Information at Work, Wherever Work IsHow to Safely Ensure Access to the Documents, Records, and Other Content That Run Your Business

eBook

In Partnership with

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is2 page

Brother International200 Crossing BlvdBridgewater, NJ 08807United StatesSalesSupport@brother.comwww.brotherb2bportfolio.com

iText SoftwareAA TowerTechnologiepark-Zwijnaarde 1229052 ZwijnaardeBelgiumwww.itextpdf.com

Egnyte 1350 Middlefield RdMountain View, CA 94304United Stateswww.egnyte.com

Microsoft CorporationOne Microsoft WayRedmond, WA 98052United Stateswww.microsoft.com/en-us/microsoft-365

Foxit Software41841 Albrae StFremont, CA 94538United Stateswww.foxitsoftware.com/enterprise-automation

Thank You to Our Underwriters

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Forward With more employees working from home, organizations now face new challenges when it comes to ensuring business productivity, continuity, and security. At the heart of these challenges is a new imperative to digitalize manual and paper-based processes so that remote workers can create, capture, and share the information they need in order to better serve their customers.

For years, AIIM has been advocating the use of tools and techniques that fully leverage our most valuable asset – information – to both support the business and protect the business. Today, we bring you a timely compilation of articles from thought leaders who have applied these methodologies to find new footing in digital transformation during these uncertain times. You will learn how to safely provide access to all business-critical information regardless of location, how to extract insight from your information for agile decision-making, and how to automate the governance of growing volumes and variety of information.

The time to get your documents, content, records and processes in good digital order is now.

Happy reading!

Peggy Winton, CIPPresident & CEOAIIM

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is4 page

Securing Success While Adapting to a Changing Business WorldBy Brother International

It’s no secret that the world is changing. The future of work is today. Organizations must adapt to survive with the ability to conduct business from virtually everywhere. It is important to act now to enable remote working, ensure productivity, and drive continued growth.

A decentralized workplace environment supports business continuity planning. Balanced deployment of workgroups and remote business environments demand greater collaboration and efficiencies than traditional workplaces. The goal is to streamline processes, enable more agile and virtual workflow, and create efficiencies and advantages for long-term success.

Secure SuccessOne very important factor that cannot be overlooked in the transition however, is the security of data and documents that drive your business every day. This is an especially big challenge now that workers are working remotely and sensitive information is traveling outside corporate firewalls. It is imperative to enable secure document transmission in order to protect sensitive or confidential information.

One way to do that is via triple-layer security: built-in security features for devices, documents, and networks. The benefit of multi-layered security is that it monitors and secures your data from breaches that singular focused defense systems lack. This approach helps eliminate outside threats while supporting the latest protocols and techniques for file sharing, collaboration, and virtual teams.

Meet Remote Workgroup Demands As more workforces evolve to allow work-from-anywhere, the ability to print and scan wirelessly from a smartphone and tablet will be required for knowledge workers. Over 80% of American workers own a smartphone. Roughly half own a tablet device. As a result, there is great opportunity for organizations to enable a mobile workforce that out-performs their in-office counterparts.

From network solutions to printing while on-the-go, your organization can benefit from devices with advanced connectivity options to help meet remote workgroup demands. Scalability helps make it easy for users to connect, print, and share relevant information virtually anytime and anywhere – quickly, easily, and securely.

Track and Audit Content Rising demands for information governance and privacy compliance affect organizations in all industries... especially now. Organizations must secure, govern, and manage documents with content-aware unified printing, document capture, and workflow process automation tools. The goal is to ensure documents get to all of the right people at the right

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is 5page

time, while providing the ability to track and audit access to sensitive and private information. Proper workflows maintain a record of print and capture activities for tracking and auditing.

How Can We Help?How can we help? Brother products have been changing the way people work for years. Our reliable, high-quality, feature-rich printers, MFPs, and scanners are hard at work in businesses everywhere. Our goal is to match each customer with the right solution for their needs. Whatever the customer need, our message is simple: Brother is “At your side.”

Established in 1954, Brother is a premier provider of home, home office, and business products, as well as industrial solutions that revolutionize the way we live and work. Our 70+ years of business expertise draws from Japanese origins and a modern global infrastructure. We have 17,000 employees, a physical presence in more than 30 countries, and distribution in over 100 countries. Brother International Corporation operates from headquarters in Bridgewater, NJ, with a nationwide sales and support network that includes a million-square-foot distribution center in Tennessee. So whether you need solutions in Malaysia, California, or elsewhere in the world, we're there for you.

Learn more at Brother:

www.brotherb2bportfolio.com

About Brother International

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is6 page

Keep Remote Workers Productive with Secure Access to FilesBy Egnyte

As companies reinvent their behaviors and processes to keep remote workers productive, many are focusing on access to business-critical content as a primary goal. That information is stored in files and folders and, if it cannot be accessed and shared, the resulting slowdown in productivity is a momentum killer. Employees need access to the required sources of data that are at the center of their daily work, and companies need that data to be protected.

While a company’s first concern is for the safety of its people, they also want to maintain normal operations so that employees can be productive. Doing that demands that IT decision-makers prioritize the following:

Business-critical Content Accessible in a Single SourceWhen employing a remote-working strategy, companies need to first ensure secure access to business content, no matter where it lives and irrespective of where it’s being accessed. A cloud solution allows content from on-premise servers and other sources to be discovered and shared, which means workers can get to the content they need without being delayed by compatibility issues.

Seamless File Sharing and Collaboration In remote environments, file collaboration can be impacted by inconsistent Internet connections, and workers employ DIY workarounds like emailing files among team members. This isn’t sustainable, as versions of documents are not controlled, security policies are not applied, and large files are dependent on a users’ home bandwidth limitations.

Simple Connectivity by Eliminating VPNsSetting up, configuring, and managing access for a VPN is a huge drain on resources, and it takes significant time. It also only works when users have a solid connection to the network. Also, consider that VPNs are rarely designed to support the majority of a company’s employees working remotely. Users require instant access to their data on their mobile devices for accessing, storing and collaborating, and VPNs are cracking under the pressure.

Data Security and Governance Companies that rely on file servers are having to rapidly increase hardware capacity and upgrade software in order to support the needs of all their remote employees. They also have to implement antivirus and ransomware protection, network bandwidth, and compliance oversight, and ensure employees are trained in how to avoid security issues.

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Mobile Device AccessEmployees adapting to disruptive situations have to create their own working environment and won’t likely be tied to a traditional desktop way of working. In these situations, workers rely more on mobile devices to perform tasks and stay connected. To be productive, they also need to be able to access and collaborate with their files and other content on any device.

Companies have now experienced a couple months of disruption and are making moves to reinvent for the future. The key to succeeding during this process is having a roadmap for continuity to ensure productivity is not curbed. A big part of that roadmap is ensuring that your business-critical content is available from any location your teams have to work.

Secure and manage all your content across distributed teams, devices, and apps. Try Egnyte for free today.

Egnyte is the only secure content platform built specifically for business. With thousands of customers worldwide, in a variety of different vertical markets, Egnyte delivers secure content collaboration, compliant data protection and simple infrastructure modernization; all through a single SaaS platform.

To learn more visit:

www.egnyte.com

About Egnyte

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is8 page

Find New Footing in the Foundations of Digital Transformation By Kevin Craine, AIIM

Organizations are rethinking the way they do business... because we have to. Today, digital transformation is not just a strategic nice-to-have, it’s a real-world requirement for organizations to continue to compete.

Now that work-from-home has, in many cases, proven to be a viable alternative, remote work and virtual teams will become the norm and on-site employees an exception rather than the rule. The focus is on virtual teams, flexibility, and information agility. Achieving genuine digital transformation is a top priority for all organizations as a result.

We face both a daunting challenge and an incredible opportunity. Organizations that continue to operate at the speed of paper will be rendered non-competitive while those organizations that “lean into” digital transformation will be the winners.

Firm Foundations How can you move forward productively? Consider these elements in your strategy.

Digitize the PaperDespite ongoing digitization, the truth is that a great deal of business still gets done on paper. This includes ad hoc and process-specific workflow for things like new account openings or customer onboarding, as well as in large-scale and fundamental activities like accounts payable, billing, or human resources.

The time has come to end the endless war on paper. Start by identifying every core activity that still relies on paper. Enlist users, process owners, and IT to map the current process, identify where digitization is needed, and map the requirements and results of the effort.

Capture Information and OpportunityCapturing data, and then leveraging that information to improve organizational performance, is at the heart of intelligent information management. It is important to capture information as soon as it enters the organization. If you don’t capture the right data, at the right time, you’ll be missing great opportunity to leverage it later to improve organizational performance.

Consider these questions:• How will you capture information? Will it be manual, semi-

automated, automated... or all of the above?• What types of information should you capture? More and

more this means more than just easy to capture text.• What will you save, how much, and for how long? Do you

need to save everything – or just the most important?• Where will you save the information? Is it on-prem or in

the Cloud? Maybe a hybrid approach?

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Enlist a Cross-Functional Team You can better ensure success with a cross-functional team that includes users, process owners, IT support, and executives who all work together. The mission is to replicate the capabilities and techniques found to be effective in one area to other applications within the enterprise. In this way, organizations reuse the solutions, techniques, and expertise involved rather than reinventing the wheel every time.

Moving Forward Digital transformation is essential to compete in the new normal of business today. Use these elements as a starting point for your efforts. Find additional resources in AIIM’s Foundations of Information Management training course. It explores how information management is critical to accelerating business activities, enriching customer experiences, and improving operational performance.

Success Begins with Setting a Solid Foundation

Foundations of Intelligent Information Management Training CourseIn this report, you learned how Capture represents the crucial first step in the information lifecycle. Getting it right sets a solid foundation from which to build the rest of your information management strategy. Are you ready for your next step?AIIM’s Foundations of Intelligent Information Management training course was designed to help you nail EVERY step in the information lifecycle, including:

• Creating and capturing information• Extracting intelligence from information• Digitalizing information-intensive processes

• Automating governance and compliance• Implementing an information management solution

Click here to learn more and to start your learning today.

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is10 page

3 Ways Organizations Should Optimize Remote Workby Foxit Software

Organizations are asking staff to work remotely, which brings on a new set of challenges. Providing remote workers efficient access to business-critical systems is an ongoing challenge for IT professionals. With the proper measures in place your organization can thrive in a remote work environment gaining a competitive edge where others are slow to move. Here are three ways organizations can optimize their remote workforce and come out winning.

1. Increase Business Efficiency Frequently, remote workers need to wait for documents to download and open, losing critical business productivity. What starts as just a few seconds translates to 5-10 minutes lost per day. Across an entire remote workforce, this leads to thousands of hours of lost productivity per year. The time wasted waiting for documents to download and open causes delays in responding to customers, a potential loss of revenue, increased employee frustration, and missed business SLAs. Advanced document compression can reduce file download times by 50%. Combining that technology with converting your document repository to fully text-searchable PDFs can make it much easier to open files, finding the content needed, and accessing critical information.

2. Implement Document NormalizationIt’s important for remote workers to be able to access documents just as easily, allowing them to stay efficient instead of wasting time struggling to open critical files. One of the best ways to ensure that documents can be accessed when needed is by standardizing the file format. When you have documents in all different formats, it often requires maintenance of several different viewers for every business system, which is costly and time-consuming. By normalizing all your documents to PDF, an ISO certified standard, organizations will only need to maintain one viewer. Document conversion software can be easily used to standardize your files to PDF, so workers can focus on tasks that matter instead of grappling with different document formats.

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3. Preserve Internet BandwidthAccording to the FCC, an estimated 42.8 million Americans are without stable broadband. Clearly, a deficiency that if left unaddressed, will cause delays, especially with households that have multiple people working from home at the same time. With each additional person joining your network, your share of the bandwidth decreases, and your download time will get exponentially longer. If you’re struggling with a shortage of bandwidth, you can either pay for more (25 Mbps is the recommended minimum for modern households); or you could address the problem right at the source and audit your usage to find out where you can eliminate the problem. A major obstacle that is often overlooked is the time spent waiting for files to upload, download, and open. When you don’t have enough bandwidth to support the download of files, download times can get exceedingly long, and sometimes completely fail. When you need to download multiple files, the delays only compound upon each other. Using a compression software to reduce file size can cut download times by 50%, relieving many of the issues caused by deficient bandwidth.

In conclusion, using a solution like Foxit Enterprise Automation Software will not only improve your processes, it will also help your knowledge workers increase their productivity and optimize – and thrive – with remote work.

Foxit offers Enterprise Document Compression and Searchable PDF Conversion Solutions for mass document processing. Our solutions help organizations work smarter and safer with documents while increasing overall business efficiency.

To learn more visit:

www.foxitsoftware.com/enterprise-automation

About Foxit Software

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is12 page

From Fairytales to Reality: With OCR and PDF, Going Paperless Becomes a Breeze

By iText Software

Once upon a time there was a tiny kingdom with the most government departments in the world per square meter. One day, Ministers proudly announced they had decided to add yet another department to the list, officially known as “The Agency for Administrative Simplification”.

This might sound like the beginning of a story from a children’s book, but it’s no fairytale. The year was 1998, the country was Belgium, and there was a real need for a dedicated agency to reduce the amount of administration and paperwork required by Belgian companies and individuals. What’s more, the pain they tried to solve is one that many governments and businesses worldwide recognize all too well.

Reality versus the FairytaleOf course, the “Agency for Administrative Simplification” is the English translation of the Dutch “Dienst Administratieve Vereenvoudiging” (“DAV”), but the description is accurate. The recent Database of Civil Registry Records launch digitally revolutionized the process of birth, marriage, adoption, change of nationality, and death certificates. To do this, they used PDF software (specifically iText DITO),

a low-code PDF template designer and generator, to take data from their citizen information database and generate digital-first certification.

What is iText?iText is a developer of powerful PDF solutions. In addition to high-convenience, low-code products like iText DITO, it also offers the award-winning iText 7 Suite, which allows the development of scalable workflows for generation and processing of PDF documents (with iText 7 Core). Add-ons enable dedicated features, one of which is optical character recognition (with iText pdfOCR) to recognize and extract text from scanned documents. iText is ideal for automating document workflows, and allows for secure content redaction, digital signatures (perfect for secure Digital Identity Programs as in Singapore, and the Single Digital Gateway project in Europe for instance) and much more.

Our Heroes: OCR and PDFThere are many OCR use cases where document workflows can benefit from using iText. The DAV already had a digital database, yet businesses and governments worldwide are struggling with enormous collections of physical typewritten paper or scanned documents, all containing potentially crucial data. Getting this data into a digitally accessible format usable with other IT platforms and databases though causes unnecessary manual work and administrative overload.

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Thanks to automatable OCR solutions, data in scanned documents can be recognized, extracted, and repurposed into new workflows (using tools like iText pdf2Data, or iText DITO) or simply archived in searchable, accessible documents. The PDF format is ideal for these purposes. Far from being just a digital representation of a printed document, it’s an extensible data container format and the de-facto standard for exchanging documents and information.

The Moral of the StoryGovernment departments, insurance companies, banks, etc. are sitting on goldmines of data locked away in documents. The potential insights and knowledge are simply staggering. Time to unlock that hidden potential!

iText is a global leader in PDF technology. We develop innovative award-winning PDF software which is used by millions of users - both open source and commercial to create digital documents for a variety of purposes: invoices, bank statements, mobile boarding passes, legal archiving, and more.

To learn more visit:

www.itextpdf.com

About iText

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is14 page

5 Tips to Safeguard Data with In-place and Intelligent Data GovernanceBy Microsoft

COVID-19 is fast-tracking digital transformation in every industry around the world. Organizations are embracing remote work as the new standard for productivity and collaboration. While enabling flexibility and mobility for employees, IT and security teams need to put in additional work to extend traditional information protection boundaries. Here, we highlight five tips to help you better protect the documents, records, and other content artifacts that keep your business running.

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Understand your data landscape and identifyimportant data across your hybrid environment

Apply �exible protectionactions includingencryption, visualmarkings and DLP

Automatically retain,delete, and store

data and records incompliant manner

Powered by an intelligent platformUni�ed approach to automatic data classi�cation, policy

management, analytics and APIs

InformationProtection &Governance

Protect and govern data−wherever it lives

KNOWYOUR DATA

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To effectively manage data in an increasingly complex and nuanced remote environment, you need to first understand your data landscape and identify the data that’s the most important to you – where is it being created and stored? What kind of sensitive information is being accessed and processed, and by whom? Knowing your data landscape is the immediate first step before you can formulate specific policies for modern data governance.

Tip 2: Protect Your Data at Scale with AutomationNot all data can or should be protected equally. Classifying data for different levels of protection can help reach a balance between productivity and security. However, users might not always remember to set up appropriate rights management or apply correct labels or watermarks to confidential documents. By leveraging intelligent technology – such as machine learning-based classifiers – to automate data classification, you can more effectively safeguard data at scale.

Tip 3: Govern Your Data In-place IntelligentlyWith fewer in-person meetings and ad hoc hallway discussions, more confidential information is being shared and discussed via collaboration tools like Teams. Governing the increasing amount of sensitive information – both to maintain confidentiality and to meet regulatory requirements – is extremely critical. With built-in governance controls, you can create retention and deletion policies in place, which reduces not only the costs associated with managing data, but also the operational and legal risks you might face by copying data to another archiving location.

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is 15page

Tip 4: Enable Record VersioningDeclaring data as records and managing them remotely can often present another roadblock to efficient collaboration on important documents. To help support collaboration on records, capabilities like record versioning allow users to unlock records while auto-saving immutable record versions in a hidden repository, so there is no more trade-off between records management and productivity.

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Tip 5: Manage Remote Access with Conditional PoliciesLastly, you may need to adjust your identity and access management approach to accommodate the remote work environment. Setting up conditional policies based on real-time and contextual information of user, device, location, and log-in session risk can help you build a secure and productive remote environment.

This new remote work world makes data protection, governance, and security arguably more important than ever. We continue to innovate across Microsoft 365 to

ensure you have the tools you need to help keep your data safe while addressing compliance and proper risk management.

Microsoft 365 helps you achieve more with innovative Office apps, intelligent cloud services, and world-class security and compliance solutions.

Learn more about Microsoft 365 with these additional resources:

• Project Cortex: www.aka.ms/ProjectCortex

• Records Management in Microsoft 365: www.aka.ms/RMDocs

• Microsoft 365 Compliance: www.microsoft.com/en-us/microsoft-365/business/compliance-solutions

About Microsoft

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is16 page

The First Step to Effective Working from Home: Digitize Your Paper Documents By Jesse Wilkins, CIP, AIIM

Many of us have found ourselves working from home – often rather suddenly and unexpectedly. Organizations of all sizes and in all industries have had to figure 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.

But there’s a much more significant issue that will prevent many employees from being as effective as they possibly could be in their home offices: paper. No, not the paper products that were so scarce for so long, but all the paper documents and records that are still prevalent in so many organizations. There are a number of issues associated with keeping information in paper format – or worse, printing born-digital documents – and I’ll address some of them later in this article. But in this context, the key challenge is that your paper documents are at the office, where you can’t get to them. Now what?

What Are the Benefits of a Digital Workplace?One of the core tenets of intelligent information management is to “digitize everything that moves.” This doesn’t necessarily mean scan everything, including the contents of those 10,000 boxes stored offsite, or old files that should have been gotten rid of already. But it does mean that organizations should scan documents that are actively used to support the business - and keep born-digital documents digital whenever possible.

Organizations that transition to a more digital-based way of working will realize significant additional benefits.

• Remote Access: This is where we started, of course. Digital documents can be made available to authorized users wherever they are, whenever they need them, and quite likely on whatever device they want to use.

• Simultaneous Access: In the paper paradigm, if a client case file is on my desk, you can’t readily access it and may not even know where it is to ask for it. Multiple people can look at a digital document or file simultaneously, and with some tools, even edit the same document simultaneously.

• Faster Access: Getting up, walking to the file cabinet or file room or waiting on the courier from offsite storage, getting back to your desk, using the document, and returning it to its storage can take up a ton of time. Very early on in my career, I worked in traffic court, and if a request came in for a ticket older than about 30

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is 17page

days old, it was at least 10-15 minutes to find it (and often longer). Properly stored and managed digital documents, in contrast, can be found and accessed almost instantly. This, in turn, improves the efficiency of customer service, application processing, or whatever the process in question is designed to do.

• Improved Security: Security is often better for digital documents: access controls can provide flexibility and ensure only authorized users can access a particular document, and audit trails keep a record of who accessed what in what fashion.

• No More Lost Files: It’s also harder to lose or misfile a digital document compared to a physical one – and easier to find if there is an issue with, say, the name or customer ID because you can search multiple ways. Our traffic tickets were stored by ticket number, so if someone transposed the first two digits when filing one, it was lost just as surely as if it had been shredded. But digital tickets could be searched by license plate, the name of the recipient or issuing officer, the type of infraction, or many other ways in addition to the ticket number.

• Space Savings: This is a bit of a double-edged sword – paper documents tend to be managed more effectively than digital because the alternative is paper piled to the ceiling. But many organizations keep paper files onsite, taking up valuable real estate. I’m aware of at least one major law firm that had almost two entire floors of a downtown office building devoted to paper records storage. They ran out of space and were looking to lease additional space in a nearby building, but the records manager came up with the idea to destroy what

they could and scan the rest. It was a complex and expensive project, but they are saving millions of dollars annually in lease costs.

• Disaster Recovery: It’s pretty straightforward, and relatively inexpensive, to make backup copies of digital files – as compared to thousands or millions of paper files. In fact, you could make multiple copies of critical files and store them in offsite locations. And you can’t upload paper documents to the cloud.

“But the Law Requires Us to Keep Paper!”Some of you have been thinking this entire time, “But the law requires us to keep a hard copy!” Or a human-readable version. Or a wet-ink signature. “So, what about those?”

First, you should determine whether that’s actually true. Often that was true, in the past, but then the law changed, and the organization didn’t realize it. Or it could be that the organization is simply more comfortable keeping the wet-ink-signed paper.

Just because you have to keep the hard copy original doesn’t mean you can’t digitize it and use that as your day-to-day copy. There may be some legal nuances you have to comply with, so check with your legal department. But as it stands right now, anything you have in paper format, in a file cabinet, in your locked and empty office, is inaccessible anyway, which can also cause issues.

© AIIM 2020 www.aiim.org Information at Work, Wherever Work Is18 page

From Digitization – to DigitalizationThe better approach is still to “digitalize” your core business processes – that is, keep born-digital documents digital, and leverage people, processes, and technology to streamline and automate how work gets done. But if you have legacy paper documents that are still being accessed regularly, you should definitely consider scanning them. And if you regularly receive paper documents, you should scan them

as early as possible in the process so you’re processing them digitally, which will be faster and cheaper.

As you move forward, know that effective digitalization is more than just scanning your paper. It’s not just doing things differently – it’s doing different, more effective things. But scanning paper documents can be a meaningful first step to get your organization on the road to digital transformation.

As you read in this report, Digital Transformation is all about using your information in brand new ways in support of key strategic business objectives.This age of digital disruption requires new strategies and skills that extend beyond traditional ECM – a modern approach we call Intelligent Information Management.AIIM’s Foundations of Intelligent Information Management training course will guide you through an exploration of how your role as an information professional can be empowered to accelerate business activities, enrich customer experiences, and improve operational agility.

Are you ready to transform? Click here to start!

Are you using your information to its

full potential?

About AIIMHere at AIIM, we believe that information is your most important asset and we want to teach you the skills to manage it. We’ve felt this way since 1943, back when this community was founded.

Sure, the technology has come a long way since then and the variety of information we’re managing has changed a lot, but one tenet has remained constant — we’ve always focused on the intersection of people, processes, and information. We help organizations put information to work.

AIIM is a non-profit organization that provides independent research, training, and certification for information professionals.

Visit us at www.aiim.org.