aiim electronic records management trends

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  • 1. Electronic Records Management- still playing catch-up with paper
    An AIIM Survey conducted during July 2009
  • 2. Full ERM report available from www.aiim.org/research
  • 3. Demographics
    Total respondents: 768
    Page 3
  • 4. Demographics 2
    Page 4
  • 5. Paper vs Electronic
    Paper vs Electronic
    Page 5
  • 6. Is the volume of your PAPER records?
    Page 6
    Paper vs Electronic
    Paper records are still increasing in 56% of organizations, but in 21% it is at last showing signs of decreasing
    10+ employees non-Trade (648)
  • 7. Is the volume of your ELECTRONIC records?
    Page 7
    Paper vs Electronic
    But electronic is going crazy!
    10+ employees (656)
  • 8. What proportion of your records would you say are UNMANAGED:
    Page 8
    Paper vs Electronic
    And its the electronic ones that are less well managed
    - electronic more than twice as likely to be unmanaged (44%)
    10+ employees non-Trade (648)
  • 9. What proportion of your PAPER records would you say are:
    Paper vs Electronic
    The majority of paper records are not electronically indexed
    10+ employees non-Trade (648)(weighted)
    Page 9
  • 10. What proportion of your ELECTRONIC records would you say are:
    Electronic
    For those records that are managed, just as likely to be managed in a dedicated ERM system as in ECM
    10+ employees non-Trade (648)(weighted)
    Page 10
  • 11. What proportion of the records generated by line of business applications and business process workflow are:
    Page 11
    Business Process
    LOB records are as likely to be printed and managed as paper as filed outside of the system.
    10+ employees non-Trade (648)(weighted)
    )
  • 12. Which of the following policies and practices do you generally apply to paper records?
    Page 12
    Business Process
    Paper, paper, paper - even when we have the electronic original,
    10+ employees non-Trade (648)multi-choice
  • 13. Which of the following policies and practices do you generally apply to paper records?
    Business Process
    But half are scanning incoming items, or at least indexing them
    And 30% are looking to go paperless
    10+ employees non-Trade (648)multi-choice
    Page 13
  • 14. Legal Discovery
    Legal Discovery
    Page 14
  • 15. Do you have a procedure that details how to apply legal hold on relevant records in the event of a litigation?
    Page 15
    Legal Discovery
    Better than expected electronic just 14% less than paper
    But still only just over half.
    10+ employees non-Trade (572)
  • 16. Do you have a procedure that details how to apply legal hold on relevant records in the event of a litigation?
    Page 16
    Legal Discovery
    Bigger organizations have responded faster to 2006 FRCP ruling
    .
    10+ employees non-Trade (572)
  • 17. How long would a legal discovery search process take across your paper/electronic records:
    Page 17
    Legal Discovery
    Paper takes longer
    25% > 1 month
    vs
    17% electronic
    10+ employees non-Trade (572)
  • 18. Who would be responsible for doing the legal discovery search across your:
    Page 18
    Legal Discovery
    Reliance on IT staff to carry out searches on electronic records
    10+ employees non-Trade (572)
  • 19. As regards the tools you use for in-house legal discovery:
    Page 19
    Legal Discovery
    13% using dedicated
    e-discovery tools and a further 22% planning to do so
    10+ employees non-Trade (572)
  • 20. If challenged, how confident could you be that your electronic records have not been changed, deleted, or inappropriately accessed?:
    Page 20
    Legal Discovery
    37% not confident,
    cf: 44% in 2007
    10+ employees non-Trade (572)
  • 21. If challenged, how confident could you be that your electronic records have not been changed, deleted, or inappropriately accessed?:
    Page 21
    Legal Discovery
    29% with ECM/ERM system
    not confident,
    60% without a system not confident
    10+ employees non-Trade
    260 with
    80 without
  • 22. Legal Discovery
    Governance
    Page 22
  • 23. Which of the following most accurately describesyour records management policies?
    Page 23
    Governance
    45% have integrated policies for electronic and paper
    16% of 5,000+ only have very basic policies
    10+ employees non-Trade (572)
  • 24. How would you describe monitoring and enforcement of records management policies in your organization?
    Page 24
    Governance
    But 38% do very little to encourage compliance
    10+ employees non-Trade (554)
  • 25. Does your organization?
    Page 25
    Governance
    ~40% do not provide any staff guidance on how to deal with records
    55% set no guidance on dealing with emails as records
    10+ employees non-Trade (554)
  • 26. Regarding your fileplan or classification scheme?
    Page 26
    Governance
    Getting there...~60%
    10+ employees non-Trade (554)
  • 27. Regarding your retention schedules?
    Page 27
    Governance
    Some interesting differences
    10+ employees non-Trade (554)
  • 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?
    Page 28
    Governance
    5% at C-level
    27% Still expecting IT to take on new responsibilities
    10+ employees non-Trade (554)
  • 29. Which direction do you think Records Management responsibility is heading in, say, 3-5 years time?
    Page 29
    Governance
    C-level up from 5% to 18%
    IT down from 27% to 12%
    10+ employees non-Trade (554)
  • 30. Legal Discovery
    Integration with
    Enterprise Systems
    Page 30
  • 31. From which of the following systems are you able to directly declare a record within your defined retention and classification schemes?
    Page 31
    Integration
    RM System still mostly stand-alone