Electronic Records Management: For Most, It's Still "Waiting for Godot"

New AIIM Electronic Records survey data available! Sponsored by Xerox Global Services (XRX).

Key Findings:

Managing Electronic Information Still #2 Priority in Most Organizations (vs. Paper). In general, end users believe they have done a reasonable job of putting in place formal programs to manage paper-based information. When it comes to electronic information, in general organizations report far less structure.

Many Records Management Programs Just Cover the Tip of the Iceberg. As the survey pushed participants for more granularity with regards to their records and information management program, it became apparent that many end users have yet to address important elements in a truly comprehensive program.

Organizations—Especially Medium Sized Ones—Are Vulnerable to New e-Discovery Rules. There are some aspects of the new e-Discovery rules announced December 1, 2006 (such as the safe harbor for inadvertent deletions) that are positive, given the extremely ambiguous legal environment that exists for “electronically-stored information” (the term used in the new rules). However, as is evident from the results of this survey (and other AIIM industry Watch surveys), the expectation that the new rules create—that organizations have control over their electronically-stored information—is problematic at best for most organizations.

In Searching for an Electronic Records Solution, Organizations Stress the Basics. The decision to implement an electronic records management solution hinges on three primary drivers: “improve efficiency and productivity,” “compliance,” and “risk management/business continuity.” It is surprising that even in a survey specifically focused on records management, and with a sample dominated by “document management specialists,” the “productivity” and “efficiency” benefits of RM technologies are understood and valued.

RM Outsource Opportunities Exist, Especially as RM Requirements Grow More Complex. As organizations struggle with the complexity of records management requirements, they are increasingly realizing that an outsourced solution is at least something that should be considered. The reason for the shift is the increasing risks of “doing it wrong,” and the increasing complexity of “doing it right.”

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Comments

[Annerose]

These comments have been invaluable to me as is this whole site. I thank you for your comment.

[Japanese phrases]

Electronics records seems to cause a lot of problems. While on one side keeping track of them is easier, deciding whether or not they are official or not seems to be another issue.