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Automated Archiving with Easy Records Management
Typically, the world of content creators has been separate from those responsible for content compliance. This meant records management was often a costly and complex manual process with RM specialists focused on moving information from one system to another. As a result, many organizations are simply not able to keep up with compliance requirements. Easy RM from Zia, powered by Alfresco, automates the RM process. Easy RM creates complete file plans with retention and disposition schedules directly from actions in accounting/ERP or CRM systems like SAP, Salesforce, or Microsoft Dynamics. Additionally, our solutions are built on a single DoD5015.02 certified content hub for document and records management, delivering enterprise-class reliability and scalability. Join us for this webinar on modernizing your records management system, where we will cover: * Case study of Easy RM, including the management of physical records * Use cases of automated RM including contracts and case management * Features such as enterprise Outlook integration and automated classification * How to solve SharePoint archiving
Automated Archiving with Easy Records Management
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- 2. ©2016 Zia Consulting,Inc Why EasyRM? Ever Increasing Oversight Ever Increasing Volumes of Content Ever Increasing Variability of Content Existing Processes are Broken (aka Cost & Complexity)
- 3. ©2016 Zia Consulting,Inc Where EasyRM? Banking Insurance Healthcare Public Sector Corporate Finance Human Resources
- 4. ©2016 Zia Consulting,Inc Your Legacy Governance Process Low User Adoption DM vs. RM Systems Lacks Automation & Integration Data Center Lock-In The Paper Problem
- 5. ©2016 Zia Consulting,Inc Connecting Creators with Compliance Content Creators Record Managers Create Edit Search Collaborate Tasks Disposition Audit Security Archive Destruction
- 6. ©2016 Zia Consulting,Inc What If RM was User Friendly? Current Users Future Users ©2015 Zia Consulting, Inc. All Rights Reserved.
- 7. ©2016 Zia Consulting,Inc And Could be Automated? Your Process Our Process ©2015 Zia Consulting, Inc. All Rights Reserved.
- 8. ©2016 Zia Consulting,Inc And Systems Could be Modernized? How You Work Today How You Can Work Tomorrow
- 9. ©2016 Zia Consulting,Inc Prove It! 100+ Years Paper Records Digitization AND Integrated RM Automated Application of Disposition Schedules Universal Search Electronic Records Management
- 10. ©2016 Zia Consulting,Inc EasyRM - User Adoption In-Place Records Management Automated, Event-Driven Record Declaration Intelligent File Plan
- 11. ©2016 Zia Consulting,Inc In-Place Records
- 12. ©2016 Zia Consulting,Inc Auto-Declaration
- 13. ©2016 Zia Consulting,Inc Intelligent, Dynamic File Plan Record Attributes File Plan Path Date Fields
- 14. ©2016 Zia Consulting,Inc EasyRM - Automated & Integrated Archiving from the Tools You Use Today With Advanced Workflow
- 15. ©2016 Zia Consulting,Inc EasyRM - Modernization Solving the Paper Problem Digitization of Records Integrated Records Management Moving to the Cloud
- 16. ©2016 Zia Consulting,Inc Why Alfresco RM? Single System for Business Content and Corporate Records Automated, Rules-Based Management of Record Lifecycle – Creation, Retention, Destruction Simple Tools for Filing, Search, Audit Open Source, Open Platform, Open Standards Enterprise Class / DoD 5015.02 Certified
- 18. Who is Zia? EST. 2003 Boulder,CO Critic al Not Casual Controlling Chaos + Delivering Rapid ROI Process & Integratio n Open Platforms Content People
- 19. ©2016 Zia Consulting,Inc Next Steps RMNow Training & Assessment Package http://www.ziaconsulting.com/RMNow Modernization Series Recordings Documentum Migration Activiti Modernization ziaconsulting.com/resources/recorded-webinars/
- 20. Questions? Phil Robinson SVP BusinessDevelopment Zia Consulting phil@ziaconsulting.com
Editor's Notes
- #2 Welcome – thank you 30 min webinars – specific topic – fit or not Today – look at third part of modernizing your business processes – focusing on simplifying your governance process w/ what we term EasyRM As we’ll discuss today – governance and compliance process has simultaneously become more important and more complex at the same time. Our role as Zia – trusted partner with you – our understanding how to apply modern, really next-generation technologies to your business process – about delivering true business solutions – Talk about a few of our case studies, show a demo So let’s get started
- #3 Before we get into the technology – start with look at today’s environment around information governance and the need for a new way of handing records management and compliance. Companies must comply with an increasing set of industry, corporate and government obligations—as well as their own internal information management policies. Content volumes are exploding across every metric you look at and the range of content types has expanded to include not just traditional documents but also digital images and videos / audio recordings – look at insurance claims or healthcare images All of this content needs to managed and governed. And at the same time – enterprises across the country saying the cost of managing records is skyrocketing, and the complexity of working across different systems is overwhelming
- #4 And where do we see these issues most prevalent – probably not surprise to many of you: Financial services w/ regulatory oversight and content-centric business processes Also healthcare & public sector Also see a couple of functional departments heavily involved – finance w/ AP, Contracts, Procurement and also HR with need to manage records
- #5 traditional RM solutions, which were designed to support Records Managers and Compliance Officers, don’t meet today’s requirements for information governance and compliance. They are too complex for most users, resulting in RM being reduced to a dedicated discipline, only practiced by a few. Their complexity limits user uptake, resulting in low adoption They are standalone systems, with records managed in a separated repository. This leads to out-of-date information and creates gaps in content coverage. They don’t easily integrate with the business applications where users live – whether email, ERP, CRM or other line of business systems – and so it’s very difficult to automate the archiving process Also – traditional systems have almost exclusively been “on-premise” solutions – unable to leverage the benefits of modern cloud infrastructure for management or storage of records Finally – most organizations have two systems – one for electronic and one for paper – need a path forward to pull together All of these shortcomings compromise information governance… which means you’re at a higher risk for not complying with internal policies and outside regulations.
- #6 As discussed on last slide – traditionally have been separate parts of organization, separate disciplines Need to bridge the gap – how to connect the process of creating or receiving content in the organization w/ management of records The day-to-day collaboration efforts and tasks like review and approval, with assignment of retention and disposition schedules In our view, only way is with EasyRM
- #7 So looking at today’s environment– a few leading questions for you – what if… Our approach – user friendly RM tool (actually making RM easier) combined with integration with the tools users already using – again email, ERP/Accounting systems, etc…. Leverage power, flexibility of open, modern technology to deliver this
- #8 And what if the RM process was automated – so often users didn’t even need to take action Instead, event-driven as we’ll discuss and show you Leveraging power of modern BPM/workflow system And the integration with user tools discussed on last slide was also automated
- #9 So you had a single DM/RM Repo – a single source of truth to search against And a path forward for managing paper records – both digitization and an integrated system of management And the ability to leverage cloud / low cost storage
- #10 So bunch of claims there – often next question is “prove it” CPG story How to deal with Cost of storage and inaccessibility of 100+ years of paper records How to digitize legacy records cost-effectively and with confidence and also figure out what to do w/ subset of paper records not digitizing How to ensure successful launch and user adoption of new electronic EasyRM system Phase 1 – backfile conversion - digitization of majority of paper records into Alfresco ECM with ROI on just that phase of project of over $5 million Alfresco RM2.1 with “EasyRM” – applying disposition schedules to legacy records and all new records directly into RM system Zia 3-day “RMNow” training & assessment - with RM2.2 training built in collaboration with Alfresco Managing Remaining Paper Records Automated creation of the file plan from an Excel file Imported 10,000 box records from the current inventory sheet, filed to the file plan, applied disposition schedule and automatically completed retention steps and events and correctly set eligibility dates for destruction steps Created an Advanced Search to allow the end users to easily search for boxes and forms based on metadata. Created a process to automatically destroy the box records when appropriate
- #11 Okay – transition now to a look at some of features and functionality – what is EasyRM As mentioned - #1 focus is user adoption - We increase user adoption because it fits the way people work and hides the complexities of records management from users. Here’s how: First is support for “in-place records”. Users don’t have to go to a separate system to access or declare records. Instead, they can access and declare records from anywhere within the simple-to-use interface. One right-click is all it takes to declare a record. Of course – if you want to go step further - you can also make records management completely effortless and transparent to end users. You can configure the system to automatically create a record based on business rules or events that you define. In addition, Alfresco One’s Dynamic File Plan automatically files records in the right folder—again based on easy-to-configure rules. We’ll look at these features each individually a bit more later
- #12 Quickly show features – Highlight In-Place Record Declaration. The Alfresco Records Management module allows users to file new records from a variety of simple-to-use interfaces In-place records allow end users to declare and access records in a way that makes sense to them while providing the control needed by Records Managers. See how users can make the contract a record right from within Alfresco ECM. They can also download it, edit its metadata, or even hide the record, all with one click.
- #13 Second – the Auto-Declaration of Records. Records Managers can declare rules that define when a record should be declared. Users just work with their documents and Alfresco does the rest. You can set a rule that automatically declares a case file a record when a case is closed. You can also automatically add properties (metadata) to make records more easily searchable. Note how record declaration happens as part of the natural flow of business. And the record is stored in the Alfresco repository, not a separate RM silo. The System can automatically file and declare based on triggers: Attribute change Location change
- #14 Finally – the Intelligent, Dynamic File Plan. Once new records are added, the Alfresco RM module provides the functionality to manage the lifecycle of records while controlling access. Automatically file and declare records based on configurable rules. New record folders are created as needed, removing administration overhead. No need to understand complex file plans Here, we are looking at the rules that can be set for the dynamic file plan including date, the file plan path itself, and the record attributes. This can all be managed from a simple-to-use interface. Should also point out that we handle disposition of records too. At some point corporate records will come to the end of their useful life. These records need to be destroyed, archived or transferred to another system. The Alfresco RM solution provides: Full disposition support Ability to configure different retention and archive policies Automated conversion or routines that automatically convert docs from proprietary formats to long-term vendor neutral archival format Archive export for long term archival Data cleansing to ensure complete deletion of sensitive records
- #15 Aligned with features mentioned on last slide is idea that only way to really ensure compliance and enterprise governance is automation of the archiving process from the systems that are used every day Still the “vast majority” work of employees in email – and so this need to manage docs in email Need for powerful/flexible email integration – email in, drag/drop, send/file + automated archiving And for those who work in core business systems – ERP/Accounting systems like SAP, Oracle/Peoplesoft or CRM’s like Salesforce or Dyanmics – or even line of business applications like Loan Origination Systems or Insurance / Claims Management systems Finally, talked about event-driven RM – one of key benefits of Alfresco RM is ability to leveraged Alfresco Activiti, our enterprise BPM platform. This allows you to automatically declare and file records at the completion of a content-centric process—like processing a loan application or onboarding an employee or client. In this way, you can apply retention and disposition policies to all the forms and documented created during your core business processes.
- #16 Last of claims around Modernization – look at two elements today Paper – As saw in case study – not everyone may have 100 years of corporate records – but often a key driver for RM modernization is a desire to digitize paper records – We leverage Ephesoft – modern, Advanced OCR with Classification and Extraction without bar codes or separator pages Structured (Forms) and Unstructured Automation of Filing, Rules, etc… OCR-as-a-Service Paper and/or Electronic Documents Mailroom Automation and/or “In Process Capture” Embedded in ECM/Workflow Automated Classification & Extraction Second part of Solving the Paper Problem – what about remaining paper – note that Alfresco RM isn’t designed as a paper-RM system, but if you are looking for transition / modernization and looking for similar to case study – how to track what’s out there while waiting for disposition for example Integrated Content Management Combined View Combined Search How organized today – DB, Spreadsheet – Homegrown Can use Alfresco to track – can keep as paper “backfile” – can still have fileplan / RM disposition disposal **** KEY – GOTTA HAVE THE METADATA ASSOCIATED WITH LOCATION DETAILS And then additional driver of modernization – as mentioned – looking to leverage cloud – Alfresco & Zia working very closely with AWS these days, and see opportunities to both leverage for Document & Records Management – and specifically storage of content – whether very large content like digital images or videos, or perhaps long-term storage
- #17 Summary Slide – The Records Management Module extends the capabilities of Alfresco ECM adding the extra level of control needed for information governance. Alfresco Records Management overcomes the shortcomings of traditional records management systems. With Alfresco, you can manage all your business content and corporate records in one integrated platform. Records management doesn’t happen in a separate, disconnected system. A consolidated repository eliminates silos and reduces the risk of unmanaged information, especially because we make records management so effortless for users. You can build a comprehensive strategy for managing both business content and corporate records on one platform. Alfresco supports automated, rules-based management of the entire record lifecycle, from record capture through retention to final destruction. Flexible disposition schedules let you control everything that happens to a record—from capture through retention to final destruction. You can review, hold, transfer, archive, and destroy records based on File Plan or record properties. The system has a variety of easy-to-use tools to file, search and audit records. These tools make life easier for everyone: end users, records managers, and compliance officers. We have a full audit trail and configurable dashboards for compliance reporting. Your RM specialists can run pre-defined reports to search and screen records—allowing for the easy identification and resolution of exceptions. Audit logs allow you to report on all actions taken in the system. Rapid eDiscovery is supported by powerful search capabilities. You can quickly retrieve relevant records, searching across full-text content, file plan structures, records management categories, and record types. And because all your records are in one place, you have a single point of truth. For Zia – the fact that it’s Open Source but also an Open Platform and complies with Open Standards like CMIS allow us to deliver business solutions that work IT has complete access to the source code. As a result, you are never locked in and always have the flexibility you need to meet to future information governance and compliance requirements. Alfresco offers the only open source RM solution that is DoD 5015.2 certified and was built from the ground up to be enterprise class & scale
- #18 Demo – HR Onboarding – last part of a series – only 1 minute demo but show you what RM looks like in real situation – not have time for full 10 mins Series shows new applicant onboarding – Outlook email integration with automated filing – case management for request and then receipt of i9 & w4 – with automated classification and extraction/matching Demo discuss the automatic application of retention schedules based on document types and automated filing based on rules set up
- #19 Our History / Our Focus We do content – not just any content, but critical. With a focus on process-intensive content Take our skills and build repeatable solutions on open platforms To again help you control your chaos and automate your manual/paper-centric processes And as said at the outset – really about addressing what happens in your business every day
- #20 Training & Assessment Package “Jump Start” Service Offering Customized for your RM deployment 3-day Onsite Alfresco 2.2 RM Training Zia RM Assessment