This document summarizes a presentation about selecting the right document management and collaboration solution. It discusses how collaboration has become complex with many services but can be simplified. The presentation covers how organizations currently collaborate using paper systems, document capture, shared drives, electronic document management systems, and cloud-based applications. It also discusses different types of cloud applications for storage and retrieval, content collaboration, and full platforms. The presentation aims to provide guidance on how to simplify collaboration through technology and process.

1. In association with: Presented by: Porter-Roth Associates
Selecting the Right Document
Management Collaboration
Solution: The Power of Simplicity
Presented April 3, 2013

2. In association with: Presented by:
Independent, vendor neutral, consulting in:
 Cloud Information Management
 Electronic Document Management
 Document Imaging
 Records Management
 Workflow
http://www.erms.com
info@erms.com
@BudPR
415-381-6217
Porter-Roth Associates

3. In association with: Presented by:
 Introduction
 Collaboration Technologies
 Simplify Collaboration
 Questions
Agenda

4. In association with: Presented by:
A Theme for Our Talk…
Com
plex
Simp
le
Complex
Simple

5. In association with: Presented by:
Today, Collaboration is a Complex Matter
File Sync
On-Premise
Electronic & Paper Documents
Cloud-based
(n+1) servicesased
Work
Home
Work
BYOD
Electronic Documents
Video Conf

6. In association with: Presented by:
But in Reality, It’s not that Complex
Do we have a
deal?

7. In association with: Presented by:
 Paper Systems
 Shared Drives
 Document Capture
 Electronic Document Management
 Cloud-based Applications
How do we Collaborate Today?

8. In association with: Presented by:
 Paper was/is stored in a variety of places
 Personal workspaces
 Department “shelves”
 Archive centers (in-house)
 Archive centers (3rd party)
 People “like” paper because it is easy to use and in some cases remains
the best medium for a particular use, but,
 Paper capture has gotten better, cheaper, and faster giving us fewer
reasons to keep paper around
 Today’s capture systems make the choice between paper or image
harder to make and in many cases, only our “history” is the reason why
paper is still used
Paper Systems

9. In association with: Presented by:
 Scanning initially was to “replaced” paper but…
 Scanning is a viable and cost effective technology for storing and
managing paper
 Can be used on a department, project, or personal basis
 An effective way of collaborating
 Technology has made capture simpler, better, and cheaper so you no
longer have to buy a complete ECM system in order to use capture
technologies
 If the choice is between paper and image, it is increasingly difficult to
justify staying with paper
Document Capture

10. In association with: Presented by:
 Individual or group file shares
 Access permissions controlled in a variety of ways
 Have basically no document management controls
 Have little inherent “metadata” capabilities
 Difficult to search with any accuracy
 People like shared drives because they are easy to use and they require
little “overhead” from IT or IM
 However, with the advent of newer technologies, there is little reason to
continue using them
 SharePoint is replacing shared drives
 Cloud-based systems are replacing shared drives
 Can you sync a file share and cloud system to make better use of both?
Shared Drives

11. In association with: Presented by:
 Electronic document management is so broad with so many products
and functionality that it is hard for anyone to grasp the complete
marketplace and technologies
 Systems are often complex and not user “friendly” and implementation
and on-going costs can be significant
 Legacy ECM systems have their place, but they are being supplemented
by smaller systems or even cloud-based collaboration systems
 Think 80/20 when you think of a legacy ECM
 There is no reason why you can’t use a cloud-based collaborative
system for the front-end and the legacy system for the back-end
activities such as records management, archival storage, and
compliance
Electronic Document Management

12. In association with: Presented by:
 Store and Retrieve – very basic and functions like an FTP or a file share
in the cloud site.
 Content Collaboration – offers basic storage & retrieval - also includes
basic document management capabilities that allow multiple people to
collaborate on content.
 Platform – offers a complete environment including storage and
retrieval, content management, and office productivity applications such
as word
processing, spreadsheet, presentations, calendaring, workflow, etc.
 Cloud-based systems are designed to be simple and intuitively useful
right out of the box.
Cloud Applications (document/file based)

13. In association with: Presented by:
 Dropbox
 Huddle
 HP Flow CM
 Office 365/SharePoint (hosted)
 Box
 SpringCM
 Accellion
 Workshare
 And many others
Cloud Content Management (CCM) Systems

14. In association with: Presented by:
 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.
 Basecamp (project management)
 Workday (HR)
 NetSuite (ERP)
 Salesforce/Chatter (CRM/social networking) + Chatterbox)
 Collaboration can happen between two cloud-based applications
 It is not unusual to have two or more cloud applications providing
different functional uses
Cloud Applications (not document/file based)

15. In association with: Presented by:
How to Simplify Collaboration
Technology
Process

16. In association with: Presented by:
Simply Your Collaboration Systems
ACME,
LLC
LS
Legacy Systems

17. In association with: Presented by:
Questions?