November 09, 2012 - 12:19 PM
These are the impact areas of electronic records management:
We need to develop of the Records Management Program which would encompass:
The creation, or updating, of the records management policies and manuals,
The development and maintenance of the ERM instruments (a classification scheme, metadata module, security classification and a disposition schedule),
Monitoring adherence to ERM procedures (for example, audits), and
Disposition reviews of archived/destroyed records
In a large organization, these activities may need several dedicated teams, while in a smaller organization; records management may be a part-time activity.
We need to develop new business processes which would address:
Making business processes become faster, more secure and paper-free,
Making business processes better through ERM and by incorporating workflow and content management, and
Driving financial benefits through better office procedures and methods.
We need to improve our Web Content Management system across our internet/intranet/extranet through:
Ensuring rigorous adherence to content standards and styles, by defining suitable ‘styles’ and adding templates to the organization’s word processing application, and
Then, automating the processes
We need to develop the new ways of working of our staff by:
Tightly integrating the ERM system to our office and business applications and our email system,
Building the ERM activities into the systems and processes, and
Developing process models and reviewing them against the ERM system’s capabilities
We need to examine the constantly evolving delivery channels
All channels (including PDAs and smart phones) have implications for ERM
Evaluate how information is created and accessed using:
E-mail messages to tablets and smart phones, and
SMS (Short Message Service ) text messages to mobile phones
Understanding the impact of the current technology and, also, the technology in the future.
We need to ensure the acceptance of the program and system by the users. In developing the system, we need to get input from the users and allow them to review our designs. We should take advantage of model offices and pilots to satisfy the needs of the user.
We need to take advantage of all of our change management knowledge and skills. We do have the answers to ‘What’s in it for me?” for both the users and managers.
We need to ensure that we get senior management endorsement and provide communications, training and user support.
The benefits will vary across organizations. I have the personal experience to know that the benefits of the ERM program and system are strongly linked to the level of adoption in the organization. Where utilization is greater, there will be the greater productivity benefits. Depending on the size of the organization or scope, the implementation could be all at once or an incremental approach.
What have you found to be the impact areas of ERM within your organization?
What are some of your secrets for success in implementing ERM?
I will be speaking at the following events:
November 13th– 16th, 2012 AIIM ECM Master class in Amsterdam
November 27th– 30th, 2012 AIIM ECM Master class in San Francisco, CA
December 4th– 7th, 2012 AIIM ERM Master class in Amsterdam
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This post and comment(s) reflect the personal perspectives of community members, and not necessarily those of their employers or of AIIM International