Business is electronic. Organizations create, store and retrieve content electronically. Some are making the best use of records management professionals. Other organizations are sluggish in applying good records management principles to ESI (electronically stored information.)
A study done by ARMA and Forrester Research described here and available here for purchase, point out some significant trends. While it is interesting that technology is used in some aspects of records management but not for all ESI the most interesting finding quoted for me was:
Despite the need for integrating retention management functionality to a broader array of ESI and the critical need to synchronize e-discovery, archiving, and records management applications, in 36 percent of organizations, records management stakeholders are not included in the IT strategic planning process.
This lack of collaboration is a fatal mistake. Technology used strategically to protect an organization from litigation is a must. IT plays a key role in administering litigation holds and ESI security. If records management doesn’t talk with IT the risk of exposed date for e-discovery increases dramatically.
Law firms especially must be collaborative work environments for these two departments. Not only do they have their own content to manage and protect, but client content must be given the correct protections as well. As more clients expect to have access to “their” content through extranets and other collaborative tools IT must understand the governing policies of records management and access and records management must understand the technology possibilities and risks.
I haven’t yet had time to research and find a case study of a “best practices” scenario but I will be seeking one. If you know of one please leave a comment.
This issue of proper ESI management increases in importance daily. As e-discovery vendors continue to develop solutions organizations must understand the importance of the strategic management of content and that strategy requires collaboration.
Constance Ard Sept. 16, 2009
