Posted by Mark Brousseau
Forecasters at Colorado State University recently announced that the 2011 Atlantic hurricane season will be very active. Before the season starts, it's time for businesses to get ready, while remembering their most valuable asset: information.
"No matter the size of a company, without access to information, clients could be lost and the owner may be at risk for losing the business altogether," said Marshall Stevens, co-owner of Stevens & Stevens Business Records Management, Inc, a Florida-based records management center. "To ensure business continuity, owners should develop a disaster recovery plan to assess how they're storing and managing information. These plans can help keep a business up and running so all business functions could be handled, even without access to your facility or network."
Get prepared by considering the following:
... Location and security of your storage facility – Store information off-site in a location that's been designed to withstand high sustained winds, is located in a non-flood zone, has a secure vault and is also secured with alarms, security cameras and pass codes.
... Accessibility – Be sure you can access your information no matter the time of day or day of week.
... Document back-ups – Whether you make copies or have external hard drives, back-up files of key documents is crucial. Keep back-ups in multiple locations, so if a disaster affects your office, another copy of your information is still available.
... Alternative records storage options – Consider utilizing technology that allows files to be converted to electronic images, which are then hosted on a secure, password-protected website. So, if files are destroyed or you couldn't access your facility, information wouldn't be gone for good.
"Hurricane season can be an uneasy time, but by planning how you'll protect information now, if disaster does strike, you can focus on running your business rather than trying to pick up the pieces after the fact," said Stevens.
How does your company safeguard its information during a hurricane?
Showing posts with label records management. Show all posts
Showing posts with label records management. Show all posts
Friday, May 13, 2011
Wednesday, November 17, 2010
Going Green with ECM
By Derrick Murphy of ibml
There's no doubt that reducing or eliminating paper-based processes presents clear and sizeable economic advantages. In large part, these cost savings have driven the demand for enterprise content management (ECM) solutions. But digitizing paper-driven processes is also an essential component of the sustainability, or "green," initiatives now underway at companies large and small.
By its nature, ECM promotes efficiency and optimal use of resources. By replacing paper-based processing with electronic processes -- and eliminating paper-related transportation, storage and handling -- ECM solutions can help organizations more quickly realize their green initiatives.
In fact, when you consider the hefty environmental impact of office paper (the U.S. alone consumes about 100 million tons of paper each year, according to the Forest Stewardship Council, or FSC), ECM is a great way to get your organization started down the path to sustainable and green practices.
ECM and the 'Green Movement'
Information and communication technology account for about 2 percent of all carbon dioxide emissions, according to the Energy Information Administration. That might not seem like a lot, but it can easily be reduced. ECM solutions support green initiatives by providing users the ability to:
Reduce paper consumption -- The average worker generates an estimated 45 to 15,000 sheets of paper every day, according to the American Records Management Association (ARMA). ECM solutions allow documents to be processed, managed and stored electronically, including delivery via e-mail, which significantly reduces the amount of paper the average worker consumes each day.
Automate paper-based processes -- Compared to electronic processes, processing paper documents is slow and expensive. ARMA and IDC estimate that the average company spends between 7 to 14 percent of its total costs on document processing in a paper environment. By digitizing document-driven business processes, ECM solutions can automatically identify and route content, such as invoices requiring approval, to the appropriate users or applications, eliminating the need for transportation or multiple copies as well as downstream document storage or shredding/destruction.
Reduce document shipping -- Studies have shown that the average document in an organization is photocopied 19 times. ECM solutions allow organizations to distribute electronic documents securely via intranets, extranets and broadband connection. The more work organizations perform online, the shorter paper trail and the less waste produced. Additionally, this real-time 24/7 access enables employees to review, approve or collaborate on documents without printing or shipping.
Reduce document storage -- Storage requirements for hard copy documents double every three years, according to ARMA and IDC. Storing documents electronically helps companies reduce their carbon footprint by reducing real estate/facilities needs and the associated energy consumption.
Less paper waste -- The average American office worker disposes of 100 to 200 pounds of paper per year, studies show. OB10 cites estimates that production of paper invoices would take up as much space as 10 football fields stacked 100 feet deep (and this doesn't count the storage space before they get to the landfill). ECM solutions address the paper trail that follows many people around and reduce the amount of waste employees generate as well as the energy they consume shredding.
The Financial Benefit
Each of the "green" benefits of ECM solutions mentioned above has an economic benefit:
Reduced paper consumption -- It costs almost $10,000 to fill a four-drawer file cabinet. By leveraging technologies such as e-invoicing, companies can eliminate these paper expenses. For instance, one company is saving $8,000 to $10,000 a month in paper and toner by using ECM.
Reduced document shipping -- Without an ECM solution, an organization might have to copy a document to send to various people. By sharing documents electronically, companies avoid the expenses associated with transporting documents across sites, including courier fees, postage, gas, and vehicle upkeep. Similarly, sharing documents electronically also eliminates the 280 hours per employee that ARMA and IDC say companies spend each year tracking down lost documents.
Reduced document storage -- Paper storage costs an average of $0.14 per page or $1,400 per file cabinet, according to ARMA and IDC. Storing documents electronically eliminates this cost.
Less paper waste -- Digitizing documents reduces a company's costs for destruction/shredding. What's more, in a scanning environment, organizations can physically out-sort and re-use batch headers -- or eliminate them altogether depending on the scanner they use -- to reduce paper waste.
ECM in Action
These aren't hypothetical benefits. Organizations of all sizes, across industries, are achieving "green" benefits -- financial and environmental -- through digital technologies. Here are some examples:
... Banner Life Insurance eliminated the need to photocopy checks and oversized documents (to make them scanner-ready) by deploying scanners that can handle comingled documents of different sizes.
... Wyoming Medical Center (WMC) implemented a solution for scanning medical records. This will eliminate the energy consumption associated with storing its over 13 million pages of patient files in a 5,000 square-foot records room. Additionally, with all of its medical records available online, WMC no longer needs to fax information to physician offices, in turn, reducing paper consumption.
... Humana eliminated the need to insert paper separator sheets between the batches of work it scans by deploying intelligent scanners that can automatically identify different document types.
The bottom line? There's no need to worry that your organization will have to sacrifice operational efficiency or effectiveness to be environmentally friendly. ECM technology can help you do both.
What do you think?
There's no doubt that reducing or eliminating paper-based processes presents clear and sizeable economic advantages. In large part, these cost savings have driven the demand for enterprise content management (ECM) solutions. But digitizing paper-driven processes is also an essential component of the sustainability, or "green," initiatives now underway at companies large and small.
By its nature, ECM promotes efficiency and optimal use of resources. By replacing paper-based processing with electronic processes -- and eliminating paper-related transportation, storage and handling -- ECM solutions can help organizations more quickly realize their green initiatives.
In fact, when you consider the hefty environmental impact of office paper (the U.S. alone consumes about 100 million tons of paper each year, according to the Forest Stewardship Council, or FSC), ECM is a great way to get your organization started down the path to sustainable and green practices.
ECM and the 'Green Movement'
Information and communication technology account for about 2 percent of all carbon dioxide emissions, according to the Energy Information Administration. That might not seem like a lot, but it can easily be reduced. ECM solutions support green initiatives by providing users the ability to:
Reduce paper consumption -- The average worker generates an estimated 45 to 15,000 sheets of paper every day, according to the American Records Management Association (ARMA). ECM solutions allow documents to be processed, managed and stored electronically, including delivery via e-mail, which significantly reduces the amount of paper the average worker consumes each day.
Automate paper-based processes -- Compared to electronic processes, processing paper documents is slow and expensive. ARMA and IDC estimate that the average company spends between 7 to 14 percent of its total costs on document processing in a paper environment. By digitizing document-driven business processes, ECM solutions can automatically identify and route content, such as invoices requiring approval, to the appropriate users or applications, eliminating the need for transportation or multiple copies as well as downstream document storage or shredding/destruction.
Reduce document shipping -- Studies have shown that the average document in an organization is photocopied 19 times. ECM solutions allow organizations to distribute electronic documents securely via intranets, extranets and broadband connection. The more work organizations perform online, the shorter paper trail and the less waste produced. Additionally, this real-time 24/7 access enables employees to review, approve or collaborate on documents without printing or shipping.
Reduce document storage -- Storage requirements for hard copy documents double every three years, according to ARMA and IDC. Storing documents electronically helps companies reduce their carbon footprint by reducing real estate/facilities needs and the associated energy consumption.
Less paper waste -- The average American office worker disposes of 100 to 200 pounds of paper per year, studies show. OB10 cites estimates that production of paper invoices would take up as much space as 10 football fields stacked 100 feet deep (and this doesn't count the storage space before they get to the landfill). ECM solutions address the paper trail that follows many people around and reduce the amount of waste employees generate as well as the energy they consume shredding.
The Financial Benefit
Each of the "green" benefits of ECM solutions mentioned above has an economic benefit:
Reduced paper consumption -- It costs almost $10,000 to fill a four-drawer file cabinet. By leveraging technologies such as e-invoicing, companies can eliminate these paper expenses. For instance, one company is saving $8,000 to $10,000 a month in paper and toner by using ECM.
Reduced document shipping -- Without an ECM solution, an organization might have to copy a document to send to various people. By sharing documents electronically, companies avoid the expenses associated with transporting documents across sites, including courier fees, postage, gas, and vehicle upkeep. Similarly, sharing documents electronically also eliminates the 280 hours per employee that ARMA and IDC say companies spend each year tracking down lost documents.
Reduced document storage -- Paper storage costs an average of $0.14 per page or $1,400 per file cabinet, according to ARMA and IDC. Storing documents electronically eliminates this cost.
Less paper waste -- Digitizing documents reduces a company's costs for destruction/shredding. What's more, in a scanning environment, organizations can physically out-sort and re-use batch headers -- or eliminate them altogether depending on the scanner they use -- to reduce paper waste.
ECM in Action
These aren't hypothetical benefits. Organizations of all sizes, across industries, are achieving "green" benefits -- financial and environmental -- through digital technologies. Here are some examples:
... Banner Life Insurance eliminated the need to photocopy checks and oversized documents (to make them scanner-ready) by deploying scanners that can handle comingled documents of different sizes.
... Wyoming Medical Center (WMC) implemented a solution for scanning medical records. This will eliminate the energy consumption associated with storing its over 13 million pages of patient files in a 5,000 square-foot records room. Additionally, with all of its medical records available online, WMC no longer needs to fax information to physician offices, in turn, reducing paper consumption.
... Humana eliminated the need to insert paper separator sheets between the batches of work it scans by deploying intelligent scanners that can automatically identify different document types.
The bottom line? There's no need to worry that your organization will have to sacrifice operational efficiency or effectiveness to be environmentally friendly. ECM technology can help you do both.
What do you think?
Tuesday, November 9, 2010
The OIT booth at ARMA 2010
Jim Thumma (left), vice president of sales and marketing for Optical Image Technology, Inc. (OIT), and Vijay Magon, technical director for ccube solutions, in the OIT booth at ARMA 2010 in San Francisco.
Monday, November 8, 2010
The Challenges in Records Management
Posted by Mark Brousseau
The convergence of physical and digital records management – and tying them together to create an “umbrella” information governance model – is the top concern of records managers, Jim Cuff, vice president of strategy, Iron Mountain Digital, said today during a panel discussion at the ARMA Annual Conference. “Complicating matters is the growing volume of digital data and the issues of eDiscovery.”
Cuff said that the most significant stumbling block in creating an information governance model is that organizations have content – which Cuff affectionately calls “stuff” -- everywhere. “Records managers must figure out where all of this stuff is, and how to bring it all together in a sane approach,” Cuff said.
“Records managers are most successful are those instances where they involve other groups, whether they are IT, legal, compliance or even business folks,” said panelist Victor Owour, senior director, Oracle.
Historically, there hasn’t been a lot of collaboration in records management technology, Cuff noted.
But these stakeholders must determine the components that records managers should focus on. “What we found is that a number of our customers have been successful by planning the obit for their records management program early on in the process. They think through the entire problem and what they hope to achieve,” Owour said. “You want to tie records management into your business processes so it fits seamlessly into what the organization does; this way, it’s no longer a task, it is a convenience.”
Regardless, organizations need a retention hold policy, said Perceptive CTO Darren Knipp.
What do you think?
The convergence of physical and digital records management – and tying them together to create an “umbrella” information governance model – is the top concern of records managers, Jim Cuff, vice president of strategy, Iron Mountain Digital, said today during a panel discussion at the ARMA Annual Conference. “Complicating matters is the growing volume of digital data and the issues of eDiscovery.”
Cuff said that the most significant stumbling block in creating an information governance model is that organizations have content – which Cuff affectionately calls “stuff” -- everywhere. “Records managers must figure out where all of this stuff is, and how to bring it all together in a sane approach,” Cuff said.
“Records managers are most successful are those instances where they involve other groups, whether they are IT, legal, compliance or even business folks,” said panelist Victor Owour, senior director, Oracle.
Historically, there hasn’t been a lot of collaboration in records management technology, Cuff noted.
But these stakeholders must determine the components that records managers should focus on. “What we found is that a number of our customers have been successful by planning the obit for their records management program early on in the process. They think through the entire problem and what they hope to achieve,” Owour said. “You want to tie records management into your business processes so it fits seamlessly into what the organization does; this way, it’s no longer a task, it is a convenience.”
Regardless, organizations need a retention hold policy, said Perceptive CTO Darren Knipp.
What do you think?
Sunday, November 7, 2010
SharePoint and eDiscovery Readiness
Posted by Mark Brousseau
When it comes to eDiscovery readiness, getting involved in their organization’s SharePoint initiatives should be a top priority for records managers, Martin Tuip, senior technical product marketing manager, Iron Mountain Digital, said during a presentation today at the ARMA Annual Conference in San Francisco.
SharePoint broke the $1 billion revenue mark last year, and has continued to rise past that total this year, making it the hottest-selling server-side product ever for Microsoft, Tuip said, adding that many organizations are planning to deploy SharePoint 2010 or have already done so.
“But the problem at many organizations is that SharePoint initiatives are being driven by IT, without much involvement from records managers. IT and records managers need each other,” Tuip said. “All of the content in SharePoint might have to retained, depending on your business.”
“From a legal perspective, eventually you will have a matter that will require information out of SharePoint. Those lawsuits will eventually come,” Tuip predicted. “Export functionality is available in SharePoint, but in an extremely limited fashion.” Records managers need to be proactive about working with their IT team to prepare for these inevitable eDiscovery actions, Tuip explained.
“You know that this is coming down the line,” Tuip said.
The first step in implementing SharePoint governance, Tuip said, is to determine what is going to be a vital record for your organization. Then get IT involved in setting the governance standards and determining how to implement them. Organizations can leverage their existing infrastructure to provide for seamless retention of SharePoint content, or “pick a new product that can assist with all of your retention concerns,” Tuip said. He warned that, “eDiscovery is risky. The problem with eDiscovery is that content hides in multiple places. That’s why organizations need an eDiscovery application that provides comprehensive enterprise-wide search queries of the most requested ESI types. A proper eDiscovery application can significantly reduce the collection time associated with lawsuits.”
Tuip concluded: “I love SharePoint. I think that it’s a phenomenal solution. But records managers need to understand that it doesn’t have eDiscovery capabilities, and they’ll have to work with IT to determine how to deal with that.”
What do you think?
When it comes to eDiscovery readiness, getting involved in their organization’s SharePoint initiatives should be a top priority for records managers, Martin Tuip, senior technical product marketing manager, Iron Mountain Digital, said during a presentation today at the ARMA Annual Conference in San Francisco.
SharePoint broke the $1 billion revenue mark last year, and has continued to rise past that total this year, making it the hottest-selling server-side product ever for Microsoft, Tuip said, adding that many organizations are planning to deploy SharePoint 2010 or have already done so.
“But the problem at many organizations is that SharePoint initiatives are being driven by IT, without much involvement from records managers. IT and records managers need each other,” Tuip said. “All of the content in SharePoint might have to retained, depending on your business.”
“From a legal perspective, eventually you will have a matter that will require information out of SharePoint. Those lawsuits will eventually come,” Tuip predicted. “Export functionality is available in SharePoint, but in an extremely limited fashion.” Records managers need to be proactive about working with their IT team to prepare for these inevitable eDiscovery actions, Tuip explained.
“You know that this is coming down the line,” Tuip said.
The first step in implementing SharePoint governance, Tuip said, is to determine what is going to be a vital record for your organization. Then get IT involved in setting the governance standards and determining how to implement them. Organizations can leverage their existing infrastructure to provide for seamless retention of SharePoint content, or “pick a new product that can assist with all of your retention concerns,” Tuip said. He warned that, “eDiscovery is risky. The problem with eDiscovery is that content hides in multiple places. That’s why organizations need an eDiscovery application that provides comprehensive enterprise-wide search queries of the most requested ESI types. A proper eDiscovery application can significantly reduce the collection time associated with lawsuits.”
Tuip concluded: “I love SharePoint. I think that it’s a phenomenal solution. But records managers need to understand that it doesn’t have eDiscovery capabilities, and they’ll have to work with IT to determine how to deal with that.”
What do you think?
Organizations Ramp-up Records Management Technology Adoption Plans
Posted by Mark Brousseau
Enterprises plan to accelerate records management adoption in 2011, Brian W. Hill, senior analyst, Forrester Research, said today during a presentation at the ARMA Annual Conference in San Francisco.
Sixty-three percent of records management stakeholders plan to expand or roll-out new records management products in 2011, Hill said, citing the results of a study conducted by Forrester Research and ARMA. The key drivers of this growth include the need for organizations to manage a broader array of electronic content, support regulatory requirements, and ease eDiscovery pain.
Hill said records management software spending next year will top $250,000 for 17 percent of respondents to the study by Forrester Research and ARMA. “If you factor in some of the other costs associated with records management – such as change management – the figure is actually quite a bit higher,” Hill added.
While spending on records management solutions is on the upswing, satisfaction rates are declining. Fifteen percent of respondents to the study by Forrester Research and ARMA indicated that they are “very satisfied” with their records management solution – down from 23 percent the year before. “Given the maturity of records management, this is cause for concern,” Hill said, adding that there are a lot of reasons for low satisfaction. “Some of them have to do with technology, but others have to deal with people and processes, such as complex and lengthy deployments and the high costs of software and services,” Hill explained.
Synchronizing eDiscovery, records management and archiving efforts was identified as a challenge by about half of the organizations surveyed. “These handoffs are a big headache for organizations,” Hill noted.
And the problem could get worse. “Records management professionals must recognize that expected storage volumes for records systems are significant and growing fast,” Hill said. “Records management stakeholders expecting more than 50 percent storage growth may need to reset their expectations with those of IT storage stakeholders to ensure that capacity plans are appropriately aligned.”
To improve the likelihood of success for your eDiscovery program, Hill suggested the following seven habits:
Effective habit No. 1: Get executive support and build the right team.
Effective habit No. 2: Stop saving everything.
Effective habit No. 3: Streamline legal hold and look to leverage ‘early case assessment’ applications.
Effective habit No. 4: Focus on a broad array of ESI as part of your legal risk mitigation efforts.
Effective habit No. 5: Seek to rationalize systems and processes that support eDiscovery.
Effective habit No. 6: Strategically plan for global eDiscovery implications.
Effective habit No. 7: Accelerate eDiscovery program formalization.
What do you think?
Enterprises plan to accelerate records management adoption in 2011, Brian W. Hill, senior analyst, Forrester Research, said today during a presentation at the ARMA Annual Conference in San Francisco.
Sixty-three percent of records management stakeholders plan to expand or roll-out new records management products in 2011, Hill said, citing the results of a study conducted by Forrester Research and ARMA. The key drivers of this growth include the need for organizations to manage a broader array of electronic content, support regulatory requirements, and ease eDiscovery pain.
Hill said records management software spending next year will top $250,000 for 17 percent of respondents to the study by Forrester Research and ARMA. “If you factor in some of the other costs associated with records management – such as change management – the figure is actually quite a bit higher,” Hill added.
While spending on records management solutions is on the upswing, satisfaction rates are declining. Fifteen percent of respondents to the study by Forrester Research and ARMA indicated that they are “very satisfied” with their records management solution – down from 23 percent the year before. “Given the maturity of records management, this is cause for concern,” Hill said, adding that there are a lot of reasons for low satisfaction. “Some of them have to do with technology, but others have to deal with people and processes, such as complex and lengthy deployments and the high costs of software and services,” Hill explained.
Synchronizing eDiscovery, records management and archiving efforts was identified as a challenge by about half of the organizations surveyed. “These handoffs are a big headache for organizations,” Hill noted.
And the problem could get worse. “Records management professionals must recognize that expected storage volumes for records systems are significant and growing fast,” Hill said. “Records management stakeholders expecting more than 50 percent storage growth may need to reset their expectations with those of IT storage stakeholders to ensure that capacity plans are appropriately aligned.”
To improve the likelihood of success for your eDiscovery program, Hill suggested the following seven habits:
Effective habit No. 1: Get executive support and build the right team.
Effective habit No. 2: Stop saving everything.
Effective habit No. 3: Streamline legal hold and look to leverage ‘early case assessment’ applications.
Effective habit No. 4: Focus on a broad array of ESI as part of your legal risk mitigation efforts.
Effective habit No. 5: Seek to rationalize systems and processes that support eDiscovery.
Effective habit No. 6: Strategically plan for global eDiscovery implications.
Effective habit No. 7: Accelerate eDiscovery program formalization.
What do you think?
Saturday, June 19, 2010
Tips to reduce risk and liability using EMRs
Posted by Mark Brousseau
According to the 2010 Healthcare Information and Management Systems Society (HIMSS) Analytics Report: Security of Patient Data, the number of healthcare organizations that reported a breach in data security increased by 6 percent in 2010, totaling 19 percent. As more healthcare organizations migrate to electronic medical records (EMRs), it’s important to take the proper steps to reduce risk and prevent medical liability suits.
Cintas offers the following tips for maintaining secure and compliant EMRs:
1. Collaboration. The most successful, secure medical healthcare record programs are the result of a collaborative process. In hospitals, it’s critical to include the chief security officer, chief financial officer, chief medical officer and medical records director to outline and define a comprehensive program that meets the needs of the entire organization and provides maximum security for patient files. Likewise, smaller healthcare organizations must include relevant senior staff members to develop and execute a successful program.
2. Digitize information. Digitizing healthcare records is the first step to ensure compliance with evolving industry regulations. By partnering with a vendor that provides secure document imaging and scanning services, physicians and clinicians will have real-time access to a patient’s entire medical history. Further, healthcare organizations will increase security through unique user identification to prevent unauthorized access and minimize risk of regulatory exposure, fines and penalties.
3. Create a strict security policy with password restrictions. Ensure authorized physicians and staff members have their own passwords and are unable to share. This will ensure an accurate audit trail if an incident is to occur. It’s also important to limit access to records. Create different levels of security based on the job functions of staff members. Only those working directly with the patient should have the ability to modify records.
4. Protect healthcare records throughout their entire lifecycle. Since medical records require long-term retention with a low volume of retrieval, it’s important to utilize a secure document management provider that has the capability to protect patient data information from the cradle to grave. By selecting a vendor that provides imaging, storage and shredding services, a healthcare organization can ensure both their electronic and physical medical records live in a secure environment and can be properly destroyed if required.
5. Train staff regarding proper documentation and retention practices. Incomplete and improper documentation and retention may lead to damaging financial and compliance issues. In addition, a staff member associated with improper documentation may be held liable in a malpractice case. To protect oneself, the organization and staff against allegations of negligent care and compliance violations, it’s important to provide continuous training to ensure that files are always complete, securely maintained and properly destroyed if required.
6. Have a disaster recovery program in place. Catastrophic events can and will take place. It is critical to ensure a hospital’s digital repository is backed up and can be recreated if necessary.
“As more healthcare organizations adopt EMR systems, it’s important to identify and work to alleviate potential risks before they occur,” said Tom Griga, Global Healthcare Manager, Cintas Document Management. “Healthcare Risk Management Week is an optimal time to reflect on your organization’s practices to ensure it is using up-to-date efficient and secure processes to protect patients and the organization from falling victim to a data breach.”
According to the 2010 Healthcare Information and Management Systems Society (HIMSS) Analytics Report: Security of Patient Data, the number of healthcare organizations that reported a breach in data security increased by 6 percent in 2010, totaling 19 percent. As more healthcare organizations migrate to electronic medical records (EMRs), it’s important to take the proper steps to reduce risk and prevent medical liability suits.
Cintas offers the following tips for maintaining secure and compliant EMRs:
1. Collaboration. The most successful, secure medical healthcare record programs are the result of a collaborative process. In hospitals, it’s critical to include the chief security officer, chief financial officer, chief medical officer and medical records director to outline and define a comprehensive program that meets the needs of the entire organization and provides maximum security for patient files. Likewise, smaller healthcare organizations must include relevant senior staff members to develop and execute a successful program.
2. Digitize information. Digitizing healthcare records is the first step to ensure compliance with evolving industry regulations. By partnering with a vendor that provides secure document imaging and scanning services, physicians and clinicians will have real-time access to a patient’s entire medical history. Further, healthcare organizations will increase security through unique user identification to prevent unauthorized access and minimize risk of regulatory exposure, fines and penalties.
3. Create a strict security policy with password restrictions. Ensure authorized physicians and staff members have their own passwords and are unable to share. This will ensure an accurate audit trail if an incident is to occur. It’s also important to limit access to records. Create different levels of security based on the job functions of staff members. Only those working directly with the patient should have the ability to modify records.
4. Protect healthcare records throughout their entire lifecycle. Since medical records require long-term retention with a low volume of retrieval, it’s important to utilize a secure document management provider that has the capability to protect patient data information from the cradle to grave. By selecting a vendor that provides imaging, storage and shredding services, a healthcare organization can ensure both their electronic and physical medical records live in a secure environment and can be properly destroyed if required.
5. Train staff regarding proper documentation and retention practices. Incomplete and improper documentation and retention may lead to damaging financial and compliance issues. In addition, a staff member associated with improper documentation may be held liable in a malpractice case. To protect oneself, the organization and staff against allegations of negligent care and compliance violations, it’s important to provide continuous training to ensure that files are always complete, securely maintained and properly destroyed if required.
6. Have a disaster recovery program in place. Catastrophic events can and will take place. It is critical to ensure a hospital’s digital repository is backed up and can be recreated if necessary.
“As more healthcare organizations adopt EMR systems, it’s important to identify and work to alleviate potential risks before they occur,” said Tom Griga, Global Healthcare Manager, Cintas Document Management. “Healthcare Risk Management Week is an optimal time to reflect on your organization’s practices to ensure it is using up-to-date efficient and secure processes to protect patients and the organization from falling victim to a data breach.”
Tuesday, October 20, 2009
Is Your Information Secure?
By Mark Brousseau
The records management industry has entered into a new era where organizations need to place a much greater emphasis on securing their electronic information, says Steve Adams, senior records analyst for the National Archives and Records Administration. “We’ve got to change our mindset. We’ve got to become more suspicious,” Adams said during a presentation last week at the 54th annual ARMA International Conference and Expo, in Orlando’s World Center Marriott in Florida.
“The more we get into technology, the more vulnerable we have become,” Adams told attendees, adding that “Microsoft software is so vulnerable to cyber attacks that it is not even funny.”
Adams noted a Gartner study predicting that 30 percent of enterprises using wireless LANs will experience serious security exposure. Adams said over known 200 malicious software programs have been developed for this very purpose. What’s more, a survey by the Computer Security Institute found that 85 percent of computers have been damaged by cyber attacks – despite the fact that 89 percent of these computers had firewalls and 60 percent had intrusion detection. “The really frightening part is that 60 percent of these breaches were from inside the organization,” Adams said.
Sound security practices protect electronic information by preventing, detecting and responding to cyber attacks and other data breaches, Adams told the three dozen people in attendance.
One challenge to good information security is some common myths. These include the notion that:
... Anti-virus software and firewalls are 100 percent effective
... Once software is installed, you don’t have to worry about it again
... There is nothing important on your computer, so you don’t have to worry about it
... Attackers only target rich people
... When computers slow down, it means they are getting old
To help secure your electronic information, Adams provided the following strategies:
... Maintain and use anti-virus software (“But too much or the wrong kind can also cause problems,” Adams said)
... Install a firewall
... Regularly scan for Spyware
... Keep your operating software up to date
... Remove unused software programs
... Follow good security practices
... Be careful what Web sites you visit
...Turn your computer off when you’re not using it
... Never leave your computer unattended at an airport or other public place
Adams said companies should also use good password protocols – requiring staff to use at least eight characters (which take longer to crack) and change their passwords often. And nobody should be exempt from the policy; Adams said senior managers are the worst offenders of password policies.
Organizations should also be mindful of thumb drives, Adams said. While they are excellent tools for transporting information, they also can get through most metal detectors undetected – providing a vehicle for crooks to get information out of your organization without anyone ever noticing, he said.
“We’ve got to have good strategies for how we protect our information,” Adams concluded.
What do you think? Post your comments below.
The records management industry has entered into a new era where organizations need to place a much greater emphasis on securing their electronic information, says Steve Adams, senior records analyst for the National Archives and Records Administration. “We’ve got to change our mindset. We’ve got to become more suspicious,” Adams said during a presentation last week at the 54th annual ARMA International Conference and Expo, in Orlando’s World Center Marriott in Florida.
“The more we get into technology, the more vulnerable we have become,” Adams told attendees, adding that “Microsoft software is so vulnerable to cyber attacks that it is not even funny.”
Adams noted a Gartner study predicting that 30 percent of enterprises using wireless LANs will experience serious security exposure. Adams said over known 200 malicious software programs have been developed for this very purpose. What’s more, a survey by the Computer Security Institute found that 85 percent of computers have been damaged by cyber attacks – despite the fact that 89 percent of these computers had firewalls and 60 percent had intrusion detection. “The really frightening part is that 60 percent of these breaches were from inside the organization,” Adams said.
Sound security practices protect electronic information by preventing, detecting and responding to cyber attacks and other data breaches, Adams told the three dozen people in attendance.
One challenge to good information security is some common myths. These include the notion that:
... Anti-virus software and firewalls are 100 percent effective
... Once software is installed, you don’t have to worry about it again
... There is nothing important on your computer, so you don’t have to worry about it
... Attackers only target rich people
... When computers slow down, it means they are getting old
To help secure your electronic information, Adams provided the following strategies:
... Maintain and use anti-virus software (“But too much or the wrong kind can also cause problems,” Adams said)
... Install a firewall
... Regularly scan for Spyware
... Keep your operating software up to date
... Remove unused software programs
... Follow good security practices
... Be careful what Web sites you visit
...Turn your computer off when you’re not using it
... Never leave your computer unattended at an airport or other public place
Adams said companies should also use good password protocols – requiring staff to use at least eight characters (which take longer to crack) and change their passwords often. And nobody should be exempt from the policy; Adams said senior managers are the worst offenders of password policies.
Organizations should also be mindful of thumb drives, Adams said. While they are excellent tools for transporting information, they also can get through most metal detectors undetected – providing a vehicle for crooks to get information out of your organization without anyone ever noticing, he said.
“We’ve got to have good strategies for how we protect our information,” Adams concluded.
What do you think? Post your comments below.
Sunday, October 18, 2009
News from the ARMA Conference: Saturday
Posted by Mark Brousseau
Vital Path Announces Migration Center for the Desktop
At the ARMA Conference, Vital Path announced Migration Center as the newest addition to its lineup of content migration and integration solutions. Migration Center is a desktop solution designed to solve the majority of content migration needs. For more complicated and larger migration projects (over 50 Gigabytes) companies can upgrade to Migration Center Enterprise or the full PathBuilder Server based product.
Migration Center enables end users to migrate their content without the need to hire expensive consultants or have programming experience. Migration Center’s intuitive interface provides easy attribute mapping and dashboard reporting for the most basic user.
Migration Center is designed to provide a complete migration solution, without professional services for eRoom, SharePoint, Livelink, Hummingbird, Documentum, Docushare and File Shares.
Migration Center allows users to map custom attributes and types, migrate users, groups, and permissions, and apply data transformations to metadata values.
Pricing for the solution starts at $2495.
In other Vital Path news, the company's president Jay Rothe, was featured on a panel discussion at the 54th Annual ARMA Conference. The session, part of the Exclusively IT track, was entitled “A Holistic Approach to Enterprise Solutions: How can RIM, IT and Business Process Work in Tandem to Adopt a Solution?”
The discussion focused on the challenge of managing multiple records repositories across enterprises, which is often inconsistent and incomplete, further complicated by a tedious discovery process for each application. The panelists offered enterprise solutions that meet these challenges, and talked about tools available to help and ease the process.
Vital Path Announces Migration Center for the Desktop
At the ARMA Conference, Vital Path announced Migration Center as the newest addition to its lineup of content migration and integration solutions. Migration Center is a desktop solution designed to solve the majority of content migration needs. For more complicated and larger migration projects (over 50 Gigabytes) companies can upgrade to Migration Center Enterprise or the full PathBuilder Server based product.
Migration Center enables end users to migrate their content without the need to hire expensive consultants or have programming experience. Migration Center’s intuitive interface provides easy attribute mapping and dashboard reporting for the most basic user.
Migration Center is designed to provide a complete migration solution, without professional services for eRoom, SharePoint, Livelink, Hummingbird, Documentum, Docushare and File Shares.
Migration Center allows users to map custom attributes and types, migrate users, groups, and permissions, and apply data transformations to metadata values.
Pricing for the solution starts at $2495.
In other Vital Path news, the company's president Jay Rothe, was featured on a panel discussion at the 54th Annual ARMA Conference. The session, part of the Exclusively IT track, was entitled “A Holistic Approach to Enterprise Solutions: How can RIM, IT and Business Process Work in Tandem to Adopt a Solution?”
The discussion focused on the challenge of managing multiple records repositories across enterprises, which is often inconsistent and incomplete, further complicated by a tedious discovery process for each application. The panelists offered enterprise solutions that meet these challenges, and talked about tools available to help and ease the process.
Saturday, October 17, 2009
News from the ARMA Conference: Friday
Posted by Mark Brousseau
ZL to Present E-Discovery and Archiving Best Practices
ZL Technologies, Inc., will showcase its Unified Archive platform and present two seminars at LIT-Con, the Legal information Technology Conference, co-presented by ARMA International and ILTA, Oct. 15-16, at the Orlando World Center Marriott.
ZL President & CEO Kon Leong, will conduct two seminars to educate attendees on how to recognize the emerging differentiators between archiving and e-discovery solutions.
... “Large Enterprise Email Archiving Projects Often Fail. Find Out Why” -- Friday, Oct. 16, 2:30 – 3:45 p.m, Expo Floor, Room 1230.Electronically stored information (ESI) archiving is still a nascent field that is expanding in scope and functionality. Most early adopters were compelled to abandon legacy solutions unable to accommodate an expanding set of challenging requirements. This seminar examines several key breaking points of archiving solutions, enabling decision makers to identify the criteria necessary for successful archiving deployments.
... “E-Discovery: Why Most Enterprise Implementations Fail To Make the Grade” -- Friday, Oct. 16, 10:30 a.m. – noon, Palms Ballroom, Canary 3.In the enterprise, archiving as a proactive approach to E-Discovery typically involves billions of documents. Without a unified approach to archiving, E-Discovery searches take hours or days to complete. This seminar will explain why and how E-Discovery software fails to serve its intended purpose, introducing legal professionals to the technological pitfalls of E-Discovery across the enterprise.
Laserfiche Presents Transparent Records Management
Laserfiche is showcasing transparent records management at ARMA International’s 54th Annual Conference & Expo at the Orlando World Center Marriott.
“Laserfiche Records Management Edition (RME) reduces costs, improves accountability and enhances security,” said Margaret Anderson, Certified Records Manager for Collin County, Texas.
Laserfiche says its transparent records management enables records managers to manage multiple software applications, multiple departments’ information requirements and multiple records series and retention schedules without raising costs or disrupting everyday work processes.
Laserfiche Senior Vice President Chris Wacker added, “Laserfiche RME improves adherence to a records management plan with the functionality users appreciate, uniting document management and DoD 5015.2-certified records management in a single platform.”
Collin County’s Anderson presented a session titled, “Implementing an Electronic Document & Records Management Project," to help participants assess the document management needs of their organizations and teach best practice tips for simplifying records management implementations. She outlined the critical steps for planning the implementation and integration of an electronic records system.
ZL to Present E-Discovery and Archiving Best Practices
ZL Technologies, Inc., will showcase its Unified Archive platform and present two seminars at LIT-Con, the Legal information Technology Conference, co-presented by ARMA International and ILTA, Oct. 15-16, at the Orlando World Center Marriott.
ZL President & CEO Kon Leong, will conduct two seminars to educate attendees on how to recognize the emerging differentiators between archiving and e-discovery solutions.
... “Large Enterprise Email Archiving Projects Often Fail. Find Out Why” -- Friday, Oct. 16, 2:30 – 3:45 p.m, Expo Floor, Room 1230.Electronically stored information (ESI) archiving is still a nascent field that is expanding in scope and functionality. Most early adopters were compelled to abandon legacy solutions unable to accommodate an expanding set of challenging requirements. This seminar examines several key breaking points of archiving solutions, enabling decision makers to identify the criteria necessary for successful archiving deployments.
... “E-Discovery: Why Most Enterprise Implementations Fail To Make the Grade” -- Friday, Oct. 16, 10:30 a.m. – noon, Palms Ballroom, Canary 3.In the enterprise, archiving as a proactive approach to E-Discovery typically involves billions of documents. Without a unified approach to archiving, E-Discovery searches take hours or days to complete. This seminar will explain why and how E-Discovery software fails to serve its intended purpose, introducing legal professionals to the technological pitfalls of E-Discovery across the enterprise.
Laserfiche Presents Transparent Records Management
Laserfiche is showcasing transparent records management at ARMA International’s 54th Annual Conference & Expo at the Orlando World Center Marriott.
“Laserfiche Records Management Edition (RME) reduces costs, improves accountability and enhances security,” said Margaret Anderson, Certified Records Manager for Collin County, Texas.
Laserfiche says its transparent records management enables records managers to manage multiple software applications, multiple departments’ information requirements and multiple records series and retention schedules without raising costs or disrupting everyday work processes.
Laserfiche Senior Vice President Chris Wacker added, “Laserfiche RME improves adherence to a records management plan with the functionality users appreciate, uniting document management and DoD 5015.2-certified records management in a single platform.”
Collin County’s Anderson presented a session titled, “Implementing an Electronic Document & Records Management Project," to help participants assess the document management needs of their organizations and teach best practice tips for simplifying records management implementations. She outlined the critical steps for planning the implementation and integration of an electronic records system.
Thursday, October 15, 2009
News from the ARMA Conference: Thursday
Posted by Mark Brousseau
Canon U.S.A. demonstrates its image capture technologies
Canon U.S.A., Inc., is showcasing its high-speed scanning devices at the 54th ARMA International Conference and Expo in Orlando. Also at this year’s show, Canon is offering a sneak preview of its newest imageFORMULA models -- the imageFORMULA P-150 Personal Scanner and imageFORMULA DR-2020U Universal Workgroup Scanner.
“As a recognized leader in scanning and image capture technologies, Canon is committed to providing advanced solutions to meet the needs of customers in all working environments,” said Jim Rosetta, vice president and general manager, Imaging Systems Group, Canon U.S.A. “Maintaining precise, accurate and organized records is an essential business practice that all companies must implement, and throughout this show, Canon will show how its leading technologies can help streamline the record-management process.”
Helping to address the ever-evolving and growing needs of managing information, files and records in the workplace, Canon will exhibit how its leading and award-winning image capture devices will assist organizations in developing and implementing a more streamlined, efficient method for records management. Products on display at the show include:
… imageFORMULA P-150 Personal Scanner
… imageFORMULA DR-2020U Universal Workgroup Scanner
… imageFORMULA DR-6010C Departmental Scanner
… imageFORMULA DR-7550C Production Scanner
… imageFORMULA DR-X10C Production Scanner
… imageFORMULA ScanFront 220P Network Scanner
At ARMA, Canon will have two solution software vendors, FileBound and I.R.I.S. Professional Solutions on display in its booth. FileBound will be showing its Filebound AP software, which streamlines accounts payable processes, running in conjunction with a customized Canon ScanFront 220P Network Scanner. I.R.I.S. will be showing its IRISPowerscan production scanning and OCR solution, running with a Canon DR-X10C Production Scanner.
Kodak showcases solutions that capture and preserve critical documents
Kodak’s experts will provide live document imaging product demonstrations in booth # 911 throughout ARMA ‘09, from Oct. 15-17 in Orlando.
According to a study by PricewaterhouseCoopers, businesses and organizations in the United States contribute to the annual growth of more than 4 trillion paper documents in existence. A call for stronger compliance and disaster recovery strategies increases the urgency for electronic records solutions to replace paper-based processes. Kodak’s technology and its network of value-added resellers (VARs) help various organizations establish a digital document infrastructure to preserve information for maximum accuracy and accessibility. Existing users include NASA, the GSA, the Massachusetts State Registry of Deeds, and other local and state government agencies.
“More than ever, it’s important to recognize the critical role that electronic information plays in advancing the capabilities of a business or organization,” said Roger Markham, Product and Channel Marketing Manager, US&C, Document Imaging, Kodak’s Business Solutions and Services Group. “The combined ability to preserve these digital records over a long period of time, as well as access to information on-demand, establishes a very strong foundation.”
Kodak’s says its booth showcases the advantages of combining capture hardware and software technology to help to create an effective capture and preservation platform. For example, KODAK Capture Pro Software, v 2.0, a software application with open compatibility for third-party scanners, as well as Open Database Connectivity (ODBC), makes it easier to input, validate and populate index fields. Kodak will demonstrate the software with its KODAK i780 Scanner and KODAK i1860 Scanner. Kodak will also display Capture Pro Software with a BÖWE BELL + HOWELL Ngenuity Scanner. BÖWE BELL + HOWELL Scanners are now a part of Kodak.
Archiving capabilities of the new KODAK i9600 Series Application Software will be demonstrated with the KODAK i750 Scanner, a hybrid capture and preservation solution that converts digital files such as PDF, PDF/A and MICROSOFT WORD documents to microfilm archival storage. The KODAK i9600 Series Application Software integrates seamlessly with virtually any scanner, the vendor says, making it easy for channel partners to customize solutions that meet long term (>500 years) regulatory and compliance requirements, without concern of system or software obsolescence. This makes it an ideal archiving partner for any digital storage system.
Kodak will also demonstrate its KODAK Scan Station 500 and KODAK i1320 Plus Scanner. The Scan Station 500, a networked scanner device, will be on display with a new user-friendly keyboard that extends the scanner’s ability to quickly and easily share digital information from a single machine. Other capabilities include its exclusive Voice Attachment feature that allows users to send digital files with an audio message. The KODAK i1320 Plus Scanner will demonstrate Kodak’s Smart Touch feature, which allows document sharing and distribution with the press of a single button.
“Kodak’s broad portfolio of capture hardware and software allows us to create scalable solutions that include hybrid capabilities for film-based archiving, as well as digital access,” said Robert Breslawski, ImageLink Media and Equipment Portfolio Manager, Document Imaging, Kodak’s Business Solutions and Services Group. “Kodak continues to work with its channel partners to help customers strengthen their capabilities for enhancing control over critical information from paper-based documents.”
Canon U.S.A. demonstrates its image capture technologies
Canon U.S.A., Inc., is showcasing its high-speed scanning devices at the 54th ARMA International Conference and Expo in Orlando. Also at this year’s show, Canon is offering a sneak preview of its newest imageFORMULA models -- the imageFORMULA P-150 Personal Scanner and imageFORMULA DR-2020U Universal Workgroup Scanner.
“As a recognized leader in scanning and image capture technologies, Canon is committed to providing advanced solutions to meet the needs of customers in all working environments,” said Jim Rosetta, vice president and general manager, Imaging Systems Group, Canon U.S.A. “Maintaining precise, accurate and organized records is an essential business practice that all companies must implement, and throughout this show, Canon will show how its leading technologies can help streamline the record-management process.”
Helping to address the ever-evolving and growing needs of managing information, files and records in the workplace, Canon will exhibit how its leading and award-winning image capture devices will assist organizations in developing and implementing a more streamlined, efficient method for records management. Products on display at the show include:
… imageFORMULA P-150 Personal Scanner
… imageFORMULA DR-2020U Universal Workgroup Scanner
… imageFORMULA DR-6010C Departmental Scanner
… imageFORMULA DR-7550C Production Scanner
… imageFORMULA DR-X10C Production Scanner
… imageFORMULA ScanFront 220P Network Scanner
At ARMA, Canon will have two solution software vendors, FileBound and I.R.I.S. Professional Solutions on display in its booth. FileBound will be showing its Filebound AP software, which streamlines accounts payable processes, running in conjunction with a customized Canon ScanFront 220P Network Scanner. I.R.I.S. will be showing its IRISPowerscan production scanning and OCR solution, running with a Canon DR-X10C Production Scanner.
Kodak showcases solutions that capture and preserve critical documents
Kodak’s experts will provide live document imaging product demonstrations in booth # 911 throughout ARMA ‘09, from Oct. 15-17 in Orlando.
According to a study by PricewaterhouseCoopers, businesses and organizations in the United States contribute to the annual growth of more than 4 trillion paper documents in existence. A call for stronger compliance and disaster recovery strategies increases the urgency for electronic records solutions to replace paper-based processes. Kodak’s technology and its network of value-added resellers (VARs) help various organizations establish a digital document infrastructure to preserve information for maximum accuracy and accessibility. Existing users include NASA, the GSA, the Massachusetts State Registry of Deeds, and other local and state government agencies.
“More than ever, it’s important to recognize the critical role that electronic information plays in advancing the capabilities of a business or organization,” said Roger Markham, Product and Channel Marketing Manager, US&C, Document Imaging, Kodak’s Business Solutions and Services Group. “The combined ability to preserve these digital records over a long period of time, as well as access to information on-demand, establishes a very strong foundation.”
Kodak’s says its booth showcases the advantages of combining capture hardware and software technology to help to create an effective capture and preservation platform. For example, KODAK Capture Pro Software, v 2.0, a software application with open compatibility for third-party scanners, as well as Open Database Connectivity (ODBC), makes it easier to input, validate and populate index fields. Kodak will demonstrate the software with its KODAK i780 Scanner and KODAK i1860 Scanner. Kodak will also display Capture Pro Software with a BÖWE BELL + HOWELL Ngenuity Scanner. BÖWE BELL + HOWELL Scanners are now a part of Kodak.
Archiving capabilities of the new KODAK i9600 Series Application Software will be demonstrated with the KODAK i750 Scanner, a hybrid capture and preservation solution that converts digital files such as PDF, PDF/A and MICROSOFT WORD documents to microfilm archival storage. The KODAK i9600 Series Application Software integrates seamlessly with virtually any scanner, the vendor says, making it easy for channel partners to customize solutions that meet long term (>500 years) regulatory and compliance requirements, without concern of system or software obsolescence. This makes it an ideal archiving partner for any digital storage system.
Kodak will also demonstrate its KODAK Scan Station 500 and KODAK i1320 Plus Scanner. The Scan Station 500, a networked scanner device, will be on display with a new user-friendly keyboard that extends the scanner’s ability to quickly and easily share digital information from a single machine. Other capabilities include its exclusive Voice Attachment feature that allows users to send digital files with an audio message. The KODAK i1320 Plus Scanner will demonstrate Kodak’s Smart Touch feature, which allows document sharing and distribution with the press of a single button.
“Kodak’s broad portfolio of capture hardware and software allows us to create scalable solutions that include hybrid capabilities for film-based archiving, as well as digital access,” said Robert Breslawski, ImageLink Media and Equipment Portfolio Manager, Document Imaging, Kodak’s Business Solutions and Services Group. “Kodak continues to work with its channel partners to help customers strengthen their capabilities for enhancing control over critical information from paper-based documents.”
Wednesday, October 14, 2009
News from the ARMA Conference: Wednesday
Posted by Mark Brousseau
Some headlines from the ARMA Conference at the Marriott World Center in Orlando, FL:
BancTec Showcases Document Management and Business Process Outsourcing Solutions
BancTec is showcasing its document processing and business process outsourcing (BPO) solutions at the 54th annual ARMA International Conference and Expo.
"BancTec has helped thousands of clients in more than 50 countries simplify the management of their information, business processes and technology infrastructure," said Chuck Corbin, chief marketing officer, BancTec. "Our innovative mix of hardware, software and services helps companies automate complex, high-volume, data-intensive business processes, and we look forward to sharing this message with an important audience at the ARMA International Conference and Expo."
Featured at the ARMA conference will be BancTec's IntelliScan XDS, a multi-application, high-speed and mixed document processing scanner, which can capture and output images up to 550 pages per minute at 200 dpi.
For organizations interested in achieving bottom-line improvements without making large capital investments, BancTec will highlight its BPO capabilities. From AP invoice processing to healthcare revenue cycle management, BancTec BPO solutions help organizations lower operating costs, improve information access and reduce business risk.
Finally, BancTec will discuss its CenterVision solution, which converges departmental capture applications and complex mailroom centers onto a common platform.
Oce Business Services Highlights Records Management Solutions
Oce Business Services will highlight its records management solutions at the ARMA International Conference & Expo. The company will also address topics covered at the show that include paper and electronic records, compliance, document imaging, and records management best practices.
At this year's conference, taking place October 15 - 18 at the Orlando World Center Marriott, experts from Oce will be on hand to help organizations and records management professionals better understand the challenges they face in safely navigating the evolving records landscape.
Scheduled presentations by Oce executives include the following:
… Robert Milburn, Esq., Director of Discovery Solutions, Oce Business Services, and Jean Ciura, Ph.D., ermM, CRM, President, JMC Management Consulting, will co-facilitate an Education Session on developing a legal hold strategy (October 15th, 8:00 - 9:30 AM, room Crystal H). The session will spotlight topics that include identifying the components of a compliant legal hold program, becoming conversant on recent trends in the law and practice of electronic discovery, and exploring technology and process solutions for all phases of the EDRM model.
… Cheryl Young, CDIA+, Records and Information Solutions Architect, Oce Business Services, will participate as a panelist in an Exclusively IT Session moderated by Debra Logan, Vice President, Gartner Research (October 15th, 2:00 - 3:15 PM, Expo Floor, room 1230). This session will focus on the topic: "Outsourcing Electronic Records Storage and Disposition: What to Consider with an Outside Provider."
Pitney Bowes Touts Records & Information Management Expertise
Underscoring the complexities of mitigating risk and achieving compliance in businesses today, Pitney Bowes Management Services, Inc. (PBMS), a wholly owned subsidiary of Pitney Bowes Inc., will showcase its records and information management (RIM) solutions at ARMA ’09.
Pitney Bowes will exhibit at Booth #1016.
At ARMA, the leading industry trade show for records management, Pitney Bowes RIM specialists will provide information on how companies can take control of their information lifecycle by:
… Developing programs to address regulatory concerns,
… Designing and implementing processes to support legal initiatives,
… Creating procedures to support balancing electronic and physical document management needs,
… Standardizing, overseeing and coordinating dynamic enterprise information processes.
“The proliferation of mergers and acquisitions, along with growing regulatory compliance needs are just some of the factors that are driving businesses to consider their records management needs now more than ever before,” said Betty McAlvany, certified records manager and director of product development for RIM at PBMS. “Our team will demonstrate how companies can integrate use of their current records management systems with best practice protocols and new technology to achieve greater efficiency and accountability. We also will discuss how our proven methodologies can improve the quality of business processes, identify future program component enhancements, and provide guidance for regulatory compliance,” she added.
Pitney Bowes RIM experts will also lead a learning session entitled, “Reactive vs Proactive Records Management: What Do You Mean It Is “Only” a Box Project,” on October 16th at 1:00 p.m.
Some headlines from the ARMA Conference at the Marriott World Center in Orlando, FL:
BancTec Showcases Document Management and Business Process Outsourcing Solutions
BancTec is showcasing its document processing and business process outsourcing (BPO) solutions at the 54th annual ARMA International Conference and Expo.
"BancTec has helped thousands of clients in more than 50 countries simplify the management of their information, business processes and technology infrastructure," said Chuck Corbin, chief marketing officer, BancTec. "Our innovative mix of hardware, software and services helps companies automate complex, high-volume, data-intensive business processes, and we look forward to sharing this message with an important audience at the ARMA International Conference and Expo."
Featured at the ARMA conference will be BancTec's IntelliScan XDS, a multi-application, high-speed and mixed document processing scanner, which can capture and output images up to 550 pages per minute at 200 dpi.
For organizations interested in achieving bottom-line improvements without making large capital investments, BancTec will highlight its BPO capabilities. From AP invoice processing to healthcare revenue cycle management, BancTec BPO solutions help organizations lower operating costs, improve information access and reduce business risk.
Finally, BancTec will discuss its CenterVision solution, which converges departmental capture applications and complex mailroom centers onto a common platform.
Oce Business Services Highlights Records Management Solutions
Oce Business Services will highlight its records management solutions at the ARMA International Conference & Expo. The company will also address topics covered at the show that include paper and electronic records, compliance, document imaging, and records management best practices.
At this year's conference, taking place October 15 - 18 at the Orlando World Center Marriott, experts from Oce will be on hand to help organizations and records management professionals better understand the challenges they face in safely navigating the evolving records landscape.
Scheduled presentations by Oce executives include the following:
… Robert Milburn, Esq., Director of Discovery Solutions, Oce Business Services, and Jean Ciura, Ph.D., ermM, CRM, President, JMC Management Consulting, will co-facilitate an Education Session on developing a legal hold strategy (October 15th, 8:00 - 9:30 AM, room Crystal H). The session will spotlight topics that include identifying the components of a compliant legal hold program, becoming conversant on recent trends in the law and practice of electronic discovery, and exploring technology and process solutions for all phases of the EDRM model.
… Cheryl Young, CDIA+, Records and Information Solutions Architect, Oce Business Services, will participate as a panelist in an Exclusively IT Session moderated by Debra Logan, Vice President, Gartner Research (October 15th, 2:00 - 3:15 PM, Expo Floor, room 1230). This session will focus on the topic: "Outsourcing Electronic Records Storage and Disposition: What to Consider with an Outside Provider."
Pitney Bowes Touts Records & Information Management Expertise
Underscoring the complexities of mitigating risk and achieving compliance in businesses today, Pitney Bowes Management Services, Inc. (PBMS), a wholly owned subsidiary of Pitney Bowes Inc., will showcase its records and information management (RIM) solutions at ARMA ’09.
Pitney Bowes will exhibit at Booth #1016.
At ARMA, the leading industry trade show for records management, Pitney Bowes RIM specialists will provide information on how companies can take control of their information lifecycle by:
… Developing programs to address regulatory concerns,
… Designing and implementing processes to support legal initiatives,
… Creating procedures to support balancing electronic and physical document management needs,
… Standardizing, overseeing and coordinating dynamic enterprise information processes.
“The proliferation of mergers and acquisitions, along with growing regulatory compliance needs are just some of the factors that are driving businesses to consider their records management needs now more than ever before,” said Betty McAlvany, certified records manager and director of product development for RIM at PBMS. “Our team will demonstrate how companies can integrate use of their current records management systems with best practice protocols and new technology to achieve greater efficiency and accountability. We also will discuss how our proven methodologies can improve the quality of business processes, identify future program component enhancements, and provide guidance for regulatory compliance,” she added.
Pitney Bowes RIM experts will also lead a learning session entitled, “Reactive vs Proactive Records Management: What Do You Mean It Is “Only” a Box Project,” on October 16th at 1:00 p.m.
Tuesday, March 31, 2009
Improving Business Processes in a Challenging Economy
Posted by Mark Brousseau
In the midst of deepening budget and staffing cuts, the critical importance of effective enterprise information management has never been greater.
"Now more than ever, organizations need to find ways to automate business processes, connect people and ideas more economically, reduce legal and regulatory exposure, and improve information access and business performance transparency," said Tom Bliss, Group Conference Director, Questex Media, producers of the AIIM International Exposition + Conference.
During a presentation at the event, Whitney Tidmarsh, vice president of EMC, said, "In 2009, IT will face even more increasing pressures and CIOs will be scrutinized for their ability to deliver better business efficiency, risk reduction and more rapid ROI. At the same time, employees, partners and customers are demanding transparency and a more open flow of information enabled by social networks and collaborative Web 2.0 applications. Faced with an explosion of user-generated data and increased information sharing, organizations are challenged to protect and retain this information and somehow generate value from it."
Notwithstanding the challenges businesses are facing, this is a unique environment to make competitive gains by harnessing the value of IT investments, knowledge management tools, and people, Kurt Delbene, vice president, Office Business Platform Group for Microsoft said during another presentation. Delbene said a company’s ability to streamline and increase efficiencies, keep know-how within a company, retain and attract customers, and keep top talent in this highly competitive environment will determine how it will fair through this tough economic period.
What do you think? Post your comments below.
In the midst of deepening budget and staffing cuts, the critical importance of effective enterprise information management has never been greater.
"Now more than ever, organizations need to find ways to automate business processes, connect people and ideas more economically, reduce legal and regulatory exposure, and improve information access and business performance transparency," said Tom Bliss, Group Conference Director, Questex Media, producers of the AIIM International Exposition + Conference.
During a presentation at the event, Whitney Tidmarsh, vice president of EMC, said, "In 2009, IT will face even more increasing pressures and CIOs will be scrutinized for their ability to deliver better business efficiency, risk reduction and more rapid ROI. At the same time, employees, partners and customers are demanding transparency and a more open flow of information enabled by social networks and collaborative Web 2.0 applications. Faced with an explosion of user-generated data and increased information sharing, organizations are challenged to protect and retain this information and somehow generate value from it."
Notwithstanding the challenges businesses are facing, this is a unique environment to make competitive gains by harnessing the value of IT investments, knowledge management tools, and people, Kurt Delbene, vice president, Office Business Platform Group for Microsoft said during another presentation. Delbene said a company’s ability to streamline and increase efficiencies, keep know-how within a company, retain and attract customers, and keep top talent in this highly competitive environment will determine how it will fair through this tough economic period.
What do you think? Post your comments below.
Reduce Risk, Focus on Compliance
Posted by Mark Brousseau
Complying with an eDiscovery request can be an expensive and time consuming exercise.
"The ever-increasing volume of information and records created and stored in electronic form creates a growing need for automated and flexible systems designed to improve litigation defensibility and response," said Tom Bliss, Group Conference Director, Questex Media, producers of the AIIM Expo + Conference.
In his annual state of the industry address at the AIIM Expo + Conference, AIIM President John Mancini noted the intersection between collaboration and security concerns within organizations. As core document, content, and records management technologies move to the mainstream, there are many new collaborative tools to empower employees to create, publish, and distribute information. Colliding with this trend are increasing compliance and legal demands to control critical and sensitive content and information.
"No organization wants or can afford to be caught unprepared. The costs and risks are simply too high," Bliss said, noting IT and business professionals must learn how to build bullet-proof records and information
What do you think? Post your comments below.
Complying with an eDiscovery request can be an expensive and time consuming exercise.
"The ever-increasing volume of information and records created and stored in electronic form creates a growing need for automated and flexible systems designed to improve litigation defensibility and response," said Tom Bliss, Group Conference Director, Questex Media, producers of the AIIM Expo + Conference.
In his annual state of the industry address at the AIIM Expo + Conference, AIIM President John Mancini noted the intersection between collaboration and security concerns within organizations. As core document, content, and records management technologies move to the mainstream, there are many new collaborative tools to empower employees to create, publish, and distribute information. Colliding with this trend are increasing compliance and legal demands to control critical and sensitive content and information.
"No organization wants or can afford to be caught unprepared. The costs and risks are simply too high," Bliss said, noting IT and business professionals must learn how to build bullet-proof records and information
What do you think? Post your comments below.
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