2018 was a year of massive change at Gimmal. This year, we've added a bunch of new features to our next generation records management platform, including connectors for Documentum and Box. We believe intelligent, cross-repository records management will continue to grow in importance to organizations next year, as leaders begin to understand that records management departments have the potential to unlock vast amounts of value stored in otherwise neglected information.
Also in 2018, we released lots of content that tells the story of why (and how) organization should and can modernize their approach to records and document management. On this last day of the year, let's take a look back at our favorite pieces and make a list of resolutions we believe your organization should make if it wants to make 2019 "The Year of Intelligent Records."
1: Never forget to account for user performance issues
First, a look back at our white paper with Osterman Research. If your system requires users to know how and where to upload content so that it is managed effectively, your content likely won't be managed effectively. Read Integrating Office 365 with the Information Lifecycle to learn more!
2: Close every knowledge gap you can identify
Your typical end user shouldn't have to worry about EIM principles - but what about SAP admins? How familiar are the people responsible for managing SAP-related content in your organization with information management principles? SAP content can very easily become siloed, and it's important for that content to be managed according to the same rules as the rest of what you manage. Read our white paper with ASUG, Cruising Along the Information Superhighway, to learn more!
3: Get buy-in from stakeholders as early as possible when planning an IM initiative
Gimmal consistently hears that information management programs do not effectively cover the massive amounts of electronic information in most organizations. This results in an inability to find information, high costs of ownership and electronic discovery costs and risk for corporate officers. There is little debate that information and records are an organization’s central resource and have fiscal, competitive and risk-management value. Why is it so hard then to get consensus and buy-in for an effective information management strategy? Read this blog post from Gimmal Michael Duffy to learn why.
4: Technology should enable processes, not vice-versa
Technology is an enabler for sure. But without the right resources and direction, it can also be an inhibiter. Once an enterprise decides that all corporate information has the potential of being a corporate asset, the next step is to establish a continuous program to identify, improve, and protect this asset just like any other. Read this blog post from Gimmal CEO David Quackenbush to learn how!
5: Make a plan for HANA archiving BEFORE content chokes your database
As mentioned above, EIM literacy can be a point of concern for SAP professionals. But so too can the technology advances (and limitations) produced by SAP. Read this infographic to learn why an archiving strategy is absolutely necessary for HANA, and how organizations should plan to respond.
6: Unify physical and electronic records management once and for all
Physical records management has always been tricky, especially as complex systems have grown up around it. As more of our business information is created and stored electronically, physical records tend to become increasingly siloed. Normally, organizations need a segregated, on-premises system, or manual process that is not well-integrated with the electronic side of the business. Custom legacy platforms have a tendency to hamper the growth of an organizations infrastructure, and are difficult to replace.
As a leader in electronic records management software, we observed a lot of our clients experiencing these pains, and decided to take action. Read this blog post announcing unified physical and electronic records management in Gimmal Records Management!
7: Work for consistency across projects and business units
Chaos theory notes that small differences in initial conditions, yield widely diverging outcomes and that within the apparent randomness of chaotic complex systems, there are underlying patterns, repetition, self-organization and constant feedback loops. Interestingly, it’s notable the theory applies to a number of systems: weather, computer science, psychology and sociology. What about project management and project execution? Read this blog post from Director of Client Success Karen Good to learn more!
8: Automate repetitive tasks to simplify records managers' daily lives
It's amazing what is being done today with robotic process automation (RPA) tools. Once confined to rote processes that were easy to automate due to the repetitive nature of the work, RPA is now tackling more complex business processes and activities. This evolution allows “knowledge workers” to spend more time focusing on actual knowledge work such as critical thinking and real problem solving – one of the key benefits of implementing an intelligent records management program. Read this post from Gimmal CEO David Quackenbush to learn how!
9: Commit to an information strategy that makes the most sense for your business
How pervasive is your records management strategy? This is a common question for many organizations who are looking to implement a new records management system or improve upon their existing one. While there are several ways to approach records management, there are two main strategies: federated and centralized.
Both offer benefits, but they do have their differences. Understanding which is right for your organization can help you maximize your records management effectiveness and ensure regulatory compliance. Read this blog post to learn the differences!
10: Always monitor the health of processes, technologies, and environments
Vigilance and health go hand in hand. Read our guide for some steps you can take to improve how information is created, stored, and managed in your organization. With these guiding principles in mind, you can keep your organization’s information more secure, more compliant, and more organized, all while minimizing risk and improving business processes. Get a copy of the Gimmal self-guided healthcheck list to learn how!
New Year, New You
We hope you enjoyed the information shared above and that you were able to learn something from it. We're excited for what 2019 will bring for records management, content governance, and document management for SAP, and can't wait to share it with you!
By Jude O'Neill