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Over a third of large organisations admit their email management system is in
‘complete chaos’, according to the findings of a survey released by AIIM on
Compliance.
The survey also found that the same number of end users admitted that their
company either had no policy or they didn’t know their company’s policy when it
came to email archiving.
A third of UK organisations do not have any clear plans and procedures for
dealing with compliance issues, especially concerning historical records, which
poses a number of compliance related risks.
Two thirds describe themselves as being in the very early stages of implementing
compliance initiatives, with a quarter of them not having begun to develop any
compliance related strategy at all.
The survey also showed that over 90% of end users agree that compliance concerns
relating to managing electronic information are here to stay and compliance must
take a higher precedence in order to ensure consistent practices throughout
their organisations.
Companies have a disturbingly narrow view of compliance and what it really means
for their organisation.
Only 16% understand that the broader concept relates to information within
enterprise resource planning and customer relationship management systems, with
over 60% of users failing to acknowledge that email information falls under
compliance requirements for enterprise content management.
Instead, awareness of what compliance means for their organisation centres
around well publicised government regulations and legislation, bypassing the
fact that compliance extends far beyond regulatory concerns to all company
information management processes.
Half of the users surveyed admitted that employees do not fully understand how
to access current versions of policies and procedures or other critical
corporate information.
Over two thirds of organisations admit that content created by employees who
have then left, is not actively reviewed or archived appropriately
Only 27% of organisations archive emails outside of Outlook in fully searchable
and traceable email or document management systems.
Some 16% of organisations add to the paper mountain by printing paper copies of
important emails for filing. A worrying 7% delete all emails after 3 months and
rely on back-up tapes for archive.
The research was carried out by AIIM from an Industry Watch survey that was
conducted during May and June 2006.
Atle Skjekkeland VP of AIIM Europe commented: “These findings highlight a widely
varying and inconsistent understanding of how to deal with sensitive company
information, clearly indicating the struggle that companies are facing in
mounting systematic policies to meet the compliance challenge.
"It is clear that in order to deal with the pressures of compliance effectively,
one of the key issues that must be faced head on by organisations is the
management of electronic information.”
The full results of the survey will be available at Documation UK held at
Olympia, London on the 18th-19th October.
Source:
RedAlert
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