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Records management software getting more popular

October 2, 2006

According to ECM (Enterprise Content Management) software provider Open Text Corp., companies and organizations of all sizes are turning to records management software more and more, in an effort to better manage SOX compliance, along with other laws and regulations.

However, Open Text Corp. says common mistakes done by certain employees can drastically undermine software deployments from the very start and subsequently make compliance risks an even bigger problem.

In fact, in the past few weeks, Open Text released several recommendations that can help companies improve their records management planning from the start. Open Text's recommendations can set those companies on course for successful enterprise-wide compliance.

Some of the recommendations include:

1) Focus on business processes: Recognize that records management is a business process issue, not a technology issue. Understand how compliance can become a part of the way people work, not another job on top of it. The IT department should be closely involved, but business owners should define the project charter and funding formula, and sponsor the initiative.

2) Present the bigger ROI picture: When looking for buy-in, define the benefits of the system not just in terms of cost savings, but also in terms of broader corporate compliance.

3) Use what’s already created to get a head start: Take advantage of existing records management work and expand it into the broader compliance landscape.

4) Align records management with your corporate ECM strategy: How can records management rules be applied across email, images, Web content, physical records, and more? This helps identify which problems can be solved in the short, medium, and long term, and what budget allocation is required.

Source: IT World Canada