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Electronic Files Are Records Too!
Presented by:Bob Larrivee, Director/Industry Advisor
AIIM International
Copyright © AIIM | All rights reserved
AIIM Industry Watch - ERM
Electronic records are more than twice as likely to be described as “Unmanaged” than paper records71% of organizations have a procedure for legal hold of paper records in the event of litigation, but only 57% have one for electronic recordsFor 25% of organizations, legal discovery of paper records would take at least a month, whereas for electronic records this is 17%
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Reliance on IT staff to carry out legal discovery on electronic records
Records management staff deals with paper records.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% admit that there is little or no enforcement of their records management policies
55% set no guidance on dealing with important emails as records
AIIM Industry Watch - ERM
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31% of organizations have 20 or more content repositories that could usefully be linked
Email as the highest priorityOver 70% of organizations have made no plans or provision for long-term archiving of electronic records
No policies for migrating to new media, translating formats, or virtualization of applications
AIIM Industry Watch - ERM
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More FactsUniversity of California-San Diego Global Information Industry Center
2008 American Information Consumption 34 gigabytes of words per day on average 3.6 ZettaBytes (zettabyte = a million-million gigabytes)
Includes audio, video, written wordRichard Saul Wurman, Author “Information Anxiety”
“A weekday edition of the New York Times contains more information than the average person was likely to come across in a lifetime during 17th-century England.”
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Source: AIIM’s State of the ECM Industry
Poor Information EffectivenessOn a scale of 1 to 10 (terrible to excellent), rate the effectiveness of your organisation in managing information
54% give themselves a grade of 5 or less >90% of organisations view their ability to manage
electronic information as critical to their future.
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January 12, 2009 President Obama announces digital health records
Compliance required by 2014August 19, 2009
HHS announces “Information Breach” regulations 36+ Breaches listed by HHS as of 03/2010
Affecting 500+ individuals
Additional Mandates
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Formats of Record
Electronic
Physical
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Sources of Electronic Records
Metadata for physical recordsEmailScanned imagesWeb sitesInstant messagesVoice conversationsBulk data imports
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Why not Capture Everything?
Hard cost of storageVolume of non-records to sift through
Operationally For legal or audit requirements
Increased liability for disclosing too much
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Develop a Capture Process
Initial assessmentDetermine what to captureDetermine when to captureDetermine how to capture Introduce records capture proceduresPlan longer term sustainability and digital preservation
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Digital Preservation Problems
Storage MediaObsolescence Media
Degradation FormatObsolescence
Digital Preservation
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Storage Media Obsolescence
Source: Cornell University “chamber of horrors” website
Digital Preservation
Storage MediaObsolescenceStorage MediaObsolescence
MediaDegradation
MediaDegradation
FormatObsolescence
FormatObsolescence
Hardware to read the media
Access to new recordable media
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Media Megradation
Storage media deteriorates over timeDeterioration minimised by good storageDigital preservation techniques can be used to compensate
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Digital Preservation
Storage MediaObsolescenceStorage MediaObsolescence
MediaDegradation
MediaDegradation
FormatObsolescence
FormatObsolescence
Format Obsolescence
Digital Preservation
Storage MediaObsolescenceStorage MediaObsolescence
MediaDegradation
MediaDegradation
FormatObsolescence
FormatObsolescence
The most difficult challenge
How do you read the data on the media?
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Immediate actions
Know your holdings Current file formats Future file formats Retention requirements
Manage the Environment Physical storage condition Media Refresh
Establish Value/importance Legal, Continuity, Decision Support
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ConclusionRecords
Physical and electronicRecords Management Programs
Include physical and electronicElectronic Records Require
Retention plans Access controls Disposition policies
Establish Roles RM for policy and procedure IT for support
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Thank youBob Larrivee, AIIM Director and Industry Advisor
Email: blarrivee@aiim.org
Twitter: BobLarrivee
www.aiim.org/training
www.informationzen.org
http://aiimknowledgecenter.typepad.com/weblog/
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