Electronic Document Management: a data management perspective

Wednesday 5 September 2012


As the volume of data in organisations continues to grow exponentially, the challenge of managing electronic documents effectively remains. A range of software systems, such as SharePoint, Documentum and LiveLink are available to support the process of managing documents effectively. However, many organisations struggle to implement document management systems effectively and may continue to use shared folders and email for document management.

This half day seminar included three presentations that explained what document management is, considered the important aspects of security and retention and presented a case study of a recent large scale SharePoint implementation.

First up was Andrew Rhodes of Bentley Systems with Fundamentals of electronic document management. Andrew reviewed how documents and information have changed over time and covered the many facets of good document management. These approaches were then illustrated using a case study of Crossrail, currently Europe’s largest engineering project. Andrews's presentation is available to download below and a recording can be listened to here.

Andrew was followed by Christian Toon of Iron Mountain whose presentation was titled Information Management - Beyond the Cyber Threat. As part of the discussion and debate around information management, this presentation considered the view that there are more dangers to your information management program than just cyber threats. It provided an insight into the world of the ‘information lifecycle’ and the challenges, trends and solutions that can be seen across organisations and sectors. Christian's presentation is available to download below and a recording can be listened to here.

The last presentation was from Wing Commander Richie Barr of the Ministry of Defence who presented a SharePoint implementation case study. The MOD has over the last few years rolled and is continuing to roll out MS SharePoint system to all MOD personnel on the Defence Information Infrastructure. This presentation outlined some of the highs and lows of implementing a SharePoint solution to a large user population with varying degrees of IT awareness, concentrating on how to gain user acceptance, provide sufficient training and implementing local business solutions while maintaining a corporate look and feel. He highlighted how MOD is linking SharePoint into a Record Management System and provided some of the key lessons learnt. Richie's presentation is available to download below and a recording can be listened to here.

This was followed by a panel debate with Andrew, Christian and Richie (listen to a recording here) and a networking session.

PDF Icon The Fundamentals of Electronic Document Management - Andrew Rhodes

PDF Icon Information Management - Beyond the Cyber Threat - Christian Toon

PDF Icon SharePoint implementation case study - Richie Barr