Enterprise 2.0 | Electronic Records Management (ERM) | Enterprise Content Management (ECM)
The following intelligent information management benchmarking statistics are drawn from AIIM's own independent research:
-
The volume of paper records is still increasing steadily in 56% of organizations, but in 22% it is at last showing signs of decreasing. Meanwhile the volume of electronic records is “increasing rapidly” for 70%, and unsurprisingly, is not decreasing for any.
-
Half of organizations are scanning newly received paper items and filing them electronically rather than manually, and a third of businesses are looking to go to all-electronic records-keeping
-
But for the other half, as well as manually filing inbound paper documents, 40% admit to routinely printing newly generated office documents and emails for the purpose of filing them as paper records.
-
Electronic records are more than twice as likely to be described as “Unmanaged” than paper records.
-
71% of organizations have a procedure for legal hold of paper records in the event of litigation, but only 57% have one for electronic records.
-
For 25% of organizations, legal discovery of paper records would take at least a month, whereas for electronic records this is 17%.
-
There is a reliance on IT staff to carry out legal discovery on electronic records in the majority of companies, whereas records management staff or line-of-business staff deal with paper records.
-
13% of organizations are using dedicated e-discovery tools and a further 22% are planning to do so. 42% are utilizing their ECM/ERM suites for e-discovery and 12% are using Enterprise Search.
-
Of those 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% of those polled admit that there is little or no enforcement of their records management policies and 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, with email as the highest priority content.
-
35% are using in-house developed links to join up repositories and a further 28% are using vendor custom-developed links. CMIS (Content Management Interoperability Services specification) has gained traction in just 15% of organizations as yet.
-
Half of organizations would “possibly” store records in a local, identifiable outsource, but 77% state they would never use a public cloud (e.g., Google, Amazon or Microsoft) even if they were assured of an onshore storage location. However, 67% would consider a corporate or government cloud.
-
Two thirds of organizations store a significant proportion of their records in native formats such as Word and Excel, although a third plan to converge to PDF-A over the next 3 years.
-
Over 70% of organizations have made no plans or provision for long-term archiving of electronic records, with no policies for migrating to new media, translating formats, or virtualization of applications.
-
Spending on Records Management systems and modules is expected to be up overall in the next 12 months. Consultancy Services show a slight net fall.
-
On average, our respondents spend more than an hour and a half per day processing their emails, with one in five spending three or more hours of their day.
-
Over half have hand-held access by phones, Blackberries and PDAs. Two-thirds process work-related emails out of office hours with 28% confessing to doing so “after work, on weekends and during vacations”.
-
“Sheer overload” is reported as the biggest problem with email as a business tool, followed closely by “Finding and recovering past emails” and “Keeping track of actions”.
-
Email archiving, legal discovery, findability and storage volumes are the biggest current concerns within organizations, with security and spam now considered less of a concern by our respondents.
-
Over half of respondents are “not confident” or only “slightly confident” that emails related to documenting commitments and obligations made by staff are recorded, complete, and retrievable.
-
Only 10% of organizations have completed an enterprise-wide email management initiative, with 20% currently rolling out a project. Even in larger organizations, 17% have no plans to, although the remaining 29% are planning to start sometime in the next 2 years.
-
Some 45% of organizations (including the largest ones) do not have a policy on Outlook “Archive settings” so most users will likely create .pst archive files on local drives.
-
Only 19% of those surveyed capture important emails to a dedicated email management system or to a general purpose ECM system. 18% print emails and file as paper, and a worrying 45% file in nonshared personal Outlook folders.
-
A third of organizations have no policy to deal with legal discovery, 40% would likely have to search back-up tapes, and 23% feel they would have gaps from deleted emails. Only 16% have retention policies that would justify deleted emails.
-
Overall, respondents plan to spend more on Email Management software in 2009 than 2008.
-
Compared to recent years, cost saving has taken a clear lead over compliance as the main business driver for investments in document and records management.
-
Email is still out of control, with 55% of organizations having little or no confidence that important emails are recorded, complete and retrievable.
-
28% of organizations would take more than a month to produce documents for a legal discovery process.
-
There is still a wide disparity in how organizations view SharePoint relative to their overall content management needs and strategies. In 29% of organizations, SharePoint is working in competition with, or in parallel with existing ECM, Document Management (DM) or Records Management (RM) suites, compared to 16% where it is integrated with existing suites and 12% where it is considered to be the only ECM suite. The remainder use SharePoint to “fill in some functions”.
-
Records managers are often being left out of the equation. In 36% of large organizations, IT is managing the SharePoint roll out with no input from the Records Management Department. A further 14% admit that no one is in charge and it’s completely out-of-control.
-
The single ECM system concept is still alive in 35% of organizations, whereas 33% plan to use a single sign-on portal to link together multiple repositories – SharePoint being the most popular tool for doing so - with 9% stating they will use Enterprise Search to solve this problem.
-
Licence sales in the main areas of DM and RM are set to hold steady in 2009, with falls likely in scanner hardware, non-vendor consulting services and, surprisingly, outsourcing and bureau services.
-
As regards management of content types, SMS/text messages, blogs and wikis are largely off the corporate radar in 75% of organizations. Their lack of inclusion in the corporate archive is a major risk.
-
Corporate understanding of what Enterprise 2.0 is and how it could help the business has doubled in the last year with only 17% still having no idea what it is.
-
Over half of organizations consider Enterprise 2.0 to be “important” or “very important” to their business goals and success. Only 25% are actually doing anything about it, but this is up from 13% in 2008. Knowledge-sharing, collaboration and responsiveness are considered the biggest drivers. Lack of understanding, corporate culture and cost are the biggest impediments.
-
IT departments are by far the strongest users, with 68% using Enterprise 2.0. In contrast, only 6% of organizations are using it throughout the business.
-
21% of organizations use Enterprise 2.0 for viral marketing.
-
27% of people aged 18-30 consider Twitter is an important rapid-feedback tool for business. Only 7% of those over 45 agree.
-
35% of our sample are using or accessing Twitter for their personal life, with 19% using it for business. 18-30’s are twice as likely to use it as over 45’s. 21% of the younger group use it during work hours.
-
Consumer-to-contributor ratio in personal use is 2 to 1, but in business use it is 50:50. Follower to followed ratio is 2 to 1.
-
68% think that professional networking on the web is vital to career progression.
-
LinkedIn is twice as popular as Facebook for business networking, with over 50% having an account.
-
71% agree that it’s easier to locate “knowledge” on the Web than it is to find it on internal systems.
-
47% of 18-30s and 31% of over 45’s expect to use the same type of networking tools with business colleagues as with friends and family.
-
40% feel it is important to have Enterprise 2.0 facilities within their ECM suite, with SharePoint TeamSites as the most likely collaboration platform.
-
Only 29% of organizations are extending their collaboration tools and project sites beyond the firewall.
-
As regards governance of usage and content, only 30% of companies have policies on blogs, forums and social networks, compared to 88% who have policies for email.
-
Whereas almost all companies would not dream of sending out un-approved press releases or web pages, less than 1 in 5 have any sign-off procedures for blogs, forums and even the company’s Wikipedia entry.
-
Despite one-in-ten organizations having had legal, staff or customer issues with blogs and social networks, only 1 in 3 have a blanket regulation absolving themselves from personal posts by staff.
-
Planned spending on Enterprise 2.0 projects in the next 12 months is up in all product areas.
