Records Management and IT: Bridging the Gap

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This presentation describes how we can bridge the gap between records manages and IT while implementing enterprise content management systems.

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  • AIIM International is a non-for-profit industry association representing professionals that work in Enterprise Content Management. AIIM defines ECM as the technologies and solutions used to CAPTURE, MANAGE, STORE, PRESERVE and DELIVER documents and content related to organizational processes. That is quite a mouthful, but we are hoping that through today’s seminar we can help you better understand both the strategy behind and technologies within ECM. AIIM is an international association with members in 146 countries. Our North American headquarters is located in Maryland and we have an office in the UK that services Europe. We also have a network of local chapters that spans North America. AIIM is an “independent” organization and this seminar is a good example of how AIIM provides a neutral ground for you to get advice and learn about the latest solutions. AIIM’s programs and initiatives focus not only on technology, but how to implement technology successfully. And, AIIM has been an intermediary for the many constituents that work work in ECM, including users, suppliers, consultants and analysts for more than 60 years.
  • AIIM is a membership driven association and our major initiatives fall into four buckets: Market Education Professional Development Peer Networking and Industry Advocacy When you checked-in today you likely collected our recent “User Guides.” (I hold them up here to be sure everyone knows what they look like) I think you will find these User Guides very useful in explaining some of the technologies you will hear about today. You also might have picked up information about AIIM’s Fundamentals of ECM System Architecture Certificate Program. Our Education Sponsor is going to tell you more about this program in just a moment, but as an attendee to today’s seminar, you will have access to Course 1 for free. I previously mentioned our chapter network. We have a very active local chapter here in XXX. Can I have the officers of the XXX chapter raise their hand? These are the folks you should connect with today to learn more about the XXX chapter. There is also a listing of upcoming chapter events on the AIIIM table near the registration area. (If chapter is having a networking working meeting…now is the time to start pushing this) AIIM is also a leader in the development of industry standards. AIIM develops document technology standards for both the American National Standards Institute and the International Standards Organization. We have a lot more information about AIIM and our member benefits at the AIIM table. I encourage to to come by some time today to learn more.
  • Paper based work Document management important – electronic using many devices
  • Compliance 77% Notable companies had their lack of document management exposed 86% = Percentage of invoices that are still printed on paper. Source: Gartner Group $8 = Average cost to process an invoice. As much as 70% of all invoice processing costs are wrapped up in document handling and data entry process. Source: International Accounts Payables Professionals $150 = Amount it can cost a company to process one simple intra-company form, such as a vacation time request. Source: Gartner Group 100,000 = The number of deaths each year caused by information errors or a lack of data. Source: The Institute of Medicine
  • Provisions of Sarbanes-Oxley that apply to private and public companies… Document retention policies—and penalties for violations Whistleblower protection Expansion of best practices into private companies Document retention Use of internal and external auditors Conflict of interest Timely disclosure Code of ethics Potential implications… Acquisition candidates Lending Insurance Going public
  • Not enough to focus on records management Policies must cover email and electronic records
  • As use content as determiner organizations become more compliant Accenture study
  • Back room – basement Management skills and knowledge of records management and micrographics all that was needed Could be CIO Ever changing – Compliance
  • Clinton – “Takes a village” Team approach minimizes risk Include vendor on team
  • Understanding RM Best, Creative ways to use Technology Dept. & thru organization Org & cross dept
  • Disasters Not well defined scope Milestones, scope, roles Secondary title of communicator Stay current on information issues
  • From the trenches Let IT do the installation and take care of the equipment Train IT IT train RM RM elements on the test plan Know generally how system operates
  • Become an Associate of AIIM – Get EDOC magazine and biweekly email bulletin Get educated -- Pick up a flyer with connection information
  • Records Management and IT: Bridging the Gap

    1. 1. Records Management and IT: Bridging the Gap Betsy Fanning Director, Standards & Content, AIIM
    2. 2. Agenda <ul><li>AIIM Overview </li></ul><ul><li>Business Case </li></ul><ul><li>RM vs IT </li></ul><ul><li>Future </li></ul><ul><li>Questions </li></ul>
    3. 3. About AIIM <ul><li>The leading industry association representing professionals working in Enterprise Content Management (ECM) .. the technologies used to capture, manage, store, preserve , and deliver documents and content related to organization processes. </li></ul><ul><li>International - Members in 146 countries </li></ul><ul><li>Independent - Unbiased and vendor neutral </li></ul><ul><li>Implementation Focused - Processes, not just technology </li></ul><ul><li>Industry Intermediary - users, suppliers, consultants, analysts, and the channel </li></ul>
    4. 4. Membership Value Program Focused On <ul><li>Market Education : </li></ul><ul><li>Events and information services that help users specify, select, and deploy ECM solutions to solve organizational problems. </li></ul><ul><li>Professional Development: </li></ul><ul><li>Education and training for ECM professionals. </li></ul><ul><li>Peer Networking: </li></ul><ul><li>Through chapters, networking groups, programs, partnerships and the web, create opportunities that allow users, suppliers, consultants and the channel to engage and connect with one another. </li></ul><ul><li>Industry Advocacy: </li></ul><ul><li>The voice of the ECM industry in key standards organizations, with the media, and with government decision-makers. </li></ul>
    5. 5. Are we speaking the same language? Files Letters Records Documents Aufzeichnungen       Αρχεία Registros annotazioni expedientes documentos
    6. 6. How important is the effective management of documents to your organization’s overall business goals? Source: AIIM Industry Watch surveys, 2004-2005
    7. 7. Emergence of ERM into Popular Culture
    8. 8. Records Managers vs. IT <ul><li>Take control of your information </li></ul><ul><li>Manage your technology with policies, procedures, and corporate directives </li></ul><ul><li>Information is an organizational asset </li></ul><ul><li>Key is consulting each other early </li></ul>
    9. 9. Does your organization retain e-mail messages according to their content? AIIM Information Management Compliance Survey, 2004
    10. 10. What Expertise do Records Managers Have? <ul><li>Then </li></ul><ul><ul><li>Principles of Records Management </li></ul></ul><ul><ul><li>Managing records </li></ul></ul><ul><ul><li>Conducting records inventories/audits </li></ul></ul><ul><li>Now </li></ul><ul><ul><li>Understanding of technology basics </li></ul></ul><ul><ul><li>Understanding of content, document and forms management </li></ul></ul><ul><ul><li>Regulatory and legal requirements </li></ul></ul>
    11. 11. What do Records Managers Need to Know? <ul><li>Justify the purchase of an RMA on the basis of an ROI or TCO </li></ul><ul><li>Advise on functional requirements </li></ul><ul><li>Provide advice from policy perspective </li></ul><ul><li>Assist in system configuration </li></ul><ul><li>Promote compliance understanding in organization </li></ul><ul><li>Share knowledge of business processes </li></ul><ul><li>Stay current on information issues </li></ul><ul><li>Train, train, train, and train </li></ul>
    12. 12. Does your organization deliver training on records & information management issues? AIIM Information Management Compliance Survey, 2004
    13. 13. Team Approach to Records Management <ul><li>Key stakeholders </li></ul><ul><ul><li>Records Manager </li></ul></ul><ul><ul><li>IT </li></ul></ul><ul><ul><li>Legal </li></ul></ul><ul><ul><li>Line of business end users </li></ul></ul><ul><ul><li>Purchasing </li></ul></ul><ul><li>Team leader </li></ul>
    14. 14. Do the Perfect Team Members Exist? <ul><li>Expertise in information management </li></ul><ul><li>Knowledge of information technology </li></ul><ul><li>Understanding of legal requirements </li></ul><ul><li>Knowledge of records use </li></ul><ul><li>Knowledge of key business processes </li></ul>
    15. 15. What Do You Need to Do? <ul><li>Be aware of scope creep </li></ul><ul><li>Plan the project </li></ul><ul><li>Get executives inspired to help promote the project </li></ul><ul><li>Promote RM as a service and deliver </li></ul><ul><li>Take suggestions from internal customers seriously </li></ul><ul><li>Help upper management gain a better understanding of the value and role of information </li></ul><ul><li>Communicate </li></ul>
    16. 16. Best Practices <ul><li>Train IT on Records Management principles </li></ul><ul><li>Collaborate with IT on test plan development </li></ul><ul><li>Use system documentation as test plan basis </li></ul><ul><li>Obtain clear understanding of server administration requirements </li></ul><ul><li>Ensure smooth hand-over from IT to RM </li></ul><ul><li>Ensure IT and RM attend same vendor provided training </li></ul><ul><li>Educate the organization on retention practices </li></ul><ul><li>Add functionality in a controlled manner </li></ul>
    17. 17. Conclusions <ul><li>Build foot bridge – Gap between RM and IT does exist </li></ul><ul><li>Work together to manage information as an asset </li></ul><ul><li>Be proactive </li></ul><ul><li>Promote sharing of information </li></ul>
    18. 19. Contact Information <ul><li>Betsy Fanning </li></ul><ul><li>Director, Standards & Content </li></ul><ul><li>AIIM </li></ul><ul><li>1100 Wayne Ave. Suite 1100 </li></ul><ul><li>Silver Spring, MD 20910 </li></ul><ul><li>Ph: 301-755-2682 </li></ul><ul><li>Email: bfanning@aiim.org </li></ul>
    19. 20. Questions ??

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