document management in state and local government
DESCRIPTION
key trends and issues related to implementing document management and imaging in state and local governmentsTRANSCRIPT
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
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
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
