AIIM Email Management Industry Watch presentation

Email Management – the good, the bad and the ugly
An AIIM Survey conducted during March 2009
Reuse permitted withacknowledgement, ©AIIM - www. aiim.org

The Enterprise Content Management Association
We are the community that provides education, research, and best practices to help organisations control information and maximise its value.
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www.aiim.org.uk

Demographics
+18% ECM suppliers - selective
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For each type of content, evaluate the degree of control that exists in your organization in managing it – “somewhat” or “very unmanaged”.
Content Types
Text messages, IM, blogs & wikis are off the corporate radar in 70% of organizations
Emails and attachments not much better
All respondents (462)
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Emails - recorded, complete, and retrievable?
How confident are you that emails related to documenting commitments and obligations made by you and your staff are recorded, complete, and retrievable?
56% have little or no confidence in their emails.
“Slightly” or “Not Confident”
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Which of the following would best describe standard practice in your organization for dealing with "important" emails?
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Outlook “Archive”
All >10 emps (857)

Do you have a policy on Outlook "Archive settings" (or equivalent in your email client)?
Outlook “Archive”
Where is the email archive?
All >10 emps (901)
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Do you use a mobile device to access emails on the move?
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Email - personal
68% mobile,
48% on a PDA or phone
All respondents , multiple options

Do you normally process work-related emails outside of normal office hours?
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Email - personal

On average, how long do you spend per day processing your emails?
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Email - personal
38% more than 2 hours
per day

Which of the following statements is the most appropriate to describe how your organization uses email for recording commitments, agreements or contracts?
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Email in the business
28% insist on signed paper or fax, the rest use emails

Which THREE of the following document collaboration tools would you say are the most used by your team or within your business unit?
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Collaboration
Most of us are still playing email ping-pong
10+ employees (656)

How long would it take to produce all of the organizational information related to a former customer or constituent?
Legal Discovery
28% would take more than a month
18% had been exposed to a legal challenge in the last 12 months and a further 15% in the last 3 years – a 1 in 3 chance
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Which THREE of the following would you say are the biggest problems generally with email as a business tool?
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Finding emails is next biggest problem after “Sheer overload”
All respondents , multiple options

What would you say are the 3 issues of most concern in your organization at the moment regarding emails?
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Email archive is biggest issue
All respondents , multiple

Which of the following would best describe who makes decisions about email policy in your organization?
Email governance
IT on their own in 20%
All >10 emps (940)
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Does your organization address any of the following through formal policies, guidance, or (partial) automation?
Email Policies
Basic records management policies missing
All >10 emps (857)
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What stage is your organization at with regard to IMPLEMENTING an email management strategy over and above the basic functionality?
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Email management adoption
10% complete,
35% in progress
33% have plans
All >10 emps (940)

What would you say are the TWO most prominent reasons as to why you haven't yet implemented an email management strategy?
Email management adoption
Non adopters >10 emps (428)
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In what TECHNOLOGY does your organization plan to invest the next 12-18 months?
EMM Technology
38% are planning to store emails in ECM
22% in dedicated system
>10 emps, non-trade , multiple
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How do you think your organization's Email Management spending will be in the following areas in 2009 compared to 2008?
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EMM spend
Licenses up
Services down
>10 emps, non-trade , (673)

SharePoint plans
Collaboration then DM
RM capabilities now better understood.
Email very low
Do you currently use or have immediate plans to use SharePoint 2007/MOSS in the following applications?
SharePoint users (233)
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Which 3 of these typical problems have affected your organization’s document or records management implementation?
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Implementation
Cf: planned cut backs in consultancy and training

AIIM Qualifications
Get a recognised qualification in ECM
Classroom, in-house and online. 1, 2 & 4-day courses
www.aiim.org.uk/training
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AIIM Industry Watch Reports – ECM, EMM and E2.0
Download these reports free from: www.aiim.org/research
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Doug Miles
Director, AIIM Market Intelligence

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AIIM Email Management Industry Watch presentation

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