SMB Data Security: Smell the prosecution -
Data security or lack of it, is now a growing concern and a priority for many SMEs. And it's a good thing. In a recent survey of its member organizations by the nonprofit Association for Information and Image Management (AIIM), 56 percent of respondents who have no form of electronic records management system (ERM) have little or no confidence in the integrity of their electronic records, compared to 28 percent of respondents having some form of system.
It is interesting to have a risk management system does not improve confidence levels across the board. According to the investigation report, "This reflects the limited scope systems, particularly with regard to e-mails, which may or may not come under a mandate of records management."
Overall, 37 percent of the combined group-rich and -nots no-confidence in their electronic documents. And all that remains worrying low, it is an improvement over the 52 percent measured by AIIM it two years ago. How e-mails are handled is always a risk factor, the report said, even for companies with record solutions.
In fact, of the 709 members AIIM surveyed-67 percent are SMEs and 34 percent practice a "delete all" policy for email, 23 percent keep all mail to be on the safe side and 31 percent have no policy at all. The remaining 12 per cent identify important email records and delete other electronic messages automatically or manually.
"When the prosecution and kick in claims, companies are totally dependent on their communication records, and these days, almost all of these documents are electronic," said John Mancini, President of AIIM. "A third of organizations still do not have systems in place to manage and store electronic documents, and even those who are struggling with their policies on email. The opinion is also shared between three approaches: delete all keeping everything, and keep only the important things, which presents its own challenge to the selection policy "
Because of these changes in the way emails are processed, organizations are often unprepared should they need to retrieve specific records. 31 percent say the missing information has caused problems for them with the regulatory authorities, and 34 percent in court cases. in addition, recordkeeping policies 24 percent of respondents were questioned in court, and 25 percent have sent senior IT staff to witness the strength of their electronic documents.
the implementation of document management systems, said AIIM builds confidence in the reliability of electronic documents. However, even with these systems in place, email management is always a concern. With all these inconsistencies, solution providers would do well to discuss management issues with their clients sooner than later
The survey E-Discovery and ERM :. How document management performs in the New Spotlight? was partially underwritten by ASG Software Solutions, EMC 2 , and Iron Mountain.
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