Breaking down the barriers to cloud-based records management

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1 Breaking down the barriers to cloud-based records management

2 About the Presenters Alan Weintraub Principal Analyst at Forrester Research, Inc. Expert on Enterprise Information Management (EIM) Earned a B.S. in electrical engineering from Drexel University

3 About the Presenters Robert Hartley Senior Product Manager at Archive Systems Over 20 years experience Based in Vancouver, BC

4 Breaking down the barriers to cloud-based records management Alan Weintraub Principal Analyst February 7, Forrester Research, Inc. Reproduction Prohibited

5 The Paper Paradigm has failed. A Digital-First Perspective is Required. 5

6 Agenda 6 1. Paper paradigm is not working for digitalfirst organizations 2. Disruptive forces will compel change in records management 3. Cloud and Social make cloud based records management tools a priority 4. Recommendations

7 Agenda 7 1. Paper paradigm is not working for digitalfirst organizations 2. Disruptive forces will compel change in records management 3. Cloud and Social make cloud based records management tools a priority 4. Recommendations

8 Current Paper Paradigm Publish Content Repository (Records Management) Destroy Archive 8

9 Organizations have low confidence in the status quo The pace of digital innovation outstrips current capacity. 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. 9

10 Low confidence in ability to keep up with digital innovation It's a struggle to apply retention or holds to new forms of content. 10

11 Paper paradigm is not working for digital-first organizations Vocabulary and assumptions rooted in paper fail to scale. 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. 11

12 Records managers losing seat at decision table Disconnect between perception and reality about budgets 12

13 Business managers are driving more technology decisions Records are created in applications outside RM systems. 13

14 Agenda Paper paradigm is not working for digitalfirst organizations 2. Disruptive forces will compel change in records management 3. Cloud and Social make cloud based records management tools a priority 4. Recommendations

15 Mobile apps fronting systems of engagement* empower people, enrich relationships, & energize products Systems of engagement touch people. 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. Systems of record host processes. 15 * My name is Geoffrey Moore and I approved this message.

16 New Workforce Requires Information Transparency Forrester Research, Inc. Reproduction Prohibited

17 Content Value for Cloud Offerings High Governance Regulated Value Controlled Full ECM Functionality Casual Basic ECM Functionality Low Minimal ECM Functionality Individual Access Organization 17

18 Hybrid Based ECM Solutions On Premise ECM Cloud based ECM Forrester Research, Inc. Reproduction Prohibited

19 Agenda Paper paradigm is not working for digitalfirst organizations 2. Disruptive forces will compel change in records management 3. Cloud and Social make cloud based records management tools a priority 4. Recommendations

20 Business Demands Cloud Based File Sharing Forrester Research, Inc. Reproduction Prohibited 20

21 Few Decision-Makers Plan To Adopt RM SaaS Forrester Research, Inc. Reproduction Prohibited

22 Security, Privacy, And Legal Concerns Inhibit RM SaaS Adoption Forrester Research, Inc. Reproduction Prohibited

23 Cloud and social make current declare and file tools ineffective Adoption of SaaS and social applications is accelerating. 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. 23

24 Digital preservation forcing itself onto the records agenda Digital records with long-term retention are at risk. 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. 24

25 IT Must Drive Cloud Based Records Management Forrester Research, Inc. Reproduction Prohibited 25

26 Agenda Paper paradigm is not working for digitalfirst organizations 2. Disruptive forces will compel change in records management 3. Cloud and Social make cloud based records management tools a priority 4. Recommendations

27 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. 27

28 Thank you Alan Weintraub 2009 Forrester Research, Inc. Reproduction Prohibited

29 OmniRIM Records Center Rob Hartley Senior Product Manager

30 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

31 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

32 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

33 OmniRIM Records Center

34 Archive Metrics

35 Questions?

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