Technology Friend or Foe

1
TechnologyFriend or Foe?

• ARMA Metro NYC Chapter
• May 14, 2008

2
Digital Age

• The Digital Age has made the Records Management
  function far more
• complex.

Level of Complexity
3

• Each new phase has required new
• records management processes and
• systems to address the new challenges.

4
(No Transcript)
5

• Managing and maintaining shared electronic files
  has resulted in
• different requirements and solutions.

6
Is SharePoint the Current Answer for Records
Management?
7

• SharePoint is Microsofts answer for many
  different business needs.
• Versatility is both its strength and its weakness.

8

• SharePoint started out as a document management
  tool and then
• evolved into a knowledge management and
  collaboration tool.

9

• SharePoints original portal functionality was
  precisely what knowledge
• management needed.

10

• There are also a number of reasons why SharePoint
  has become the
• portal of choice and one of Microsofts most
  successful products.

11
At the current time, SharePoint is not the
primary solution to address the records
management requirements at a document intensive
or document oriented organization. Instead the
focus should be on

• Implementing a best of breed automated records
  management system.
• Integrating the records management system with
  email, document management and other key
  transaction systems.
• Defining and implementing a firm-wide taxonomy
  that supports document management, knowledge
  management, records management as well as other
  key functions like marketing, accounting, and
  corporate strategy.
• Establishing a workflow integrated with document
  management (e.g. the new business intake of a law
  firm) that identifies, captures, and organizes
  key records to retain.
• Developing a retention policy that can be easily
  applied to both paper and electronic records.

12
Web 2.0 Technology

• Once you have satisfied the needs resulting from
  the initial electronic
• collaboration stage, you can turn your attention
  to

13
(No Transcript)
14
Example of a SharePoint Workflow