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Everyone’s a Records Manager. A User Perspective on Simply Creating and Accessing Records.

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The legacy of Records Management systems is one where RM solutions have traditionally been designed for dedicated compliance offers, rather than content creators, and deployed in a standalone …

The legacy of Records Management systems is one where RM solutions have traditionally been designed for dedicated compliance offers, rather than content creators, and deployed in a standalone environment, disconnected from collaboration and ECM systems. This duplication of effort, moving documents from ECM to RM systems and back again, adds tremendous cost and complexity to the information governance effort within the Enterprise, and makes it challenging for Users to find and use records when they need them.

Zia provides Easy Records Management (Easy RM) Solutions that work they way you do, connecting those who are creating content with the compliance process. Easy RM incorporates the tools you use on a daily basis, reducing barriers to implementation and adoption.

Join 2012 & 2013 Alfresco Partner of the Year, Zia Consulting, for a User perspective on simply creating records and accessing the information you need, when you need it. The presentation will demonstrate EasyRM features including:

- Automating the declaration of records with Zia’s “In Process RM” approach
- Your Tools and Records Management – Email, Office, ERP
- Searching and using documents in a single DOD5015.02 - Certified repository for DM/RM
- Leveraging Intelligent Capture to automate the classification of paper and electronic records

Viewers will see how Zia’s “EasyRM” approach has driven rapid user adoption of an RM solution for one of our leading Enterprise customers.

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  • 1. Everyone's a Records Manager. A User Perspective on Simply Creating and Accessing Records. Gi Lee Director, Solutions Engineering Zia Consulting glee@ziaconsulting.com Phil Robinson SVP Business Development Zia Consulting phil@ziaconsulting.com
  • 2. Why EasyRM? The 3 C’s • Costs • Control • Compliance
  • 3. Costs Cost of Creating Records & Cost of Storing Records
  • 4. Control & Compliance • The RM Divide • Creating Records • Managing Records • Finding Records • “ECM Avoidance” • Email & Shared Drives • The Dropbox Problem • The Sharepoint Problem • The ERP/CRM Problem
  • 5. EasyRM – Who? Financial Services Government Secure Back Office • Corporate Legal • Human Resources • Procurement (Contracts Management)
  • 6. Zia Case Study: Global Pension Fund
  • 7. Today’s Agenda • The RM Divide • Building Your EasyRM Solution • ECM Adoption • The Paper Problem • RM Automation • What Next? • RMNow & ActiveMigrate ™ • Why Zia?
  • 8. Content Creators / Users Record Managers ‘Get Work Done’ ‘Compliance’ The Two Worlds of ECM
  • 9. Create Edit Find Version Workflow Collaborate Access Control Disposition Audit Security Archive / Destruction Manage the Record Continuum
  • 10. The Problem with RM Solutions Records Management Software • Costly & Complex • Significant User Effort (or Records Manager Effort) ECM Adoption • Email/Shared Drive • Dropbox (Cloud File Sharing) • Sharepoint • ERP/CRM Legacy Paper • Conversion to Digital • RM Integration
  • 11. Introducing EasyRM Increase Easy = Increase Utilization = Improved Control & Compliance • Connect Users with RM • With the Tools they Use Today • Simple to Learn / Use • Enterprise Integration • Paper + Digital
  • 12. • Step 1: Ensure ECM Adoption • Step 2: Address The Paper Problem • Step 3: Implement RM Automation Building Your EasyRM Solution
  • 13. • Dynamic, Role-Based Views • Contract/Case Templates • Easy to Implement (Configuration not Coding) • Easy to Adopt (Minimal User Training) Lessons from Case Management
  • 14. The Tools You Use Today • Email Integration • Email documents into repository • Drag & drop from email • Send & file • Email + Workflow • Office, Adobe, Google Docs • Direct access to content and meta data • Search, Create, Edit • No installation required
  • 15. Easy Search – Find What You Need, When You Need It. • It isn't exactly Google, but it works as well. • Your search terms, our enterprise search. eDiscovery • Managed with full text search • Keyword and term search • Easily place holds on documents • Find based on date ranges or topics
  • 16. • Secure Cloud Sharing • ECM Sync External Collaboration: “As Easy as Dropbox or Box.net”
  • 17. • Retain Ability to Work in Your Tool • ERP • Oracle / Peoplesoft • SAP • Your ERP • CRM – Salesforce + • Point-to-Point • Enterprise Service Bus – Mulesoft, Oracle ESB, and more… Enterprise Integration
  • 18. The Scenario: • Manual Creation / Review / Approval of all City Contracts • “Wet” Signature Required The Problem • Expensive • Slow & Opaque • Error Prone • Difficult to Find Information/Records City & County of Denver Contracts Automation
  • 19. The Solution: • Redesigned User Interface • Automated Workflow • Leverage Oracle ESB • Integration with PeopleSoft Financials • Electronic Signature • Records Management • Reporting (User Dashboards) City & County of Denver Contracts Automation
  • 20. ECM + Your Paper Records • Integrated Content Management • Combined View • Combined Search • Rationalizing / Syncronizing File Plans Solving the Paper Problem – Part 1
  • 21. Legacy Records • Conversion to Digital • RM Integration Intelligent Document Capture (OCR) • Classification and Extraction without bar codes or separator pages • Structured (Forms) and Unstructured • Automation of Filing, Rules, etc… Solving the Paper Problem – Part 2
  • 22. OCR-as-a-Service • Paper and/or Electronic Documents • Mailroom Automation and/or • “In Process Capture” • Embedded in ECM/Workflow • Automated Classification & Extraction Solving the Paper Problem: Part 3 PARTNER OF THE YEAR 2013PARTNER OF THE YEAR 2012
  • 23. RM Automation with EasyRM Alfresco RM 2.2 • In Place Records • Intelligent File Plan • Automated Declaration • DoD5015.2 Certification • Advanced Workflow • Retention & Disposal • Legal Holds
  • 24. IN PLACE RECORDS
  • 25. Dynamic File Plan Set rules for filling records Auto-create record folders Intelligent File Plan
  • 26. The System can automatically file and declare based on triggers: Attribute change Location change Automated Filing / Declaration
  • 27. Demo!
  • 28. Today’s Agenda • The RM Divide • Building Your EasyRM Solution • ECM Adoption • The Paper Problem • RM Automation • What Next? • RMNow & ActiveMigrate ™ • Why Zia?
  • 29. Introducing RMNow • Training & Assessment Package • “Jump Start” Service Offering • Customized for your RM deployment • 3-day Onsite • Alfresco 2.2 RM Training • Zia RM Assessment • http://www.ziaconsulting.com/RMNow
  • 30. RMNow Training Agenda Day One Day Two Welcome Records Search Introduction to Records Management References Setting Up a File Plan Vital Records Disposition Schedules Disposition Reprised Filing Records Automating the File Plan Users and Security Auditing Filing Emails and Physical Records Export/Import and Installation
  • 31. ActiveMigrate ™ • FROM: xxx • TO: yyy • WITH: • Proven Methodology • Proven Migration Tools
  • 32. Talk to Us / Talk to Our Customers Alfresco Enterprise Trial Learn More - http://www.ziaconsulting.com/resources/ • Webinars & Videos • Data Sheets & Brochures • Case Studies What Next?
  • 33. • ILTA: 8/17-8/21 • Alfresco Summit: 9/23-9/25 • AIIM Roadshows: Information Chaos • Wednesday, October 1st - Anaheim, CA • Tuesday, October 7, 2014 - Washington, DC • Thursday, October 9, 2014– New York, NY • Tuesday, October 21, 2014 – Chicago, IL • Thursday, October 23, 2014 – Minneapolis, MN Let’s Meet!
  • 34. Questions? Phil Robinson SVP Business Development phil@ziaconsulting.com