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[Webinar Slides] Digital & Paper— Minimize Risk and Embrace Opportunity Through Digital Transformation

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In this webinar, we take an educational look into minimizing the risks that poorly managed information poses to organizations as well as embracing the opportunities for continued digital transformation.

Want to follow along with the webinar replay? Download it here for FREE: https://info.aiim.org/digital-and-paper-minimize-risk-and-embrace-opportunity-through-digital-transformation

Publicada em: Tecnologia
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[Webinar Slides] Digital & Paper— Minimize Risk and Embrace Opportunity Through Digital Transformation

  1. 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. 2. Underwritten by:In association with: Dan Elam #AIIMYour Digital Transformation Begins with Intelligent Information ManagementYour Digital Transformation begins with Intelligent Information Management
  3. 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. 4. Underwritten by:In association with: Dan Elam Dan Elam Vice President NVISNx Introducing our Featured Speaker
  5. 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. 6. Underwritten by:In association with: Dan Elam
  7. 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. 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. 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. 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. 11. Underwritten by:In association with: Dan Elam The Future of Information Management  Today won’t work tomorrow
  12. 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. 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. 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. 15. Underwritten by:In association with: Dan Elam Planning Principles Information Management Locate the info
  16. 16. Underwritten by:In association with: Dan Elam Planning Principles Information Management Locate the info Verify access and ownership
  17. 17. Underwritten by:In association with: Dan Elam Planning Principles Information Management Locate the info Verify access and ownership Protect the most valuable
  18. 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. 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. 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. 21. Underwritten by:In association with: Dan Elam John Montaña Thought Leader Montaña & Associates Introducing our Speaker
  22. 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. 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. 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. 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. 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. 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. 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. 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. 30. Underwritten by:In association with: Dan Elam Seemingly Simple Questions with Simple Answers, But . . Planning & Implementation is KEY
  31. 31. Underwritten by:In association with: Dan Elam Planning Fails When….. Easy button Buy First, Implement Later Result = Unutilized expensive, sophisticated technology
  32. 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. 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. 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. 35. Download the Tip Sheet

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