Everyone' a Records Manager... And Nobody Knows It!
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This presentation addresses solving information governance issues with: Solving Governance: "Everybody's a Records Manager, and nobody knows it" -Automated RM Process -Integrated with SharePoint -Solving the RM Paper Problem
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Everyone' a Records Manager... And Nobody Knows It!
- 1. Everyone’s a Records Manager… And Nobody Knows it!
- 2. • Cost • Control • Compliance WHY EASY RM? THE 3 “C”s
- 3. • Paper • Email • Website/Portal • Mobile • Social Media “90% of the world’s data has been generated over the last two years.” WHY EASY RM? CONTENT EVERYWHERE
- 4. Challenge • 100+ years of paper records • How to efficiently/effectively convert to electronic records • How to make sure it never happens again! EASY RM CASE STUDY Solution • Digitization = ROI of over $5 million • Going Forward: Alfresco RM 2.1 with “Easy RM” • Ensuring Success: Zia 3- day “RMNow” training & assessment
- 5. Content Creators THE TWO WORLDS OF ECM Governance‘Get Work Done’ Records Managers
- 6. PUT ANOTHER WAY - THE RM CONTINUUM Create Edit Find Version Workflow Collaborate Disposition Audit Security Archive Destruction
- 7. • Legacy RM Tools are Costly & Complex • Content isn’t in ECM (“ECM Avoidance”) • Email • Shared Drive • SharePoint • Dropbox (Cloud Shares) • How to Solve The Paper Problem SO WHY ISN’T IT WORKING TODAY
- 8. • Starts with Easy ECM • Tools they Use Today • SharePoint • Email, Outlook, Office and more… • In-Process Capture (IPC) • Automated RM • Enterprise Integration – ERP/CRM • Adoption – RMNow, Glazr INTRODUCING EASY RM
- 9. Alfresco RM 2.2 • In-Place Records Management • Intelligent File Plan • Automated Declaration • DoD 5015.2 Certification • Advanced Workflow • Retention, Disposal, Legal Holds… EASY RM WITH ALFRESCO RECORDS MANAGEMENT
- 11. Intelligent File Plan • Dynamic Creation & Filing • Rules for Filing Records • Auto-Create Records Folders Automated Filing & Declaration • Location Change • Attribute Change ALFRESCO RM 2.2
- 13. Retain Paper - Integrated ECM • Combined View/Search • Synchronized Case/File Plan Digitization • Ephesoft Intelligent Capture • Mailroom Automation Going Forward • In-Process Capture SOLVING THE PAPER PROBLEM PARTNER OF THE YEAR 2013 PARTNER OF THE YEAR 2012
- 14. Challenge • Manual Creation / Review / Approval of All City Contracts • “Wet” Signature Required • Expensive, Slow, Error Prone • “Where’s my Contract EASY RM CASE STUDY Solution • Contracts Automation – Creation, Workflow, & Electronic Signature • Integrated – Oracle ESB, Peoplesoft Financials • Records Management
- 15. Training & Assessment Package • “Jump Start” Service Offering • Customized for your RM Deployment • 3-Day Onsite: • Alfresco 2.2 RM Training • Zia RM Assessment Session http://www.ziaconsulting.com/RMNow INTRODUCING RMNOW
- 16. RM NOW 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
Editor's Notes
- Cost of Creating & Accessing Records RM Divide – between those creating documents and those managing records ECM Avoidance – Email, Shared Drives, Dropbox – and the SharePoint problem At the same time that content is exploding
- At the same time that content is exploding
- Cost of storage and inaccessibility of 100+ years of paper records How to digitize legacy records cost-effectively and with confidence How to ensure successful launch and user adoption of new EasyRM system Phase 1: paper records into Alfresco ECM with ROI on 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
- Dynamic File Plan Set rules for filling records Auto-create record folders The System can automatically file and declare based on triggers: Attribute change Location change