Print it out and file it – Huh?
In a previous blog we talked about 37K documents jeopardizing the VA in North Carolina. It appears they aren’t alone. Many federal agency employees still manage their documents by printing them out and placing them in file cabinets? Perhaps that’s a business I should look into. Could be a gold mine.
Many federal agencies are still struggling with enterprise records management. According to an excellent article in KMWorld -NARA, which is charged with getting federal agencies to do a better job of satisfying their legal obligations concerning storage and discovery of their electronic business documents, has required agencies to complete self-assessment surveys. The findings reveal specific areas of weakness that the majority of federal records management programs have in common.
The results, found that one in six federal agencies had not established the basic infrastructure of a records management program. Additionally, 40 percent of agencies had not conducted a recent evaluation of their records management program. Flash forward to 2012, and NARA has completed its third such assessment. The report finds that “agencies still struggle to manage a voluminous amount of textual records while simultaneously facing the technological challenges of preserving records created and maintained in electronic format.”
The issue goes far beyond the costs of a file cabinet. Some statistics include:
• 67% of data loss in records management is due to end user error
• Large organizations lose a document every 12 seconds (PRISM International)
• It costs and organization $180 per document to recreate it when it is not tagged correctly and cannot be found (IDC)
Building Block 4 in our Smart Content Framework™ is Policy. The building block includes the ability to identify records, privacy information, and intellectual assets, and fully automate the process transparently, without user involvement, to handle the appropriate disposition of the content. This includes discovering where the content resides, cleansing the content through organizationally defined concepts and descriptors, identifying the relationships within the content and then applying the defined policies with automatic enforcement.
The results can achieve many benefits to the organization including:
• Reduce potential non-compliance issues and mitigate corporate risk
• Reduce costs associated with litigation and eDiscovery
• Eliminate costs associated with manual tagging
Proof of compliance and data protection can only be accomplished through the enforcement of policy, to ensure consistency, and can be implemented transparently, resulting in improved record keeping, monitoring, and auditing processes.
If you are interested you can access more information about the Smart Content Framework™ here.