ECM and State and Local GovernmentKey Trends and Business Drivers

John Mancini

President, AIIM

The only roadmap for competency in Electronic Records Management (ERM) and Enterprise Content

Management (ECM)

On-line and Private courses available

www.aiim.org/training

• AIIM End User Survey Results• Survey information can be found at

www.aiim.org/industrywatch• Get e-mail updates at my blog at

www.aiim.typepad.com

• All data unless otherwise noted for State and Local Government

1. What’s important for state and local governments?

2. In which applications are state and local governments interested?

3. What’s standing in the way?

What is the most significant business driver for your organization?

28%

12%

1%

17%

5%

3%

32%

2%

Compliance

Risk mgmt/Bus cont

Leadership/comp adv

Better cust serv

Faster response

Reduce costs

Improve efficiency

Better perf

State and local organizations only, N=158

Please rate your overall effectiveness in managing electronic information…

4%

6%

21%

16%

18%

16%

14%

4%

1%

0%

1=terrible

2

3

4

5

6

7

8

9

10=excellent

State and local organizations only, N=158

How would you best characterize your organization’s experience with DM and RM?

4%

16%

37%

15%

28%

Nothing and noplans

Next 6 months

Departmental

Integrating acrossdepts

Enterpriseperspective

State and local organizations only, N=158

1. What’s important for state and local governments?

2. In which applications are state and local governments interested?

3. What’s standing in the way?

Likely process and application interests over next 12 months…

29%40%

25%

29%

9%

28%62%

17%

28%

77%

39%4%

34%

AP/Invoice

Bus Cont/Risk

Case Mgmt

E-discovery

Claims Proc

Cust Serv/CRM

E-Mail

ERP

HR Mgmt

RM/Archiving

Compliance

Supply Chain

Tech DM

State and local organizations only, N=158

On average, the percentage of time I spend on e-mail related activity is…

10%

28%

25%

16%

6%

6%

3%

4%

1%

1%

0-10%

11-20%

21-30%

31-40%

41-50%

51-60%

61-70%

71-80%

81-90%

>90%

State and local organizations only, N=158

Had to turn over e-mail in response to a legal investigation…

22%

6%

19%

4%

8%

39%

Never

Once

2-5X

6-10X

more than 10X

Don't Know

State and local organizations only, N=158

Where are you in implementing an e-mail strategy?

35%

49%

8%

8%

Have not yetbegun

Have begun;much needs to be

done

Completed deptinitiatives

Completedstrategy across

org

State and local organizations only, N=158

How do you archive e-mail?

42%

3%

15%

27%

13%

Via backup

Commercial e-mailarchive SW

Part of RM

We don't

We use .pst files

State and local organizations only, N=158

1. What’s important for state and local governments?

2. In which applications are state and local governments interested?

3. What’s standing in the way?

How important is hard dollar cost justification?

27%

41%

20%

8%

4%

Very important

Somewhatimportant

Somewhatunimportant

Not important atall

Don't know

State and local organizations only, N=158

What is the most challenging aspect of DM and RM?

28%

24%

30%

10%

2%

7%

Justification; execcommitment

Employeecommitment

Changemanagement

Requirementsdefinition

Selecting productsand suppliers

Content controland migration

State and local organizations only, N=158

Top 3 problems…

12%

12%

35%

40%

20%

29%

6%

13%

16%

20%

39%

Budget overrun

Scope creep

Internal politics

Underest proc issues

Low user acceptance

Uneven usage

Failed to prioritize high value content

Falied to address taxon and metadata

Poorly defined business case

Content migration

Training

State and local organizations only, N=158

To whom does the staff responsible for ERM report?

Finance9%

Sr exec8%

CIO9%

IT18%Other

32%

No one24%

State and local organizations only, N=158

Please rate ERM competence of IT staff…

3%

11%

14%

15%

18%

13%

12%

8%

5%

1%

1=they know nothing

2

3

4

5

6

7

8

9

10=fully competent

State and local organizations only, N=158

Please rate ERM awareness of executive staff…

7%

13%

17%

18%

15%

12%

10%

4%

2%

2%

1=they know nothing

2

3

4

5

6

7

8

9

10=fully competent

State and local organizations only, N=158

Please rate IT competence of RM staff…

0%

5%

6%

9%

13%

15%

18%

15%

10%

8%

1=they know nothing

2

3

4

5

6

7

8

9

10=fully competent

State and local organizations only, N=158

• All this does matter…

PUBLIC SECTOR: How does the effectiveness of your organization compare to your peers? (% “more effective” or “much more effective”)

# of organizations viewing themselves as effective = 2.3X more in strategic sample

AIIM State of Industry survey

• Survey information can be found at www.aiim.org/industrywatch

• Get e-mail updates at my blog at www.aiim.typepad.com