represents the entire information management community,
with programs and content for practitioners, technology
suppliers, integrators, and consultants.
2014: THE YEAR AIIM TOOK ON INFORMATION CHAOS
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2014: THE YEAR AIIM TOOK ON INFORMATION CHAOS
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