The AIIM Blog
Keep your finger on the pulse of Intelligent Information Management with industry news, trends, and best practices.
Electronic Records Management (ERM) | Enterprise Content Management (ECM) | Intelligent Information Management (IIM)
Myth # 1. Records Management starts when the boxes of files go offsite. Reality: Records Management is a discipline that starts when a record – paper or electronic – is actually created. By waiting until a record is no longer active to begin tracking its movement and access, companies are missing an opportunity to make the record accessible, authentic, and reliable. These characteristics of a record are required by the courts and government auditors. So if you don’t recognize this early on, you face a “pay me now or pay me later” scenario if your company becomes involved in litigation and has to gather responsive materials. In “pay me now,” you take the necessary time to manage records correctly throughout their lifecycle. In “pay me later,” you spend significantly more time and expense gathering case-related materials with a greatly increased risk of incurring penalties and sanctions.
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I enjoyed a conversation with Deb LaVoy and Scott Bowen from OpenText at the Enterprise 2.0 conference. I like their concept of "purpose-driven teams" in the context of social and Enterprise 2.0 technologies. As a community I am glad to see we are finally moving beyond the first wave of social technologies as something "cool" and somehow bolted on to the business independent of existing processes. We are starting to view these technologies as enablers of the business; something to be embedded in every process rather than something that stands independent of business processes.
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Making an ECM implementation successful requires planning and attention to detail. The best way to create the right solution is to identify organizational goals and priorities. Learn how to manage a successful implementation in our free guide.
Myth #1: It’s Social Reality: The first thought that goes through senior manager’s minds when they hear “Social Media” is I don’t want my employees’ friending people on Facebook all day. I think there is an image of the technology that gets created in our minds because we use the word “Social." This image is propagated by many of the vendors in the market who are bringing Web 2.0 tools to the enterprise with little understanding of how a business functions. Everyone wants to recreate Twitter and Facebook inside the firewall. Entrepreneurs see themselves as the next Zuckerberg, and they haven’t even had an original thought yet. No one seems to step back and ask is this what the enterprise really needs? My belief is that you will truly see Enterprise Social take off when it gets focused on business activities and tasks and moves away from building networks and sharing what we had to eat for lunch. Wikis, blogs, discussion boards are great ways to exchange thoughts and ideas. When we begin to focus these tools on solving business problems, they will become invaluable, but it’s not going to seem very “Social.”
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Electronic Records Management (ERM) | Sharepoint and Office 365
Myth #1: It is too hard to implement “true” Records Management (RM) in SharePoint. Reality: Microsoft made SharePoint more of a retention tool with an interface that is familiar to SharePoint and IT professionals than an RM solution whose interface is familiar to RM professionals. “Out of the box” implementations of SharePoint RM require a wide variety of configuration settings, customizations, and choices that must be established and maintained by someone who is familiar with both SharePoint systems administration and retention policies. However, SharePoint add-on products are emerging that elegantly support the traditional principles and tenants of RM and enable the management of retention and disposition decisions based on information management policies in ways that are familiar to most RM professionals. These products fit into the familiar SharePoint user experience and enable enterprise RM with few of the penalties that some RM solutions have forced on SharePoint users, such as requiring users to understand multiple product interfaces and to search for information in multiple repositories.
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Awareness about electronic document management has increased over the last few years, but people are still not clear on many aspects of it. They often confuse it with file management, enterprise content management (of which document management is a subset), records management, etc. Here, we seek to bust five myths about document management, with a special focus on small businesses.
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Enterprise Content Management (ECM) | Sharepoint and Office 365
We just completed our research to understand how businesses are using SharePoint to support their ECM requirements. The study uncovered some interesting insights. Here some the highlights.
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