Records management has moved from the black-and-white cycle of capture, retain, destroy into a gray expanse that is bewildering, but also rich with potential. As John Mancini, president of AIIM, stated in an interview with SearchContentManagement.com, "There is this tension between incredible opportunity and the risk that it could degenerate into chaos."
A growing wilderness of information, created and tapped by people who work and collaborate in new ways, has forced records managers to take a much broader view of their responsibilities. Experts agree that information management may be the new imperative, as information governance and records management grow more intertwined than ever and vast amounts of unstructured data require a fresh look at capture and retention.
Enterprise content management (ECM) systems offer some help, but the consumerization of IT and an increasing influx of mobile devices have complicated the records management problem by changing users' expectations surrounding usability. Finding an ECM system with records management capabilities is no guarantee that it will be used effectively in the enterprise -- not without an underlying strategy that takes a careful look at how businesses actually function.
Below, check out our guide on issues related to facing these new records management challenges, as well as our AIIM 2014 conference coverage.
AIIM 2014 news and trends
Check out SearchContentManagement's latest coverage of the AIIM 2014 conference, being held in Orlando, Fla., April 1 to 3.
Enterprise content management systems can support records management strategy -- but not without securing proper user adoption. Mirroring business process can be the key to success. Continue Reading
Modern records management strategy
To contend with the growing volume of information and the implications of trends like social media, cloud computing and mobility, a modern records management strategy needs to have a broad scope. Large amounts of unstructured data live on social media platforms, on mobile devices and in the cloud, making the lines between records management and information governance less and less distinct, and the challenge of controlling information and adhering to compliance requirements more daunting.
An effective records management strategy needs to take a broader view of the information landscape, which now includes an overwhelming amount of unstructured data that lives outside an enterprise's direct control in the cloud, on mobile devices and on social media platforms. Continue Reading
When it comes to developing a holistic records management strategy, don't forget about unstructured data -- but be sure to understand the reasons for capturing and retaining this information. Continue Reading
Capturing and managing social media records is a new discipline, so management policies run the risk of being ambiguous and counterproductive. Here's some advice for gaining a better understanding of social media records and how to capture and manage them. Continue Reading
Records management tools
Enterprise content management systems and other technologies are often integral to a modern records management strategy. Before selecting or upgrading tools, understand how their features and capabilities match with business needs.
Records management tools don't get a lot of attention, but software with records management capabilities can be hugely helpful in automating tasks, streamlining management and enforcing records management policies. Find out what features to look for. Continue Reading
Compliance may become less of a headache with SharePoint 2013's new records management capabilities, which allow users to work with documents and records more easily without breaking compliance rules. Continue Reading
The latest version of SharePoint records management is better equipped to handle new forms of enterprise content. Continue Reading
With the rapid growth of information, it's a challenge for organizations to know what data they have, and what to do with it. And much of this unstructured data can be considered a record and a governance risk. Analytics tools can provide better data visibility and allow companies better control over unstructured data. Continue Reading
Without supervision, SharePoint environments can get out of control, transforming from a useful collaboration tool to a tangled web of poor data quality and compliance risks. To avoid this type of mess, businesses must put careful records management policies in place. Continue Reading
Records management videos
Check out SearchContentManagement's video interviews with experts in records management and enterprise content management.
Many companies are paralyzed by overwhelming amounts of digital data, but according to AIIM President John Mancini, the right information management strategy can bring opportunity out of the chaos.
In this video, expert Steve Weissman of the Holly Group discusses the relationship between records management and information governance. As new formats of information emerge, it's helpful to recognize the link between these two disciplines.
Information management has become a critical part of an organization’s success, but the focus has shifted from gathering information to developing insights, pulling out patterns from the data that help support better business decisions.
Predictive coding software may become an important tool for paring down the volume of information companies must manage, but the technology is still new.
Users of ECM software want a simple interface, but not at the expense of features and options. ECM vendors must strike a careful balance between usability and functionality, said expert Steve Weissman.
There's more to information capture than just scanning. Re-evaluating the capture phase may help companies improve the entire information lifecycle management process.
Organizations need to face their fears about data security and control in the cloud, or risk getting "run over," according to a content management expert at AIIM 2014.