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Electronic Records Management Strategies New Jersey: October 27, 2004 Cheryl McKinnon Product Manager, Government Solutions Hummingbird Cheryl.McKinnon@hummingbird.com Agenda Where is the Market Today? Standards and Legislation Affecting Records What Challenges do new Technologies Present?

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electronic records management strategies new jersey october 27 2004

Electronic Records Management StrategiesNew Jersey: October 27, 2004

Cheryl McKinnon

Product Manager, Government Solutions

Hummingbird

Cheryl.McKinnon@hummingbird.com

agenda
Agenda
  • Where is the Market Today?
  • Standards and Legislation Affecting Records
  • What Challenges do new Technologies Present?
where is the market today
Where is the Market Today?
  • Adoption of Information Management Systems
    • Document Management, Imaging, Workflow
    • Records Management
    • Reporting
  • Integrated Capture, Management, Categorization of Mainstream Document Formats
    • Microsoft, Corel and Lotus Suites
    • E-Mail
    • Others: Graphics, Images
where is the market today4
Where is the Market Today?
  • Organizations deploying to address business requirements:
    • Correspondence Tracking
    • Agenda and Issue Management
    • Enforce Retention and Disposition Policies
    • Assist with Case, Project, Property Management
    • Facilitate Research and Knowledge Management
the rm market today
The RM Market Today
  • 1990s:
    • Recognition that electronic documents can constitute corporate records along with paper
    • Records Managers
      • Custodians of Information – Paper Keepers and Advisors on Electronic Information Management
      • Developers of Policies, Procedures, Best Practices
    • Wave of industry standards, legislation mandating electronic Records Management requirements
the rm market today6
The RM Market Today
  • 2001:
    • Information Management Crisis
      • September 11
        • Disaster Recover Concerns Recognized
        • Business Continuity
        • Risks of a Heavily Paper-Based Environment
      • Financial Scandals
        • Risk Management
        • Corporate Misconduct
        • Record Retention Rules poorly defined or not followed
        • Willful and Unlawful destruction of business records
the rm market today7
The RM Market Today
  • 2002:
    • Information Management is HOT!
      • New Corporate Awareness
        • “ROI” = Risk of Incarceration
        • Closer Alignment of Records and IT Professionals
        • Closer Alignment of Records and Legal Counsel for Asset Protection and Compliance Programs
      • Higher Visibility of Records and Information Management Professionals
        • ARMA (www.arma.org)
        • AIIM (www.aiim.org)
the rm market today8
The RM Market Today
  • 2003-2004:
    • Information Management a Key Business Process
      • Panic should be over, Planning Begins
    • Records Management recognized as a cornerstone to an Enterprise approach to Information Management
      • Focus on content and context, not the container in which the data is stored
      • Broadening view of records – email, instant messaging, voice mail, other digital media types
      • Records Managers compelled to become more technically savvy, work with IT staff for common organizational goals
    • Products
      • Easier to use, tighter integration to authoring tools, flexible architectures
the rm market today9
The RM Market Today
  • Vendor and Technology Consolidation
    • Mainstream Document and Content Management Vendors acquiring niche records management systems
    • Gartner Group’s “Smart Enterprise Suite”
      • Tracks integrated approach to information management
      • Market pressures for single vendor solutions
agenda10
Agenda
  • Where is the Market Today?
  • Standards and Legislation Affecting Records
  • What Challenges do new Technologies Present?
international rm standards
International RM Standards
  • DoD 5015.2* US Government eRM Standard
  • UK TNA* UK Government eRM Standard
  • MoREQ European eRM Standard
  • ISO 15489 International Standard for eRM
  • DOMEA* German RM Standard
  • VERS* Australian eRM Standard
legislation impacting rm
Legislation Impacting RM
  • United States:
    • E-Sign Act of 2000
    • Government Paperwork Elimination Act (GPEA)
    • Paperwork Reduction Act of 1995
    • Electronic Freedom of Information Act - EFOIA
    • Section 508 Accessibility
    • Health Insurance Portability and Accountability Act (HIPAA)
    • Sarbanes-Oxley Act
    • Patriots Act
agenda13
Agenda
  • Where is the Market Today?
  • Standards and Legislation Affecting Records
  • What Challenges do new Technologies Present?
mobile distributed knowledge workers
Mobile, Distributed Knowledge Workers
  • Public Sector Pressures
    • Government “On Line” / E-Gov Initiatives
    • Keep public sector on cutting edge of technologies to deliver services to constituents
    • Need to understand both limits and possibilities of new communication platforms
    • Internal paperwork reduction mandates
mobile distributed knowledge workers15
Mobile, Distributed Knowledge Workers
  • Many Knowledge Workers Not Desk Bound
    • Professionals
      • Attorneys, Consultants, Executives, Political and Campaign Organizers
    • Law Enforcement
      • Field Officers, Supervisors, Inspectors, Detectives, Security Officials
    • Emergency Services
      • Disaster Relief, Project Officers, Military, Health Care Professionals
    • Inspection Agencies
      • Food System, Customs, Case Workers, Transportation, Labor or Health
mobile distributed knowledge workers16
Mobile, Distributed Knowledge Workers
  • Requirements:
    • Access to up-to-date policies and procedures, manuals, forms
    • Connectivity to corporate databases
    • Access to departmental intranets or portals
    • Ability to communicate and collaborate real-time
      • With Regional or Head Office
      • With contractors, clients or constituents
      • With other stakeholders
    • Stay informed while in field – act with current information
challenges technology rapidly evolving
Challenges: Technology Rapidly Evolving
  • Slippery Slope of Instant Communication
    • Managers, Executives and Remote Workers become dependent on instant access to messaging capabilities
    • More data and information demanded
      • Access to documents and records
      • Be notified when certain events occur or information is completed
      • Ability to act on documents received
      • Know when colleagues are available
challenges technology rapidly evolving18
Challenges: Technology Rapidly Evolving
  • E-Mail
    • Many organizations still grappling with management of e-mail volume
    • Types of devices which can send and receive e-mail exploding
      • Broader use of Laptops and Wired Homes
      • Cell phones
      • Other PDAs: Blackberries, Palm Pilots
    • Structured Capture, Control and Management of E-mails
      • Still lagging compared to other electronic document forms
      • IT staff often still exerts lifecycle management authority
      • Often loss or inappropriate storage of e-mails which should be considered organizational records
challenges technology rapidly evolving19
Challenges: Technology Rapidly Evolving
  • E-Mail
    • Rate of adoption will continue to grow exponentially
      • IDC Survey, September 2002
        • 16.2 billion messages per day worldwide, growth rate of 19% per year
        • Projecting 60 billion per day by 2006
    • Continued proliferation of e-mail enabled-devices
      • Ubiquitous messaging, connectivity
      • Becoming dominant form of business communication
e mail challenges
E-Mail Challenges
  • AIIM: 25% to 50% daily on e-mail tasks
  • Gartner: Over 75% of organizational know-how is buried in e-mail
  • 34% of business e-mail is unnecessary (occupational spam)
  • Survey by the AMA / U.S. News & World Report / ePolicy Institute finds:

50% of the largest U.S. companies have no e-mail retention and deletion policy in place

e mail integrity
E-mail Integrity
  • Authentic, trustworthy, and complete e-mail records
  • Must capture who, what, when, and where of original e-mail messages to have legal or business value as records – message metadata
    • Header information
    • Body Content
    • Attachments
    • Signatures
  • “An e-mail printed to paper without its routing information and metadata is simply a piece of paper with words on it.”
challenges technology rapidly evolving22
Challenges: Technology Rapidly Evolving
  • New Channels of Communication
    • Web Sites
    • On Line Collaboration
    • Text Messaging
    • Camera Phones
    • Instant Messaging
    • Wireless Networks
challenges technology rapidly evolving23
Challenges: Technology Rapidly Evolving
  • Next Wave of Information Explosion
    • Next generation of electronic records created through these new channels
    • How will organizations capture these records and ensure they are managed according to records principles?
      • Compliance Risks
      • Preservation Concerns
    • How do we apply same business rules and lifecycle requirements to this next generation of records?
    • What gap in the organizational or archival history will occur if we don’t plan now?
challenges technology rapidly evolving24
Challenges: Technology Rapidly Evolving
  • Organizations Driven by Productivity Gains from Mobility
    • Even most basic devices can immediately garner 10% efficiency gain for individual user (Gartner Research, March 2003)
    • Communication Platform does not release organization from meeting mandated industry regulations or corporate transparency legislation
    • Technologies that lend themselves to strong record keeping practices need to be evaluated
questions
Questions?

Please visit us at Booth 21

Copies of Slides Will be Made Available

Cheryl McKinnon, Hummingbird Ltd.

Product Manager, Government Solutions

(613) 238-1761 x5186

Cheryl.McKinnon@Hummingbird.com

www.Hummingbird.com

electronic records management strategies new jersey october 27 200427

Electronic Records Management StrategiesNew Jersey: October 27, 2004

Albin Wagner

Chief of the Bureau of Records Management

State of New Jersey