Records and Document Management Scoop Rss

Bringing it to the people…

craig — Wed, 22 Jun 2011 09:20:47 GMT

In today’s fast paced, instant communication world it’s not often that a company invests in travel just for communication to its clients; but that’s just we did. Several of us took our products and message of “Changing the Way the World Manages Documents” on the road to meet and greet our clients. While the 3 city, 4 day travel schedule was grueling the breakfast meetings were very satisfying.

It was interesting to hear how the products I design and develop affect their daily lives in such a positive manner. We had a variety of clients utilizing many different types of products and services from us so each meeting had a different feel and experience. From learning about our ArchiveDirect strategic approach to records management to Virtual Van delivery benefits and our newest product, OmniRIM Records Center, the time was well spent. As part of our dedication to communication we plan on doing a road show once a year, so put it on your calendars now!

While the thought of business travel used to intrigue me I’m kind of glad that it will be only once a year because of the schedule. Hmmm… I wonder if I convince my boss to do a 3 city, 3 week tour? Yeah, I could definitely handle that.

Randall Sanders
Product Manager
Archive Systems, Inc.

Archive Systems Develops RIM Score to Highlight the Effectiveness of an Organization’s Records Management Program

craig — Tue, 14 Jun 2011 11:39:00 GMT

Archive Systems, Inc., a leading provider of records and document management services, today announced it developed the RIM Score™ to provide instant visibility into the health of an organization’s records management program. This powerful resource arms records managers with information they’ve never had available previously, enabling them to run a much more effective program.

“Records managers finally have a tool that clearly shows how to improve the management of their records collection, and the results are impressive. We first rolled the RIM Score out to our clients and they really responded well to it. The number highlights areas of strengths and weaknesses, providing them with invaluable insight into areas that can be improved. This is practical information they can use to boost the efficiencies of their program while cutting costs and ensuring compliance,” said Jim Farrell, Senior Vice President of Product Development at Archive Systems.

Click here to read the full release.

Coffee, donuts and the first true SaaS records management solution

craig — Tue, 07 Jun 2011 12:07:15 GMT

It’s June 1st and everyone is waiting with anticipation as OmniRIM Records Center makes its debut – a true SaaS enterprise records management solution. This has been an exciting and busy time for us here at Archive Systems; lots of coffee, tea, and donuts have been consumed through some late nights by a dedicated team working to create this product, and I am really proud of them. It’s amazing what can be accomplished when a group of talented people come together with a common purpose. The Product Management, Development and QA teams have been hard at work for the past several months creating our next generation OmniRIM Records Center product. These teams are now engaged with our dedicated IT and Operations teams as they roll this into production in our data center.

If you’re familiar with OmniRIM you know we have been in the physical records management space for years, with OmniRIM Records Center we have extended that to a new hosted solution that supports both electronic and physical records. We previewed this to a number of customers at our first annual user conference in April and I have continued to demonstrate it to several existing and potential customers since – to a lot of positive reviews.

This next generation OmniRIM product has quite the lineage. To create OmniRIM Records Center we have taken all the records management knowledge and experiences gained through implementations and interactions with our enterprise level customers and applied it in this radically new user experience. One of our primary tenets for OmniRIM Records Center was “Best in Category User Experience.” We wanted to create a product that supported records management best practices but also provided a user experience that made managing, creating, searching for and requesting records simple and easy.

Well, next week I hit the road for two weeks and I’m taking OmniRIM Records Center with me as we touchdown in Fairfield, Seattle, Portland and Phoenix for the Archive Systems Regional User Group Meetings.

Rob Hartley
Senior Product Manager
Archive Systems, Inc.

ROI of Records Management – Legal Discovery

craig — Wed, 25 May 2011 16:24:26 GMT

Having surveyed a group of records managers a couple of years ago, I learned that for most companies, the return on investment (ROI) for records & information management is basically the assurance of never failing a regulator’s audit, or assurance that you won’t get burnt by a document that has mysteriously disappeared. The ROI is more akin to cost avoidance than a true dividend of the original expense.

ARMA recently published an article called Litigation Costs: A 1000:1 Ratio. The 2010 litigation survey quoted in the ARMA article polled Fortune 200 companies to compare costs to pursue litigation versus costs of discovery process activities. These large companies indicated that on average, 4,980,441 pages of documents were produced in discovery for major cases that proceeded to trial – of which only 4,772 pages were actually marked as exhibits. In summary, for every document page produced as evidence, there were 1000 document pages that were collected, reviewed and preserved during the legal discovery process. Hence the 1000:1 ratio.

Hypothetically, if each member of my legal team (involved in the discovery process) can review an average of 30 pages an hour, with a median internal labor rate of $150 per hour (actual rates range between $100 - $650 per hour), the cost of reviewing 4,980,000 pages is $24,900,000. For a legal case with half the volume of document pages to review, the cost is still a staggering $12,450,000. With a records management software system like OmniRIM, used by trained, professional records management personnel, one should be able to conservatively reduce the 1000:1 ratio to 750:1. The cost savings is significant. For the second scenario – the more conservative 2.45 million document pages reviewed – the cost saving is $3,112,500. That is over $3 million in savings for a single case. I’m sure that companies that are the most proficient with records management systems like OmniRIM achieve ratios that are closer to 500:1, for double the cost savings.

This 2010 litigation cost survey helps us model the ROI for records management software with strong legal discovery features. Increases in productivity, accuracy and completeness of matter-relevant searches for discoverable content are additional non-financial benefits to factor into your ROI. For companies in litigious industries, a good records management software package has a fast and compelling ROI.

Bruce Nunn
VP of Marketing
Archive Systems, Inc.

Explaining Records Management to a 4 Year Old

craig — Wed, 18 May 2011 14:31:23 GMT

“Daddy, what do you do?” My 4 year old is very inquisitive; I was about to jump into the normal description but quickly realized that she wouldn’t have any frame of reference around things like the internet, software, records, record centers or metadata. She uses all of these things but doesn’t understand those terms; she knows them as games or shows or movie titles or song lyrics or pictures or my phone. It was clear this was going to take some time...

If you ever tried to explain what you do to a child, it is very hard. Especially in our business because we can’t even agree on terms or process or when something should be declared a record (forgetting the fact that we can’t agree what could declared a record - Social Media anyone?) I was feeling up for a challenge.

So I began: “Daddy designs software for our clients...” Nope. “Daddy designs features for...” Nope. I was beginning to doubt myself. Could I actually describe what I do, encompass the essence of records management both from the physical and digital sense, in one sentence to my 4 year old?

“Daddy safely stores paper in the computer so our friends can see it.”

I think I nailed it, what do you think?

Randall Sanders
Product Manager
Archive Systems, Inc.

Archive Systems Announces New Senior Vice President of Client Services

craig — Tue, 10 May 2011 09:14:50 GMT

Fairfield, NJ (May 10, 2011) - Archive Systems, a leading provider of records and document management services, today announced the appointment of Robert Fitzgerald as Senior Vice President of Client Services. In his new role, Mr. Fitzgerald will apply his extensive experience to enhance the delivery of services and solutions to Archive Systems’ expanding client base.

“Bob will be a tremendous asset to our company. He brings a wealth of knowledge, experience and success to his new role at Archive Systems. Bob shares our fanatic commitment to delivering an exceptional client experience. With all the growth we are experiencing, he will ensure that our clients consistently receive industry-leading customer service,” said Gordon Rapkin, CEO of Archive Systems.

Most recently, Mr. Fitzgerald was Executive Vice President Worldwide Field Operations for K2, a global MS SharePoint workflow technology and consulting company. Prior to that, he was head of operations for Insightful. He was also previously Head of Global Support for Hyperion Software, North American President of Cartesis, and Head of Global Sales at Protegrity.

Click here to read more...

Our first annual user conference is now under our belts

craig — Wed, 27 Apr 2011 09:07:31 GMT

Well we have finally hit a major milestone here at Archive Systems – our first annual user conference is now under our belts. As a former OmniRIM Solutions employee, this is something we had strived to accomplish for years but for one reason or another were never able to pull it off. Being part of Archive Systems has made this possible! For me this was an excellent opportunity to spend some quality time with many of our ASPEN, OmniRIM, and business records storage clients. From placing a face to a name (and voice on the other end of a telephone line) to the many meetings we had this time was invaluable to me.

It was a bit nerve wracking getting ready for this event, and some product preparations extended all the way to the afternoon before the event started, but the Archive Systems team came together a pulled it off. Way to go Team! All this effort came together at the conference as we demonstrated the next generation OmniRIM product called OmniRIM Records Center, and attendees got to test drive it for themselves at the lab workstations.

I hope everyone enjoyed the sessions I hope the provided everyone with helpful information on both the products and records management in general. Also having Jessie Wilkins, Director at AIIM International as our keynote speaker was extremely insightful. From the Client Panel on Information Management strategies to Sam McCollum’s GARP Maturity to Leigh Isaacs’ Legal Discovery session – the information sharing was phenomenal. Presenting with both Jason C. Stearns and Sam McCollum was both a pleasure and an honor for me – Thanks Guys!

Yup, from the keynote to closing it was a blast, I can hardly wait for next year!

Rob Hartley
Senior Product Manager
Archive Systems, Inc.

7 Terms to Avoid When Speaking to a Records Manager

craig — Tue, 19 Apr 2011 09:23:00 GMT

Our recent user conference gave me the opportunity to spend several days with our customers. I was able to share Archive Systems’ software product strategies and roadmaps, and most importantly, take in the strategies and opinions of some of the most accomplished and respected records managers in the country. The dialogue was invaluable.

Being a meticulous observer, I took note of the industry buzz words peppered into conversations like HP sauce on a bad steak. We are a Microsoft partner, after all. It was interesting to see the reaction to some of the terms being bandied about. Here are 7 of the most noteworthy – and how the terms were interpreted by our customers, most of which were records managers.

*When they hear …*	*They think …*
Private Cloud	The worst of both worlds.
Social Media Policy	Non-existent policy to prevent employees from humiliating themselves and co-workers on Facebook to the point of termination.
CMIS Standard	The dream, based on the premise that ECMs will willingly talk to each other.
Blob Storage	The fat guy in IT that stores your electronic records.
RFID	The dream, based on the premise that companies have boat loads of money to stick a GPS on each of their records.
ECM Integration	Cha ching ($$$$)
Names that begin with e or i	Apple is the only company, post 1999, that can use these prefixes and not look stupid.

This is my top 7 list. I vow to stop using them in public. I invite you to share your most overused or maligned term. All in good fun.

Bruce Nunn
VP of Marketing
Archive Systems, Inc.

We Laughed, We Cried, We Had a Great Time

craig — Wed, 13 Apr 2011 10:28:00 GMT

Having never worked a user conference before, I was completely unsure of what to expect. As it turns out, I got exactly what I had hoped. I got to meet great people, answer some intriguing questions, spark some lively conversation and overall, have a great time. There's something that happens when you connect with someone face to face, which doesn’t always happen in today’s face paced, internet world.

Over a course of two days, I laughed quite hard. There were stories, anecdotes, and jokes to fill the time between the professional related questions and information sharing. It really brought out people’s personality. Not only was this my first working user conference, but I had to give a number of presentations. I was quite pleased with myself when I made the room laugh and I certainly shed a tear of joy when I was done!

Overall, I thought it was a tremendous experience which I can’t wait to have again next year at our 2^nd annual user conference!

Randall Sanders
Product Manager
Archive Systems, Inc.

New ASPEN Virtual File Room and Virtual Records Center Releases Provide Organizations with Enhanced Business Intelligence Capabilities

craig — Tue, 12 Apr 2011 13:48:00 GMT

Orlando, FL – (April 12, 2011) - Archive Systems, Inc., a leading provider of records and document management services, today announced ASPEN Virtual File Room, Release 9.9 and ASPEN Virtual Records Center, Release 6.1 during the company’s first annual User Conference in Orlando, Florida. The releases incorporate new features and functionality that dramatically enhance the business intelligence capabilities that records managers have available at their fingertips.

ASPEN Virtual File Room, Release 9.9, an on-demand document management solution, significantly improves business processes by allowing documents to be grouped together and notifies users when new files arrive. “ArchivePackets is a powerful new feature that ensures all documents have been collected in a group. For example, Human Resource managers can quickly confirm that all employees have the necessary files, or accounts payable can verify that all vendors have signed contracts. ASPEN makes it even easier by monitoring an organization’s collection and sending out periodic notifications if any documents are missing,” said Jim Farrell, Senior Vice President of Product Development at Archive Systems.

ASPEN Virtual Records Center, Release 6.1, a comprehensive, Web-based extension to paper-based records management, quickly enables users to manage costs, maintain compliance, and budget through ArchiveMetrics™. This new feature allows records managers to focus on the most important aspects of their collection to achieve compliance, minimize costs, and forecast trends. While this previously took days or weeks for records managers to produce, these reports are now available instantly.

Click here to read more...

A look back at Archive Systems' First Annual User Conference

craig — Tue, 12 Apr 2011 09:52:00 GMT

You never forget your first. That is true for many things and certainly our first User Conference will be one to remember. From the initial planning beginning in December 2010 to the execution of the event in April 2011, there were many people involved to make it the success that, I think by all accounts, the conference can be deemed. The bar has been set high.

As the first event since the acquisition of OmniRIM last fall, this was the bringing together of clients from the different Archive Systems product groups: Business Records Storage, AP, ASPEN and OmniRIM. Trying to put together a program that would be relevant and compelling to all these different user groups was certainly a challenge – first we had to understand their needs, pain points and just overall what would drive them to take time away from their busy schedules and fly across the country to listen to what we had to say.

No easy task but from the reviews and feedback it looks like the overall response is very positive. It is incredibly gratifying to see all of your hard work come to fruition and goals set out to achieve exceeded. It is even more thrilling to see the little things that you hadn’t anticipated – the effect of a personal connection between people that can’t be reached through emails and phone calls or even web meetings. The energy throughout the conference was so high with the excitement all the attendees had about the connections they were making and the opportunities for growth that would come of it. That’s what it is really about.

Heidi Dorman
Marketing Manager
Archive Systems, Inc.

Who Turned on the Light

craig — Sat, 09 Apr 2011 14:10:00 GMT

It is relatively new to the mainstream but records management has been around a long time. It seems like suddenly there's now a big emphasis and even a spotlight shining toward the records management industry; even companies like Microsoft and HP have an interest.

But does that mean you are getting what you need from your record management provider? Probably not. Are you getting daily statistics about your collection and the health of your records management program? Are you able to monitor daily activity or do you just react when the invoice comes every month? Do you get the feeling its ‘Gimme, gimme, gimme... But don’t call us, we’ll call you?’ Have you found a partner that actually wants to lower your costs while still providing excellent customer service?

With today’s instant communication and a greater number of ‘records’ being classified, isn’t time you partnered with someone who can proactively give you what you need and be agile enough to react to additional requirements? Maybe it’s just me but if you aren’t getting what you need, save some energy and turn off the lights.

Randall Sanders
Product Manager
Archive Systems, Inc.

New Webinar: Demystifying the Cloud for Records and Document Managers

craig — Fri, 08 Apr 2011 14:12:00 GMT

April 27th at 2:00PM EDT
Register Now: https://www1.gotomeeting.com/register/717708841

There is much talk these days about "The Cloud", but what exactly does it mean to the world of document and records management? During this 45 minute webinar, you’ll discover the benefits of the cloud and factors to consider before deciding if a cloud-based solution is right for your organization. From the costs involved in implementing a solution to the most effective applications, you’ll find out what you need to know about this technology and how to enhance your records management program.

By attending, you'll also learn:

The reasons you should consider leveraging the cloud
What types of Clouds are out there and what they do
What you must have on your security checklist when selecting a solution
What you need to know about the SaaS solutions available for records managers
The core objectives and principles that cloud computing must meet to be successful

My RIM Score is a 77, what’s yours?

craig — Tue, 05 Apr 2011 14:14:00 GMT

You didn’t even know there was a test, right? Well, what if there was? What if the test was the effectiveness of your records management program? Is there a way to calculate it? What would you measure? Certainly policy and compliance, right? How about economics, are you driving down costs?

What about being green or eco-friendly? Earth day is fast approaching and everyone seems to get a little more buzz talking about the future paperless world. Unfortunately, it seems like technology has enabled us to create paper at a faster pace so it’s even more important to have a good handle on your records management program. So, once you have figured out what you’re going to measure, now you have to gather all the data. Go ahead, I’ll wait.

And wait, and wait, and wait… Are you finished or did you give up?

What was your score? Can’t figure it out? That’s okay, most people can’t either. Start thinking about what your RIM Score would be because sooner or later there will actually be a test.

Randall Sanders
Product Manager
Archive Systems, Inc.

Records Management Spring Cleaning

craig — Tue, 29 Mar 2011 14:21:00 GMT

Spring is finally here and that means one thing to a lot of people... no, not warm weather... but time to clean. This is the time of year when people go through their closets, basement and garage to pull things out for the season as well as throw out a lot of junk. I've already done this and now have a garage full of stuff waiting to be donated or tossed in the trash.

It's amazing what I found when diving into all that clutter. From old toys that are missing countless pieces to electronic games that stopped working long ago, it was an impressive collection that had a lot of value a long time ago. The same goes with all of those files you have collecting dust in business records storage. This spring is also the perfect time for you to review your records collection to determine if anything can be destroyed as part of your retention policy.

When you go through your boxes, you may realize that it's also a great time to re-index them to ensure that you can easily find the information you need. So use the (soon-to-be) warm weather as an excuse to clean up your files.

Got any records management tips? Feel free to comment.

Craig Abramson
Marketing Manager
Archive Systems, Inc.

NJ Regional User Group Meeting

craig — Wed, 25 May 2011 00:00:00 GMT

Thursday, June 9th 8:00AM - 10:15AM

Hampton Inn & Suites, 118-124 Route 46 East, Fairfield, NJ

Please join us for breakfast and meet with our team in person to learn about what’s new in the Archive Systems family of products, featuring demonstrations of: ASPEN, VRC, and OmniRIM.

This interactive presentation will allow you to ask us any questions you may have as well as test drive new releases of our products! It is also an opportunity to network with peers in in Records and Document Management and learn from their experiences. We look forward to connecting with you!

Agenda
8:00 am – Registration / Breakfast
8:30 am – Welcome and Introduction
8:45 am – Product Presentation
9:45 am – Question & Answer
10:00 am – Product Test-drive opportunity
10:15 am – End of meeting

Washington Regional User Group Meeting

craig — Tue, 24 May 2011 00:00:00 GMT

Tuesday, June 14th 8:00AM - 10:15AM

Renaissance Hotel, 515 Madison Street, Seattle, WA

Please join us for breakfast and meet with our team in person to learn about what’s new in the Archive Systems family of products, featuring demonstrations of: ASPEN, VRC, and OmniRIM.

Oregon User Group Meeting

craig — Sat, 21 May 2011 00:00:00 GMT

Wednesday, June 15th 8:00AM - 10:15AM

Embassy Suites Hotel, 319 Pine Street, Portland, OR

Please join us for breakfast and meet with our team in person to learn about what’s new in the Archive Systems family of products, featuring demonstrations of: ASPEN, VRC, and OmniRIM.

Arizona User Group Meeting

craig — Thu, 19 May 2011 00:00:00 GMT

Thursday, June 16th 8:00AM - 10:15AM

Wyndham Hotel, 50 Adams Street, Phoenix, AZ

Please join us for breakfast and meet with our team in person to learn about what’s new in the Archive Systems family of products, featuring demonstrations of: ASPEN, VRC, and OmniRIM.

ARMA International’s 56th Conference & Expo

craig — Wed, 20 Apr 2011 00:00:00 GMT

Gaylord National in National Harbor, Maryland
October 17-19, 2011
Click here for more information.

ARMA Annual Conference & Expo 2010

admin — Fri, 16 Apr 2010 03:00:00 GMT

Booth 423, Moscone West Convention Center

AIIM Expo + Conference

admin — Thu, 01 Apr 2010 03:00:00 GMT

Booth MP20, Microsoft Partner Pavilion

Bringing it to the people…

craig — Wed, 22 Jun 2011 09:20:47 GMT

Randall Sanders
Product Manager
Archive Systems, Inc.

Archive Systems Develops RIM Score to Highlight the Effectiveness of an Organization’s Records Management Program

craig — Tue, 14 Jun 2011 11:39:00 GMT

Click here to read the full release.

Coffee, donuts and the first true SaaS records management solution

craig — Tue, 07 Jun 2011 12:07:15 GMT

Rob Hartley
Senior Product Manager
Archive Systems, Inc.

ROI of Records Management – Legal Discovery

craig — Wed, 25 May 2011 16:24:26 GMT

Bruce Nunn
VP of Marketing
Archive Systems, Inc.

Explaining Records Management to a 4 Year Old

craig — Wed, 18 May 2011 14:31:23 GMT

“Daddy safely stores paper in the computer so our friends can see it.”

I think I nailed it, what do you think?

Randall Sanders
Product Manager
Archive Systems, Inc.

Archive Systems Announces New Senior Vice President of Client Services

craig — Tue, 10 May 2011 09:14:50 GMT

Click here to read more...

Our first annual user conference is now under our belts

craig — Wed, 27 Apr 2011 09:07:31 GMT

Yup, from the keynote to closing it was a blast, I can hardly wait for next year!

Rob Hartley
Senior Product Manager
Archive Systems, Inc.

7 Terms to Avoid When Speaking to a Records Manager

craig — Tue, 19 Apr 2011 09:23:00 GMT

*When they hear …*	*They think …*
Private Cloud	The worst of both worlds.
Social Media Policy	Non-existent policy to prevent employees from humiliating themselves and co-workers on Facebook to the point of termination.
CMIS Standard	The dream, based on the premise that ECMs will willingly talk to each other.
Blob Storage	The fat guy in IT that stores your electronic records.
RFID	The dream, based on the premise that companies have boat loads of money to stick a GPS on each of their records.
ECM Integration	Cha ching ($$$$)
Names that begin with e or i	Apple is the only company, post 1999, that can use these prefixes and not look stupid.

This is my top 7 list. I vow to stop using them in public. I invite you to share your most overused or maligned term. All in good fun.

Bruce Nunn
VP of Marketing
Archive Systems, Inc.

We Laughed, We Cried, We Had a Great Time

craig — Wed, 13 Apr 2011 10:28:00 GMT

Overall, I thought it was a tremendous experience which I can’t wait to have again next year at our 2^nd annual user conference!

Randall Sanders
Product Manager
Archive Systems, Inc.

New ASPEN Virtual File Room and Virtual Records Center Releases Provide Organizations with Enhanced Business Intelligence Capabilities

craig — Tue, 12 Apr 2011 13:48:00 GMT

Click here to read more...

A look back at Archive Systems' First Annual User Conference

craig — Tue, 12 Apr 2011 09:52:00 GMT

Heidi Dorman
Marketing Manager
Archive Systems, Inc.

Who Turned on the Light

craig — Sat, 09 Apr 2011 14:10:00 GMT

Randall Sanders
Product Manager
Archive Systems, Inc.

New Webinar: Demystifying the Cloud for Records and Document Managers

craig — Fri, 08 Apr 2011 14:12:00 GMT

April 27th at 2:00PM EDT
Register Now: https://www1.gotomeeting.com/register/717708841

The reasons you should consider leveraging the cloud
What types of Clouds are out there and what they do
What you must have on your security checklist when selecting a solution
What you need to know about the SaaS solutions available for records managers
The core objectives and principles that cloud computing must meet to be successful

My RIM Score is a 77, what’s yours?

craig — Tue, 05 Apr 2011 14:14:00 GMT

And wait, and wait, and wait… Are you finished or did you give up?

What was your score? Can’t figure it out? That’s okay, most people can’t either. Start thinking about what your RIM Score would be because sooner or later there will actually be a test.

Randall Sanders
Product Manager
Archive Systems, Inc.

Records Management Spring Cleaning

craig — Tue, 29 Mar 2011 14:21:00 GMT

Got any records management tips? Feel free to comment.

Craig Abramson
Marketing Manager
Archive Systems, Inc.