AIIM Webinar Integrating and Auditing Content Across the Enterprise: what they don’t tell you...

AIIM Webinar

Integrating and Auditing Content Across the Enterprise: what they don’t tell you about governance, risk, and compliance

Speakers

Peggy Winton

Global Vice President

Erin McCart

Product Marketing Manager

“Questions” bottom left.

Asking Questions

Enlarge slides, top right

Asking Questions

Who are we?

AIIM is the community focused on providing education, research, and best

practices to help organizations find, control, and optimize their information

for maximum value.

Reinvent Customer Relationships

Reduce Risks and Costs

Increase Productivity

Knowledge Worker Challenges

At the Core…

you are trying to help your organisation deal with an explosion of information that is largely unmanaged

Content Types

How are the following content types managed and archived in your organisation - % “Unmanaged”

Twitter and blog posts not

archived in 80+% of organizations

using them

– but neither are instant

messages!

- and emails 39% “unmanaged”

N=604 March 2010

Normalized for “Not Applicable”

Records Integrity?

If challenged, how confident would you be that your electronic records have not been modified, deleted, or inappropriately accessed?

37% not confident that their

electronic records are robust.

- 56% for those with no form of ERM, 28% for

those with.

N=659

How long would it take to produce all of the organizational information related to a former customer or constituent?

Legal Discovery

All respondents (468)

28% would take more than a

month

18% had been exposed to a

legal challenge in the last 12 months and a further 15% in

the last 3 years – a 1 in 3 chance

What are the strongest drivers for automating document-centric processes in your organisation? Max. THREE.

Strategy and Drivers

#1 Knowledge Management

#2 & #3 Compliance &Productivity

…then customer

service and storage cost

saving

10+ employees ,Non-trade

(742)

How Important is BPM to your organization’s business goals and success?

Strategy and Drivers

10+ employees non-Trade , 8% Don’t Know not inc. (425)

63% consider BPM to be of

significant importance

What percentage of the processes in your business that could usefully and profitably be improved by workflow/process management would you say have so far been addressed?

Deployment

Of those who are active, 62%

have only addressed one

fifth of the potential projects

10+ employees non-Trade , excl. 10% “None” (336)

AIIM Surveys

Full reports free to download at:

www.aiim.org.uk/research

Email: [email protected] Blog:

ECM by Numbers

Diary Dates

BPM – Business Process Management Training 19-22 Sept, London

ECM – Enterprise Content Management Training2-5 Nov, London

E2.0 – Enterprise 2.0 Training30 Nov – 3 Dec, London

Next AIIM Webinar:

- 10:00am (UK Time) 28th October 2010

+44 (0)1905 727606 www.aiim.org.uk/training

Copyright®2010 Allen Systems Group, Inc.www.asg.com

Integrating and Auditing ContentAcross the Enterprise

What They Don’t Tell You AboutGovernance, Risk and Compliance


Reminders


Agenda

• Content Chaos• GRC – Governance, Risk and Compliance• Organizing the Insanity• Integrating Multiple Repositories• Total Content Integration• Auditing and Balancing Content


Content Chaos


Legal/ComplianceService Desk Marketing CustomersManagementOperations

Content Chaos


Portals / Self-Service

Corporate Intranet

Customer Service SharePoint Research

AnalysisElectronic

PresentmentExternal Website


Content Chaos


The Challenge

Wal-Mart handles 1M customer transactions every hour

It has 2.5 petabytes of archive data

…167 times the number of books in the Library of Congress



Corporate Intranet

Customer Service SharePoint Research

AnalysisElectronic

PresentmentExternal Website


Content Chaos


GRC – Governance, Risk and Compliance

• Governance – risk oversight AND business processes to manage, avoid and mitigate risk

• Risk [Management] – monitoring and mitigating exposure to risk

• Compliance – business processes AND controls imposed by governance rules for internal policies, industry mandates or government regulations


Content Chaos


The Complexity

• How many repositories does the average company have?• Forrester Research survey:

• 43% have more than 5 repositories company-wide• 25% have more than 15 repositories

• Point-to-point interfaces• Increased costs

• Multiple systems • Increased complexity• End-user training on multiple systems

• Decreased execution• Can’t find information• Slow response times• Poor exposure and decision-making

• Compliance issues• Incomplete or untimely discovery• Inaccurate or altered information• Fines and share price impacts


How to Organize the Insanity

• Close the gap between IT, ECM and GRC• Technologies and content must be integrated

• Single, integrated content repository• Integrating multiple content repositories• Integrated content repository must be:

• Scalable• Searchable• Adaptable to support a wide-variety of content types

– Mission- and operations-critical documents– Images of scanned documents– Rich media– Transaction data– Business objects– Corporate records


Integrating Multiple Repositories

• Benefits• Fast, easy and secure access to all content• Users have a single, consistent user interface• Content is delivered to business critical applications

• When selecting a solution:• Open architecture based on standard Web services• Out-of-the-box adapters• Software Development Kit (SDK)• Content transformation• Multiple presentment options• Single sign-on• Multiple interfaces with other systems


What is Total Content Integration?

Client applications

Search

Authentication

Content Delivery

Index Mapping

Archive Write

Index Update

TCI Client Web Services

ASG-ViewDirect

TCI Repository B

ViewDirectAdapter

MOSSEnterprise Search

TCI Repository A

SharePointAdapter

Source C

TCI Repository C

AdapterC

RecordsMgmt.

TCI Database


Total Content Integrator - Architecture

Content Consumers

TCI Web Services

Adapter Web Services

Content Sources

Search Authentication

Content Delivery

Index Mapping

Archive Write

Index Update

Records Mgmt.


Corporate Intranet

Customer Service

SharePointResearch Analysis

Custom Applications

Records Management Application

AdapterSDK


Auditing and Balancing Content

• What is it?• Verifying content is accurate to:

• Eliminate guess work• Support decisions• Minimize lost revenue• Shorten closing cycles• Improve productivity• Assure compliance with regulations


Audit and Balancing System


In Summary

• Gap between IT, ECM and GRC needs to shrink• Technologies and content must be integrated• Scalability matters• Content accessibility is required• Content usefulness is important• Control monitoring is essential• Information-based business process management is

integral


Who is ASG?• Provides software solutions across IT Infrastructure and Operations, Applications Management, and is

a leader in Information Management and Metadata Management• Privately-held enterprise software company• 1,000+ employees, 70+ offices around the world• Presence in more than 50 countries –

offices in 30+ countries• 5,000+ customers around the world

Why ASG?• Breadth of solutions• Depth of technology• Delivered within a practical methodology

Our Goals• Provide software solutions that help clients optimize their IT infrastructure and their information

assets• Enable IT to partner strategically with the business

About UsAbout Us


Questions and hopefully Answers

Erin McCartASG Software [email protected]

AIIM Webinar Integrating and Auditing Content Across the Enterprise: what they don’t tell you...

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