Page 472 - Handbook of Modern Telecommunications

Network Organization and Governance 4-3

The final part of this chapter focuses on the use of dashboards and scorecards to improve visibility
and effectivity of the overall performance of the enterprise.

4.1 Information Life Cycle Management

Kornel Terplan

IT managers are challenged by the need for innovation, virtualization of servers and data centers, sup-
porting agile and real-time business processes, by budget cuts, and by higher than average turnover of
human resources. As a result, little time is left for them to address document management. But the num-
ber of files, records, images, video clips, e-mails, PowerPoint presentations, collaboration logs, and blogs
to be managed, is increasing considerably. Even worse, meeting compliance demands by the enterprise
may extend the life cycle of documents requiring more sophisticated storage resource management. This
section addresses the principal life cycle of documents, including the following steps: create, distribute,
archive, and manage. Particular emphasis is on creating good documents, data leak prevention, crite-
ria for deleting and retaining documents, impacts of compliance, and links to other support systems,
such as Enterprise Resource Management (ERP), Customer Relationship Management (CRM), Partner
Relationship Management (PRM) and Enterprise Search Engine (ESE), and outsourcing.

4.1.1 Terms, Standards, and Statistics
4.1.1.1 Terms
According to Merriam-Webster’s Collegiate Dictionary, a document is an original or official paper relied
on as the basis of proof or support of something or a writing conveying information. Using this basic
definition, anything put on paper becomes a document. But the document has evolved beyond this
point. It has become more complex based on technology and components, such as pictures, graphics,
and charts. Variable data can reside in different locations and not really become a document until com-
posed into a meaningful format conveying information.
Records were defined from early on as single pieces of information, not a complete history as the
term implies today. Also the term content is frequently used. Any content, regardless of source and type
should be storable, searchable, and routable according to business rules. Content Management Systems
(CMS) require a new way of thinking about records and documents. Once transactions are complete,
customer service and retention become priorities, and secure access to documents and information
becomes a key concern. In addition, companies must comply with far-reaching privacy and reporting
regulations. Organizations must effectively manage content from the time they are created or received,
through distribution, use, and maintenance, until they are finally destroyed or permanently archived.
Every enterprise has records, such as expense reports, tax bills, invoices from vendors and suppliers,
copies of outbound communications, and internal memos. Some of the records may arrive on paper with
an electronic follow-up, while other records may arrive only electronically or only on paper. Electronic
records may be copied and printed, and may be used as a tracking document through a reconciliation
process. Records include not only the primary documents, such as bills and statements, but also second-
ary documents, such as e-mails and even paper notes related to business activity (GREW04).
Developments have made human resources accessible 24 hours a day, anywhere in the world. It has
provided instant information at our fingertips. We can now view documents of world news, get driving
directions, information on enterprises and persons on a laptop, PDA, or cell phone. PCs and IP technol-
ogies enable users to do research, and stay in touch with employers and families without interruption.
Computing and communication technologies are changing the way we are utilizing documents.
Businesses may be called upon to produce documents according to Rule 34 of the Federal Rules of
Civil Procedure (Source United States):