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Electronic files are records too

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Electronic files are records too

  1. 1. Electronic Files Are Records Too!<br />Presented by:<br />Bob Larrivee, Director/Industry Advisor<br />AIIM International<br />
  2. 2. AIIM Industry Watch - ERM<br />Electronic records are more than twice as likely to be described as “Unmanaged” than paper records<br />71% of organizations have a procedure for legal hold of paper records in the event of litigation, but only 57% have one for electronic records<br />For 25% of organizations, legal discovery of paper records would take at least a month, whereas for electronic records this is 17%<br />
  3. 3. Reliance on IT staff to carry out legal discovery on electronic records<br />Records management staff deals with paper records.<br />Organizations with no ECM/ERM system<br />60% would not be confident, if challenged, that their electronic records have not been changed, deleted or inappropriately accessed<br />38% admit that there is little or no enforcement of their records management policies<br />55% set no guidance on dealing with important emails as records<br />AIIM Industry Watch - ERM<br />
  4. 4. 31% of organizations have 20 or more content repositories that could usefully be linked<br />Email as the highest priority<br />Over 70% of organizations have made no plans or provision for long-term archiving of electronic records<br />No policies for migrating to new media, translating formats, or virtualization of applications<br />AIIM Industry Watch - ERM<br />
  5. 5. More Facts<br />University of California-San Diego Global Information Industry Center<br />2008 American Information Consumption <br />34 gigabytes of words per day on average<br />3.6 ZettaBytes (zettabyte = a million-million gigabytes)<br />Includes audio, video, written word<br />Richard Saul Wurman, Author “Information Anxiety” <br />“A weekday edition of the New York Times contains more information than the average person was likely to come across in a lifetime during 17th-century England.”<br />
  6. 6. Source: AIIM’s State of the ECM Industry<br />Poor Information Effectiveness<br />On a scale of 1 to 10 (terrible to excellent), rate the effectiveness of your organisation in managing information<br />54% give themselves a grade of 5 or less<br />>90% of organisations view their ability to manage electronic information as critical to their future. <br />© AIIM | All rights reserved<br />6<br />
  7. 7. The Importance of Records<br />Growing awareness of importance of records management<br />Increasing government requirements for retention and disposition<br />Sarbanes-Oxley<br />HIPPA<br />
  8. 8. January 12, 2009<br />President Obama announces digital health records<br />Compliance required by 2014<br />August 19, 2009<br />HHS announces “Information Breach” regulations<br />36+ Breaches listed by HHS as of 03/2010<br />Affecting 500+ individuals<br />Additional Mandates<br />
  9. 9. What is Records Management?<br />Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records<br />Source: ISO 15489<br />
  10. 10. Definition of Record<br />Information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business<br />Source: ISO 15489<br />
  11. 11. Formats of Record<br />Electronic<br />Physical<br />Copyright © AIIM | All rights reserved<br />
  12. 12. Sources of Electronic Records<br />Metadata for physical records<br />Email<br />Scanned images<br />Web sites<br />Instant messages<br />Voice conversations<br />Bulk data imports<br />Copyright © AIIM | All rights reserved<br />
  13. 13. Why not Capture Everything?<br />Hard cost of storage<br />Volume of non-records to sift through<br />Operationally <br />For legal or audit requirements<br />Increased liability for <br />disclosing too much<br />Copyright © AIIM | All rights reserved<br />
  14. 14. Develop a Capture Process<br />Initial assessment<br />Determine what to capture<br />Determine when to capture<br />Determine how to capture <br />Introduce records capture procedures<br />Plan longer term sustainability and digital preservation<br />Copyright © AIIM | All rights reserved<br />
  15. 15. Storage Media<br />Obsolescence<br />Media<br />Degradation<br />Digital Preservation Problems<br />DigitalPreservation<br />Format<br />Obsolescence<br />Copyright © AIIM | All rights reserved<br />
  16. 16. Storage Media Obsolescence<br /><ul><li>Hardware to read the media
  17. 17. Access to new recordable media</li></ul>Source: Cornell University <br />“chamber of horrors” website<br />Copyright © AIIM | All rights reserved<br />
  18. 18. Media Megradation<br />Storage media deteriorates over time<br />Deterioration minimised by good storage<br />Digital preservation techniques can be used to compensate<br />Copyright © AIIM | All rights reserved<br />
  19. 19. Format Obsolescence<br /><ul><li>The most difficult challenge
  20. 20. How do you read the data on the media?</li></ul>Copyright © AIIM | All rights reserved<br />
  21. 21. Immediate actions <br />Know your holdings<br />Current file formats<br />Future file formats<br />Retention requirements<br />Manage the Environment<br />Physical storage condition<br />Media Refresh<br />Establish Value/importance<br />Legal, Continuity, Decision Support<br />Copyright © AIIM | All rights reserved<br />
  22. 22. Conclusion<br />Records<br />Physical and electronic<br />Records Management Programs<br />Include physical and electronic<br />Electronic Records Require<br />Retention plans<br />Access controls<br />Disposition policies<br />Establish Roles<br />RM for policy and procedure<br />IT for support<br />
  23. 23. Thank you<br />Bob Larrivee, AIIM Director and Industry Advisor<br />Email: blarrivee@aiim.org<br />Twitter: BobLarrivee<br />www.aiim.org/training<br />www.informationzen.org<br />http://aiimknowledgecenter.typepad.com/weblog/<br />

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