Vendor-Neutral Best-Practice Guidelines for ECM
AIIM, a nonprofit industry association focused on enterprise content management (ECM), announces the release of the revised AIIM ARP-1 – 2009, Analysis, Selection and Implementation of Electronic Document Management Systems (EDMS). The document can be downloaded at http://www.aiim.org/standards/article.aspx?ID=36656.
This recommended practice was originally published in 2001 and has been updated as technologies matured and were updated.
As part of the update, AIIM captured the best practices for a trusted document management system. “We noticed increased discussion in the industry about what constitutes a trusted system, so we undertook the process of determining the general parameters of the best practices in the industry,” said Robert M. Blatt, chair of the AIIM Implementation Guidelines Committee.
There are four elements necessary for a system to be trusted:
1. Duplicate copies generated and one copy stored offsite in a secure location.
2. Use of media and hardware sufficient to prevent unauthorized alterations
3. Ability to verify the accuracy of the system through audit logs.
4. Business practices and policies to support the system.
“Through the AIIM Implementation Guidelines Committee, we found that many systems already meet several of the elements, but they may be lacking policies and procedures or they may not be storing the information off-site, and that makes the entire system vulnerable," said Arthur Hedge, CastleVentures.
"The last thing an organization would want to happen is to spend thousands of dollars on a system and then not be able to say that the electronic information is an accurate rendition of what was put in the system for safe keeping.”
Leading experts in the EDMS field joined forces to draft this document. ARP-1 is intended to assist in planning and implementing electronic content management or document management systems. It outlines specific recommended activities and steps as well as provides information as to what technical reports, guidelines, and standards have been specifically developed for technologies used in document management systems.
“Companies that will be facing any type of e-discovery requests should pay close attention to ARP-1 as it provides guidance on the critical first steps toward being able to certify to courts or regulators that the documents produced are accurate,” stated Virginia Jo Dunlap, a former general counsel and securities regulator who led large scale investigations focused on e-discovery.