The AIIM Blog
Keep your finger on the pulse of Intelligent Information Management with industry news, trends, and best practices.
Electronic Records Management (ERM) | Metadata | Sharepoint and Office 365
It should not be of great surprise to anyone that Microsoft’s plan for SharePoint is to provide the foundation for access to all information in the enterprise. With SharePoint’s tightly coupled integration with the Office product, SharePoint’s popularity in collaboration, and openness for developers and integrators, SharePoint is positioned to touch every single byte in your corporate network. Therefore based on what SharePoint’s future looks to be, the importance of being able to manage your data within SharePoint properly is very important. So, are you having problems in the areas below? If you are, then you seriously need to stop relying on your users to tag your content.
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Electronic Records Management (ERM) | Retention
All too often, businesses discover the need for a document retention policy either when it is least convenient to implement or too late in the game. Particularly in today’s litigious environment where virtually any form of information (paper, electronic, or audio) can be used in litigation, being proactive in this regard can save an organization from headaches and high costs. An organizational retention policy provides for the systematic review, retention, and destruction of information and records received or created in the course of business. Below are eight items to consider when developing your company’s retention policy.
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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.
Electronic Records Management (ERM) | Enterprise Content Management (ECM) | Information Governance
Before getting started with an implementation, and way before moving onto the eight secrets, it is useful to recall why you are considering a content or records management implementation in the first place and to confirm there's a commitment to proceed. This kind of "strategic mobilization" should kick off any ECM or ERM project. To do this effectively, organizations should gather sponsors and stakeholders, identify the team that will lead the project, understand what the vision of the sponsor of the project is, and understand where significant gaps are likely to arise.
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Electronic Records Management (ERM) | Enterprise Content Management (ECM) | Sharepoint and Office 365
1. Determine SharePoint’s role in the organization. For some companies, SharePoint is the chosen collaboration and social networking engine, where all collaborative content resides in SharePoint. For others, SharePoint is more of an end-user experience and Intranet platform. If you are implementing SharePoint with another ECM solution, it's critical to identify what role SharePoint will truly have in your organization to ensure proper planning for the implementation. There are several features within SharePoint that need to be taken into consideration before you implement. For example: What aspects of the Microsoft Office integration are or will be deployed? What areas of overlap exist between SharePoint and the ECM solution? Will SharePoint be the primary access point for all content or one of multiple access points? What vendor integration capabilities are provided? How does SharePoint fit into the corporate records management program? The more that can be identified before the deployment, the lower the implementation costs will be. The project charter should identify the reasoning behind the decision to combine the technologies.
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Electronic Records Management (ERM) | Enterprise 2.0 | Enterprise Content Management (ECM)
The following intelligent information management benchmarking statistics are drawn from AIIM's own independent research:
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Electronic Records Management (ERM)
The findings from our latest research on Electronic Records Management (ERM) show that in most organizations, electronic records are still taken less seriously than paper records. Responsibility for applying good records management practice to electronic records would seem to reside in the IT department rather than in the records department, and even where good policies exist, they are often not monitored or enforced. Having said that, an encouraging number of organizations are homogenizing their electronic and physical policies and practices, and many are moving to an all-electronic model, linking their repositories together to improve the legal discovery process and enhance operational efficiency.
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