breaking down the barriers to cloud-based records...

Breaking down the barriers

to cloud-based records

management

Alan Weintraub

Principal Analyst at Forrester Research,

Inc.

Expert on Enterprise Information

Management (EIM)

Earned a B.S. in electrical engineering

from Drexel University

About the Presenters

Robert Hartley

Senior Product Manager at

Archive Systems

Over 20 years’ experience

Based in Vancouver, BC

About the Presenters

© 2013 Forrester Research, Inc. Reproduction Prohibited 4 © 2009 Forrester Research, Inc. Reproduction Prohibited

Breaking down the barriers to cloud-based records management

Alan Weintraub

Principal Analyst

February 7, 2013

© 2013 Forrester Research, Inc. Reproduction Prohibited 5

The Paper Paradigm has failed.

A Digital-First Perspective is Required.


1. Paper paradigm is not working for digital-first organizations

2. Disruptive forces will compel change in records management

3. Cloud and Social make cloud based records management tools a priority

4. Recommendations

Agenda





4. Recommendations

Agenda


Current Paper Paradigm

Archive

Publish

Destroy

Content

Repository

(Records

Management)


Organizations have low confidence in the status quo

Confidence in records management, compliance and eDiscovery

programs remain low in most organizations.

Business leaders are turning to enterprise architects to develop

information architecture plans.

Technology shifts challenge ability of records managers to lead roadmap

decisions.

The pace of digital innovation outstrips current capacity.


Low confidence in ability to keep up with digital innovation

It's a struggle to apply retention or holds to new forms of content.


Paper paradigm is not working for digital-first organizations

Workplace has become predominantly electronic workplace, while

language of records remains paper-centric.

Records managers are losing influence at table when decisions are made.

Businesses accelerating adoption of mobile, web, social and cloud – areas

of lowest compliance and eDiscovery confidence.

Vocabulary and assumptions rooted in paper fail to scale.


Records managers losing seat at decision table

Disconnect between perception and reality about budgets


Business managers are driving more technology decisions

Records are created in applications outside RM systems.





4. Recommendations

Agenda


Systems of record

host processes.

Systems of engagement

touch people.

Mobile apps fronting systems of engagement* empower people, enrich relationships, & energize products

* “My name is Geoffrey Moore and I approved this message.”

Systems of engagement* empower customers, partners, and employees with context-rich apps and smart products to help them decide and act immediately in their moments of need.


New Workforce Requires Information Transparency

http://www.apple.com/iphone/features/


Content Value for Cloud Offerings

Individual Organization

Value

Low

High

Casual

Controlled

Regulated

Access

Governance

Minimal ECM Functionality

Basic ECM Functionality

Full ECM Functionality


Hybrid Based ECM Solutions

Cloud based

ECM

On Premise

ECM






4. Recommendations

Agenda


20

Business Demands Cloud Based File Sharing



Few Decision-Makers Plan To Adopt RM SaaS


Security, Privacy, And Legal Concerns Inhibit RM SaaS Adoption


Cloud and social make current “declare and file” tools ineffective

Current crop of records management tools integrate poorly with new cloud

or SaaS authoring tools.

Newer content types far less likely to have lifecycle, retention rules or

holds applied.

Records managers remain wary of cloud and social applications, despite

goals of business and IT peers.

Adoption of SaaS and social applications is accelerating.


Digital preservation forcing itself onto the records agenda

Wide swings in lifespan of common archive and storage media.

First generation enterprise and productivity applications now being retired.

Institutional memory at risk of entering digital Dark Ages as vendors and

enterprises fail to preserve tools to read old formats.

Digital records with long-term retention are at risk.


25

IT Must Drive Cloud Based Records Management






4. Recommendations

Agenda


Recommendations

Organizations must keep pace with new sources of digital records.

Engage with business managers and IT earlier in technology adoption

cycle to proactively identify implications for records management.

Stop playing the “risk” card for new technologies out of habit and

resistance to change.

SaaS and cloud applications generating increasing number of business

records, often not captured in traditional records management systems.

Leverage emerging SaaS based records management to balance

information sharing demands with compliance requirements.

OmniRIM Records Center

Rob Hartley

Senior Product Manager

OmniRIM Records Center is…

A hosted solution for centralizing

the management of your

enterprise RIM program; unifying

physical and electronic records

under one interface.

Proactively:

– Reduce risk

– Reduce cost

– Improve record quality

– Manage and improve RIM

compliance

OmniRIM Key Features

Unified records management

(physical + digital)

Unified control of inventory

(onsite + offsite)

Records declaration, classification,

& lifecycle management

File plan management with supporting citations

Multi-phase retention policies management

Holds, chain of custody and audit history

Defensible disposition process and workflow

Robust security and user access control

RIM program metrics

Value Proposition

Transparency

Information about your entire inventory in one place (electronic &

physical records)

Track legal holds (know what’s on hold: electronic & physical records)

RIM metrics (how much, what, where, when, who)

Enhanced Compliance

Accuracy – calculated retentions

Entitlements (Finance can’t see HR records & vise versa)

Defensible disposition

Benefits

Efficient records lifecycle management across disparate assets,

locations, and user communities

Consistent policy to reduce litigation/regulatory risks

Reduce your records management costs

OmniRIM Records Center

Archive Metrics

Questions?

[email protected]

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