Electronic Records Management Survey Report
AIIM has the following survey report available for download.
AIIM - The Enterprise Content Management Association has been a neutral and unbiased source for helping individuals and organizations understand the challenges associated with managing documents, content, records, and business processes. AIIM is international in scope, independent, implementation-focused, and, as the representative of the entire ECM industry - including users, suppliers, and the channel - acts as the industry’s intermediary.
**About the Survey conducted by AIIM **
This survey was delivered via an on-line survey instrument (www.zoomerang.com) during the 4th quarter of 2006. A total of 821 end users participated in the survey. The participants reflect a broad sample of organizations in terms of size, with 17% drawn from small organizations (less than 100 employees), 26% from mid-sized organizations (100-1,000 employees), and the remainder from large and very large organizations (more than 1,000 employees).
Some highlights from the report.
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 granularities 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.”