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Document and Records Management: Controlling Information Risk and Aiding Compliance

Published by: Butler Group

Published: Jun. 1, 2008 - 324 Pages


Table of Contents



Section 1: Management Summary

1.1 Management Summary

Section 2: Introduction and Business Perspective

2.1 Report Introduction and Objectives

2.2 Establishing the Business Need for Document and Records Management

2.3 Business Drivers for Document and Records Management

2.4 Compliance and Litigation Issues

2.5 Generic DRM Issues

Section 3: Design and Considerations

3.1 Architecture Options

3.2 Classification, Taxonomies, and Indexing

3.3 Search

3.4 Compliance and Discovery

3.5 BPM and Workflow Within DRM

3.6 Taking an Integration and Solutions Approach to DRM

3.7 Collaboration in DRM

3.8 Security

3.9 Managing Records for Long-term Retention

3.10 Auditing in DRM

Section 4: Implementation and Optimisation Strategies

4.1 Standards and Certification to Consider

4.2 Skills and Services

4.3 Best Practices in DRM

4.4 Building Solutions for Records Management

4.5 Managing Physical Records

4.6 Butler Group DRM Model

4.7 Butler Group Implementation Model

4.8 Case Studies

Section 5: Market Perspective and Vendor Comparisons

5.1 Market Analysis

5.2 Market Drivers

5.3 Future Perspective

5.4 Vendor Analysis

Section 6: Tables

6.1 Butler Group Document and Records Management Features Matrix

6.2 Butler Group Document and Records Management Product Capability Diagrams

6.3 Butler Group Document and Records Management Market Lifecycle Ratings

Section 7: Technology Audits

Datum International - KnowledgeWorker

EMC - Documentum 6

IBM - IBM Content Manager, FileNet P8

Interwoven - Interwoven Worksite (v8.3) and RecordsManager (v5.1)

Microsoft - Microsoft Office SharePoint Server 2007 for DRM

Morse plc - Wisdom Product Suite (version 7)

Objective Corporation - Objective (version 7)

Open Text - Open Text Records Management Portfolio

TOWER Software - TRIM Context

Vignette - Vignette Records Manager 7.2

Section 8: Vendor and Product Profiles

80-20 Software

Active Navigation

Adobe

Alfresco

Alliance Group

Autonomy ZANTAZ

CA

Cimage

Section 8: Vendor and Product Profiles (continued)

Convera

Dexmar

Fabasoft AG

Fujitsu Software Corporation

Hyland Software

Hyperwave

IMR UK

InTechnology

Iron Mountain

Just Systems

Meridio

Mobius

Oracle

SAP

SAPERION

Symantec

ZyLAB

Section 9: Glossary

Abstract

We are now in the second wave of Document and Records Management, with many organisations that implemented DRM systems a few years ago now looking to replace or roll out their systems to a wider audience. The provision of solutions built on top of DRM systems has greatly extended the capabilities of DRM so that organisations are now able to bring together information from multiple sources -structured data as well as unstructured information - to complete tasks initiated by the DRM system.

There are two approaches to DRM: one is to deploy an Electronic Document and Records Management (EDRM) system that focuses mainly on DRM and workflow; and the second is to implement a much larger Enterprise Content Management (ECM) platform with additional capabilities such as Web Content Management, Business Process Management, and Digital Asset Management. The ECM vendors have also been much more proactive in creating vertical and horizontal solutions that sit on top of their platforms.

KEY FINDINGS
  • Despite numerous high-profile litigation cases, organisations are still laying themselves open to risk by not managing their information effectively.
  • A Document Management system cannot provide the level of information management required to prove compliance. Records Management is also necessary to impose the appropriate level of control.
  • Senior executives must understand their responsibilities for the management of information - claiming ignorance of poor practices is no defence.
  • Too many DRM implementations fail because organisations do not clearly define their objectives before they start.
  • A major reason for the failure of a DRM implementation is a lack of end-user buy-in and training during the planning and implementation phases.
  • A DRM system must be aligned to business objectives and driven by the business and not by IT.
  • Despite many litigation cases involving e-mail, organisations are still failing to include e-mails and other unstructured information sources within the scope of their DRM solution.
  • DRM should be transparent to end-users; enabling them to work within environments they are familiar with through the automation of DRM processes.
  • Retaining information is only half of the process; organisations must also be able to discover and retrieve it within the timeframes demanded by the raft of regulations and legislation which they are subject to.
  • Disaster recovery and business continuity must be included at the planning stage of a DRM implementation - an inability to access requested information because of a disaster will not be regarded favourably.


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