“Systems of Engagement”: AIIM Boot Camp Recap Part 1

“Systems of Engagement”: AIIM Boot Camp Recap Part 1

Ergo Information Management Consulting exhibited in the ‘Expert Corner’ at the recent AIIM Boot Camp in Toronto.  It was a great opportunity to network with current and past clients, and other individuals who are striving to improve their organizations’ recorded information management practices.

In addition to several education sessions and opportunities to visit the vendor sponsors, John Mancini (President of AIIM) kicked off the day with a presentation entitled, “The Process Revolution and the Role of the Information Professional”That presentation is reviewed below.

Systems of Record vs. Systems of Engagement

Mr. Mancini began by reviewing how we’ve moved from ‘systems of record’ (that is, the tools, repositories, and systems upon which organizations have built their business processes for the last several decades such as document management with its focus on transactions, processes and documents) to ‘systems of engagement’ (i.e. tools such as content management and social business systems that overlay and complement organizations’ deep investments in systems of record by providing Web-based access, usability across a variety of hardware and software platforms, and cross-organizational collaboration as organizations focus on web content and interactions).

This shift occurred at the same time as the focus of information technology (IT) shifted from a traditional focus on standardizing and automating back-end manual processes (aka a focus on control) to a focus on empowering and connecting knowledge workers and improving knowledge worker productivity and innovation.  For more information on this shift, check out Geoffrey Moore’s white paper for AIIM, Systems of Engagement and the Future of Enterprise IT: A Sea Change in Enterprise IT.

Mr. Mancini stressed that while the typical user of a system of engagement doesn’t care about control, the content in those systems will inevitably be subject to the same legal and social restrictions as traditional enterprise content.  Consequently, enterprise endorsement and adoption of consumer-style communication and collaboration tools is limited, and will continue to be limited, until the content management industry and its customers figure out policies and protocols (aka control) to address the issues.

The remainder of the presentation explored the five points (or demands) in AIIM’s e-book, #OccupyIT: A Technology Manifesto for Cloud, Mobile and Social Era (the #OccupyIT Manifesto or the Manifesto).  They are: 1) commit to the cloud, 2) mobilize everything, 3) make the business social, 4) digitize anything that moves, and 5) prepare for extreme information management.  I’ll discuss each of these five points in Part 2 of this article.

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The forum is designed to provide records and information management (RIM) professionals and in-house legal counsel with innovative risk management strategies to manage and enforce records retention policies. 

In addition to co-chairing duties, I will be presenting on the topic “In-Depth Strategies to Mitigate the Risk of Your Records Retention Policy Being Terminated at the Implementation Stage” (May 28, 10:00 am).

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  • Sheila Taylor is a well known consultant, educator, speaker and writer with more than 25 years of experience in the information management (IM) field.

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    Case in Point

    That's A Lot of Records!
    Often the requirement for a needs assessment is driven by a specific initiative being considered or an immediate problem to be solved, rather than a general desire to establish a corporate (or organization-wide) IM program. We had a client wanting to improve its management of a specific group of critical records – thousands of member files in paper, microform and digital formats containing hundreds of unique document types.
    Assess, Plan and Schedule
    Ergo reviewed the organization’s current practices for managing those records, compared those practices to best practices, and identified risks and areas for improvement. From there we developed a strategic plan with a focus on records storage and retention. The plan identified the operational, financial and technological requirements for implementing the recommended changes, improvements and enhancements in the lifecycle management of the member records. Activities in the plan were classified as short term (next 6-12 months), medium term (next 12-24 months) and longer term (next 25+ months).
    Step by Step Success
    Implementation of the strategic plan enabled this organization to ensure its member records are properly identified, organized, accessible, protected and retained as long as necessary to meet operational and other requirements.
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