1.
Underwritten by:In association with: Dan Elam
#AIIMYour Digital Transformation Begins with
Intelligent Information Management
Digital & Paper: Minimize Risk and
Embrace Opportunity Through Digital
Transformation
Presented May 29, 2019
Digital & Paper: Minimize Risk and Embrace
Opportunity Through Digital Transformation
An AIIM Webinar presented May 29, 2019

2.
Underwritten by:In association with: Dan Elam
#AIIMYour Digital Transformation Begins with
Intelligent Information ManagementYour Digital Transformation begins with
Intelligent Information Management

3.
Underwritten by:In association with: Dan Elam
Today’s Speakers
Dan Elam
Vice President
NVISNx
John Montaña
Thought Leader
Montaña & Associates
Host: Theresa Resek, CIP
Director
AIIM

4.
Underwritten by:In association with: Dan Elam
Dan Elam
Vice President
NVISNx
Introducing our Featured Speaker

5.
Underwritten by:In association with: Dan Elam
Why Do We Need Intelligent Information
Management?
• Volumes are growing
• Going past the ability
to manage with
conventional approaches
that derived from paper

6.
Underwritten by:In association with: Dan Elam

7.
Underwritten by:In association with: Dan Elam
Why Do We Need Intelligent Information
Management?
• Data is being manipulated in
unexpected ways
Data Lake/
Warehouse
Database
Source

8.
Underwritten by:In association with: Dan Elam
Why Do We Need Intelligent Information
Management?
• Data is being manipulated in
unexpected ways
• CCPA/GDPR, etc. are placing
demands that systems
and processes were never
designed to support
Database
Source
Files

9.
Underwritten by:In association with: Dan Elam
Why Do We Need Intelligent Information
Management?
• Data is being manipulated in
unexpected ways
• CCPA/GDPR, etc. are placing
demands that systems
and processes were never
designed to support
• ROT is at all-time high

10.
Underwritten by:In association with: Dan Elam
Why Do We Need Intelligent Information
Management?
• Data is being manipulated in
unexpected ways
• CCPA/GDPR, etc. are placing
demands that systems
and processes were never
designed to support
• ROT is at all-time high
• Cost Avoidance
Productivity eDiscovery
Storage Storage
Fines/Sanctions Data Breach

11.
Underwritten by:In association with: Dan Elam
The Future of Information Management
 Today won’t work tomorrow

12.
Underwritten by:In association with: Dan Elam
The Future of Information Management
 Today won’t work tomorrow
 Teams must be multi-
disciplinary • Legal
• Operations
• IT
• Compliance
• Security

13.
Underwritten by:In association with: Dan Elam
The Future of Information Management
 Today won’t work tomorrow
 Teams must be multi-
disciplinary
 Outsourcing is a must

14.
Underwritten by:In association with: Dan Elam
The Future of Information Management
 Today won’t work tomorrow
 Teams must be multi-
disciplinary
 Outsourcing is a must
 Automated tools replace
humans
Source: Verified Market Research

15.
Underwritten by:In association with: Dan Elam
Planning Principles
Information
Management
Locate the info

16.
Underwritten by:In association with: Dan Elam
Planning Principles
Information
Management
Locate the info
Verify access and ownership

17.
Underwritten by:In association with: Dan Elam
Planning Principles
Information
Management
Locate the info
Verify access and ownership
Protect the most valuable

18.
Underwritten by:In association with: Dan Elam
Planning Principles
Information
Management
Locate the info
Verify access and ownership
Protect the most valuableRespond to those
who need info

19.
Underwritten by:In association with: Dan Elam
Planning Principles
Information
Management
Locate the info
Verify access and ownership
Protect the most valuableRespond to those
who need info
Retain what is needed

20.
Underwritten by:In association with: Dan Elam
Planning Principles
Information
Management
Locate the info
Verify access and ownership
Protect the most valuableRespond to those
who need info
Retain what is needed
Defensibly
Delete

21.
Underwritten by:In association with: Dan Elam
John Montaña
Thought Leader
Montaña & Associates
Introducing our Speaker

22.
Underwritten by:In association with: Dan Elam
Starting Point – Many Records Start Digital, but then….
 Many turn into paper, contributing
to growth rate
 They persist far too long
 Systems have no meaningful purge
capacity
 Data is not migrated due to expense
 Data warehouses and data lakes
become black holes
 Ease of duplication contributes
massively to the exponential growth
rates

23.
Underwritten by:In association with: Dan Elam
Risks of Poorly Executed Digitization
40%-60%
compounded
growth rates in
data sets
Massive sets of
dark data
IT storage
budgets
growing 10%+
per year
Increased
vulnerability to
hacking and
other data loss
due to lack of
control

24.
Underwritten by:In association with: Dan Elam
To Digitize or Not Digitize – That is the Question
It’s the 21st Century!
Digitizing is always a superior solution – or is it?
It depends on:
• Ability to control digital records after creation
• Cost of digitization
• Value of digitization
• Need for remote/simultaneous access
• Lifespan of the record

25.
Underwritten by:In association with: Dan Elam
When is Digitizing Paper NOT an Ideal Solution?
When a record has a very long
lifespan and low accession rates.
When the cost of digitization
exceeds the value of the record.
When the digitization process is
NOT executed correctly.

26.
Underwritten by:In association with: Dan Elam
When a Digital Repository is NOT a Good Solution?
Poorly Managed
- Bad structure,
metadata, etc.
- No Process
No commitment
to migrate for
the full life of
the data it
contains

27.
Underwritten by:In association with: Dan Elam
So, What do We Do?
No technology is a
solution – every
technology is only a
tool
Poor tool usage
inevitably increases
risk – often to the
point of ruining the
opportunity
Every tool can be
used thoughtfully
and well
Every tool can be
used carelessly and
poorly

28.
Underwritten by:In association with: Dan Elam
“It is incumbent upon
us to understand the
problems we face
and select the tools
that will best craft a
solution”
- John C. Montaña

29.
Underwritten by:In association with: Dan Elam
Do we really
understand the
records/data that
we are making
decisions about?
How long will we
need them?
How much and in
what ways will we
need to access
them?
Can a particular
technology support
our needs? Is the
opportunity really
there?
Can we/are we
prepared to
support our chosen
technology and
accept the
risks/challenges
inherent in using it?
Threshold Issues

30.
Underwritten by:In association with: Dan Elam
Seemingly Simple Questions with Simple Answers, But . .
Planning & Implementation is KEY

31.
Underwritten by:In association with: Dan Elam
Planning Fails When…..
Easy button
Buy First,
Implement
Later
Result =
Unutilized
expensive,
sophisticated
technology

32.
Underwritten by:In association with: Dan Elam
So What Should You Do?
Think before you spend: Technology purchase should come very near the end of the planning process
Understand the problem you are trying to solve
Understand the features/characteristics of an effective solution
Develop a functional specification of your solution
Test your specification against the array of solutions available to you
Satisfy yourself that you have identified the solution that most completely meets your needs
Then, and only then, purchase your technology

33.
Underwritten by:In association with: Dan Elam
Remember
Technology is never a solution, only a tool that
can help craft a solution
No technology is inherently better or worse,
each is intended to address specific problems
The burden is on you to select the correct tool
for your problem set

34.
Underwritten by:In association with: Dan Elam
John C. Montaña J.D., FIIM, FAI
Montaña & Associates
P.O. Box 1418
Englewood CO 80150
www.montana-associates.com
john.montana@montana-associates.com

35.
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