Document Management in State and Local Government


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key trends and issues related to implementing document management and imaging in state and local governments

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Document Management in State and Local Government

  1. 1. ECM IN STATE AND LOCAL GOVERNMENT John Mancini President, AIIM
  2. 2. About ECM and AIIM
  3. 3. Enterprise Content Management (ECM) = the tools and technologies used to: • Capture — move content (in any form) into your repositories for reuse or retirement • Manage — move it around the enterprise to drive key applications and processes • Store — put it in a logical place for easy access • Preserve — long-term archival and storage • Deliver — get to the right audience on the right device …documents and content related to organizational processes.
  4. 4. ECM = The mass of unmanaged electronic stuff in your organization
  5. 5. We are the community that provides education, research, and best practices to help organizations control information and maximize its value.
  6. 6. Find, control, and maximize your information.
  7. 7. AIIM = The largest community in the world dedicated to helping you manage and get value from your electronic stuff
  8. 8.
  9. 9. Current state of the ECM industry
  10. 10. An industry in a period of great change...
  11. 11. Product focus→Platform focus
  12. 12. Aggregating content→Leveraging content
  13. 13. Structured and limited→ad hoc and ubiquitous
  14. 14. High cost per seat→Low cost per seat
  15. 15. Inflexible →Flexible
  16. 16. Transactions →Collaboration
  17. 17. High cost per seat→Low cost per seat
  18. 18. Why should I consider an ECM implementation?
  19. 19. Why should I move beyond file cabinets and paper archiving?
  20. 20. How do I articulate the value of ECM?
  21. 21. What can I do with ECM that I can't do today?
  22. 22. The nature of organizational “documentation” has changed more in the past 5 years than in the previous 100...
  23. 23. ...and it isn’t going back.
  24. 24. The risk side of the equation...
  25. 25. Repeat after me... This isn’t just about “records” in its traditional definition.
  26. 26. 58% how confident are you that your electronic information is accurate, trustworthy, and accessible? % “slightly confident” or “not confident at all” State and local govt only, N=156
  27. 27. Federal Rules of Civil Procedure 26 and 34, which went into effect December 1, 2006, use the term “electronically stored information” rather than the term “data compilation” and identify it as a distinctive category of information subject to discovery obligations on par with “documents” and “things.”
  28. 28. 40% Imagine you are being long would it take to find all the information related to that person? % more than one month State and local govt only, N=156
  29. 29. This isn’t about being perfect. But it is about having a defensible process.
  30. 30. Disagree 25% My organization takes its RM obligations seriously. Agree 75% Agree My organization’s RM 38% directives are consistently Disagree enforced. 62% AIIM E-Mail Survey, large organizations only, N=582
  31. 31. The more I know the more worried I get 33% vs. 10% “Fair” or “Marginal”
  32. 32. The benefit side of the equation...
  33. 33. 65% On a scale of 1 (TERRIBLE) to 10 (EXCELLENT) the percentage evaluating their overall effectiveness in managing electronic information as 5 or Less.
  34. 34. What do you see as the most important business driver for document and records management (8 choices)...? 32% improve efficiency 28% compliance 17% better customer service State and local govt only, N=156
  35. 35. Top interests next 12-18 months (14 choices) RM and archiving = 77% E-mail management = 62% Business continuity/risk management = 40% Statutory and regulatory compliance = 39% State and local govt only, N=156
  36. 36. How would you compare the ROI of your distributed capture implementation with other IT implementations? worse much 4% better 8% better about the same 40% 49% State and local govt only, N=75
  37. 37. What are the biggest pitfalls in considering an ECM implementation?
  38. 38. How do organizations typically quot;get intoquot; ECM?
  39. 39. 25% “I have heard of the term ecm with regards to information management.”
  40. 40. The big three challenges (choose one) Change management = 30% Justifying the investment = 28% Getting employee commitment = 24% State and local govt only, N=156
  41. 41. What kind of planning do you need to do to be successful?
  42. 42. Who has the most important role in determining whether or not to implement an ERM solution? 31% IT 27% RM 23% Operations and Admin State and local govt only, N=146
  43. 43. 62% “how well do your it people understand electronic records?” 1= “they know nothing” 10= “they are completely competent” % 5 or less
  44. 44. Top three problems in managing a records or document implementation (14 choices)... 41% lack of knowledge and training 40% underestimated process and organizational issues project derailed by 35% internal politics State and local govt only, N=156
  45. 45.
  46. 46. Is this worth it?
  47. 47. PUBLIC SECTOR: How does the effectiveness of your organization compare to your peers? (% “more effective” or “much more effective”) 44 # of organizations viewing themselves as effective = 2.3X more in strategic sample 19 No ECM Strategic ECM AIIM State of Industry survey
  48. 48. or