Butler Group does not believe that organisations in general have a clear understanding of their obligations, under current and pending regulations, to keep electronic copies of information, such as e-mails, as well as hard copy, such as letters and faxes. This is leading to confusion as to whether information should be kept at all, and if so for how long it needs to be retained. In our opinion, the only effective way to safely retain information, in a format where it cannot be altered, is to implement a Document and Records Management (DRM) solution. Unfortunately few organisations outside of the public sector have even a basic understanding of Records Management (RM), and how this differs from Document Management (DM) - the Report explains the important differences between these apparently similar disciplines.

It is the view of Butler Group that the general ignorance surrounding DRM will cost organisations dearly as regulators get tougher on companies that fail to discover and retrieve information within the demanded timeframe.

This Report will be of interest to IT Directors and CIOs, who will be likely candidates to hold the responsibility for managing DRM strategy in an organisation.

REPORT HIGHLIGHTS

Key Findings
An ignorance of the obligations under current and pending regulations to retain information will cost organisations dearly as regulators get tougher on companies that fail to discover and retrieve information.
Document and Records Management requires a change in culture from secretive to public, individual to corporate, and paper to electronic.
20% of the knowledge capital of any organisation is still in a paper format.
Paper-based records have no built-in provision for disaster recovery.
More requests for information are made for litigation than compliance.
Far too much information is retained by organisations: records should be retained that are required to run the business, or to meet statutory requirements.
Organisations need to balance the risk of disposing of information over that posed by retaining it.
In the public sector information is more likely to become a permanent record than in the private sector.
The selection of a DRM solution should be driven by the ability to address the organisation's requirements and not based on whether it conforms to TNA 2002 or other standards.
Without a DRM system knowledge workers spend up to 80% of their time looking for information.
DRM should be available to all employees and not just a few, and must be transparent to the end-user.
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Section 1: Management Summary

1.1 Management Summary

Section 2: Business Issues

2.1 Report Structure
2.2 Introduction and Definitions
2.3 Business Drivers for Document and Records Management
2.4 The Problems of Managing Paper-based Documents and Records
2.5 Compliance Issues
2.6 Business Challenges Facing Organisations

Section 3: Technology Features

3.1 Lifecycle Steps to Successful Document and Records Management
3.2 Search and Retrieval
3.3 Workflow and BPM
3.4 Security
3.5 Technical Integration

Section 4: Architectures and Models

4.1 Solution Architecture
4.2 ECM Platform vs. Specialist EDRM Solution
4.3 Standards
4.4 Information Lifecycle Management
4.5 Document Process Scenarios and Document Lifecycles

Section 5: Market Issues

5.1 Developing a Document and Records Management Strategy
5.2 Implementation
5.3 Role of the National Archives (UK) for Standards and Support
5.4 Case Studies
5.5 Futures

Section 6: Tables

6.1 Butler Group Document and Records Management Features Matrix
6.2 Butler Group Document and Records Management Product Capability Diagrams
6.3 Butler Group Document and Records Management Market Lifecycle Ratings
Section 7: Comparisons
7.1 Solution Comparisons

Section 8: Technology Audits

Diagonal Solutions – Wisdom
EMC Documentum – Documentum 5
Fabasoft – Fabasoft eGov-Suite Version 6
FileNet – FileNet Records Manager
Hummingbird – Hummingbird Enterprise Version 5.1.05
Hummingbird (Valid Information Systems) – R/KYV Version 9.1
Hyperwave – eKnowledge Suite and eRecords Suite
IBM – DB2 Document Manager, DB2 Records Manager
Interwoven – EDMS Suite
Meridio – Meridio 4.2
Open Text – Livelink Enterprise Suite 9.5
Stellent – Stellent Content Management Version 7.2
TOWER Software – TRIM Context
Vignette – Vignette Records & Documents Release 4.4

Section 9: Vendor Profiles

80-20 Software
Adobe
BT openaccess
Cimage NovaSoft
Convera
Dexmar
Fujitsu Software Corporation
Hyland Software
InTechnology
Iron Mountain
MDY Advanced Technologies
Microsoft
Neurascript
Objective
SAPERION
Scientific Software
SealedMedia
Verity
ZyLAB
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