ECM:RIM—Programs that Matter. Programs that Last.
ECM is More Than Email
Don't make a common mistake. Building an email management plan
- before the ECM program is defined,
- according to its own classification and retention scheme, or
- as the only focus of the ECM implementation
is not best practice. Email management is only one component of an effective ECM program. Email management is a problem that can only be solved alongside the development of an ECM program with sound RIM principles, using taxonomies that classify all content and retention schedules that control all records for the full lifecycle. Email is a records medium—and only one of many.
Tips for Implementing an ECM System that will Endure
Identify the right team for ECM product selection, implementation and maintenance. Use your RIM program development experience to find team members who are authentically knowledgeable about ECM and RIM.
Prepare for the complexity of implementing an ECM system with your taxonomy, file plans and retention schedule. Use the tools you developed in your RIM program and the results of your needs assessment as an aid in evaluating and selecting an appropriate ECM system.
Choose an ECM system that will allow you to be flexible. Realize that new compliance legislation could emerge anytime. Scalable and modular systems allow staged implementation.
Develop an implementation plan that will allow you to prioritize according to highest risk/greatest need. Projects often suffer loss of energy and focus because their scope is too broad. Many successful programs focus initially on high-risk areas and on point- forward design, with limited legacy clean-up.
Create policies and procedures for your ECM system based on the RIM policies and procedures that you have already developed. By this time you should have an excellent idea of what will and will not work for your organization. Use existing RIM resources.
Address organizational change and communication within your design/build process. An expert in change management can help you increase organizational acceptance while your team gathers business requirements, designs and builds the system.
Access Sciences is a consulting leader in the ECM and RIM fields, connecting strategy, people, processes, technology and information. For more than 21 years, Access Sciences has provided professional services to Fortune 100 clients and today is a premier provider of ECM consulting and outsourcing services. Access Sciences professionals are information management (IM) experts, with extensive experience delivering pragmatic solutions in a variety of industries. Access Sciences delivers value by offering management consulting and project implementation, technology integration, outsourcing and RIM program operations. Learn more at www.accesssciences.com.
1. Mancini, John (July 28, 2006), "ECM Industry Watch." Accessed online July 30, 2006, at http://aiim.typepad.com/
2. "ASC Context Diagrams" are part of the Access Sciences information management methods.