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Best Practices and PrinciplesRecords Management 2010
Is this what your records management program looks like?
AIIM’s research shows…
…the volume of information is increasing…
Increasing rapidly
Increasing somewhat
Stable
Decreasing somewhat
Decreasing rapidly
0% 10% 20% 30% 40% 50% 60% 70% 80%
Electronic
Paper
Paper vs Electronic
10+ employees (656)
But electronic is going crazy!
…much of that paper and information is unmanaged…
None
Small proportion
Significant proportion
Majority
All
0% 10% 20% 30% 40% 50% 60%
Electronic
Paper
Paper vs Electronic
And it’s the electronic
ones that are less well managed
- electronic more than
twice as likely to be
unmanaged (44%)10+ employees non-Trade (648)
Paper vs Electronic
Page 8
The majority of paper
records are not
electronically indexed
Unmanaged
Managed in-house manually
Managed in-house electronically – dedicated system
Managed in-house electronically – alongside electronic records
Off-site warehoused
Outsource managed
0% 10% 20% 30% 40% 50% 60% 70%
10+ employees non-Trade (648)(weighted)
Unmanaged
Managed in file-shares
Managed in-house in dedicated ERM system(s)
Managed in dedicated Email Archive system(s)
Managed as part of an ECM system
Managed as records in SharePoint
Managed externally/outsourced
0% 5% 10%15%20%25%30%35%40%45%50%
Electronic
Page 9
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)
How good would your organization be at finding the right information at the right time?
How long would a legal discovery search process take across your paper/electronic records?
Legal Discovery
Page 12
Paper takes longer
25% 1 month or more
vs17%
electronic
10+ employees non-Trade (572)
1 day
2-5 days
5-10 days
10-21 days
1 month
2 months
More than 2 months
0% 5% 10% 15% 20% 25%
Electronic
Paper
How do you ensure that your records are being properly managed?
We have a set of policies for physical records but none for electronic records
We have a single set of policies which are applied to physical and electronic records
We have two sets of policies, one for physical and the other for electronic records
We have a number of policies dependent on whether electronic or physical, as well as location, business unit, media, complexity, etc.
We only have very basic policies
0% 10% 20% 30% 40% 50%
Governance
Page 14
45% have integrated policies for electronic and paper
16% of 5,000+
“only have very basic policies”
10+ employees non-Trade (572)
No enforcement at all
Occasional reminders
Sporadically monitored and highlighted
Monitored with some enforcement
Monitored and strongly enforced
0% 5% 10% 15% 20% 25% 30% 35%
Governance
Page 15
But 38% do very little to encourage compliance
10+ employees non-Trade (554)
When faced with e-discovery, will your records management program be able to stand up to the challenge?
What will you find in this toolkit?• Best Practices for Electronic Records Management• Principles of Real-world Records Management• Automating Records Management with Artificial
Intelligence• Records Management Maturity Model• …and more…
http://www.aiim.org/premium
Other resources• AIIM Research Report on Electronic Records
Management• AIIM e-book – 8 Secrets of an Effective Content or
Records Implementation• ERM Blog posts• Links to webinars on ERM
http://www.aiim.org/premium
How can you get this Records Management 2010 Toolkit?
http://www.aiim.org/premium
Are you an AIIM Professional Member?
You get it free! Download your copy today at…..
http://www.aiim.org/premium
Not an AIIM Professional Member?You have two choices:
1. Join AIIM as a Professional Member for $125 and receive the Records Management 2010 Toolkit and all the other toolkits and tools.
2. Buy the Records Management 2010 Toolkit for $99.
http://www.aiim.org/premium
Visit http://www.aiim.org/premium and Join today to start receiving your AIIM membership benefits!
What do you get for your annual $125 dues?
AIIM Professional Member Benefits• Checklists, Guides, &
Templates▫ ECM Request for Proposal
(RFP) Template▫ How to Get the Most from
Your RFP Guide▫ OCR Checklist▫ ECM Checklist▫ Email ROI Calculator
• Discounts on AIIM Certificate Training Programs
• Specially Designed Free Essential Training Courses
• ECM Toolkits▫ Web 2.0▫ Business Process
Management▫ Change Management▫ Accelerating Compliance▫ ECM Primer…many more….
http://www.aiim.org/premium
We are looking forward to welcoming you as an AIIM Professional Member!