Aarkstore Enterprise -Document and Records Management: Controlling Information Risk and Aiding 4

Document and Records Management: Controlling Information Risk and Aiding Compliance

We are now in the second wave of Document and Records Management, with many organisations that implemented DRM systems a few years ago now looking to replace or roll out their systems to a wider audience. The provision of solutions built on top of DRM systems has greatly extended the capabilities of DRM so that organisations are now able to bring together information from multiple sources -structured data as well as unstructured information - to complete tasks initiated by the DRM system.

There are two approaches to DRM: one is to deploy an Electronic Document and Records Management (EDRM) system that focuses mainly on DRM and workflow; and the second is to implement a much larger Enterprise Content Management (ECM) platform with additional capabilities such as Web Content Management, Business Process Management, and Digital Asset Management. The ECM vendors have also been much more proactive in creating vertical and horizontal solutions that sit on top of their platforms.

KEY FINDINGS
Despite numerous high-profile litigation cases, organisations are still laying themselves open to risk by not managing their information effectively.
A Document Management system cannot provide the level of information management required to prove compliance. Records Management is also necessary to impose the appropriate level of control.
Senior executives must understand their responsibilities for the management of information - claiming ignorance of poor practices is no defence.
Too many DRM implementations fail because organisations do not clearly define their objectives before they start.
A major reason for the failure of a DRM implementation is a lack of end-user buy-in and training during the planning and implementation phases.
A DRM system must be aligned to business objectives and driven by the business and not by IT.
Despite many litigation cases involving e-mail, organisations are still failing to include e-mails and other unstructured information sources within the scope of their DRM solution.
DRM should be transparent to end-users; enabling them to work within environments they are familiar with through the automation of DRM processes.
Retaining information is only half of the process; organisations must also be able to discover and retrieve it within the timeframes demanded by the raft of regulations and legislation which they are subject to.
Disaster recovery and business continuity must be included at the planning stage of a DRM implementation - an inability to access requested information because of a disaster will not be regarded favourably.

Additional Information

CATALYST

Many early Document and Records Management (DRM) deployments were rolled out at the departmental level as point solutions to address a single issue. Now these organisations are extending their deployments enterprisewide to address compliance requirements or to deliver an integrated information management strategy.

ANALYSIS

Introduction

Group last published a Report on DRM in February 2005. Although in many ways the core DRM technology has not changed to a large extent, we felt that the time was right to revisit the topic, as the circumstances in which organisations are implementing DRM have evolved. Many of the problems faced by organisations have changed in the past three years. At the time of writing the original Report, the take-up of DRM was still relatively low and organisations were interested in what benefits the technology could provide. Now, however, we are in the second wave of DRM.

According to research from Datamonitor, Enterprise Content Management (ECM) has a market penetration of over 80%, with more than 40% of organisations planning to invest in new ECM systems or expand their solutions in the next two years.

This means that many organisations that have already implemented DRM are considering deploying a different product, either because the first implementation was less than successful and did not provide the business benefits expected, or because their requirements have evolved and their current solution can no longer address their needs. There are also organisations that initially deployed DRM as a point solution to address a single issue, often within a single area of the business, which now wish to roll out DRM solutions enterprise-wide in order to meet compliance requirements or provide an integrated information management capability. Therefore, what organisations require now is a more practical look at how to achieve a successful DRM implementation and how to apply some of the supporting DRM technologies, and this Report covers these areas.



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