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February 2008

Organizations are continuously gathering, compiling and updating information on products, markets, competition, and people. This was primarily a paper-based, paper intensive activity until personal computer use became widespread.

The effort continues to be paper intensive and has also become digital file intensive. Personal computer software applications, hand-held devices, digital cameras, scanners, digital audio and video recorders all generate digital files that contain valuable information. Organizing and managing digital data requires even greater diligence and discipline than paper-based files. Unfortunately, technology has not made this easy.

This has turned many well-intentioned people and businesses back to the certainty of paper. What could, and should, be a major step forward, has become a complicated course of action. Many call this the "digital dilemma."

As we move into the 21^st Century, we expect technology to make our jobs easier, to provide us with greater capability and opportunity, and not to create roadblocks. Everyday we see and are in awe over what the media and entertainment industries are able to do with technology and special effects. Everyday we hear announcements of new, faster computers and accessories. Everyday, we see more paper pile up on our desks, more files get stored on our storage drives, and more requests to accomplish something and add value with all this information. Why does technology seem to be making our jobs more difficult?

In a recent Computer Reseller News article, EMC Chairman, Mike Ruettgers said, "I think that everybody understands today that people use information to get a competitive advantage. So there’s a focus on getting better information and moving it around an organization in a frictionless fashion." It is a two-step process - information acquisition, followed by information use. So far, the Digital Age has delivered on the first step.

Consider this. The typical executive stores the equivalent of five filing cabinets of paper. The same executive also spends over 150 hours annually searching for documents. Now factor in the time spent searching storage drives for electronic files. If they spend 50 hours annually today, what will it be in two years, in four years? The opportunity to improve an organization’s productivity and effectiveness is significant. The price of not finding a solution is high.

Digital data is more like a mixed fruit salad than a bushel of apples. Typically, organization’s have –

Additionally, many organizations have, or have access to –

A common approach to segmenting the information is to separate it into two categories: structured and unstructured content. Structured content – such as transactional data or product specifications stored in rows and columns – is the easiest to access, work with, share, update, etc. Unstructured content is everything else.

Unstructured content ranges from text-based files to images of records; from marketing materials to customer service call recordings; and more. Unfortunately, this can be up to 80% of an organization’s content. Unlinked, unstructured, out-of-reach, and potentially adding more cost than value.

Add paper files, hardcopy reports, news clippings, VHS videotapes, and the other non-digital forms of information an organization stores, and you have an unlinked, untapped mass of content.

Advancing into, and advancing with, the Digital Age starts with the realization that organizing and managing digital information requires even greater diligence and discipline than paper-based files and archives. Finding a misplaced paper file or research report may take a few hours or days. Finding a digital file that you named and stored two years ago, or your colleague named and stored two days ago, can easily become an unending journey through a digital maze of network drives, back-up tapes and local drives on workstations and portable computers, CDs, DVDs, and more. Once (or if) found, your workstation may not have access to the media the data is stored on or the software required to open it!

Despite the difficulties many are experiencing with the Digital Age, the news is good. The first step of the two-step process is in place. Organizations have the digital information they require or can easily access it.

We know that computers can process data very efficiently. That is, as long as they have the rules by which to process the data. The missing components are the rules, or software, to organize, manage, and efficiently and effectively archive the breadth of digital information now available to us. Software that empowers the Digital Age.

Consider having simple and intuitive access to all your digital information.

Organize the information into the central data elements of the organization, such as client, project, patient or case information. If an organization’s work involves "cases", other central data elements may include case open date, case status, case close date, case or team leader, case location, etc. When you want to locate specific information, simply search on the case description, case reference number or any other index set up.

Set up the records as public or private. Limit access to your workgroup or project team. Share this information with your group. Find the case or project you are working on, and then access all the digital information attached with a few mouse clicks. View a scanned document or picture; zoom-in, invert, and then print. Listen to an audio file or play a video file. Open an application file. View electronic notes, and then add notes. Even add annotations over a scanned page or other digital image.

Sharing of the information inspires new knowledge. This new knowledge leads to further investigation and analysis. This involves acquisition of more data, which once organized and the information shared, leads to new knowledge.

The goal is to enable individuals and organizations to spend their time working with their information, NOT working to get at it.

Whether this delivers a competitive advantage, productivity gain, or extends the value of an organization’s information assets, this is the good news about the Digital Age.