Going Folderless with Metadata for a Superior Approach to ECM


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Most ECM systems employ a folder paradigm that is over 30 years old, but even well-designed folder hierarchies become difficult to manage, resulting in inefficient searches, duplication of information and data loss. This session highlights companies using metadata-powered ECM that organizes and processes information based on what it is rather than where it is stored. Learn how this simpler and more precise approach unlocks the value of information and leads to better business performance.

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  • 1st Generation (ancient times to present): Scrolls, paper archives, copies, binders, archive rooms.2nd Generation (1980 to 2000): The myth of the paperless office introduced. The paper archive chaos was efficiently replicated into electronic format, but the same problem remains, what is the right folder?3rd Generation (2000): Electronic Document Management comes on the scene: metadata, indexing, better control and information reuse4th Generation (2010 ): BI from documents through efficient use of metadata
  • The 2nd generation is where the idea of a paperless office comes on the scene.The typical way this is implement is with Network Folders; the H: drive, S: drive, etc.
  • Documents are unstructured, but metadata is structuredNew technologies enable structuring unstructured data in backend systems
  • Thanks for joining us! (may be too late for this now)Who is M-Files?We're an emerging and innovative ECM vendor that is leading a new approach to information management. An approach that is based on and driven by metadata.Our presentation today will explore why and how metadata-powered ECM for organizing and processing information based on what it is rather than where it is stored - and why this is simpler and more precise approach for unlocking the value of information and leads to better business performance.
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  • Going Folderless with Metadata for a Superior Approach to ECM

    1. 1. Going Folderless with Metadata for aSuperior Approach to ECMGreg MillikenPresident, M-Files Inc.www.m-files.com
    2. 2. METADATA-POWERED INFORMATION MANAGEMENTWhat Does Going "Folderless" with Metadata Mean?Organizing and managing documents andother information by…rather than"What" it isProposal"Where" it is stored
    3. 3. METADATA-POWERED INFORMATION MANAGEMENTA Simple Example: What is it?Its easy to describe… Wrench Combination wrench 7/8" combination wrench
    4. 4. METADATA-POWERED INFORMATION MANAGEMENTBut where is it stored?If you plan and organize meticulously,maybe your toolbox looks like this:But often it looks more like this,especially after frequent use:What if you need to work at another location?Buy another tool, or take it from the main box.Even if youre organized, how do you ensureothers don’t create the chaos shown above?
    5. 5. METADATA-POWERED INFORMATION MANAGEMENTAnother Example: Wheres Waldo?Hes really hard tofind in the chaos…
    6. 6. METADATA-POWERED INFORMATION MANAGEMENTSo Where Is Waldo?► Red-and-white-striped shirt► Bobble hat► Glasses► Brown hair► Skinny► Sometimes carries a caneHes hard to find, but very easy to describe…precisely
    7. 7. METADATA-POWERED INFORMATION MANAGEMENTTake the iPhone… Music on the iPhone doesntget put it in a music folder.The device just knows itsmusic, and it shows up whereand when its needed, bysong, artist, album, genre,decade, playlist, etc.
    8. 8. METADATA-POWERED INFORMATION MANAGEMENTWith Folders Its Not So Easy…Where Is It?• Quotation for Architectural Planning• ESTT Corporation• Hospital Expansion Project• 01-01-2012 v11 FINAL.docY:ADMINISTRATIONPROJECTCUSTOMERPRODUCTAGREEMENTAGREEMENTQUOTATIONQUOTATIONQUOTATIONSAGREEMENTSQUOTATIONAGREEMENTWhich folder?All ECM systems today use folders, except for…
    9. 9. METADATA-POWERED INFORMATION MANAGEMENTPaper Archives Network Folders"Paperless Office?"Business Intelligencethrough MetadataA Brief History of Document ManagementElectronic DocumentManagement1980 1990 2000 2010A long time ago…
    10. 10. METADATA-POWERED INFORMATION MANAGEMENT1st Generation: Paper ArchivesChallenges Inefficient, manual access toinformation Archiving plans must/had to becarefully designed and implemented Information reuse is/was difficult Slow processesPaper Archives
    11. 11. METADATA-POWERED INFORMATION MANAGEMENT► New possibilities Faster access to information Information reuse improved► Challenges Finding information still a difficult 70% of information still recreated Structure must be designed upfront Processes are slow and inefficient The amount of information has exploded:- 1995: 35% of information electronic; 2005: 75%1- Information volume grew by 650%1- Redundancy rampant: up to 19 copies 21) Kevin Craine 2006: White Paper Office Printing - The final frontier of cost control2) International Data Corporation (IDC) & Document Management Alliance (DMA)Network Folders"Paperless Office?"2nd Generation: Electronic Archives/Network Folders
    12. 12. METADATA-POWERED INFORMATION MANAGEMENTThe Brief History of FoldersXerox Alto, 1973Basic GraphicalUI, Mouse, WYSIWYG, NetworkingXerox PARC, 1971"Weh a v ea l w a y sb e e ns h a me le s sa b o u ts t e a l in gg r e a ti d e a s "Apple Lisa, 1983Graphical UI, the term"folders" popularizedApple Macintosh, 1984Xerox Star, April 1981Mouse, WYSIWYG,"Desktop" with folders,
    13. 13. METADATA-POWERED INFORMATION MANAGEMENT► Even more possibilities Indexing data for quicker searches Better control, improved processes & collaboration:Controlled editing, automated workflows, notifications etc. Improved information reuse:Smart templates, relationships between content► Challenges "Mega-Trends" are changing business- Internet, Cloud, Social, Big Data- Flexibility and adaptability are critical for adapting and optimizing As Business Intelligence/Analytics increases in importance- 80% of information is still in documents- Only 20% in databases1) Kevin Craine 2006: White Paper Office Printing - The final frontier of cost control2) International Data Corporation (IDC) & Document Management Alliance (DMA)Electronic DocumentManagementFolder-basedvsMetadata-driven3rd Generation: Electronic Document Management
    14. 14. METADATA-POWERED INFORMATION MANAGEMENT4th Generation: BI through Metadata► New possibilities Documents and other content become aninformation asset that leads the business► Challenges BI/BA tools typically require structured data- Documents are unstructured- New technologies enable structuring unstructured data Collaboration- Business processes are often customer-centric- Processes must support subcontractors and partners- Employees are mobile too Consumerization- BYOD- Mobile ITBusiness Intelligencethrough Metadata
    15. 15. METADATA-POWERED INFORMATION MANAGEMENTWho is M-Files? 2012 Gartner Magic Quadrant for ECMAn emerging ECM vendorfocused on metadata-poweredinformation managementComprehensive Use ofMetadata Navigation (and Search) Permissions Workflow Replication
    16. 16. METADATA-POWERED INFORMATION MANAGEMENTWhat Gartner says about Metadata► How Metadata Improves BusinessOpportunities and Threats(Gartner, March 2012 )► “Metadata unlocks the value of data……it requires management attention.”► “Failure to manage metadata properly will hampercritical activities such as informationmanagement, business process management andservice-oriented architecture (SOA) initiatives.”► “Failure to manage metadata properly”… is bad.
    17. 17. METADATA-POWERED INFORMATION MANAGEMENTWhat is Metadata?Information about informationProposal.docx Type or Class- Proposal, quotation, invoice Customer Project Dates- Created, Effective, Renewal Status- In Review, Approved, etc. Retention periodTypical use case is simple tagging: its helpful for search, but not much else.M-Files uses metadata to "virtualize" content management
    18. 18. METADATA-POWERED INFORMATION MANAGEMENT► Imagine a completely dynamic "virtual folder" structure► Documents appear in all relevant "views" automatically Only one copy, so no duplicationMetadata-driven Navigation (aka Dynamic Views)Document MetadataNDA.docx
    19. 19. METADATA-POWERED INFORMATION MANAGEMENTMetadata-driven, Multi-faceted PermissionsPermissions can be based on multiple properties and objects: Any information object, not just documents: Projects, Cases, Audits Employees can access only documents related to their BU & Dept. John sees the Chicago budget since he is in both the Chicago & Finance groupsDocument Metadata:Department = FinanceBusiness Unit = ChicagoFinanceDept.BillJohnMikeChicagoAndyTinaNew York
    20. 20. METADATA-POWERED INFORMATION MANAGEMENTMetadata-driven "Partial" ReplicationProject XYZ vaultin the cloudSubcontractorsCompany ABCAll documents on-premiseEmployeesOnly documents tagged to projectsautomatically replicate to thecloud-based project vault foraccess by subcontractorsOnly modified documentsreplicate back to thecorporate vaultModifications
    21. 21. METADATA-POWERED INFORMATION MANAGEMENTMetadata-based replication of safety instructions andnon-conformance reports between ships at sea and HQAll content resides at HQCritical content includes safety instructionsSatellite links• Can be slow• Often lose connectivityNon-conformance reports generated at sea• NCRs can be created any time (even offline)• Must be sent to HQ timely
    22. 22. METADATA-POWERED INFORMATION MANAGEMENTMetadata-based replication ofsafety instructions andnon-conformance reportsbetween ships at sea and HQnon-conformance reportssafety instructions
    23. 23. METADATA-POWERED INFORMATION MANAGEMENTWorkflow and Business Intelligence/Analytics:Leveraging Metadata to Draw Conclusions & OptimizeMetadata-driven Project DashboardProposal Order Manual InvoiceLeveraging metadatafor a gap analysis ofworkflow processes.Its possible not onlyto identify contentthat exists, but alsocontent that shouldexist but doesnt .
    24. 24. METADATA-POWERED INFORMATION MANAGEMENT► Manually entered► Semi-automated: Scanning with OCR Zonal Barcodes► Automated: Text analytics Semantics► Business AnalyticsHow is Metadata Defined?
    25. 25. METADATA-POWERED INFORMATION MANAGEMENTA Short Recap► Digitizing paper hasnt solved challenges Paper problems are now digital► Information amount and complexity is increasing So the problem is rapidly growing► Most businesses still rely on 1980s folders► Metadata offers a better approach More precise and flexible: "what vs. where" Brings structure to unstructured content► Structured information is good for BI/BA
    26. 26. M-Files CorporationEmail:info@m-files.comWeb:www.m-files.comPhone:North America: Europe:800.224.4074 +358.3.3138.7500972.516.4210