document management in state and local government

ECM IN STATE AND LOCAL

GOVERNMENT

John ManciniPresident, AIIM

About ECM and AIIM

Enterprise Content Management (ECM) = the tools and technologies used to:

• Capture — move content (in any form) into your repositories for reuse or retirement

• Manage — move it around the enterprise to drive key applications and processes

• Store — put it in a logical place for easy access

• Preserve — long-term archival and storage

• Deliver — get to the right audience on the right device

…documents and content related to organizational processes.

ECM = The mass of unmanaged

electronic stuff in your organization

We are the community that provides education, research, and

best practices to help organizations control information and maximize

its value.

Find, control, and maximize your information.

AIIM = The largest community in the world dedicated to helping you

manage and get value from your electronic stuff

www.aiim.org/training

Current state of the ECM industry

An industry in a period of great change...

Product focus→Platform focus

Aggregating content→Leveraging content

Structured and limited→ad hoc and ubiquitous

High cost per seat→Low cost per seat

Inflexible →Flexible

Transactions →Collaboration

High cost per seat→Low cost per seat

Why should I consider an ECM implementation?

Why should I move beyond file cabinets and paper archiving?

How do I articulate the value of ECM?

What can I do with ECM that I can't do today?

The nature of organizational “documentation” has changed more in the past 5 years than in the previous

100...

...and it isn’t going back.

The risk side of the equation...

Repeat after me...

This isn’t just about “records” in its traditional definition.

58%how confident are you that your

electronic information is accurate, trustworthy, and accessible?

% “slightly confident” or “not confident at all”

State and local govt only, N=156

Federal Rules of Civil Procedure 26 and 34, which went into effect

December 1, 2006, use the term “electronically stored information”

rather than the term “data compilation” and identify it as a

distinctive category of information subject to discovery obligations on par

with “documents” and “things.”

40%Imagine you are being sued...how long

would it take to find all the information related to that person?

% more than one month

State and local govt only, N=156

This isn’t about being perfect.

But it is about having a defensible process.

My organization takes its RM obligations seriously.

Disagree25%

Agree75%

AIIM E-Mail Survey, large organizations only, N=582

My organization’s RM directives are consistently enforced. Disagree

62%

Agree38%

The more I know the more worried I

get

33% vs. 10%“Fair” or “Marginal”

The benefit side of the equation...

65%On a scale of 1 (TERRIBLE) to 10

(EXCELLENT) the percentage evaluating their overall effectiveness in

managing electronic information as 5 or Less.

What do you see as the most important business driver for document and records management (8

choices)...?

improve efficiency

compliance

better customer service

32%28%17%

State and local govt only, N=156

Top interests next 12-18 months (14 choices)

RM and archiving = 77%

E-mail management = 62%

Business continuity/risk management = 40%

Statutory and regulatory compliance = 39%

State and local govt only, N=156

worse4%

about the same49%

better40%

muchbetter

8%

State and local govt only, N=75

How would you compare the ROI of your distributed capture implementation with other IT implementations?

What are the biggest pitfalls in considering an ECM

implementation?

How do organizations typically "get into" ECM?

25%“I have heard of the term ecm with

regards to information management.”

The big three challenges (choose one)

Change management = 30%

Justifying the investment = 28%

Getting employee commitment = 24%

State and local govt only, N=156

What kind of planning do you need to do to be successful?

Who has the most important role in determining whether or not to implement an ERM solution?

IT

RM

Operations and Admin

31%27%23%

State and local govt only, N=146

62%“how well do your it people understand

electronic records?”

1= “they know nothing”

10= “they are completely competent”

% 5 or less

Top three problems in managing a records or document implementation (14 choices)...

lack of knowledge and training

underestimated process and organizational issues

project derailed by internal politics

41%40%35%

State and local govt only, N=156

www.aiim.org/training

Is this worth it?

PUBLIC SECTOR: How does the effectiveness of your organization compare to your peers? (% “more effective” or “much more effective”)

No ECM Strategic ECM

44

19

# of organizations viewing themselves as effective = 2.3X more in strategic sample

AIIM State of Industry survey

www.aiim.org/training

johnmancini@aiim.org or www.aiim.typepad.com