AIIM Golden Gate Chapter
technologies is essential when considering your first
ECM system or upgrading an existing ECM system.
Welcome to the second issue of Headlines – a quarterly Therefore, we would like to have vendors show how
newsletter for AIIM Golden Gate Chapter members. their technologies fit into the ECM roadmap. This
would include document imaging/capture, electronic
Headlines will bring you news and information about
document management, workflow, content
our industry and help you to keep in touch with the
management, and records management.
Golden Gate Chapter.
3. User sponsored project planning seminars. These
Enjoy, and please don’t be shy about asking questions
seminars would revolve around topics such as
that we will try to answer. If you have suggestions for
Return on Investment (ROI) planning, Request for
additional content or for chapter activities, let us know.
Proposal (RFP) writing, ECM project planning &
Letter from New Golden Gate Chapter implementation, and ECM lessons learned. We
would like to see participation from the User
President – Bud Porter-Roth
community to support these seminars.
Hello Golden Gate Chapter Members. I would like to
4. ECM installation tours. Seeing a live working site is
update you with the latest news from our chapter. We
invaluable. It shows people that the technology not
have elected a new board of directors and I would like to
only works but is beneficial. If you have a working
introduce them to you:
ECM site and could accommodate a tour, let us
Bud Porter-Roth President know and we will work with you to plan and
implement the tour.
Chris Cowger Vice-president
5. Chapter meetings. We would like to start having
Treasurer Tom Hughes
more chapter meeting on a timelier basis. We
Secretary Laurel McAdams understand that the GG Chapter is geographically
challenged and would like to offer more meetings
Programs Rakesh Shah
that are geared toward your geographic area.
Membership Paul Brighton Roughly speaking, there is the East Bay, the South
Bay, and the San Francisco area. We may divide San
We are looking forward to working with you to increase
Jose and San Francisco at Highway 92. If we are
your awareness of AIIM and the Golden Gate Chapter. I
able to hold meetings that are more accessible for
encourage each of you to participate in the chapter this
you, would you attend more meetings? I would
year. Specifically, we are interested in increasing the
appreciate your thoughts on this matter.
number of educational seminars for our chapter and
helping you become a more knowledgeable user of the 6. Online Meetings. If we could hold GG Chapter
various technologies that comprise the “Enterprise meetings/seminars on the web, would that be
Content Management” label. something you would find helpful? I think we could
easily have a Webinar, similar to the Webinar
Some of the ideas we have for educational seminars and
produced by the AIIM HQ organization.
1. Certified Document Image Architech (CDIA). This Table of Contents
is a training class that will help you pass the CDIA
Letter from New Golden Gate Chapter President, Bud
exam, but more importantly, it is an excellent all
Porter Roth ............................................................... 1
around class on document management
The Case for Active Archiving .................................. 2
technologies. Even if you do not take the test you
Chapter News............................................................ 3
will benefit from this training. Plus, it is given by a
Did You Know? ........................................................ 3
Bay Area local company, @doc.
2. Vendor sponsored seminars. We feel that having a Questions .................................................................. 4
good working knowledge of the various Calendar ................................................................... 4
July 2005 - 1
AIIM Golden Gate Chapter
Each Webinar would be based on some educationa l powerful storage management, and policy-based
aspect and would be approximately 50 minutes long. Is lifecycle management. Scalable, simple and flexible,
this something that would interest you? If so, please let active archiving solutions are easy to deploy and use and
me know. offer a low total cost of ownership.
7. Joint ARMA and AIIM meetings. It seems that the The Old Way: Slow and Expensive
two chapters are become ever closer from a
Traditionally, e-mail archiving has been accomplished
technology and a business operations point of view.
by manually backing up files from a given point in time
We would like to host a joint meeting and allow
to tape. There are several major drawbacks to this
both chapters (actually there are 3 ARMA chapters)
meet and trade war stories.
Because e-mail users receive, read and delete multiple
But, we would also like to have a fun non-business
messages on any given day, a point-in-time archive is
related meeting in which we can just meet our fellow
unlikely to be comprehensive.
members and share a laugh. Our last and largest meeting
Furthermore, effectively searching backup tapes for
was on the Bay and we would like to repeat that
messages that meet specific criteria or contain key words
experience. We will be planning this for later in the year
when the weather turns nice and Bay it at its best. Stay requires restoring all archive tapes for the period in
question, as well as filtering and deleting duplicate
messages. This is a time-consuming and expensive
Thanks for being a member of the Golden Gate Chapter.
process that often cannot be accomplished within the
If you have other ideas for educational programs and
time period required for legal discovery. Some vendors
chapter meetings, please let me know.
offer document management solutions that attempt to
Bud Porter-Roth address these issues by allowing users to tag e-mail
messages with metadata before moving them to an
Bud Porter-Roth archive. While this allows for more accurate indexing
President, Golden Gate Chapter and easier retrieval, it remains a selective process that
fails to capture all e-mail. These methods can lead to
higher administrative costs associated with managing
storage and retrieval, and an increased risk of regulatory
The Case for Active
fines and legal fees related to non-compliance.
The New Way: Active is Better
With the typical employee sending and receiving nearly Active archiving offers archiving, indexing, hierarchical
storage management (HSM), records retention
25,000 e-mail messages per year, e-mail has evolved
management and enhanced compliance capabilities,
into a primary “knowledge asset.” This has created the
need for an infrastructure strategy that supports retention providing a comprehensive and cost-effective method
policies and makes messages accessible across the for leveraging crucial business information contained in
enterprise. When e-mail is under control, organizations e-mail, while also ensuring compliance with regulatory
can better leverage critical business intelligence and and legal requirements.
comply with regulations such as Sarbanes- Oxley, as
Active archiving solutions automatically capture all
well as other rules requiring all electronic inbound, outbound and external e-mails, and accurately
correspondence to be stored and quickly retrievable in scan and categorize e-mail based on the content and
the event of an audit or litigation.
context of the message, header and attachment. By
Increasingly, enterprises are turning to an active eliminating the need for employees to manually tag
archiving solution as their preferred e-mail management messages with metadata, active archiving results in more
strategy. Such a solution addresses every aspect of e- accurate indexing and reduced administration time.
mail management, providing comprehensive capture and
indexing, easy retrieval, effective sampling and review,
July 2005 - 2
AIIM Golden Gate Chapter
For improved risk mitigation, an effective active Golden Gate Chapter News
archiving solution automatically routes messages
violating corporate policies to a designated supervisor
This is the beginning of an exciting new year for us on
for review, allowing non-compliance issues to be the board and we urge you to get involved. We would
quickly identified and resolved. Some active archiving like to start forming committees in the following two
solutions today incorporate powerful categorization areas:
technology with training-based analytics that enable
categorization to be refined and improved over time.
PROGRAMS - Work on the committee to organize and
Retention rules can be customized for different
plan upcoming Golden Gate AIIM Events.
departments or employee groups, resulting in a flexible
solution that can easily be deployed across the entire
MEMBERSHIP – Work with our Registration Chair to
come up with new and innovative ideas to help boost
Many active archiving solutions offer single instance membership in our Golden Gate AIIM Chapter.
storage, which prevents duplicate messages and
attachments from being archived, and maximizes storage The Chapter is always looking for help and ideas for
space. Messages are migrated to storage media using an programs and educational events. If you have an idea, let
HSM approach, with the local message deleted and us know.
replaced by a link to the archive. This allows users to
If you have a good document management or records
access messages but maintains enterprise control over
management case study and would like to share it, give
retention. When users make changes to an archived e-
us a call.
mail, it is re-archived as a new record and the original is
preserved. Did You Know?
Active archiving offers enterprises a comprehensive e-
The top 3 projects among users in 2004 were
mail management solution with a lower total cost of
ownership. 1. Document Control
Easy deployment and seamless integration with e-mail 2. Records Management and Archiving
clients such as Microsoft Outlook® results in faster
3. Information Capture
employee adoption with lower implementation and
training costs. With training-based analytics, searches Committees
get more accurate over time, reducing the staff resources
Want to set the direction on where the ECM and DM
required to review non-compliant e-mail. Enterprises
industry will go? Then join one of the many committees
that have adopted e-mail active archiving solutions are
that is hosted run by AIIM.
better able to:
For more information, go to:
? Comply with regulatory and corporate governance
? Retain control of the e-mail management process;
? Reduce staff resources and administrative costs “Help! I’m drowning in email and would like to know
associated with e-mail management; and which vendor is the best at managing my email content
? Leverage and maximize electronic “knowledge assets.”
- HELPME in emailtown, IA
Susan Worthy, Vice -President, ClearStory Systems
Well HELPME, there are a multitude of vendors from
Active Archiving Solutions large to small that has the technology that you may be
looking for. My advice to you would be to do the
This article was reproduced from an
archived issue of AIIM E-Doc magazine.
July 2005 - 3