States, localities weak on e-records management.

• Author: Swartz, Nikki
• Position: UP FRONT

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Records managers and other professionals may be confident in their ability to properly manage paper documents, but many have a lot of work to do when it comes to managing their electronic records, according to a recent AIIM study "Compliance: It's Real, It's Relevant, and It's More Than Just Records."

AIIM surveyed more than 700 professionals--52 percent of whom identified themselves as records managers--about their information management practices, including representatives from 128 state and local agencies. The survey found that 70 to 80 percent of respondents are confident in their systems and processes for handling paper documents.

Nearly 64 percent said there is widespread understanding of what paper records are and how they should be retained. Only 34 percent had the same opinions about electronic records. In addition, 65 percent said they have clear policies in place for paper information in the event of litigation, while just 39 percent said they have clear policies for electronic information.

Nearly three in four end users agreed that the individuals responsible for retaining paper records are clearly identified in their organization--barely half said the same for retaining electronic records.

The survey concluded that states and localities are struggling to properly manage electronic records. Specifically, the majority of respondents said their efforts to preserve and secure information on computer hard drives, e-mail, and portable devices is very weak. Also, 41.5 percent...