DOCUMENT - 2013 Summer - (Page 16)

COlUMN FIvE TRENds REsHapINg RECORds MaNagEMENT as YOu KNOw IT E by Cheryl McKinnon nterprise architecture professionals and records management professionals must be open to collaboration, crossfunctional business and technical roadmap development and be willing to identify, explore and embrace new sources of corporate records. Technology has evolved since the first wave of records management (RM) tools entered the market more than 20 years ago. Regulations now cover the broader spectrum of electronically stored information, e.g., voicemails, not just what have traditionally been called “records.” Information governance better describes and supports a holistic, life-cycle view of the creation, use and protection of digital information. This systemic shift to the ever-changing world of electronic information is introducing five trends that are reshaping the practices and priorities of RM in the organization. To begin with, many businesses continue to lack confidence in the progress of their electronic RM programs, compliance initiatives and e-discovery preparedness. The traditional practices and tools used to manage electronic records are changing. New vendors are taking fresh approaches to addressing compliance, categorization and retention requirements. The shift to a more comprehensive and proactive management of information across its entire business life cycle—rather than just at the end—has begun. In 2011, the cloud market represented $41 billion and is projected to reach $240 billion by 2020. Business productivity tools available as software-as-a-service (SaaS) represented more than half of that market ($21.2 billion) in 2011. Established enterprise application providers are aggressively “building their SaaS portfolios through acquisition and evolution of their existing products,” and few new solution providers are developing exclusively on-premises offerings. To adapt to this new world, enterprise and information architects must be aware of the following: Traditional RM tools are slow to make the leap to the cloud; records and compliance managers remain wary of cloud and 16 summer.2013 social platforms; and current RM systems are already missing many forms of electronically stored information. Now more than ever, digital records that have a long-term retention schedule are at risk when hardware devices, software applications and file formats decay or become obsolete. As organizations continue to evolve, the following issues have begun to arise: Organizations are slowly waking up to digital preservation concerns; decisions to retire older enterprise applications raise content-preservation concerns; and institutional memory risks relegation to the digital Dark Ages sooner rather than later. Additionally, open standards and open source are changing the sourcing landscape. The public sector, in particular, has begun to drive significant change in the software acquisition landscape by calling for deliberate adoption of open standards and open source. Governments are hedging against the potential loss of electronic information, software obsolescence and increased costs, as well as demanding more portable data. Transactional, regulated and semi-structured content are ripe areas for automated capture, categorization and application of retention policies. Opportunities to use autoclassification technologies for routine, highvolume, predictable electronic content are increasing as technology matures, more vendors provide integrated offerings and use cases are identified. Electronic information that uses a consistent structure, uses embedded metadata or includes predictable patterns of numbers or text lends itself to content analytics, entity extraction and categorization tools for ingestion and application of retention, disposition and security or privacy access controls. O CHERYL MCKINNON is a principal analyst at Forrester Research, serving the needs of enterprise architecture professionals. She is an expert in records management, information governance and eDiscovery. For more, visit Full column:

Table of Contents for the Digital Edition of DOCUMENT - 2013 Summer

DOCUMENT - 2013 Summer
Table of Contents
What’s New
Social Conversation
Editor’s View
Why Is Information Capture So Hard? Could Be Your Consistency.
Two Years Later, QR Codes Are Still Going Strong
The NSA and the Itch That Won’t Go Away
Five Trends Reshaping Records Management As You Know It
More Is Better
Crawford Technologies
Paloma Print Products
ISIS Papyrus Software
Diversified Information Technologies
Snowbound Software

DOCUMENT - 2013 Summer