Page 484 - Handbook of Modern Telecommunications

Network Organization and Governance 4-15

analyzed as part of business intelligence ventures. But the eligibility to access, authorization, and
authentication of users should be governed by enterprise rules.
• Continuous education on new processes and tools: The business and IT world is in steady change.
Continuous education should be planned, budgeted, and executed for new document manage-
ment processes and tools.
• Concentrate on efficient processing, effective messaging, electronic delivery, and enterprisewide
data access: The 4 Es will play a significant role in every phase of the document management life
cycle. Each step is expected to be efficient on its own; processes, people, and tools should collabo-
rate by effective information exchange; transition to electronic document presentment and deliv-
ery is a must; and finally, the most economical utilization of documents should be guaranteed to
each eligible user in the enterprise.
A successful ILM deployment depends on buy-in and brainstorming from three main players. They
are (FORR07):

• Information manager: The information manager must ensure information is searchable and that
only the right users have access. This person also needs to weigh privacy concerns along with still-
evolving rules on data retention. Then there is the uncertainty: Will this information be needed
if there is a litigation?
• Storage manager: If the information manager determines that data might be sensitive with respect
to possible litigation or audit, then the storage manager must decide whether it needs to be kept
on more expensive tamper-resistant storage media. And if the call comes to retrieve the data, how
fast is fast enough?
• Security manager: When moving this data to storage, does it need to be encrypted? The security
manager also assesses whether storage policies for each piece of information meet appropriate
legal and contractual requirements without overburdening the business and employees.

4.1.5 Summary and Trends

The composition of the document will continue to change, but its purpose will remain constant.
Technology will continue to make consumers more accessible, promoting continued growth in the
number of documents available. But it will be the consumers and providers of documents that will
determine their relevance. Enterprises must be aware of the considerable growth rates of the future due
to data volume growth in key application systems, such as ERP, due to richer data sets about customers
that are maintained by many suppliers, due to the reading of sensors, such as radio frequency identifica-
tion (RFID), and of course the almost exponential growth of unstructured data, such as emails.
ILM helps match the business value of corporate information with appropriate retention policies and
storage systems. Faced with new federal rules for e-discovery, companies can save millions in litigation
costs by using ILM. ILM can help in the following areas:

• Keep storage and data management costs in check by limiting companies’ long-term storage only
to data with lasting business value.
• Prevent costly legal judgments stemming from the inability to produce electronic evidence in a
timely manner.
• Keep legal discovery costs down by making it easier to pull relevant data from corporate archives.
Critical implementation steps include:
• Form a steering committee including employees from IT, legal, compliance, finance, document
management, and human resources.
• Perform a comprehensive audit of data and business processes to determine what constitutes
business records, and assess the business value of different types of records over time.