AIIM White Papers

May 07, 2015

The failure of traditional end-point security to protect valuable documents and content is well known. But suppose that instead of building protective walls around places where sensitive documents are held, we embed security into the document itself? Suppose the document knows who is allowed to read it, print it, copy it and share it? Suppose we could track where the document is being opened, respond individually to requests to open it, and revoke rights at any time in the future?.

In this report, we look at information rights management (IRM) and how it works to protect content in motion and as well as at rest.


Apr 09, 2015

Setting up a simple-to-use yet robust and compliant ECM environment is paramount if organizations expect their employees to embrace the system and maximize the benefits that can be achieved with it. User adoption is essential to ensure business needs are met, compliance is maintained, and information management practices are carried out consistently across the department and enterprise.


Apr 01, 2015

Deadlines are looming for all U.S. Federal Agencies to implement and demonstrate their compliance with the 2012 Directive (M-12-18) from OMB/NARA, mandating electronic record keeping by 2019. As concluded by NARA, “Even with the use of records management applications which can automate or centralize most records management tasks, the tasks of capture and categorization often remain the responsibility of the end user.

This is where the greatest benefits are gained through automating capture early on in the process, using categorization/classification technology to properly store the records, and apply the appropriate metadata.

Mar 25, 2015

Document Process Outsourcing (DPO) has been a feature of the business landscape for nearly three decades. Initially confined to scanning operations dedicated to digitizing historical records, the field now encompasses a wide range of services potentially covering every process from capturing inbound documents, forms and invoices (electronic or paper) to outbound print and multi-channel communications, with varying degrees of process involvement in between.

In this report, we have surveyed users and non-users of outsource services, charting their drivers against the competence/cost/convenience matrix, and explore how their own policies for staffing profiles, operational risk, and regulatory compliance affect their evaluation and choice of DPO services.

Mar 24, 2015

Demand for flexible and secure collaborative workplaces that extend beyond enterprise walls is increasingly on the rise. Mobile workers, partners, and suppliers working together must have access to vital project centric documents. These same documents are and should always be considered corporate assets. and not the property of the individual, meaning they are not yours and not mine, but as a corporation, they are ours. As such, they need to be managed in a manner that protects them, allows them to be shared, and maintains them throughout their lifecycles..

These are a few of the questions being asked by many organizations and business leaders in relation to their current and future ECM initiatives. This report will take the reader on a journey that addresses some of these questions and offers some insights and recommendations on how to move forward.

Mar 12, 2015

The forecast for 2020: ECM as we know it will be gone.

Content will be everywhere and in everything, but Content Management will be increasingly invisible. We pose these conclusions about the Content Management landscape in 2020 as we look back at content’s evolution. Specifically:

  • The challenge of managing the intersection of people, processes, and information is not a new one.
  • There have been five eras of managing the people/process/information intersection.
  • We are now transitioning to a sixth era in managing this intersection.
  • Organizations are hungry for best practices amidst the chaos of the emerging sixth era.
  • A new industry label is needed.

Feb 24, 2015

Managing and monitoring document-centric business processes presents a unique challenge. At different stages in the lifecycle of the business process, the supporting documents are under the control of different technologies, at various stages of completion, and have probably been managed by numerous staff. As a result, there is no central point of control that can be used to understand the overall progress of the business process or the current state of the supporting documents.

In this report we look at potential benefits of Document Process Intelligence - the ability to monitor document-centric business processes even when no BPM is available - the issues users consider a priority, and the benefits they have achieved. The report provides recommendations on how to evaluate and proceed in evaluating and selecting document process intelligence solutions.

Feb 11, 2015

The move from paper records to electronic records is gradually freeing up basements and warehouses, and reducing box storage fees. However, in its place we have massively increasing volumes of digital content that is clogging up servers, creating unnecessary exposures for litigation, data breaches and compliance investigations, and making it difficult to unearth information that can provide a competitive advantage.

Based on a survey, we look at strategies to set an objective value on content, automate classification and ensure controlled deletion within the IG policy.

Jan 08, 2015

To apply Information Governence policies to content you need to know what type of content it is and what it relates to, and you need to classify it against your agreed classification scheme. To have value to the business the content needs to be tagged so that it can be found – and it needs to be the only copy, not a duplicate copy or a superseded one. If a piece of content can be deemed as having no value to the business then it needs to be disposed of, not maintained under the IG regime.  All of these good things – security, retention, access, findability – flow from accurate metadata.

Based on a survey, we look at how well data clean-up products work for automated application or correction of metadata within existing repositories against a set of policy-applied rules, and within a classification scheme set by the IG policy.

Dec 18, 2014

Outlook is where we live, so that’s where we want our content to live. It’s much simpler to use than SharePoint, but we do want our content to be backed up to SharePoint for safe-keeping. Filing important emails and their attachments is tedious but necessary, so we need the simplest of ways to drag and drop them into SharePoint file folders or case folders, but it would also be useful if the computer took a look at them and suggested where the best place to file them might be.

In this paper, we look at how add-on products can greatly enhance the use of Outlook as a client for SharePoint (on-prem and mobile), encouraging the use of ECM, especially if a degree of auto-classification is included.