Information management is a cornerstone of any organization, along with operations management, customer management and resource management.
What's the status of Information Management in your organization?
Managing and recording what an organization knows, what has been said, what inputs are received, what decisions and commitments have been made, and what results are achieved, is paramount to improvement and success.
Failure to manage this information, and make it available for sharing, search, controlled access, defined process, audit and secure archive limits operational capability, stunts new initiatives and exposes the business to potential liabilities.
Unfortunately, this clear vision of the importance of information is not always reflected in the policies enterprises make to govern it and the strategies to share and exploit it - nor in the deployment of the systems used to store, manage and dispose of it.
In Information Management - State of the Industry 2016, the latest Industry Watch Report released in April 2016 by AIIM Market Intelligence, six key findings are reflected in AIIM's look at how different ECM system strategies match the overall goals of the information management lifecycle, how governance and adoption issues are managed and the overall operational impact of extending access to mobile and new cloud services.
The survey was taken using a web-based tool by 266 individual members of the AIIM community between January 28, 2016, and February 21, 2016. Invitations to take the survey were sent via e-mail to a selection of the 180,000 AIIM community members.
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What did AIIM uncover?
- The number of large organizations citing compliance and risk as the largest driver for IM has risen sharply in the past year from 38% to 59%. 44% of mid-sized organizations also cite this as the biggest driver whereas smaller organizations consider cost savings and productivity improvements to be more significant drivers.
- 17% of responding organizations have completed an enterprise-wide ECM capability, including 4% on a global scale. 23% are rolling out company-wide, and a further 15% are integrating across departments. 6% are looking to replace existing system(s) with a new one.
- Only 18% align their IM/ECM system strategies with agreed IG policies. 15% have IG policies but they do not drive decisions. 29% have no IG policies.
- 39% describe their email management as “chaotic”, including the largest organizations. 55% agree that email is their big untagged, ungoverned, high-risk content type. Only 10% selectively archive emails to ECM, RM or SharePoint.
- 22% consider their ECM project to be somewhat stalled, and 21% have user adoption issues. 52% admit that they are still dependent on their network file-shares.
- 38% are actively focused on extending their ECM functionality and 25% are rolling out to a wider user-base. 30% are improving collaboration and 21% are working on mobile and remote access.
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At this time, many enterprises harbor a clear vision of how a universal ECM system should be applied across the enterprise, across multiple content types, and across multiple processes - managing the lifecycle of content from creation, through collaboration, distribution, process and archive, to eventual and defensible deletion.
However, the reality is somewhat different - although the incentives to achieve this goal, and the benefits that result, have never been greater, information management and leveraging ECM technologies and strategies to their fullest potentials remain a work very much in progress.
AIIM has been an advocate and supporter of information professionals for 70 years. AIIM builds on a strong heritage of research and member service. Today, AIIM is a global, non-profit organization that provides independent research, education and certification programs to information professionals. AIIM represents the entire information management community: practitioners, technology suppliers, integrators and consultants. Learn more.