Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

New IM ToolBelt


Published on

This presentation reviews current and new technologies available to the IM manager for electronic document management and records management.

Published in: Business, Technology
  • Be the first to comment

  • Be the first to like this

New IM ToolBelt

  1. 1. The InformationManagers New ToolbeltAIIM Nevada ChapterLas Vegas, NVSeptember 26, 2012 Bud Porter-Roth Porter-Roth Associates
  2. 2. Porter-Roth AssociatesIndependent, vendor neutral, consulting in:  Cloud Information Management  Electronic Document Management  Document Imaging  Records Management  Workflow  RFP Development415-381-6217 2
  3. 3. Agenda Introduction Review and Discussion of Technologies Risks Who is in Charge? Getting Started & Next Steps Questions 3
  4. 4. Introduction or How Many Systems do You Have? Paper Management Systems Shared Drives Document Imaging Electronic Document Management Records Management Workflow/BPM Website Content Management Database Management Systems (how many DBs?) Cloud-based Content Management/Storage Systems Cloud-based Applications ????Porter-Roth Associates 4
  5. 5. Paper Management Systems Paper stored in a variety of places  Personal workspaces  Department “shelves”  Archive centers (in-house)  Archive centers (3rd party) May or may not have a control/management system May have a paper management system but not a records management system Few systems manage both paper and electronic documents See Tab, SharePoint (Gimmal), InfolinxPorter-Roth Associates 5
  6. 6. Shared Drives Have basically no control over them Do not manage files as records Have little inherent “metadata” available for work Have no controlled metadata capabilities Difficult to search with any accuracy Hard to place files/documents on legal hold (just copy the whole shared drive and deal with it later) Hard to delete files – no RM capabilities and the inheritance/history/personal protectiveness issues But we sure like them and scream when they are “threatened” Check out NextPage, ZL Technologies, Oracle URM Porter-Roth Associates 6
  7. 7. Document Imaging/Scanning Scanning is still a viable and cost effective technology to storing and managing paper, if you continue to generate paper – especially if the paper is a business record Can be used on a department by department basis Can have a quick, and continued, ROI Works well when linked to a back office system like the HR or ERP/accounting system (like SAP) Can be a front-end to new or existing document management systems – i.e., OpenText, Hyland, LaserFiche, SharePoint, and cloud systems Supporting technologies such as document clean-up, OCR, workflow, etc. add great value to the imaging processPorter-Roth Associates 7
  8. 8. Electronic Document Management Electronic document management is so broad with so many products that it is hard for anyone to grasp the complete marketplace. DM systems may be grouped as:  Large enterprise-wide systems  Medium enterprise-wide systems  Small department level systems Implementation and on-going costs can be significant – often the implementation costs are 2x+ the SW costs System may require significant upfront work prior to implementation (file plan, metadata, taxonomy, workflow)Porter-Roth Associates 8
  9. 9. Records Management Records management systems are typically not standalone systems Not all systems manage both paper and electronic – many companies have two separate systems RM systems are not just plug n’ play – there is a lot of work prior to installation to implement a RM system – i.e., a records retention schedule, retention rules, disposition rules, business rules, etc. RM systems need continuing support and maintenance Once installed, RM systems require extensive user training – users often “stumble” when working with an RM system, which leads to user not using the system Legal may make extensive use of the RM system to initiate legal holds that sequester documents in place or move them to a legal hold area Check out Oracle URM for managing files/documents at the shared drive levelPorter-Roth Associates 9
  10. 10. Workflow/BPM Workflow and BPM allow events and tasks to be handled programmatically via preset rules Workflow is a subset of BPM and they are not considered, typically, to be the same products Workflow is what most of us see/program such as an AP workflow that routes an invoice and is typically “task” oriented and departmental oriented BPM involves cross-departmental processes/enterprise Workflow = departmental activities Both technologies require significant upfront work prior to implementation Both technologies require continued maintenancePorter-Roth Associates 10
  11. 11. Website Content ManagementWCM is closely tied to corporate documents but is typicallythought of as a separate system and documents are createdin marketing but transferred to the WCM for use. So, whereis the document of record? SharePoint Adobe Oracle SiteCore Acquia/Mollom DrupalTypically no records management capabilities or legalcapabilitiesPorter-Roth Associates 11
  12. 12. Database Management SystemsDBMSs store documents and content, which can be eitherstructured data or un-structured documents/images. Bothstructured data and unstructured files can be records andsubject to records management, legal holds, and discovery SAP Oracle Microsoft WCM XML SharePoint?It is very new, and difficult, to store structured data as arecord but you may need to……. 12
  13. 13. Cloud Content Management (CCM) Systems Store and Retrieve – very basic and functions like an FTP or a file share in the cloud site. Typically no DM/RM/Legal capabilities Content Collaboration – offers basic storage & retrieval - also includes basic document management capabilities that allow multiple people to collaborate on content. RM/Legal capabilities are generally none to weak Platform – offers a complete environment including storage and retrieval, content management, and office productivity applications such as word processing, spreadsheet, presentations, calendaring, workflow, etc. RM/Legal capabilities can range from none to goodPorter-Roth Associates 13
  14. 14. Cloud Applications (not document/file based) Offers functional applications such as project management, CRM, ERP, HR, social networking (business and personal) in addition to simple creation and storage and retrieval of documents. Generally no DM or RM capabilities. No legal capabilities – discovery/hold is difficult if not impossible.  EPMLive - Enterprise Project Management (EPM)  Basecamp (project management)  Workday (HR)  Jive (social networking)  Yammer (social networking now part of SharePoint)  Facebook (all those corporate documents!)  NetSuite (ERP)  Salesforce/Chatter (CRM/social networking) + Chatterbox)  Evernote (note taking – general storage) Porter-Roth Associates 14
  15. 15. CCM and Legacy Systems Latest advances offer CCM and a legacy ECM system  OpenText and Tempo  EMC/Documentum and Syncplicity  SharePoint and Office 365  FileNet and IBM Docs CCM systems may integrate to established legacy systems via an API to allow documents to be transferred to the legacy system for archiving and records management Interesting – Box API allows 2-way sync of files between Box and a ECM application including SharePoint Alfresco can sync files with SharePoint – i.e., Alfresco frontend collaboration and SharePoint backend. SpringCM can be both a frontend (cloud collaboration) and backend on-premise system 15
  16. 16. Picture This! (manage this!) HomeWork On-Premise Electronic & Paper Documents Work File Sync Cloud-based (n+1 services)Work Electronic Documents 16 Back
  17. 17. Risks Many ECM deployments are distributed across “authorities” with different stakeholders and owners “Owners” can and will act autonomously Company can easily lose control of information without governance and compliance rules Document/files may be spread among many devices and platforms such as file share, SharePoint, Box, and OpenText for example Rapidly changing vendor community and feature sets Compliance may be challenging for regulated industries Security (physical and data) (see first & second bullet) Lack of (for most) records management Inability to manage legal/audit/business holds on any scalePorter-Roth Associates 17
  18. 18. Best Practices IT – makes decisions based on their role and $$ and IT “manages” the content User – makes decisions based on need and users “own” the content Management – not ready to step in yet? The issues are too broad to manage locally yet too “small” to make a “C” level issue? Do you have an information management committee? 18
  19. 19. Getting Started – Your Next Steps Create, if possible, a new role/function – the Information Manager Give the Information Manager the tools and authority to work Establish, if not already, a governance and compliance plan Create a data map to establish where documents are and which are the documents of record Plan for Records Management Determine IT’s role – some systems do not require IT Work with the USER COMMUNITY!!! Determine needs/requirements based on user input Develop business, functional, technical requirements Develop use cases based on the requirementsPorter-Roth Associates 19
  20. 20. Questions? 20