electronic document solutions - infotrends€¦ · mitigating enterprise risk with electronic...

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Mitigating Enterprise Risk with Electronic Document Solutions

EuropeSceptre House, 7-9 Castle StreetLuton, Bedfordshire,United Kingdom LU1 3AJ+44 1582 [email protected]

AsiaHiroo Offi ce Building1-3-18 Hiroo Shibuya-kuTokyo 150-0012 Japan+81 3 5475 [email protected]

Focused CredibleResponsive Visionary


Scope and composition of compliance initiatives

In-depth exploration of industries with signifi cant compliance and information risk

Coordination of Records Management, Contract Management, e-mail Management, and e-Discovery

Reconciling print and electronic document sources

Services and outsourcing requirements

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Prospectus

Strategic Consultants to the Digital Imaging and Document Solutions Industries www.infotrends.com


IntroductionIn a great many cases, risks are intrinsically linked to information created, received, shared, and stored across an enterprise. As documents and electronic content are the lifeblood of a business, mitigating risk ultimately depends on effective processes and systems for information and content management. Hindsight teaches that the greater the risks, the greater the need for mitigation.

Today’s organizations must command a keen awareness of the many risks (external and internal) that face their businesses. Released in 2004, the Committee of Sponsoring Organizations of the Treadway Commission (COSO) was one of the fi rst publications to offer a strategic framework for addressing risk across the enterprise. It has provided a foundation for identifying, quantifying, and prioritizing the risks across an organization in preparation for process and systemic change to address and mitigate risk.

From an internal business practice perspective – what the COSO framework calls “internal controls” – mitigating a key element of risk relies on strict compliance with a host of laws, rules, policies, and procedures that are mandated externally and adopted internally. The breadth of laws and rules enacted—many as a result of past corporate malfeasance and maverick behavior—have dictated the need for nearly all corporations to adopt formal programs for compliance, including policies, procedures, and systems for retention, preservation, disposition, and production of enterprise information.

Because the risks related to “information failures” in these areas have proven to be monumental and catastrophic, this creates “opportunities” for organizations to affect change and re-tool via a host of process, software, and hardware initiatives including compliance, records management, e-mail management, contract management, content management, and e-Discovery.

The purpose of this Multi-Client Study is to explore the composition, scope, and relationships of risk mitigation efforts, seeking actionable answers to the following questions:

• What is the composition of risk mitigation initiatives for compliance, records/e-mail/contract/content management, and e-discovery? What do the typical deployments “look like” and how are they related?

• Who owns them, who pays for them, and with which technologies and/or services are they being addressed?

• Are the efforts in the people/process stage or into actual deployment of technology-enabled solutions?

• Are these initiatives being undertaken at the enterprise level, or is automating records management still the purview of the records management team at functional and/or department levels?

• What types of external providers are helping organizations at: 1. Executive Level; 2. Process; 3. Technology Solution choices? What is the role of outsourcing for services and technology?

• Given the scope and relationship of risk mitigation initiatives, what is the size of the market opportunity for document and content solution and service providers?

• What is the impact of future or potential legal or regulatory changes?

The answers to these questions will provide valuable and practical insight to vendors who offer a variety of document and content solutions aimed at facilitating compliance and mitigating enterprise risk. Specifi cally, what are the important opportunities given what is happening in the trenches of corporate America?

Our primary research will engage a cross-sectional view of executive managers, IT employees, and line-of-business personnel to gauge what is happening “inside organizations” and how specifi cally these enterprise “risks” can map to “opportunities” for a range of content and document systems vendors. It will not simply be a survey of risk management, compliance, or records management executives who may have a singular perspective of the scope and reality of projects.



Project ScopeThis study will answer the following questions:

Understanding the Initiatives

• Which specifi c initiatives are being undertaken to mitigate risk related to documents and content?

• What is the relationship between and priorities of risk mitigation initiatives and applications? Are they connected or independent initiatives? Do the applications share a common platform?

• Are they being undertaken from an enterprise or business unit perspective?

• To what degree are they being implemented with a centralized or decentralized approach?

• What are companies planning to spend on these risk and compliance-related initiatives and projects? How many users are involved? What are the timeframes?

• What is the breakdown for in-house vs. outsourced services and technology?

Policy and Process

• Who owns the document retention and disposition policies? How are they being managed?

• How critical is workfl ow or business process management for risk mitigation solutions?

• Who manages the controls? How is auditing handled? How will those capabilities be handled from a solution perspective?

Document Retention, Preservation, and Disposition

• Are compliance, records management, e-mail management, and contract management thought of as a central part of an enterprise content management strategy? If so, do they lead the ECM strategy, or vice versa? Or are they two parallel efforts that may marry at some point in the future?

• How do companies reconcile physical records management with electronic records management?

• Is there a trend to digitize printed documents to facilitate risk mitigation initiatives?

• What are the anticipated document volumes and implications to repositories and storage requirements?

• What are the archival needs of e-mail and other documents/fi les?

Document Discovery and Production

• What is required for producing documents? Coding, search, taxonomies, print?

• When and where is outsourcing of records management taking place? Is it related to information type, information lifecycle, or legal matter stage?

• How do contract management and e-Discovery affect compliance and records management?

• What is the impact of being “litigation-ready” and new rules like FRCP?



MethodologyTo respond to these questions, InfoTrends will conduct primary market research with 350 medium-sized (100-999 employees) and large (1,000+ employees) North American organizations with C-level, IT, and line-of-business managers across multiple key industries and functional areas exposed to substantial compliance and information risk. Included will be 10 in-depth interviews to further explore response patterns to gain additional perspective.

The study will combine qualitative and quantitative research, providing respondents with the opportunity to supply information about initiatives, trends, concerns, and interests.

Secondary Research

InfoTrends will also thoroughly examine existing market information utilizing a variety of sources that include:

• Annual reports and SEC documents

• Periodicals and trade articles

• Web sites

• White papers and published industry reports

• Industry databases

DeliverablesThe fi nal report will include extensive analysis of primary and secondary research to develop a comprehensive understanding of professional service expenditures for document and content solutions, including best practices and InfoTrends’ recommendations. The materials will include:

• An Executive Summary that addresses key issues, fi ndings, and overall recommendations

• A detailed written report with text and charts addressing the objectives of the study

• A set of presentation-style overheads for internal communication of the research results

• Data tabs, charts, and a questionnaire from the study

• An optional, on-site briefi ng

Who Should Subscribe?• Document and content solution providers

• Managed Service Providers

• IT and system integration service providers

• Software and hardware vendors with document and records-related products

• CIOs, IT directors, and others involved with purchasing professional services for document and content solutions

Project ScheduleInfoTrends intends to begin this project in Q3 2006. The project will be completed with materials distributed in Q1 2007. Throughout the project, InfoTrends will issue regular status updates.

In addition to receiving a discounted price, early study sponsors will have input into the development of the questionnaire and will help shape the overall study.



Key project milestones are as follows:

• September 30, 2006 Last date for charter subscribers

• October 20, 2006 Questionnaire fi nalized

• December 2006 Data tabs and charts available

• January 2007 Deliver fi nal report

Terms and ConditionsLiability for Advice

Although reasonable efforts will be made by InfoTrends to ensure the completeness and accuracy of the information contained in written and oral reports in connection with the proposed study, no liability can be accepted by InfoTrends for the results of any actions taken by the Client in connection with such information, opinions, or advice.

Copyrights

InfoTrends retains all Copyrights. Reproduction of any material is permitted only with the written consent of InfoTrends.

Confi dentiality

InfoTrends will use its best efforts to ensure that any confi dential information obtained about the Client and its business during the course of the proposed study is not, unless agreed otherwise in advance, disclosed to any third party without the prior written permission of the Client. InfoTrends retains the right to re-use any non-proprietary information as part of its ongoing analysis of the document and content solutions market.

Timely Delivery

InfoTrends will take all reasonable steps to ensure that the time scales called for by the proposed study are met in accordance with the agreed schedule, but no liability can be accepted for the consequences of delays, howsoever caused.

Terms

50% of the fee will be due upon initiation and the remaining 50% will be due upon report delivery.



Authorization

Before September 30, 2006:

Complete report with data tabs $12,995

Complete report with no data tabs $9,995

Optional on-site briefi ng $1,500 plus travel expenses

After September 30, 2006:




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electronic document solutions - infotrends€¦ · mitigating enterprise risk with electronic...

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