Aiim electronic records management trends


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Aiim electronic records management trends

  1. 1. Electronic Records Management- still playing catch-up with paper<br />An AIIM Survey conducted during July 2009<br />
  2. 2. Full ERM report available from <br />
  3. 3. Demographics<br />Total respondents: 768<br />Page 3<br />
  4. 4. Demographics 2<br />Page 4<br />
  5. 5. Paper vs Electronic<br />Paper vs Electronic<br />Page 5<br />
  6. 6. Is the volume of your PAPER records?<br />Page 6<br />Paper vs Electronic<br />Paper records are still increasing in 56% of organizations, but in 21% it is at last showing signs of decreasing <br />10+ employees non-Trade (648)<br />
  7. 7. Is the volume of your ELECTRONIC records?<br />Page 7<br />Paper vs Electronic<br />But electronic is going crazy!<br />10+ employees (656)<br />
  8. 8. What proportion of your records would you say are UNMANAGED:<br />Page 8<br />Paper vs Electronic<br />And it’s the electronic ones that are less well managed<br />- electronic more than twice as likely to be unmanaged (44%)<br />10+ employees non-Trade (648)<br />
  9. 9. What proportion of your PAPER records would you say are:<br />Paper vs Electronic<br />The majority of paper records are not electronically indexed<br />10+ employees non-Trade (648)(weighted)<br />Page 9<br />
  10. 10. What proportion of your ELECTRONIC records would you say are:<br />Electronic<br />For those records that are managed, just as likely to be managed in a dedicated ERM system as in ECM <br />10+ employees non-Trade (648)(weighted)<br />Page 10<br />
  11. 11. What proportion of the records generated by line of business applications and business process workflow are:<br />Page 11<br />Business Process<br />LOB records are as likely to be printed and managed as paper as filed outside of the system.<br />10+ employees non-Trade (648)(weighted)<br />)<br />
  12. 12. Which of the following policies and practices do you generally apply to paper records? <br />Page 12<br />Business Process<br />Paper, paper, paper - even when we have the electronic original,<br />10+ employees non-Trade (648)multi-choice<br />
  13. 13. Which of the following policies and practices do you generally apply to paper records? <br />Business Process<br />But half are scanning incoming items, or at least indexing them<br />And 30% are looking to go paperless<br />10+ employees non-Trade (648)multi-choice<br />Page 13<br />
  14. 14. Legal Discovery<br />Legal Discovery<br />Page 14<br />
  15. 15. Do you have a procedure that details how to apply legal hold on relevant records in the event of a litigation?<br />Page 15<br />Legal Discovery<br />Better than expected – electronic just 14% less than paper<br />But still only just over half.<br />10+ employees non-Trade (572)<br />
  16. 16. Do you have a procedure that details how to apply legal hold on relevant records in the event of a litigation?<br />Page 16<br />Legal Discovery<br />Bigger organizations have responded faster to 2006 FRCP ruling<br />.<br />10+ employees non-Trade (572)<br />
  17. 17. How long would a legal discovery search process take across your paper/electronic records:<br />Page 17<br />Legal Discovery<br />Paper takes longer<br />25% > 1 month<br />vs<br />17% electronic<br />10+ employees non-Trade (572)<br />
  18. 18. Who would be responsible for doing the legal discovery search across your:<br />Page 18<br />Legal Discovery<br />Reliance on IT staff to carry out searches on electronic records<br />10+ employees non-Trade (572)<br />
  19. 19. As regards the tools you use for in-house legal discovery:<br />Page 19<br />Legal Discovery<br />13% using dedicated <br />e-discovery tools and a further 22% planning to do so<br />10+ employees non-Trade (572)<br />
  20. 20. If challenged, how confident could you be that your electronic records have not been changed, deleted, or inappropriately accessed?:<br />Page 20<br />Legal Discovery<br />37% not confident, <br />cf: 44% in 2007<br />10+ employees non-Trade (572)<br />
  21. 21. If challenged, how confident could you be that your electronic records have not been changed, deleted, or inappropriately accessed?:<br />Page 21<br />Legal Discovery<br />29% with ECM/ERM system<br />not confident, <br />60% without a system not confident<br />10+ employees non-Trade <br />260 with<br />80 without<br />
  22. 22. Legal Discovery<br />Governance<br />Page 22<br />
  23. 23. Which of the following most accurately describes your records management policies?<br />Page 23<br />Governance<br />45% have integrated policies for electronic and paper<br />16% of 5,000+ “only have very basic policies” <br />10+ employees non-Trade (572)<br />
  24. 24. How would you describe monitoring and enforcement of records management policies in your organization?<br />Page 24<br />Governance<br />But 38% do very little to encourage compliance<br />10+ employees non-Trade (554)<br />
  25. 25. Does your organization? <br />Page 25<br />Governance<br />~40% do not provide any staff guidance on how to deal with records<br />55% set no guidance on dealing with emails as records<br />10+ employees non-Trade (554)<br />
  26. 26. Regarding your fileplan or classification scheme? <br />Page 26<br />Governance<br />Getting there...~60%<br />10+ employees non-Trade (554)<br />
  27. 27. Regarding your retention schedules? <br />Page 27<br />Governance<br />Some interesting differences<br />10+ employees non-Trade (554)<br />
  28. 28. Which of the following would best apply in your organization as regards the highest level of records management expertise and responsibility for PAPER/PHYSICAL  records?<br />Page 28<br />Governance<br />5% at C-level<br />27% Still expecting IT to take on new responsibilities<br />10+ employees non-Trade (554)<br />
  29. 29. Which direction do you think Records Management responsibility is heading in, say, 3-5 years time?<br />Page 29<br />Governance<br />C-level up from 5% to 18%<br />IT down from 27% to 12%<br />10+ employees non-Trade (554)<br />
  30. 30. Legal Discovery<br />Integration with<br /> Enterprise Systems<br />Page 30<br />
  31. 31. From which of the following systems are you able to directly declare a record within your defined retention and classification schemes?<br />Page 31<br />Integration<br />RM System still mostly stand-alone<br />10+ employees non-Trade (554)<br />
  32. 32. How will your spending on Records Management in the next 12 months compare with the previous 12 months?<br />Page 32<br />Integration<br />Planned spend is up (except consultancy)<br />10+ employees non-Trade (554)<br />
  33. 33. What use is made of standards in your organization for best practice records management?<br />Page 33<br />Standards<br />27% working to ISO 15489<br />and/or<br />DoD5015 or MoReq2<br />10+ employees non-Trade (554)<br />
  34. 34. Which of the following would you say are the most important for encouraging user adoption of Records Management? (max 4)<br />User Adoption<br />Carrot, <br />hands-off,<br />or stick?<br />10+ employees non-Trade (554)<br />Page 34<br />
  35. 35. Legal Discovery<br />Manage in Place<br />Page 35<br />
  36. 36. How many separate content repositories do you have in your organization that could usefully be linked or managed in one place for single-point access? <br />Page 36<br />Multiple Repositories<br />31% of organizations have 20 or more repositories that could be linked<br />10+ employees non-Trade (479)<br />
  37. 37. Which repositories would you like to link or manage in one place?<br />Page 37<br />Multiple Repositories<br />Email is the priority<br />10+ employees non-Trade (479)<br />
  38. 38. Which connection mechanisms are you using or developing to link repositories?<br />Multiple Repositories<br />Considerable use of customized links<br />10+ employees non-Trade (479)<br />Page 38<br />
  39. 39. How important are the following standards for you?<br />Page 39<br />Multiple Repositories<br />But little under-standing of CMIS<br />10+ employees non-Trade (479)<br />
  40. 40. As regards “Manage in Place”, which functions are you currently able to use across 2 or more repositories?<br />Page 40<br />Multiple Repositories<br />Some early pioneers are getting it to work<br />10+ employees non-Trade (479)<br />
  41. 41. Legal Discovery<br />Cloud, and long-term archive<br />Page 41<br />
  42. 42. In view of security considerations, would you store ELECTRONIC RECORDS in any of the following? ("Cloud" = managed records, off-premise, on an un-specified server)<br />Page 42<br />Multiple Repositories<br />If the Cloud were owned within the “family”, half might go for it<br />10+ employees non-Trade (479)<br />
  43. 43. Do you have ELECTRONIC records which need to be retained for: <br />Page 43<br />Long-Term Archive<br />Most organizations have some very long-term retention requirements<br />10+ employees non-Trade (479)<br />
  44. 44. Do you store a significant proportion of your records in the following formats?<br />Page 44<br />Long-Term Archive<br />But they are happy to use native file formats!<br />10+ employees non-Trade (479)(weighted)<br />
  45. 45. Do you plan to converge to PDF-A?<br />Page 45<br />Long-Term Archive<br />Slow progress!<br />10+ employees non-Trade (479)(weighted)<br />
  46. 46. Do you have a POLICY/BUDGET for ?<br />Page 46<br />Long-Term Archive<br />Nearly 70% have no forward view on long-term archive<br />10+ employees non-Trade (479)(weighted)<br />
  47. 47. About AIIM – <br />We are the community that provides education, research, and best practices to help organisations control information and maximise its value.<br /><br />Page 47<br />