The international standard on records management, ISO 15489 defines migration as the:
"Act of moving records from one system to another, while maintaining the records' authenticity, integrity, reliability, and usability."
But, migration is much broader than just records. Essentially, any time a legacy system is decommissioned, it should be reviewed to determine:
What information is stored there?
Does this information still need to be actively accessible?
After asking these questions, you'll be able to determine when migration is needed.
But, before you begin, I wanted to cover some problems that are commonly encountered with content migrations. Preparing for these challenges ahead of time can save you time, money, and countless headaches.
Despite the proven operational improvements to be gain by going paperless, paper is still prevalent in too many core business processes today including loan applications, insurance claims, and customer onboarding. After last year's mad dash to accommodate distributed workers and work places, the reticence to digitize paper processes is decreasing. 70% of AIIM survey respondents indicate that they plan to expand their efforts to encourage and support more digitally-born documents this year. And, 41% said they plan to fully embrace electronic forms.
In today's post, we'll take a holistic look at eliminating paper from your business processes by exploring:
The Benefits of Paperless Processes
How Today's Organizations Are Prioritizing
Key Considerations for Getting Started
Steps to Eliminate Paper
The First Step to Effective Working from Home: Digitize your Paper Documents
Many of us find ourselves working from home – often rather suddenly and unexpectedly. Organizations of all sizes and in all industries are now in the position of figuring out how to ensure that the business of the business continues while staff stay home and practice effective social distancing. The good news is that the technology needed for effective working from home exists and is generally mature – though some providers have found that the sudden surge in volume can cause issues with particular solutions or capabilities.
Information Governance Pressure Points – 3 Common Areas of Failure
Back in the day, when work was centralized in locations and on devices “within” the enterprise, it was reasonable to assume that control could most effectively be maintained by managing security at the firewall. Information security was largely a function of “keeping the bad guys out.”
Fast forward to today’s business environment, and it’s a much different story. We’re all doing some portion of our work remotely, using mobile and cloud technology to do it. Meanwhile, the bad guys have become even more advanced.
3 Reasons You Need to Get Serious about Information Governance and Information Risk
The best time to get serious about information governance is yesterday. The second best time is now.
For years we have been accumulating information in various forms from paper to electronic documents and social media content such as blog posts and tweets. Many organizations think that they have to keep all of this information. What they fail to realize is that not all information is equal. By keeping information that isn’t needed and not following an information governance plan, organizations put themselves in jeopardy. Proper information governance includes getting rid of information that no longer has any value to the organization. Simply put: you don’t need to keep it all – and you shouldn’t.
The more information your organization accumulates, the more risk it generates. This combined with cascading changes in legal requirements means that organizations need to get serious about information governance. Here are three reasons why:
Document Management vs. Records Management: What’s the Difference?
When I teach, questions often come up about the differences and similarities between document management and records management. Is there any difference? Does it really matter? Which one is best? The answers are, respectively, yes, yes, and it depends. Let’s take a look at each.
Document management is used to track and manage documents that are in process. More specifically, it’s used to manage the overall process of document creation, from inception through completion. It formalizes the document creation process to ensure transparency and accountability at every step in the process. It also serves to make the process more efficient by automating key tasks such as assembly, approval, and quality assurance steps.
How Document Scanning Can Improve Productivity at Your Workplace
Companies are always looking for ways to make their workplace more productive and efficient and to reduce costs. Document management has an important role to play here.
A survey conducted in 2012 showed that 21.3% of losses in employee productivity are due to paper-based documentation challenges that businesses go through.
Converting your paper files into digital files via document scanning services can really help in alleviating the nuisance of managing paperwork at the office. While some documents do need to be printed, digitization can considerably increase your workplace productivity.
8 Risks Organizations Can Avoid by Using a Document Management Solution
Technological advances over the last two decades have impacted not only our personal lives but the business world too. While they have created opportunities for businesses, they have also raised challenges. The single-largest challenge faced by organizations across the globe lies within - the challenge of managing information effectively. Whether you are a large enterprise, an independent professional or a small business, managing information effectively is one of the keys to successful operations and survival in tough times.
Scaling Your Business for Digital Transformation - 6 Important Factors
Each year brings a rapid increase in technological advancements that can benefit both your personal and professional life. Constant tech advancements can make it feel hard to keep up with competing businesses if your company isn't adapting fast enough. In this day and age, digital transformations are integral for a growing business's future, as technology changes the advancements and operations of every company. In fact, 40% of all business technology spending will go towards these changes, and, as of 2018, advanced analytics was the greatest form of digital investment, and there were plans to increase similar solution investments by 75% over the course of the next several months.
In a recent study on information governance, the Economist Intelligence Unit found that the single biggest worldwide challenge to successful adoption of information governance is the difficulty of identifying its benefits and costs. In other words, the difficulty of making the case for proper governance. Learning to articulate the case can be the difference between success and failure with information management. Here are 8 reasons why information governance makes sense:
Which Records Should We Retain in Paper? A Global Guide to Media, Location, and Transfer Compliance
This is a common frustration among records managers and information governance (IG) professionals. Those responsible for maintaining and producing records want to retain or transfer their records using the most efficient method of storage, but do not want to break the law by retaining the information in an illegal format.
The purpose of this article is to provide records managers and IG professionals with guidance on determining which records they should retain in paper and which records may be retained electronically. This process involves understanding how the records are used alongside relevant laws and regulations associated with records management.
Information Governance 3 Common Pitfalls and How to Avoid Them
Information Governance – 3 Common Pitfalls and How to Avoid Them
Information Governance is the establishment of enterprise wide policies and procedures and the execution and enforcement of these to control and manage information as an enterprise resource.
There are many benefits to constructing an Information Governance program plan. Generally, regulatory compliance or litigation activities are at the top of the list and often spur the creation of the IG program itself, but that's just the start of the list of IG benefits.