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.

Report Highlights
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.
[Studien Infos ausblenden]

Contents – June 2008
Section 1: Management Summary 9
1.1 Management Summary 11
Section 2: Introduction and Business Perspective 17
2.1 Report Introduction and Objectives 19
2.2 Establishing the Business Need for Document and Records Management 21
2.3 Business Drivers for Document and Records Management 24
2.4 Compliance and Litigation Issues 29
2.5 Generic DRM Issues 33
Section 3: Design and Considerations 37
3.1 Architecture Options 39
3.2 Classification, Taxonomies, and Indexing 45
3.3 Search 49
3.4 Compliance and Discovery 52
3.5 BPM and Workflow Within DRM 55
3.6 Taking an Integration and Solutions Approach to DRM 57
3.7 Collaboration in DRM 60
3.8 Security 62
3.9 Managing Records for Long-term Retention 65
3.10 Auditing in DRM 70
Section 4: Implementation and Optimisation Strategies 73
4.1 Standards and Certification to Consider 75
4.2 Skills and Services 79
4.3 Best Practices in DRM 82
4.4 Building Solutions for Records Management 85
4.5 Managing Physical Records 92
4.6 Butler Group DRM Model 95
4.7 Butler Group Implementation Model 99
4.8 Case Studies 103
Section 5: Market Perspective and Vendor Comparisons 109
5.1 Market Analysis 111
5.2 Market Drivers 114
5.3 Future Perspective 116
5.4 Vendor Analysis 118
Section 6: Tables 125
6.1 Butler Group Document and Records Management Features Matrix 127
6.2 Butler Group Document and Records Management Product Capability Diagrams 156
6.3 Butler Group Document and Records Management Market Lifecycle Ratings 162
Section 7: Technology Audits 167
Datum International – KnowledgeWorker 169
EMC – Documentum 6 179
IBM – IBM Content Manager, FileNet P8 189
Interwoven – Interwoven Worksite (v8.3) and RecordsManager (v5.1) 201
Microsoft – Microsoft Office SharePoint Server 2007 for DRM 211
Morse plc – Wisdom Product Suite (version 7) 221
Objective Corporation – Objective (version 7) 231
Open Text – Open Text Records Management Portfolio 241
TOWER Software – TRIM Context 257
Vignette – Vignette Records Manager 7.2 265
Section 8: Vendor and Product Profiles 275
80-20 Software 277
Active Navigation 278
Adobe 279
Alfresco 280
Alliance Group 281
Autonomy ZANTAZ 282
CA 284
Cimage 286
Section 8: Vendor and Product Profiles (continued)
Convera 287
Dexmar 289
Fabasoft AG 290
Fujitsu Software Corporation 291
Hyland Software 292
Hyperwave 293
IMR UK 295
InTechnology 296
Iron Mountain 297
Just Systems 298
Meridio 299
Mobius 301
Oracle 303
SAP 305
SAPERION 306
Symantec 307
ZyLAB 308
Section 9: Glossary 311
[Inhaltsverzeichnis ausblenden]