AIIM Studie: Automatisierung der Information Governance

Der internationale Dachverband der ECM-Branche, AIIM international, hat eine weitere Industry Watch Studie mit Schwerpunkt "Information Governance" herausgegeben. Diesmal im Fokus das Thema "Automatisierung". Information Governance muss heute wesentlicher Bestandteil einer übergreifenden Information Management Strategie im Unternehmen sein. 

Die AIIM Studie "Automating Information Governance – Assuring Compliance" vom Mai 2014 macht deutlich, dass die Umsetzung von Information Governance erst am Anfang steht. Gründe hierfür sind das organsiatorische Umfeld, Prozesse, der Mensch und die Aufwände für die kontinuierliche Einhaltung der Vorgaben und Verfahren. So wird im Report festgestellt:

• 42% der Antworter stellen ein stetiges Ansteigen der papieraufzeichnungen fest, 68% berichten über ein dramatisches Wachstum der englischen Aufzeichnungen
• Bis zu 80% aller gespeicherten Informationen sind überholt ("ROT" – redundant, outdated, or trivial)
• 22% der befragten Unternehmen haben keine E-Mail Aufbewahrungsrichtlinie oder Aufbewahrungsstrategie, 18% der Studienteilnehmer heben daher einfach alles auf

Um Compliance im Unternehmen besser einzuhalten ist eines der Ergebnisse der Studie, der Vorschlag, Information Governance, die Beherrschung der Information, nach Möglichkeit zu automatisieren. 

 

Inhalt

Zum Inhalt der Studie, die von ASG Software Solutions, AvePoint, CCube solutions, Concept Searching, IBM und OpenText gesponsort wurde:

About the Research
    Process Used and Survey Demographics
    About AIIM
    About the Author

Introduction
    Key Findings
    Coping with Information Volumes

Maturity of Policies and Systems
   Paper v. Electronic
   IG/RM Policies
   RM Systems
   Perception of IG
   IG Risks and Rewards 

Information Governance Policies
   Maturity
   IG Policy Scope 

Audit and Conformance
   Training
   Audit
   Issues from Non-Compliance
   Data Protection
   Retention Policies
   Savings on Storage

Automated Classification
   Automated Agents
   Automated Records Declaration
   Content Types
   Benefits
   Accuracy 
   Experiences 

Email Archives
   Legal Hold

Multiple Repositories and Cloud
   Cloud

Opinions and Spend Intentions 
   Spend

Conclusion and Recommendations 
   Recommendations
   References

Appendix 1 – Survey Demographics

Appendix 2 – Selective Comments

 

Key Findings

Coping with Information Volumes

• On the whole, organizations are stabilizing the volume of paper records, but electronic records are“increasing rapidly” in 68% of organizations surveyed. While 32% reported an actual decrease in their paper records, not one respondent could report a decrease in electronic records.
• Only 12% of respondents feel confident that they store only what they need to store. 42% are not confident about what is safe to delete.
• 43% feel that automated classification is the only way to keep up with rapidly increasing information volumes. 14% are already using it, but a further 35% have immediate plans for adoption.
• Of those already using auto-classification, only 10% have been disappointed with the results. In particular, classifying scanned documents has performed better than or as well as expected for 83% of users.
• Improved searchability, higher productivity and defensible compliance are given as the top three benefits from automated classification.

IG Policies

• The three biggest risks from failure of information governance are excess litigation costs, loss of intellectual property and damage to reputation. 24% have had a compliance issue around litigation and discovery in the last 2 years.
• 40% of organizations have recently moved, or plan to move in the next year or so, from a traditional RM view to a much wider IG view. 33% are still working in classic RM mode, including 18% who are still taking a mostly paper-records view.
• The three biggest benefits from good information governance are reduction in storage costs, exploiting and sharing knowledge resources, and faster response to events and inquiries. Users are also becoming more aware of the need to support big data analytics.
• Getting senior level endorsement and involvement is the biggest issue in creating an IG policy. Then enforcement once the policy has been agreed.
• Only 10% have an IG policy in place that is respected and enforced – 21% have a policy in place but it is mostly ignored. For 55% the IG policy is a work-in-progress.
• Of those who have information governance policies, only 19% regularly audit for compliance. 40% of organizations do not allocate any staff time for IG training, and only 4% specifically update senior management.

Email and Cloud

• RM policies for email are still very variable. 18% keep everything, 16% delete everything, 22% have no policy or strategy. 17% move emails to their ECM/RM system or a dedicated archive with RM retention functions, but only 5% use automation.
• Use of cloud or SaaS systems for RM is up from 5% to 7% in the past year, with those actively planning up from 11% to 14%. But those saying “unlikely” or “never” is up from 46% to 51%.

Spending Plans

• On the whole, users are likely to increase spend on all aspects of IG in the next 12 months, in particular IG training, email archive, search, RM systems and automated tools. Spend on back-file scanning of paper records is set to increase, but outsourced RM, both paper and electronic, is net-neutral.

 

Download

Die vollständige Studie kann hier heruntergeladen werden: http://bit.ly/AutoInfoGov