Electronic Records & E-Discovery

It's estimated that more than 90% of the records being created today are electronic. Coupled with the overwhelming growth of electronic messages - most notably e-mail and instant messaging - the management of electronic records has become a critical business issue. How that information is managed has significant business, legal, and technology ramifications. Ultimately, it doesn't matter what medium is used to create, deliver, or store information when determining if content is a record and should be managed accordingly. Read articles on e-mail management, electronic discovery and metadata.

Articles

Best Practices for the Selection of Electronic Discovery Vendors: Navigating the Vendor Proposal Process (PDF 700kb)
The goal of the RFP+ Group and this paper is to outline an approach to the selection of an electronic discovery vendor that allows the “user” to compare apples to apples, to the extent feasible, and which makes it easier for all parties to the process to better understand the nature, cost and impact of what is being discussed. In the belief that an informed market will lead to reduced transaction costs, more predictable outcomes, and better business relationships, the RFP+ Group was formally launched on July 1, 2004, and this paper is its first work product, along with its companion, The Sedona Glossary.
 |  Date Created: 11/18/2005 - Date Updated:

Case In Point- E-mail Management (PDF 117 KB)
Recognizing the need to better manage electronic records for legal and compliance issues is the first step for most companies. This case study looks at a non-profit organization that was able to turn outdated policies and procedures around after successfully implementing a compliant and efficient electronic management program.
Date Created: 12/27/2006 - Date Updated:

Evolving the Records Management culture: From Ad Hoc to Adherence (PDF 476 KB)
Organizations that haven't implemented an enterprise-wide records management program are taking a significant risk that could result in lost productivity and extra costs. This article discusses how to change an organization's culture through policy and procedure, how to manage that change and provides a framework for records management planning.
 |   |   |  Date Created: 05/11/2007 - Date Updated:

FACTA and Your Responsibility (PDF 125 KB)
New records management laws will soon impact every private and governmental organization nationwide. This case study discusses the Disposal Rule enacted by the Federal Trade Commission and new state laws that require companies to notify consumes of security breaches involving their personal information.
 |   |   |  Date Created: 12/27/2006 - Date Updated:

From Compulsory to Competitive Advantage (PDF 126 KB)
With the increasing costs of email management and the growing number of governance mandates, many companies are striving to improve efficiency with their records management strategies. This case study takes a looks at the obstacles of electronic records management facing a variety of industries.
 |   |   |  Date Created: 12/27/2006 - Date Updated:

Information Management: A Business Imperative (PDF 137KB)
Designed as an FAQ for CEOs and decision-makers, this article explains the business case for RIM, legal counsel's role in managing information, the components of a RIM program, and RIM's return on investment from a non-RIM practitioner's perspective.
 |   |  Date Created: 06/28/2004

Records Center Case Study: Palo Verde Nuclear Generating Station Implements Electronic IM Program (PDF 128KB)
Co-authors Debra Hernandez and Steve Sawtschenko describe how the Palo Verde Nuclear Generating Station developed and implemented a world-class electronic information management program in a case study that won an honorable mention in ARMA International’s writing contest earlier this year. Leveraging information technology allowed PVNGS to improve business processes, lower overall costs, and capture intellectual assets.
 |   |  Date Created: 11/12/2004 - Date Updated:

RIM and IT Professionals Disagree About Who Is Responsible for ERM (PDF 321KB)
A study commissioned by ARMA International and conducted by Forrester Consulting surveyed business and IT professionals to better understand the market needs and the reality of electronic records management.
 |  Date Created: 06/28/2004

Standards: Building Blocks for a Strong RIM Program (PDF 438 KB)
Combining guidance provided by ISO 15489 with ANSI/ARMA standards will allow a RIM professional to develop or improve a comprehensive records and information management program.   This Britt Literary Award-winning article: Explains the importance of standards in developing a complete RIM program Provides guidance about how to apply standards to problems faced by RIM professionals Describes important elements of the standards and how to use them to improve existing programs or develop new ones
 |   |  Date Created: 11/14/2006 - Date Updated:

The Sedona Conference Glossary For E-Discovery And Digital Information Management (PDF 344kb)
The Sedona Conference® Glossary is published as a tool to assist in the understanding and discussion of electronic discovery and electronic information management issues.  
 |  Date Created: 11/18/2005 - Date Updated:

The Sedona Guidelines: Best Practice Guidelines & Commentary for Managing Information & Records in the Electronic Age (PDF 1.38MB)
A companion piece to The Sedona Principles on Electronic Document Production, this article suggests basic guidelines, commentary, and illustrationsto help organizations develop sound and defensible processes to manage electronic information and records.
 |   |  Date Created: 01/14/2005 - Date Updated:

The Sedona Principles: Best Practices, Recommendations & Principles for Addressing Electronic Document Production (PDF 1.6MB)
The problems posed by electronic document production vex corporations, litigants, and the courts alike, yet there exist few guides sufficient to meet thecomplexity of issues that even the most simple document request can raise. This guide describes “best practices” for lawyers to follow in addressing electronic document production.
 |   |  Date Created: 01/14/2005 - Date Updated:

What CIOs Should Know About Records (PDF 429 KB)
Electronic records pose an enterprise risk that is pervasive, producing possible exposure in the areas of legal discovery, regulatory inspections, industry investigations, and privacy rule violations. This IT Update tells those with responsibility for providing solutions to these compliance, legal, and regulatory challenges 10 things they should know about managing electronic records.
 |   |   |  Date Created: 06/08/2005 - Date Updated:

White Papers

A Practical Enterprise Methodolgy for Addressing the Compliance Challenges of eDiscovery, eRetention Management, and Defensible Disposition (PDF 351KB)
Each year, companies are losing millions of dollars due to the costs of retaining and managing electronic information. This white paper discusses in detail the issues related to eDiscovery and eRetention compliance and proposes a ten-step methodolgy for addressing these challenges. The methodology is intended as a practical framework that can help organizations simplify these issues and minimize risk.
 |   |   |   |  Date Created: 12/28/2006 - Date Updated:

Building a Successful ECM Solution Team (PDF 206KB)
In order for a company to succeed in implementing a records management system, employees from many different areas need to work together. This article discusses the various players and departments needed to create a winning team. Also covered is the importance of setting goals and getting all the members on the same page.
 |   |   |   |  Date Created: 12/28/2006 - Date Updated:

Other Resources

Electronic Records Listserv
The E-Records Listserv is a free e-mail listserv devoted to discussion of electronic records. NOTE: This service is neither provided nor maintained by ARMA International. The instructions contained on this page are provided solely as a convenience, and not as an endorsement by ARMA International of the users of or content contained upon the listserv. ARMA International has no control over listserv users or the content of messages that they may post.
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Industry Sponsored Content
Additional resources are provided by vendors on the Industry Sponsored Content page. Read case studies, white papers and other articles related to the records and information management industry.
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Access Rights to Business Data on PCs (PDF)
If an employee is doing substantive work on the employer’s behalf on a personally owned computer that is not located on the employer’s premises, ...
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Controlled Language in Records and Information Management (PDF)
Controlled language is an umbrella term that indicates an agreed-upon use of language in a predetermined or predictable way for describing organizational inf ...
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Guideline for Outsourcing Electronic Records Storage and Disposition (PDF)
Purchase print version here T ...
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ISO 23081-1:2006 Metadata for Records - Part 1 - Principles
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