records management and it: bridging the gap

Records Management and IT: Bridging the Gap

Betsy FanningDirector, Standards & Content, AIIM

Agenda

AIIM OverviewBusiness CaseRM vs ITFutureQuestions

About AIIM

The leading industry association representing professionals working in Enterprise Content Management (ECM) .. the technologies used to capture, manage, store, preserve, and deliver documents and content related to organization processes.

International - Members in 146 countries Independent - Unbiased and vendor neutral Implementation Focused - Processes, not just

technology Industry Intermediary - users, suppliers, consultants,

analysts, and the channel

Membership Value Program Focused On

Market Education:Events and information services that help users specify, select, and deploy ECM solutions to solve organizational problems.

Professional Development:Education and training for ECM professionals.

Peer Networking: Through chapters, networking groups, programs, partnerships and the web, create opportunities that allow users, suppliers, consultants and the channel to engage and connect with one another.

Industry Advocacy: The voice of the ECM industry in key standards organizations, with the media, and with government decision-makers.

Are we speaking the same language?

How important is the effective management of documents to your organization’s overall business goals?

Source: AIIM Industry Watch surveys, 2004-2005

61%

30%

77%

extremelyimportant

important more important inlast 2 years

Emergence of ERM into Popular Culture

Records Managers vs. IT

Take control of your information Manage your technology with policies,

procedures, and corporate directives Information is an organizational asset Key is consulting each other early

Does your organization retain e-mail messages according to their content?

AIIM Information Management Compliance Survey, 2004

Yes43%

No37%

Don't Know20%

What Expertise do Records Managers Have?

Then Principles of Records Management Managing records Conducting records inventories/audits

Now Understanding of technology basics Understanding of content, document and forms

management Regulatory and legal requirements

What do Records Managers Need to Know?

Justify the purchase of an RMA on the basis of an ROI or TCO

Advise on functional requirements Provide advice from policy perspective Assist in system configuration Promote compliance understanding in organization Share knowledge of business processes Stay current on information issues Train, train, train, and train

Does your organization deliver training on records & information management issues?

AIIM Information Management Compliance Survey, 2004

Yes38%No

62%

Team Approach to Records Management

Key stakeholders Records Manager IT Legal Line of business end users Purchasing

Team leader

Do the Perfect Team Members Exist?

Expertise in information management Knowledge of information technology Understanding of legal requirements Knowledge of records use Knowledge of key business processes

What Do You Need to Do?

Be aware of scope creep Plan the project Get executives inspired to help promote the project Promote RM as a service and deliver Take suggestions from internal customers seriously Help upper management gain a better

understanding of the value and role of information Communicate

Best Practices

Train IT on Records Management principles Collaborate with IT on test plan development Use system documentation as test plan basis Obtain clear understanding of server administration

requirements Ensure smooth hand-over from IT to RM Ensure IT and RM attend same vendor provided

training Educate the organization on retention practices Add functionality in a controlled manner

Conclusions

Build foot bridge – Gap between RM and IT does exist

Work together to manage information as an asset

Be proactive Promote sharing of

information

Contact Information

Betsy Fanning

Director, Standards & Content

AIIM

1100 Wayne Ave. Suite 1100

Silver Spring, MD 20910

Ph: 301-755-2682

Email: bfanning@aiim.org