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News < Back Sarbanes Oxley : Governance : Email Investigation of Representative Mark Foley Highlights Challenges Facing Organizations in Managing E-Mail and Instant Messages Most Organizations Operating Without a Real Strategy or Plan
The recent charges against Representative Mark Foley and demands that his office and the House of Representatives produce and preserve all e-mails and instant messages relative to the investigation highlight the challenges facing organizations of any size in managing e-mails and instant messages. A survey to be released next week by AIIM focuses on the current status of e-mail management?and finds it sorely lacking. ?For most organizations, e-mail management is an oxymoron,? notes AIIM President John Mancini. ?E-mail and instant messaging have become a critical source of documenting what goes on within organizations, and yet managing this critical information resource is often an afterthought.? ?Many organizations (46.9%) simply do not allow instant messaging in the workplace, often because they do not have a way to effectively control the content of the messages. Of course, ?not allowing? instant messaging, and in fact making sure that it does not occur are two separate questions.? In terms of the broader question of managing e-mail, most organizations have yet to develop an effective strategy. In response to the question, ?How would you characterize your organization's status with respect to IMPLEMENTING an e-mail management strategy (such as archiving, retention, life cycle management, or disposition)?? over 1 in 3 organizations (35.1%) have yet to even begin developing an e-mail management strategy. 39.7% - Have begun to implement one or more e-mail management initiatives, but much remains to be done. 12.5% - Have completed implementation of an overall e-mail management strategy across the entire organization. 11.4% - Have completed one or more e-mail management initiatives within particular departments or groups. 35.2% - Have not yet begun. Most organizations confuse e-mail back-up?being able to reconstruct a system from a specific point in time in the event of a failure?with e-mail archiving. E-mail archiving points to the need to identify what needs to be saved, why it needs to be saved, and putting in place the technology resources necessary to archive e-mail and be able to reproduce it in the event of an inquiry or litigation. ?Very few organizations have reached this basic standard of competency in their e-mail and instant message systems,? notes Mancini. ?For most organizations, what passes for e-mail archiving is the creation of massive .pst back-up files that no one knows what to do with. Effective e-mail archiving is done by less than 15% of those we surveyed.? Survey Question: How does your organization view e-mail archiving? 8.4% - As a stand-alone application. 7.4% - As part of an overall ECM strategy. 25.5% - As part of an overall strategy for managing information of all types. 45.9% - As the responsibility of the individual employee. 10.3% - We haven't begun to think about it. The full survey, sponsored by EMC (NYSE: EMC), FileNet (NASDAQ: FILE), IBM (NYSE: IBM), and TOWER Software, will be released on Wednesday, October 11. Those interested in obtaining a copy should contact Beth Mayhew (bmayhew@aiim.org). About AIIM (www.aiim.org) ? The Enterprise Content Management Association AIIM is the international authority on Enterprise Content Management (ECM) - the tools and technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM enables four key business drivers: Continuity, Collaboration, Compliance, and Costs. For over 60 years, AIIM has been the leading non-profit organization focused on helping users to understand the challenges associated with managing documents, content, records, and business processes. Today, AIIM is international in scope, independent, implementation-focused, and, as the representative of the entire ECM industry - including users, suppliers, and the channel - acts as the industry's intermediary. As a neutral and unbiased source of information, AIIM serves the needs of its members and the industry by providing educational opportunities, professional development, reference and knowledge resources, networking events, and industry advocacy. Visit AIIM?s Industry Watch BLOG at http://aiim.typepad.com/aiim_blog/ 
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