20170926 CIP Precon at InfoGov17

www.aiim.org©AIIM 2017
The Certified Information Professional
InfoGov17 Preconference Workshop
Jesse Wilkins, CIP, CIPP/US, CEDS, CRM, IGP
Director, Professional Development
AIIM
September 26, 2017

Jesse Wilkins, CIP
• Director, Professional Development, AIIM
• Background in ECM, records management,
email management, and social technologies
• Frequent industry speaker and author
including AIIM 2003-2017,
ARMA 2003-2013, and MER
2010-2017
• Lead developer, Certified
Information Professional
(CIP) certification

Agenda
• Introduction
• CIP, CRM, M-O-U-S-E?
• Domain 1 – Creating & Capturing Information
• Domain 2 – Organizing & Categorizing Information
• Domain 3 – Governing Information
• Domain 4 – Automating Information-Intensive
Processes
• Domain 5 – Managing the Information Lifecycle
• Domain 6 – Implementing an Information
Management Solution
• Next Steps

The Need for CIP
• “Professional roles focused on information
management will be different to that of
established IT roles….An "information
professional" will not be one type of role or
skill set, but will in fact have a number of
specializations.”
(Deb Logan and Regina Casonata – Gartner - CIO Alert: You Need
Information Professionals)

Objective: Create a body of knowledge and a
means to certify understanding that allows
individuals to demonstrate their ability to solve
an organization's existing information-related
problems as well as plan for the future.
The CIP

Value of the CIP
• CIP is the certification to bridge the gap
– Between roles
– Between departments
– Between RM, IM, IT, and the business

Value of the CIP
• “Anyone in IT or in an information related discipline today should be thinking
about it."
– Ken Bisconti (Vice President, Enterprise Content Management Products and
Strategy, IBM Software Group)
• “There is hardly any person I know who would not benefit from the content of
the Certified Information Professional program”
– Tim Elmore (CIO, Bank-Fund Staff Federal Credit Union)
• “Every information management professional and information architect should
become a Certified Information Professional.”
– J. Kevin Parker (SharePoint SME)
• “The Certified Information Professional certification is the best way to move your
organization to the modern world!”
– Catherine Webber (President, Smart Government)
• “The AIIM Information Certification clearly connects all aspects of content,
people, data and processes.”
– Vikram Setia (Managing Partner, infoMENTUM Limited)

The Development Process
1. Validate the need for an update to the CIP
with key stakeholders.
2. Use CIPs to define, rank, and validate body of
knowledge.
3. Build a test vehicle around the body of
knowledge (with Kryterion).
4. Use potential information professionals to
validate the test vehicle.
5. Build educational materials to kick start
engagement.

CIP Exam Structure
Domain Weight
1. Creating & Capturing Information 20%
2. Organizing and Categorizing Information 20%
3. Governing Information 16%
4. Automating Information-Intensive Processes 10%
5. Managing the Information Lifecycle 20%
Implementing an Information Management
Solution
14%

Value of the CIP
• Developed by industry subject matter experts
across a variety of roles & disciplines
– Updated in 2016 by new SMEs
• Demonstrates commitment to professional
development
• Requires continuing education or
recertification every 3 years
– 45 credits

The Test
• 2 hour proctored exam
– AIIM can proctor the exam onsite (subject to
certain criteria)
• 100 multiple-choice questions, electronically
scored.
• The exam is available from Kryterion test
centers across the world

The Test
• Standard price is USD $349
– Member discount price is USD $285
• Certification valid for 3 years, and then must retake
the exam or complete CEUs to maintain
• CIPs must also pay a one-time maintenance fee
– Fee changes on January 1, 2018:
– $135 for AIIM Professional members
– $150 for non-members

Webassessor.com/AIIM/index.html

Lots of letters!

Breadth vs. depth
• Most certifications are very deep – but very
narrow
– PMP: project management
– CRM: records management
– CDIA+: imaging
• This leads to silos

Breadth vs. depth
• Most training programs are also very focused
• Examples:
– AIIM ECM course
– ACEDS E-Discovery Essentials
– ARMA Essentials of RIM
– IAPP Privacy Foundations

“Bridging the gap”
• Common topic at conferences
• Common cover story
• CIP is first certification that can help do this

Creating & Capturing Information
• Capture (broadly)
• Document imaging
• Collaboration

Capture & Imaging
• Identify sources of content to be captured
• Select the appropriate file format based on
business requirements
• Determine the impact of proprietary formats
• Distinguish between structured &
unstructured data and how they are managed
• Develop a process for capturing content

Collaboration
• Determine information management issues
associated with virtual teams
• Identify issues associated with sharing
content across organizational boundaries
• Identify key features required for document-
centric collaboration
• Determine whether and how to apply
governance to collaboration artifacts

Question 1
Which information management solution would
be most appropriate for a small organization
with limited IT resources?
a) A fully-integrated world-class enterprise
content management solution
b) A hybrid SharePoint solution
c) An enterprise file sync and share solution
d) An email archiving and management solution

Answer 1
Which information management solution would
be most appropriate for a small organization
with limited IT resources?
a) A fully-integrated world-class enterprise
content management solution
b) A hybrid SharePoint solution
c) An enterprise file sync and share solution
d) An email archiving and management solution

Question 2
What is the best way to ensure the authenticity
of a digital document?
a) Store multiple exact copies in different
locations.
b) Apply appropriate security including access
controls.
c) Print it and sign it with a "wet ink" signature.
d) Convert it to PDF/A and encrypt the resulting
document.

Answer 2
What is the best way to ensure the authenticity
of a digital document?
a) Store multiple exact copies in different
locations.
b) Apply appropriate security including access
controls.
c) Print it and sign it with a "wet ink" signature.
d) Convert it to PDF/A and encrypt the resulting
document.

Question 3
What's the most effective way to track versions of
important documents?
a) Store drafts in one folder and final versions in a
different folder.
b) Establish naming conventions that include
"draft" and "final" and a date.
c) Implement a document management solution
with version control.
d) Create spreadsheets to track important
documents, versions, and file dates.

Answer 3
What's the most effective way to track versions of
important documents?
a) Store drafts in one folder and final versions in a
different folder.
b) Establish naming conventions that include
"draft" and "final" and a date.
c) Implement a document management solution
with version control.
d) Create spreadsheets to track important
documents, versions, and file dates.

Organizing and Categorizing Information
• Metadata
• Taxonomies & Categorization Structures
• Search
• eDiscovery

Metadata
• Identify business benefits associated with
effective metadata usage
• Compare different methods for applying
metadata to information
• Identify sources of metadata
• Describe methods to improve the quality of
metadata

Taxonomies & Categorization Schemes
• Compare and contrast the use of formal
categorization schemes
• Identify the benefits of developing a
thesaurus
• Compare and contrast different
• Compare and contrast buy vs. build for

Search
• Compare and contrast enterprise and
application search capabilities
• Compare approaches for improving findability
of information
• Compare strengths & weaknesses of different
findability techniques

eDiscovery
• Define the issues associated with collecting
information from sources not
owned/controlled by the organization
• Provide information from a variety of sources
in response to requests for discovery or
disclosure

Question 1
Users complain that they cannot find project documents
associated with a project in San Francisco. Upon reviewing the
index information for the system, the team finds that the
values for the "Location" field include: "San Francisco",
"SanFrancisco", "sanfran", "SF", and "Sanfransciso". Which
technique would best improve the findability of these
documents?
a) A controlled vocabulary that provides indexers a list of
terms to choose from
b) Change management to incentivize the indexers to use
the same terms
c) A direct API call to a mapping service such as Google Maps
d) A polyhierarchical taxonomy with locations listed by ZIP
code

Answer 1
Users complain that they cannot find project documents
associated with a project in San Francisco. Upon reviewing the
index information for the system, the team finds that the
values for the "Location" field include: "San Francisco",
"SanFrancisco", "sanfran", "SF", and "Sanfransciso". Which
technique would best improve the findability of these
documents?
a) A controlled vocabulary that provides indexers a list of
terms to choose from
b) Change management to incentivize the indexers to use
the same terms
c) A direct API call to a mapping service such as Google Maps
d) A polyhierarchical taxonomy with locations listed by ZIP
code

Question 2
Which approaches would best improve the
findability of enterprise information? (Choose 2)
a) Complete and correct metadata
b) Standardized process flowcharts
c) Appropriate taxonomies
d) Robust encryption

Answer 2
Which approaches would best improve the
findability of enterprise information? (Choose 2)
a) Complete and correct metadata
b) Standardized process flowcharts
c) Appropriate taxonomies
d) Robust encryption

Question 3
Which of these is most critical to the success of
a categorization scheme?
a) Whether it complies with Dublin Core.
b) Whether it includes variant spellings.
c) Whether it was developed by an internal
subject matter expert.
d) Whether it is logical and consistent.

Answer 3
Which of these is most critical to the success of
a categorization scheme?
a) Whether it complies with Dublin Core.
b) Whether it includes variant spellings.
c) Whether it was developed by an internal
subject matter expert.
d) Whether it is logical and consistent.

Information Governance (IG)
• Identify the ethical considerations associated
with not following the IG program
• Define the objectives and benefits of an
information/information systems inventory
• Identify current business, legal, and other
requirements for IG
• Gain support for the IG program from senior
management
• Establish IG roles & responsibilities

Information Governance (IG)
• Evaluate existing IG strategies and processes
• Develop a framework for understanding
information risk
• Identify the IG implications for multi-
jurisdictional organizations
• Identify the IG implications of social media,
mobile, and cloud
• Describe the importance of reviewing IG
efforts with senior management

Question 1
When should business information be deleted from
an information management system?
a) After its file format has been superseded or
replaced.
b) Once it is no longer needed to meet legal or
operational requirements.
c) Whenever it could be used as evidence against
the organization.
d) When an individual document or record reaches
seven years old.

Answer 1
When should business information be deleted from
an information management system?
a) After its file format has been superseded or
replaced.
b) Once it is no longer needed to meet legal or
operational requirements.
c) Whenever it could be used as evidence against
the organization.
d) When an individual document or record reaches
seven years old.

Question 2
Which of these are likely symptoms of poor
information governance? (Choose 2)
a) Duplicate information within and across
repositories.
b) Retention of information for more than seven
years.
c) The need to migrate information from older
formats and storage media to newer ones.
d) The inability to find information when required.

Answer 2
Which of these are likely symptoms of poor
information governance? (Choose 2)
a) Duplicate information within and across
repositories.
b) Retention of information for more than seven
years.
c) The need to migrate information from older
formats and storage media to newer ones.
d) The inability to find information when
required.

Question 3
What types of information should be gathered as
part of an information inventory? (Choose 2)
a) Which information management solutions will
meet the organization's needs.
b) Where information is stored, physically or
logically.
c) What it will cost to conduct an effective file
share cleanup.
d) Whether copies or renditions exist and which is
which.

Answer 3
What types of information should be gathered as
part of an information inventory? (Choose 2)
a) Which information management solutions will
meet the organization's needs.
b) Where information is stored, physically or
logically.
c) What it will cost to conduct an effective file
share cleanup.
d) Whether copies or renditions exist and which is
which.

Process Analysis
• Compare different approaches to information
gathering
• Describe the role of the business analyst for
an information management initiative
• Develop a flowchart using best practices and
standard methodologies
• Evaluate each step in an existing business
process

BPM and Workflow
• Determine how to plan routing of tasks using
workflow/BPM
• Compare & contrast process modeling and
flowcharting
• Distinguish between process modeling and
process execution
• Compare & contrast workflow and BPM
technologies
• Describe the benefits of process monitoring

Question 1
What sources of information would be most useful
to troubleshoot an existing business process?
(Choose 2)
a) Status reports on the outputs of that process.
b) The annual financial metrics associated with
that process.
c) Help desk queries associated with that process.
d) The business requirements for a content
repository for that process.

Answer 1
What sources of information would be most useful
to troubleshoot an existing business process?
(Choose 2)
a) Status reports on the outputs of that process.
b) The annual financial metrics associated with
that process.
c) Help desk queries associated with that process.
d) The business requirements for a content
repository for that process.

Question 2
What is the primary purpose of a flowchart?
a) To show tasks, activities, and sequencing
within a work process.
b) To allow users to identify their business
requirements for a revised work process.
c) To identify inputs, outputs, and
dependencies across multiple processes.
d) To notify stakeholders of exceptions within a
specific work process.

Answer 2
What is the primary purpose of a flowchart?
a) To show tasks, activities, and sequencing
within a work process.
b) To allow users to identify their business
requirements for a revised work process.
c) To identify inputs, outputs, and
dependencies across multiple processes.
d) To notify stakeholders of exceptions within a
specific work process.

Question 3
Which of these processes would most benefit
from case management capabilities?
a) Performance review management
b) Insurance claim processing
c) Training course development
d) Invoice processing

Answer 3
Which of these processes would most benefit
from case management capabilities?
a) Performance review management
b) Insurance claim processing
c) Training course development
d) Invoice processing

Managing the Information Lifecycle
• Records management
• Retention & disposition
• Digital preservation
• Knowledge management

Records Management
• Identify the steps in the information lifecycle
• Compare & contrast documents, data, and
records
• Explain the purpose of capturing records
• Define the concept of vital records and their
importance
• Identify and compare sources of electronic
records

Retention & Disposition
• Determine how long to retain content based
on legal, regulatory, and operational
requirements
• Define legal holds and their importance
• Compare & contrast different approaches to
disposition for sensitive information
• Compare & contrast approaches to
automating disposition

Digital Preservation
• Describe how file formats and archiving
standards affect long-term access to
information
• Select the appropriate file format and media
to ensure long-term access to information
• Identify preservation risk factors
• Compare and contrast approaches to address
each preservation risk factor
• Identify the steps in a migration plan

Knowledge Management
• Differentiate between tacit & explicit
knowledge and their relative impacts on an
information management program
• Define and compare approaches to expertise
location

Question 1
Which format would be the most likely to be
readable in 50 years?
• PDF/A
• DWG
• DOCX
• WPD

Answer 1
Which format would be the most likely to be
readable in 50 years?
• PDF/A
• DWG
• DOCX
• WPD

Question 2
As part of your information inventory, you find some records
that have been retained for a period of seven years. According
to the retention schedule, the retention period for this type of
record is five years. What should you do?
a) Destroy the records immediately as they have met their
retention.
b) Work with legal and the records owners to determine
whether the records can be destroyed.
c) Scan the records in case they are needed in the future,
then destroy the original records.
d) Change the retention period to seven years, then destroy
the records.

Answer 2
As part of your information inventory, you find some records
that have been retained for a period of seven years. According
to the retention schedule, the retention period for this type of
record is five years. What should you do?
a) Destroy the records immediately as they have met their
retention.
b) Work with legal and the records owners to determine
whether the records can be destroyed.
c) Scan the records in case they are needed in the future,
then destroy the original records.
d) Change the retention period to seven years, then destroy
the records.

Question 3
What are the MOST important considerations when
determining how long to keep a particular type of
information? (Choose 2)
a) Whether there is sufficient storage space to
store the information.
b) Whether there are any specific legal obligations
to retain the information.
c) Whether the organization needs the information
on an ongoing basis.
d) Whether the information is stored in an archival
file format.

Answer 3
What are the MOST important considerations when
determining how long to keep a particular type of
information? (Choose 2)
a) Whether there is sufficient storage space to
store the information.
b) Whether there are any specific legal obligations
to retain the information.
c) Whether the organization needs the
information on an ongoing basis.
d) Whether the information is stored in an archival
file format.

Information Management Strategy
• Determine the impact of an information
management initiative
• Develop an information management
strategy
• Identify the roles & responsibilities for an IM
initiative
• Conduct baseline organizational and technical
assessments
• Identify existing IM systems and determine
whether they can continue to be used

Information Management Strategy
• Develop a program roadmap for IM
• Determine how to prioritize areas in scope for
an IM project or program
• Compare & contrast metrics for determining
the success of an IM initiative
• Develop a business case for improving IM
• Determine whether to buy or build for a
given IM initiative

Design the IM Solution
• Determine the role of business and system
requirements for an IM initiative
• Design new ways of working with information
• Design required interfaces
• Design system and content migration
processes

Change Management
• Develop change management strategy
• Develop communications and engagement
plans
• Develop training plan
• Determine approaches for continuous
improvement post-implementation

Question 1
Which metric is most likely to be financially
quantifiable?
a) Reduced requirements for storage.
b) Shorter time to disposition.
c) More consistent metadata usage.
d) Increased employee job satisfaction.

Answer 1
Which metric is most likely to be financially
quantifiable?
a) Reduced requirements for storage.
b) Shorter time to disposition.
c) More consistent metadata usage.
d) Increased employee job satisfaction.

Question 2
What is the primary purpose of a technology
assessment for an information management
initiative?
a) To identify specific performance metrics to track
in the new information management system.
b) To identify all of the existing technology systems
that create or store information.
c) To evaluate technical compliance with applicable
information management standards.
d) To evaluate solution providers' responses to a
request for proposals.

Answer 2
What is the primary purpose of a technology
assessment for an information management
initiative?
a) To identify specific performance metrics to track
in the new information management system.
b) To identify all of the existing technology
systems that create or store information.
c) To evaluate technical compliance with applicable
information management standards.
d) To evaluate solution providers' responses to a
request for proposals.

Question 3
Which of these should be developed FIRST as
part of an information management program?
a) An information and systems inventory.
b) An enterprise-wide metadata registry.
c) User acceptance testing scripts.
d) A request for proposals for an information
management solution.

Answer 3
Which of these should be developed FIRST as
part of an information management program?
a) An information and systems inventory.
b) An enterprise-wide metadata registry.
c) User acceptance testing scripts.
d) A request for proposals for an information
management solution.

Next Steps
• Schedule the exam
• Prepare for the exam
• Take the exam
• After the exam

Schedule the Exam
• Visit http://www.webassessor.com/aiim/index.html
• Register for a Kryterion account
• Select the location, date, and time desired
• Location selector:
https://www.kryteriononline.com/Locate-Test-Center
• Pay for the exam
– Enter the voucher or discount code if you have
one

Prepare for the Exam
• CIP Study Guide
• 25-question practice exam
• CIP preparatory workshop
– 4-day onsite instructor-led or
20-hour online workshop
• AIIM training courses also align
to the CIP exam

Take the Exam
• Go to the selected test center the date & time
of the exam
– If you need to cancel or reschedule you must do
so more than 72 hours in advance to avoid the
rescheduling fee of $100
• No references are allowed
• Check the registration email for additional
details

Take the Exam
• You get your results immediately upon
completing the exam!
• Passing score is approximately 60%

After the Exam
• If you pass…
– Congratulations!
– Use your credentials immediately
– You should get a personalized certificate within a
few days
– Start tracking your CEUs -
45 CEUs required over
3 years

After the Exam
• If you fail…
– Retest requires paying the exam fee again
– Review the score report for areas to focus on
– Second attempt: must wait 15 days to register
– Third and subsequent attempts: must wait 90 days
to register
– Review the study guide
– Consider taking an AIIM class or the CIP Prep class

Questions?

For more information
Jesse Wilkins, CIP, CIPP/US, CEDS, CRM, IGP
Director, Professional Development
AIIM International
jwilkins@aiim.org
http://www.twitter.com/jessewilkins
http://www.linkedin.com/in/jessewilkins
http://www.slideshare.net/jessewilkins

20170926 CIP Precon at InfoGov17

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