AIIM international hat ihre jährliche Studie zum "State of the Industry" veröffentlicht: Information Management 2016. Die Zusammenfassung der AIIM Industry Watch Studie kann frei heruntergeladen werden.
Die Zusammenfassung (Executive Summary) gibt einen Überblick zu den wichtigsten Ergebnissen und das Inhaltsverzeichnis der 40seitigen Industry Watch Studie "Information Management – State of the Industry 2016". Die vollständige Studie mit zahlreichen Statistiken und Abbildungen kann von AIIM Professional Mitgliedern kostenfrei heruntergeladen werden. Interessant ist der neue Fokus, der sich nicht mehr nur auf ECM Enterprise Content Management ausrichtet, sondern "Information Management" im Titel und als neue Botschaft der AIIM darstellt. ECM ist nur noch eine Basiskomponente des weitergefassten Information-Management-Konzeptes. Oder soll doch "Information Governance" die neue Botschaft werden?
Inhalt der Studie
- About the Research
- Drivers and Adoption
- ECM Systems
- Workflow and Business Processes
- ECM Within the Enterprise
- Cloud and Analytics
- Opinions and Spend
- Conclusion and Recommendations
- Appendix 1 – Survey Demographics
- Appendix 2 – General Comments
Information Management Drivers and Adoption
- The number of large organizations citing compliance and risk as the largest driver for IM has risen sharply in the past year from 38% to 59%. 44% of mid-sized organizations also cite this as the biggest driver whereas smaller organizations consider cost savings and productivity improvements to be more significant drivers.
- 17% of responding organizations have completed an enterprise-wide ECM capability, including 4% on a global scale. 23% are rolling out company-wide, and a further 15% are integrating across departments. 6% are looking to replace existing system(s) with a new one.
- Only 18% align their IM/ECM system strategies with agreed IG policies. 15% have IG policies but they do not drive decisions. 29% have no IG policies.
- 39% describe their email management as “chaotic”, including the largest organizations. 55% agree that email is their big untagged, ungoverned, high-risk content type. Only 10% selectively archive emails to ECM, RM or SharePoint.
- 22% consider their ECM project to be somewhat stalled, and 21% have user adoption issues. 52% admit that they are still dependent on their network file-shares.
- 38% are actively focused on extending their ECM functionality and 25% are rolling out to a wider user-base. 30% are improving collaboration and 21% are working on mobile and remote access.
- Poor content management practices result in taking too long to find content (62%), duplicated efforts (52%) and insufficient re-use (46%). 49% also report too many round-robin emails and 40% cite unnecessary printing.
- In addition to the 64% reporting chaotic file shares and 48% chaotic email, 35% feel their electronic records management is chaotic, and 34% their SharePoint. Enterprise file share-and-sync (EFSS) and workplace social are not generally well-governed – a recipe for future chaos.
- Only 35% consider their non-SharePoint ECM system to be easily searchable, yet this is the best result compared to all other repositories. 57% of those using SharePoint make it available enterprise-wide compared to 44% of non-SharePoint ECM systems.
- Only 22% have mobile access to ECM/RM content. 21% have mobile capture and 20% content creation and commenting. Just 13% have process interaction on mobile. 8% are using digital signing.
- 24% have no mechanism to limit stored content volumes, including 21% of the largest organizations. 47% have an IG policy that defines retention periods, but 51% rely on manual deletion versus 25% who have automated deletion. 7% are using analytics tools for data clean-up.
- Half of organizations surveyed would struggle to defend deletions in court, particularly with cloud file-shares and workplace social, but SharePoint (40%) and email (31%) are not far behind. Even where organizations have IG policies, half are not auditing compliance and 15% admit they are mostly ignored.
- 62% of organizations use SharePoint as a main, secondary or legacy ECM/DM/RM system, including 27% using the online version (12% exclusively online). No other supplier has more than a 23% share of the installed base across these categories.
- 40% describe SharePoint as their “main” system, although almost all of these consider one or more other systems to also be a “main” system. Next highest market share for “main” system is 18%.
- 8% consider SharePoint to be a “legacy” system, compared to between 7% and 15% of those systems traditionally described as legacy. 72% are using single-vendor general purpose suites as their main ECM systems, compared with 13% using integrated best-of-breed and 10% in-house developed. 20% of suites are used out-ofthe-box, 29% with add-ons and 25% customized for industry sector.
- When asked which ECM model users would adopt if changing their systems, EFSS would jump from 4% to 11%, and best-of-breed from 13% to 24%. In-house developed would drop from 10% to 4%.
- The system strategy for 37% is to have records management integrated in a single-suite ECM system. 11% prefer a single-suite ECM plus a separate RM system. 8% are happy with multiple DM/ECM systems feeding a single RM system and 8% are working to a 3-tier approach – collaboration + ECM + RM.
- 20% are looking to buy a new or replacement ECM system in the next 2 years, with a further 15% migrating to a single existing system. 27% will be adding capabilities to best-of-breed and departmental systems.
Workflow and Business Process
- 28% are using capture supplied with their ECM suite, 22% have a system from a different capture supplier integrated with their ECM. 46% of small organizations and 27% of mid-size and large have no capture and workflow.
- 26% of organizations are using multiple, point-solution capture systems (rising to 34% of the largest). 15% have distributed capture and 13% digital mailrooms.
- 23% have elements of multi-channel inbound integration, but only 5% with automated routing to multiple processes. 58% describe their inbound handling as ad-hoc.
ECM Within the Enterprise
- In 24% of organizations almost all staff rely on collaboration/ECM/workflow systems to do their jobs. In 60% of organizations, half or more of employees are reliant.
- In 47% of organizations a content system outage of more than 2 hours would cause serious business disruption. 79% would struggle after one day.
- 31% have integrated their ECM system with content creation systems, 18% with multi-repository search, 15% with project or case management and 13% with ERP. 27% have no integration with other systems.
Cloud and Analytics
- 20% are live with cloud for all or some of their core content, plus 7% with selected users/content or for collaboration and file-sharing only. 26% have no plans for cloud.
- 39% prefer “private cloud” (22% on their own servers and 17% outsourced). 19% prefer multitenanted cloud, managed by their ECM provider. 25% have yet to decide.
- 15% are using automated or assisted classification at the point of creation/declaration. 11% are using analytics for metadata and security correction as a post-process. 12% use content analytics for business insight.
Opinions and Spend
- 50% of respondents feel that traditional ECM vendors are relying on user lock-in, but 43% feel that cloud ECM/collaboration lacks much functionality. 31% feel EFSS is taking over many ECM functions.
- 87% are concerned about cloud chaos and 75% agree that email management is still the “elephant in the room”. 79% report that they have plenty of scope for extending their ECM/BPM/RM.
- Cloud and SaaS services are set for the biggest increase in spend, then storage and software licences. Professional services spend is still increasing in around 10% of organizations. Few organizations plan to increase their spend on scanning hardware, and outsourcing (DPO) is set to fall slightly.
- Workflow and BPM show the biggest uptake of new buyers, along with analytics and enterprise search. Email management and case management spend is likely to increase, as will ECM (including SharePoint), particularly in cloud services.
Weitere aktuelle Studien der AIIM gibt es hier: http://bit.ly/AIIMstudiesQ1-2016
Das Resource Center auf der AIIM Homepage mit Studien für alle AIIM Mitglieder findet sich hier: http://www.aiim.org/Resource-Centers (verzweigt automatisch auf Enterprise Content Management, aber über die Menu-Auswahl sind die weiteren 10 Resource Center erreichbar).