The document discusses document management challenges in the maritime industry and how EMC Documentum solutions can help address them. It notes the need for effective information governance to facilitate audits, comply with regulations, and ensure security and litigation readiness given massive information growth. EMC Documentum is presented as a solution with enterprise content management, intelligent platform, and compliance services to manage the full content lifecycle and ensure controlled access across distributed organizations like commercial vessel operators.

1. ShipIT Conference 2015
Facilitating Document Management
Compliance in the Maritime Industry
Tassos Anagnostopoulos
Principal Solutions Architect
anagnostopoulost@unisystems.gr Athens, 30 September 2015

2. 50+ years of solid IT
experience
Uni Systems was founded in 1964.
35+ years of Banking experience.
15+ years of Telecom experience.
Lead systems integrator &
solutions provider in
international market
More than 30 international
customers including E.C., EU
agencies, etc.
480+ specialized business &
technology professionals
200 S/W Engineers, 150 System &
Support Engineers, 50 Business
Consultants
65+ M€ Total Revenues (2014)
52+ M€ Services, & Consulting
11+ M€ EU Institutions, Agencies
and International Organisations
Uni Systems at a glance

3. Using Greece as its base, Uni Systems is positioned as a key SI player in the
emerging SE European, MENA and EU region.
A Reference in the European ICT Service Sector
 Major ICT Systems Integrator in
the domestic market
 Key contractor for central EU
Institutions & Agencies
 Among the top solutions
providers in the region of South-
Eastern Europe & Turkey
 Expand to MENA and GCC
countries with targeted solutions
3

4. The Need for Document Management
• Average company has
200-300 different types
of documents
• 80% of enterprise
information is
unstructured
– Source: Fulcrum Research
• 90% of unstructured
information is
unmanaged
SOPs
video
presentations
proposals
specifications
project plans
illustrations
detailed designs
photos
web information
animation
emails
research
scanned documents
forms
resumes
market requirements
product requirements
fingerprints
letters
white papers
SOWs
contracts
POs
invoices
meeting notesNDA
data sheets
competitive analysis
MRP
ERP
Order
Mgmt.
CRM
Policy
Mgmt.
Unstructured
Structured

5. Document Management Challenges
• Volume of documents growing exponentially
• Relevant information is virtually impossible to find
• Difficult to control versions in distributed organizations
• Becomes increasingly important in disconnected scenarios
(e.g. ships)
• Policy enforcement is fractured and incomplete

6. Effective Information Governance
in the Shipping Industry
Support for
Audits
 Ensure preservation
of all required
documentation
 Facilitate discovery
of information both
at shore and on
ships
 Track document
access
Shipping Industry
regulations
 Multiple regulations
already in effect:
Safety (SOLAS)
Security (ISPS)
Labour (MLC)
Environment
(MARPOL)
 New regulations?
Security and
Privacy
 Protect corporate
information
 Limit access only to
those entitled to it
Litigation
Readiness
 Ability to quickly
respond to
investigation
requests
 Be able to prove
that no important
records have been
altered or destroyed
Massive
information
growth
 Legislation is driving
companies to keep
more data, and for
longer periods of
time
 Need for continuous
syncing of new
content with ships
Information Governance Requirements

7. Massive
information
growth
 Legislation is driving
companies to keep
more data, and for
longer periods of
time
 Need for continuous
syncing of new
content with ships
Effective Information Governance
in the Shipping Industry
Support for
Audits
 Ensure preservation
of all required
documentation
 Facilitate discovery
of information
Shipping Industry
regulations
 Multiple regulations
already in effect:
Safety (SOLAS)
Security (ISPS)
Labour (MLC)
Environment
(MARPOL)
 New regulations?
Security and
Privacy
 Protect corporate
information
 Limit access only to
those entitled to it
Litigation
Readiness
 Ability to quickly
respond to
investigation
requests
 Be able to prove
that no important
records have been
altered or destroyed
Information Governance Requirements
Need for Information Governance leads to increased
technical, record-keeping and management requirements
Multiple compliance risks and consequences
for commercial vessel operators

8. Enterprise Content Management and Compliance
Managing the complete content lifecycleManaging the Complete Content Lifecycle
Create Review Approve Publish Distribute Retain Dispose
Complete Controlled Life Cycle
• All important documents and mails stored and tracked by one system, with
common security rules and a unified audit trail
• Full visibility over the lifetime of the content, ensuring legislation compliance

9. The New Information Governance Technology Stack
User experience
Compliance
Services
Enterprise Content
Management

10. User experience
Intelligent information
platform
Compliance
Services
Cloud Information
Services Infrastructure
The New Information Governance Technology Stack
Enterprise Content
Management
Completely tailored to
the user, task,
and goal
Complete work/
life integration
Device-independent
for access anywhere
Flexible framework
for easy and dynamic
user interface
assembly

11. User Experience
Compliance
Services
Cloud Information
Services Infrastructure
The New Information Governance Technology Stack
Enterprise Content
Management
User experience
Ability to declare
documents and mails
as official records
Retention and Disposition
Management
Fine-level
access control
Complete auditing
of all user events
Support for compliance
regulations & standards
(SOX, MoReq, etc.)

12. Intelligent
information platform
Cloud Information
Services Infrastructure
Enterprise Content
Management
User Experience
The New Information Governance Technology Stack
User experience
Process management
and collaboration
as built-in services
Unified repository for all content
(documents – mails etc.)
Distributed
architecture
allowing replication
of content
Easy search and
discovery
Highly flexible platform for
rapid application composition
and configuration
Compliance
Services

13. • Recognized as an ECM Leader by Gartner and Forrester
• Ensured compliance (DoD 5015.2, SOX, etc.)
• Interface with the European Maritime Strategic Framework
• Unified Document & Records Management suite
EMC Documentum
Enterprise Content Management Suite
DOCUMENTUM ECM SUITE
Delivers a fully integrated, comprehensive information management platform that
allows organizations to manage and leverage content in a cost-effective, controlled
manner while providing secured access across a distributed organization

14. The EMC Documentum Solution
USER EXPERIENCE
ENTERPRISE CONTENT MANAGEMENT
INTELLIGENT INFORMATION PLATFORM
COLLABORATION
WORKFLOW ENGINECAPTURE AUDITING
SEARCH AND CONTENT
ANALYTICS
SECURITY AND
RIGHTS MANAGEMENT
DOCUMENT
MANAGEMENT
COMPLIANCE SERVICES
LIFECYCLE
MANAGEMENT
RETENTION AND
DISPOSITION
RECORDS
MANAGEMENT
SYNC & SHARE FOR OFFLINE
AND MOBILE DEVICES
COMPOSABLE
USER INTERFACE

15. The EMC Documentum Solution
USER EXPERIENCE
ENTERPRISE CONTENT MANAGEMENT
INTELLIGENT INFORMATION PLATFORM
COLLABORATION
WORKFLOW ENGINECAPTURE AUDITING
SEARCH AND CONTENT
ANALYTICS
SECURITY AND
RIGHTS MANAGEMENT
DOCUMENT
MANAGEMENT
COMPLIANCE SERVICES
LIFECYCLE
MANAGEMENT
RETENTION AND
DISPOSITION
RECORDS
MANAGEMENT
SYNC & SHARE FOR OFFLINE
AND MOBILE DEVICES
COMPOSABLE
USER INTERFACE
DOCUMENTUM
RECORDS MANAGER
DOCUMENTUM ECM PLATFORM
SYNCPLICITY
DOCUMENTUM
D2

16. Security in the Documentum Platform
Content Security
 Repository Encryption
 Electronic Signatures
 Information Rights Management
 Mandatory Access Control
 Digital Shredding
Electronic
signatures
Digital
shredding
Single
sign-on
Authentication
Auditing
Encryption
Information
rights

17. The Documentum D2 User Interface
Personalized
experience
based on user
role
Simplified
access to
content
Easily
configurable, no
coding needed

18. The Documentum D2 User Interface
Personalized
experience
based on user
role
Simplified
access to
content
Easily
configurable, no
coding needed

19. The Documentum D2 User Interface
Personalized
experience
based on user
role
Simplified
access to
content
Easily
configurable, no
coding needed

20. The Documentum D2 User Interface
Personalized
experience
based on user
role
Simplified
access to
content
Easily
configurable, no
coding needed

21. Offline and Mobile Access – Syncplicity
• Provides synchronization with any device, whether inside or
outside the firewall
• Files can be IRM-encrypted to prevent unauthorized sharing
• Fully auditable

22. Documentum Customers World-wide

23. www.unisystems.com