electronic files are records too

Electronic Files Are Records Too!

Presented by:Bob Larrivee, Director/Industry Advisor

AIIM International

Copyright © AIIM | All rights reserved

AIIM Industry Watch - ERM

Electronic records are more than twice as likely to be described as “Unmanaged” than paper records71% of organizations have a procedure for legal hold of paper records in the event of litigation, but only 57% have one for electronic recordsFor 25% of organizations, legal discovery of paper records would take at least a month, whereas for electronic records this is 17%


Reliance on IT staff to carry out legal discovery on electronic records

Records management staff deals with paper records.Organizations with no ECM/ERM system

60% would not be confident, if challenged, that their electronic records have not been changed, deleted or inappropriately accessed

38% admit that there is little or no enforcement of their records management policies

55% set no guidance on dealing with important emails as records



31% of organizations have 20 or more content repositories that could usefully be linked

Email as the highest priorityOver 70% of organizations have made no plans or provision for long-term archiving of electronic records

No policies for migrating to new media, translating formats, or virtualization of applications



More FactsUniversity of California-San Diego Global Information Industry Center

2008 American Information Consumption 34 gigabytes of words per day on average 3.6 ZettaBytes (zettabyte = a million-million gigabytes)

Includes audio, video, written wordRichard Saul Wurman, Author “Information Anxiety”

“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.”


Source: AIIM’s State of the ECM Industry

Poor Information EffectivenessOn a scale of 1 to 10 (terrible to excellent), rate the effectiveness of your organisation in managing information

54% give themselves a grade of 5 or less >90% of organisations view their ability to manage

electronic information as critical to their future.

© AIIM | All rights reserved6


January 12, 2009 President Obama announces digital health records

Compliance required by 2014August 19, 2009

HHS announces “Information Breach” regulations 36+ Breaches listed by HHS as of 03/2010

Affecting 500+ individuals

Additional Mandates


Formats of Record

Electronic

Physical



Sources of Electronic Records

Metadata for physical recordsEmailScanned imagesWeb sitesInstant messagesVoice conversationsBulk data imports



Why not Capture Everything?

Hard cost of storageVolume of non-records to sift through

Operationally For legal or audit requirements

Increased liability for disclosing too much



Develop a Capture Process

Initial assessmentDetermine what to captureDetermine when to captureDetermine how to capture Introduce records capture proceduresPlan longer term sustainability and digital preservation


Digital Preservation Problems

Storage MediaObsolescence Media

Degradation FormatObsolescence

Digital Preservation


Storage Media Obsolescence

Source: Cornell University “chamber of horrors” website


Storage MediaObsolescenceStorage MediaObsolescence

MediaDegradation

MediaDegradation

FormatObsolescence

FormatObsolescence

Hardware to read the media

Access to new recordable media



Media Megradation

Storage media deteriorates over timeDeterioration minimised by good storageDigital preservation techniques can be used to compensate




MediaDegradation

MediaDegradation

FormatObsolescence

FormatObsolescence

Format Obsolescence



MediaDegradation

MediaDegradation

FormatObsolescence

FormatObsolescence

The most difficult challenge

How do you read the data on the media?



Immediate actions

Know your holdings Current file formats Future file formats Retention requirements

Manage the Environment Physical storage condition Media Refresh

Establish Value/importance Legal, Continuity, Decision Support



ConclusionRecords

Physical and electronicRecords Management Programs

Include physical and electronicElectronic Records Require

Retention plans Access controls Disposition policies

Establish Roles RM for policy and procedure IT for support


Thank youBob Larrivee, AIIM Director and Industry Advisor

Email: [email protected]

Twitter: BobLarrivee

www.aiim.org/training

www.informationzen.org

http://aiimknowledgecenter.typepad.com/weblog/

mailto:[email protected]

http://www.aiim.org/training

http://www.informationzen.org/



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