[Webinar Slides] Work Where Your Content Really Lives: The Ideal Hybrid ECM Environment

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Work
Where
Your

Content
Really
Lives:

The
Ideal
Hybrid
ECM
Environment

Presented
November
18,
2015

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by:
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by:

AIIM
Presents:

Work
Where
Your
Content
Really
Lives:

The
Ideal
Hybrid
ECM
Environment

Host:
Theresa
Resek

Director

AIIM

Richard
Medina

Co-‐Founder
&
Principal
Consultant

Doculabs,
Inc.

Andrea
Chiappe

Director
of
Innova8on
and
Strategy

Systemware

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Introducing
our
Featured
Speaker

Richard
Medina

Co-‐Founder
&
Principal
Consultant

Doculabs,
Inc.

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by:
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About
Doculabs

Doculabs
is
a
strategy
consulIng
firm;
our
clients
rely
on
us
to
help
them
improve
the

way
they
manage
informaIon.
We
provide
services
such
as
developing
strategic

roadmaps
and
business
cases,
program
management,
and
content
migraIon
assistance.

Our
consultants
are
experts
in
helping
clients
manage
content
such
as
Office
documents,

web
content,
email,
customer
communicaIons,
and
records
to
improve
operaIons,

lower
costs,
increase
revenue,
and
reduce
risk.

Differen8ators

• 20+
years
of
informaIon
management
experience

• ObjecIve
recommendaIons

• Provide
empirical
data
from
over
1,200
engagements

• More
than
550
customers
in
financial
services,
insurance,
energy,

manufacturing,
and
life
sciences

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by:

A
Simple
Picture
of
the
Trends

Enterprises

considering
the

cloud

Enterprises

developing

strategies
to

migrate
limited

applicaIons

Cloud
becomes

default
for
all
but

most
secure

applicaIons

“Could
we
go
to

the
cloud/SAAS?”

“How
will
we
go
to

the
cloud/SAAS?”

“What
was
it
like

before
we
went
to

the
cloud/SAAS?”

2007-‐2012

2013-‐2016

2017
Onward

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What’s
Happening
Now
in
Many
Industries

•  A
turning
point

–  Pressure
to
replace
aging
systems

–  “Failure”
to
find
a
replacement
in
SharePoint

–  Dynamic
business
environment
with
significant
unknowns

–  Long-‐term
nature
of
plaaorm
decisions

•  The
Cloud
opOon

–  Ease
of
use

–  Low/no
IT
overhead
and
rapid
deployment

–  Security
and
compliance
on
par
with
tradiIonal

soluIons

–  Most
issues
are
now
advantages

–  More
flexibility,
experience,
and
sophisIcaIon
in

deployments

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The
PermutaIons
of
“Cloud”

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Perceived
Security
and
Compliance
Cloud
Issues

1.  Risk:

Too
risky
for
your
content

–  MiIgate
compliance,
legal,
and
business
risks

–  Leverage
3rd
party
automated,
repeatable
processes

2.  Data
Security:

Inadequate
security
&
data
protecIon

–  More
resources
for
security
than
in-‐house

–  Audited
datacenters,
ReporIng,
High
security,
24/7
surveillance,

etc…

3.  Cost:

More
expensive
than
an
on-‐prem
soluIon

–  Lower
TCO
and
CapEx

–  Predictable
monthly
costs
and
only
pay
for
services
used

These
issues
are
now
advantages
-‐
if
you
do
it
right

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Perceived
Security
and
Compliance
Cloud
Issues

These
issues
can
be
managed
–
if
you
do
it
right

4.  Vendor
Risk:

Vendors
unstable
or
unready
to

support
rigorous
ECM
requirements

–  Vendors
have
matured

–  Rigorous
proven
evaluaIon
methodologies

5.  OrganizaOonal
Readiness:

Two
problems
hinder

ECM
deployments
–
and
can
be
as
bad
for
Cloud

–  OpImizaIon
Problem

–  Roadmap
Problem

6.  Exit
Risk:

Breaking
up
is
hard
to
do

–  Two
models
for
exiIng:
oﬀ-‐site
paper
document
storage

outsourcing
vs.
power
uIlity
market

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How
Do
You
Get
Started
–
Safely
but
EﬀecIvely?

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by:

1.
IdenIfy
Business
ObjecIves
and
OpportuniIes

•  Your
organizaIon’s
deﬁned

set
of
corporate
objecIves

•  Risk
environment,
relevant

regulaIons
and
standards

OUR COMPANY

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2.
Conduct
a
Focused
Assessment
of
your

Current
State
for
ECM

•  Technology
and
Processes

–  Inventory
your
important
systems

and
idenIfy
the
business
processes

that
they
support

•  People

–  Interview
the
user
groups
to
idenIfy

their
issues
with
the
current
state
and

requirements

•  Content

–  For
the
important
systems
and

business
process
categories,
classify

the
documents
they
use
by
their

value,
risk,
level
of
needed
control,

and
other
enterprise
requirements

R
R
R
R
R

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EvaluaIon
Categories
for
Technologies,

Processes,
and
Content

Criteria:

1.  Value
and
risk

2.  Controlled
vs
uncontrolled

3.  Internal
vs
external
(parIcipaIon)

4.  Sharing
vs
not
sharing
(parIcipaIon)

5.  Process
management
and
system

integraIon
capabiliIes
and

requirements

6.  Content
management
capabiliIes

and
requirements

7.  Kinds
of
content
and
infrastructure

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Map
your
SituaIon:
An
Example

•  For
each
quadrant,

determine:
the
division
of

labor
between
IT
and
users,

the
capabiliIes
currently

used,
the
conﬁguraIons,

the
types
of
devices
(e.g.,

smart
phones,
tablets,

wearables),
and
the
types
of

users
and
user
scenarios

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3.
IdenIfy
and
PrioriIze
your
Cloud-‐based
ECM

OpportuniIes

1.  Review
the
candidate
processes
you’ve
plo(ed
against
the

evaluaIon
criteria
maps.

2.  Just
as
every
business
process
wasn’t
a
“fit”
for
on-‐premises

ECM,
not
every
process
makes
sense
for
cloud
ECM.

3.  Once
you’ve
made
your
list
of
candidate
processes,
prioriIze

them,
based
on
their
respecIve
abiliIes
to
support
the

business
objecIves
you
idenIfied
back
in
Step
1.

4.  Make
a
go/no-‐go
decision:
Are
the
cloud-‐based
ECM

opportuniIes
you’ve
idenIfied
worth
the
cost
and
effort
of

moving
off
current
systems
and
onto
cloud-‐based
ECM?

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4.
Deﬁne
your
Future
State
and
Roadmap
for

the
Cloud

•  Create
a
future
state
vision
and
roadmap
for
where
you’d
like

to
be
in
3
to
5
years,
prioriIzed
based
on
Step
3

•  For
example:

1.  A
low-‐value/risk
area
would
be
to
expand
cloud
ECM
for
uncontrolled

documents
internally

2.  Then
idenIfy
opportuniIes
for
external
parIcipaIon
on
uncontrolled

documents
(e.g.,
public
relaIons
materials
created
with
external

groups)

3.  Next
move
to
opportuniIes
for
sharing
controlled
documents

externally
(e.g.,
with
partners)

4.  Finally,
move
to
opportuniIes
for
sharing
controlled
documents

internally

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by:
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by:

An
Example
Future
State
and
Roadmap

•  In
this
simple
example,
your

vision
is
to
move
from
selected

opportuniIes
that
are
lower

value/risk
internal,
to
those
that

are
lower
value/risk
external,
to

higher
value/risk
external,
to

higher
value/risk
internal

•  At
this
point,
with
your
vision
for

cloud
ECM
in
place,
you
can

begin
to
ﬂesh
out
the
projects

needed
to
achieve
that
vision

and
to
lay
them
against
a

Imeline
into
a
program
roadmap

that
will
guide
your
organizaIon

in
its
eﬀorts

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by:
Presented
by:

Doculabs
ConsulIng
Services

•  Doculabs
Maturity
Assessment

– Benchmark
your
capabiliIes
against
your
peers

•  20
years
of
industry
data
included
in
the
study

•  Financial
Services
and
Insurance
are
the
primary
data
points

•  Doculabs
Gap
Assessment
and
ValidaIon

– Will
your
plan
work?

•  Reviewed
100’s
of
plans
similar
to
what
you
are
working
on

•  Seen
the
warts
and
the
piaalls
that
you
are
likely
to
face
working
on
the

ﬁrst
Ime
eﬀort

•  Doculabs
Strategy
and
Roadmap

– Build
your
plan
for
the
future

•  Understand
the
key
requirements
of
your
organizaIon
translated
into

informaIon
management
capabiliIes

•  Build
a
vision
that
you
will
sell
to
the
leaders
and
investors
in
your
program

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by:

NEXT
STEPS…

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by:
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by:

THANK
YOU

Richard
Medina

rmedina@doculabs.com

312-‐953-‐9983

www.doculabs.com

Underwri(en
by:
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by:

Introducing
our
Speaker

Andrea
Chiappe

@ChiappeAndrea

Director
of
InnovaOon
and
Strategy

Systemware

@Systemware

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by:
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by:

Systemware

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by:

ECM
Individualized

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by:
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by:

Intelligent
Content
Network

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by:

Intelligent Content
Network
•  Anytime, Anywhere Access
•  High Availability
•  Governance & Compliance
Focused
•  Interoperable
Intelligent
Content
Network

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by:

No technologies — on-premises or in the public cloud
— can ever be considered 100% secure or
reliable — especially when users and IT staff are provided
a new capability with no guidance on its use or management.
Intelligent
Content
Network

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by:

Content
Cloud
in
AcIon

Underwri(en
by:
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by:

THANK
YOU

Andrea
Chiappe
(@ChiappeAndrea)

andrea.chiappe@systemware.com

www.systemware.com

@Systemware

1-‐800-‐535-‐8681

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Visit
aiim.org/ecm

Enterprise
Content
Management

Resource
Center
Want
more
informa8on
on
this
topic?

Learn
how
to
combine
content
analyIcs,
collaboraIon,
governance,
and

processes
with
anywhere,
anyIme
access.

Access
Industry
Tutorials,
Research,
Webinars,
and
Expert
Advice
Blogs
-‐

all
in
one
place

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About
AIIM

AIIM
is
the
Global
Community
of

InformaIon
Professionals

AIIM
believes
that
the
informaIon
systems

we
use
at
work
should
be

simple,
secure,
and
available

anywhere,
anyIme,
and
on
any
device.

Our
mission
is
to
improve
organizaIonal

performance
by
empowering
a
community

of
leaders
commi(ed
to
informaIon-‐driven

innovaIon.

Learn
more
at
www.aiim.org

[Webinar Slides] Work Where Your Content Really Lives: The Ideal Hybrid ECM Environment

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[Webinar Slides] Work Where Your Content Really Lives: The Ideal Hybrid ECM Environment