The only real method to become litigation ready is to have an Enterprise Information Archiving (EIA) strategy in place for all your information: including email, file shares, SharePoint, business repositories, paper, but also the new elephants in the corner: multimedia information and information the cloud. Such a strategy should include policy and retention management, content analytics for automatic information archiving, classification and valuation, exploratory search, eDiscovery (EDRM process) support, defensible and enforced quality control, methodologies and audits, but also meta-data, security and storage management. This also explains the increasing interest in and reports on Enterprise Information Archiving, information valuation, and information governance, in general, by organizations such as Gartner (see Enterprise Information Archiving Transforms the Strategy and Approach for Archiving by Kenneth Chin and Sheila Childs, G00201236) and various other analysts. Just as the Sarbanes-Oxley act turbo-charged the enterprise content management industry in 2002, e-discovery and additional oversight and regulations will turbo-charge the search, content analytics and archiving industry. Ensure that you work with vendors that understand these dynamics and can help you to implement a proper strategy… one that may begin with one more e-discoveries but that can scale to resolve your comprehensive information management and archiving needs as well! And if you and your organization have not start managing your email, you need to start today as part of an overall Enterprise Information Archiving Strategy if you want to stay in business tomorrow!
The majority of commonly-used search tools are built to retrieve only the most popular hits—which simply doesn’t meet the demands of exploratory legal or investigative search or for more advanced tasks such as document classification for eDiscovery, Legacy Information Clean-up or Enterprise Information Archiving
In What Should You Do with Your Legacy Archiving System? , I offered a simple procedure for helping you decide what to do with your archiving systems. In this post I provide a quick overview of the three general solution options you have for archiving: Option 1: a High-Volume Document Archive Solution Option 2: an ECM-Based Solution Option 3: a Hosted Solution Let’s say an “archive” is a system that: Securely stores primarily customer documentation Retains the documents as long as needed Purges documents when they are no longer needed for legal, compliance, or business purposes Provides authorized users (both internal and external) with access to the documents for various purposes (e.g. for business processes, customer service, customer or agent self-service, and discovery) The types of documents in scope for this kind of archive are primarily system-generated output (e.g. statements, EOBs, correspondence), and sometimes also include images and e-communications
Due to the constantly increasing legal retention periods for electronic data, more and more government organizations and enterprises have to deal with old electronic archives from which the original manufacturer can be anything from being acquired to the absence of technical support for an older version of the archive. Once the technical lifecycle of this product is over, or if the archive can no longer manage today’s volumes, an upgrade or migration to a new version or new product is necessary
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We have already several experts willing to help us on a number of topics, but would like some more experts for the below topics for an in-person workshop in Baltimore Tuesday, May 3, through Thursday, May 5; Digital Rights Management Mobile applications Text analytics Business intelligence Cloud computing Telecommuting support E-discovery Email archiving Security Those who participate in development of the examination will be allowed to take the certification exam at no cost. Participants and their organizations will also receive recognition on the AIIM website for their role in helping to shape the inaugural AIIM information management certification
Define a strategy for Enterprise Information Archiving. Start with email, file shares, SharePoint, and possibly backup tapes and structured information
But, reading about self-destructing email is a good read and a great article to get attention for the real problem: a roadmap towards enterprise information archiving! For real-world email and eDiscovery solutions you should join our KM World Webinar Tuesday June 29th, 2010: http://www.kmworld.com/Webinars/250-The-E-Mail-Dilemma-Balancing-the-Risk-and-the-Value.htm, or read more here: http://zylab.wordpress.com/2010/06/11/why-you-need-email-archiving-today-and-enterprise-information-archiving-tomorrow/, or here: http://aiimcommunities.org/users/jscholtes #ElectronicRecordsManagement #InformationGovernance #E-mail #e-discovery #informationvaluation #enterpriseinformationarchiving
The only solution in these situations, then, is to make archiving e-mails as easy as possible, which only works if there’s a (semi)-automated system in the e-mail environment (such as in MS Outlook)
For the first time, visitors sought proactive information management, enterprise information archiving, legacy information clean-up, defensible disposal, data monitoring for internal investigations such as non-compliance, early fraud detection and other intelligent governance tools
The de facto standard for how records-retention requirements should fit together in a comprehensive records management environment are based upon such internationally acknowledged frameworks and guidelines such as the National Archives (UK), National Archives of Australia, US Dept of Defense (DoD) 5015.2-STD, PRO-TNA, ISO 15489, MoReq2, and so on
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