Enterprise Content Management


“The strategies, methods and tools used to capture, manage, store, preserve and deliver content and documents related to key organizational processes.”

AIIM International, 2006

Why Enterprise Content Management?

• Corporate Pains

• Compliance/Regulations

• Litigation

• Knowledge Management

• 80% of Corporate Information is still on Paper

• Despite the explosive growth of computer technology in the work place:– Paper is growing by 22% per year

• Its easier to produce• Laser Printers• Print on demand• Reports• Faxes


Corporate Pains

• 33% of employee time is spent with documents: – Searching– Reading– Modifying– Writing– Reviewing


Corporate Pains

• 25% of labor costs• 15% of a companies revenues are spent on

Documents• $15 - $20 to file a document (over its

lifetime)• $120 searching for mis-filed Documents• Up to 1 in 20 documents are LOST!• $250 to recreate a lost document• 19 copies made of each document!

Source: Inc. Magazine


Corporate Pains

Electronic Ledger Storage Law (Japan)

11MEDIS-DC (Japan)

CanadianElectronic

Evidence ActSEC 17a-4

(USA)

HIPAA (USA)

FDA 21 CRF Part 11

ISO 18501/18509

Sarbanes-Oxley Act (USA)

AIPA (Italy)

GDPdU & GoBS (Germany)

BSI PD0008 (UK)

PublicRecords

Office (UK)

NF Z 42-013 (France)

FinancialServices

Authority (UK)

Basel IICapitalAccord

• 25,000 regulations worldwide• Scope: Compliance with National, State and Local regulations• Depth: Industry-specific, public corporations• Impact: Cost to comply or remediate, penalties for non-compliance


Compliance/Regulations

• SEC 17a-4 (International)– Financial Brokers and Dealers– All transaction and communication information (emails)– Retention period not less than 6 years – Very short discovery periods - “Immediate” in some cases– Separately stored duplicate copies – Mandates the use of a “non-rewritable, non-erasable format”

• SEC 17a-4 Considerations– Favors, but does not require the use of optical storage– The SEC will not certify specific technologies

“If employing any other electronic storage media other than Optical Disk technology, the member, broker, dealer must notify its designated examining authority at least 90 day prior

to employing such storage media.”

“Please know that the SEC does not approve or certify specific types of technologies or products as being compliant with the broker-dealer recordkeeping rule (17 CFR 240.17a-4).”



• Sarbanes-Oxley Act (International)– Financial record keeping including underlying data

– US and Foreign companies listed and traded in the US

– Criminal penalties of 10 to 20 years in jail

– 7 year data retention period

– Focus on process, access and version control

“Electronic records created, sent or received in connection with the audit or review containing conclusions, opinions, analyses or financial data related to the audit or review”.

“Preserve the record until you can decide if the document is not of future interest to an investigator.”



• Litigation Affects All Organizations

– Focus of litigation is increasingly dependent on discovery and credibility of electronic evidence

– Target Industries - Securities, Insurance, Health Care, Consumer Products, Construction Materials, Food, Transportation, Pharmaceutical

• Average Securities Litigation Settlements Continue to Rise

- Worldcom settlement $54m - 10 Directors paid $18m (05Jan05)

- Worldcom settlement $112.5 - 2 Investment banks (10Mar05)

- Enron settlement $168m - 18 Directors paid $13m (07Jan05)

• Directors Held to Much Higher Standards

• Boards Must Inquire and Deliberate to Satisfy “Good Faith” Requirement

• Regulatory Environment is Growing Increasing Aggressive

• Insurers are Limiting or Denying Coverage for Security Claims


Litigation

MRI Scans

Mechanical Designs

Financial Trade info

• Timely Access to Knowledge Assets– Drives more informed and efficient decision making– Enables re-purposed information assets– Repository information from a large retiring workforce

• Drives Incremental Revenue and Business– Accelerates Projects– Lowers Development Costs

Archived scans combined with current patient information provides for quicker, more accurate diagnoses and treatment

Reusing design elements in a new product design dramatically speeds time-to-market as well as lowering costs

Archived financial data facilitates more insightful trend analysis


Knowledge Management


Fujitsu, Kodak, Canon,

Bowe Bell + Howell,

Panasonic, Visioneer,

Panini

Kofax Adrenaline Boards, VRS,

Adaptec

Kofax Ascent,

EMC Captiva,

NSi, eCopy, Interlink

ECM ISVECM ISViDatix, EMC AXiDatix, EMC AX

MicrotechPlasmon, PowerFile

QStar, EMC DX

Fujitsu, Kodak, Canon,

Bowe Bell + Howell,

Panasonic, Visioneer,

Panini

Kofax Adrenaline Boards, VRS,

Adaptec

Kofax Ascent,

EMC Captiva,

NSi, eCopy, Interlink

ECM ISVECM ISViDatix, EMC AXiDatix, EMC AX

CD/DVD/BD Publishing

Plasmon, PowerFile

QStar, EMC DX

Enterprise Content Management - Scan

• Key Features of Document Imaging Scanners– Simplex/Duplex

• Simplex – Scanning single-sided documents• Duplex – Scanning dual-sided documents with one scan

– Pages Per Minute (PPM)• Scanning speeds from 10PPM to 160PPM

– ADF size • Automatic Document Feeder (ADF) – The mechanical device used to hold and feed the documents.

– Daily Duty Cycle• The amount of scans the scanner can complete in one day.

– Interface• SCSI, USB or Firewire

– Flatbed• Scanner feature that allows for single document scanning

– Portrait/Landscape• Portrait – Horizontally fed image• Landscape – Vertically fed image.

– Ledger/Legal • Ledger – 11” x 17”• Legal – 81/2” x 14”

Enterprise Content Management - Scan

• Cranel Imaging offers the best in breed Scanners and Image Enhancement Software

• Our document imaging scanners are ISIS and TWAIN certified

• Software Enhancement options (Kofax VRS)– Blank Page Removal, Dynamic Thresholding, De-skewing,

Automatic Cropping

Enterprise Content Management - Capture

Document capture is a process that involves several elements

•Documents must undergo some measure of preparation prior to scanning.

•Image creation may involve not only scanning, but also image enhancement to minimize the need for rescanning.

•Digitized documents require indexes for retrieval – these must be created manually or via automation.

•Quality control must be performed on both scanned images and coded indexes to ensure readability and retrievability.

•Once images and indexes are acceptable, the may be released from the capture process to the management application.

Electronic Capture is everything else

•Office Documents•Email•Voice•Digital Assets (Photographs, Video, Mktg. Collateral)•Web Content•Instant Messages•Text Messages

Capture Software– Indexing

• Manually entering information from the scanned document

– Bar Code• Machine‑generated and readable representation of

data in the form of a printed series of contrasting parallel bars of various widths, spacing and/or heights.

– Forms Processing• Scanning pre-printed documents and utilizing zones• Zonal OCR, ICR, OMR• Web forms

– Save as Capture• Save Word, PDF, etc. documents directly into the

Document Management System

– Fax Capture• Documents utilizing fax server

– Email Capture• Attachments and email content

– Signature Capture• Digital signatures

Enterprise Content Management - Capture

Enterprise Content Management - Manage

• ECM software is the hub of the solution– Managing the Images

• The day today interface the customer will use.

– Organizational Workflow• Workflow allows the end-user to track documents

through their organization

– Security • Allows end-user the ability to control who views

and/or changes documents

– Communication with Legacy Applications• “Talks” to existing corporate databases to help

manage generated information

Enterprise Content Management - Store

Store is focusing on the archival of static or fixed content created from ECM solutions that meet long term compliance and regulator needs.

• Optical is the leader in a true archive setting

• CAS solutions

• HSM or Archival software is needed in a Near-Line setting

• Disaster Recovery can also fall under this category

Enterprise Content Management - Deliver

The benefits of CD/DVD Publication are as follows:

•Standardized media

•Reduction of paper

•Printable labels (including bar coding) for the distribution process

•Mobile

Most corporations still need to deliver information inside and outside of their organization (reports, sales tools, software, etc.) and the most popular form is still paper. To better manage delivery of electronic content, organizations utilize technology, such as, CD/DVD Publication, to help reduce shipping costs, print costs and streamline business processes.

Cranel Imaging does recommend that you become ECMP certified, which is the industry standard in Enterprise Content Management

certification.

Glossary of Terms

Archival Storage – Architecture for the secure, long-term storage of high volume document images, emails, customer records, audio or video files, financial information and engineering documentation, often optical storage.

COLD/ERM - COLD is software that takes data generated on a host computer, extracts indices, and stores data and indices on local or wide area networks. The acronym is still commonly used, however, ERM (Enterprise Report Management) is becoming more commonplace. The name was changed to reflect.that in.addition to optical (laser) disks, magnetic storage and CD‑ROMs may be used.

Document Capture – Document capture is a process that involves several elements. Documents must undergo some measure of preparation prior to scanning; therefore, details about the physical characteristics of the source document assume significance for the imaging project. Image creation may involve not only scanning, but also image enhancement, as a frequent project goal is to optimize the use of machines and minimize the need to rescan source documents to obtain acceptable images. Digitized documents require indexes for retrieval – these must be created manually or via automation. Quality control must be performed on both scanned images and coded indexes to ensure readability and retrievability. Once images and indexes are acceptable, the may be released from the capture process to the management application.

DASD (Direct Access Storage Device) - A peripheral device for a computer, such as a disk that can be directly addressed. (i.e. ‑ RAID drive)

Document Imaging – Any activity that involves the capture, storage, retrieval, and/or manipulation of electronic images of office generated documents.

HSM (Hierarchical Storage Management) – Software that moves data through tiers of storage.

Indexing - A method by which a series of attributes are used to uniquely define an imaged document so that it may later be identified and retrieved.

Glossary of Terms Cont.’

ICR (Intelligent Character Recognition) - An advanced form of OCR that has the ability to recognize Character constrained handprint or machine print that is hard to read.

ISIS (Image and Scanner Interface Standard) - Developed by Pixel Translations, which was later acquired by Cornerstone; ISIS provides support for 100+ scanners through a common API; includes image scaling and rotation, scale‑to‑gray conversion; supports grayscale and color, Windows printing; development libraries for various platforms including DOS, Win 3.X, Win32, WinNT, W2K, OS/2, and Mac; basis of AIIM's MS61; competitor of TWAIN.

MICR (Magnetic Ink Character Recognition) - A character recognition system used on bank checks; special ink and characters are used, which can be magnetized for automatic reading (i.e. ‑ bar codes on the bottom of a check).

OCR (Optical Character Recognition) - The analysis of scanned data to recognize characters so that they can be converted to editable text. Technique by which characters can be machine‑identified or machine‑read.

OMR (Optical Mark Recognition) – A scanning device that can read marks such as pencil marks on a page; used to read forms and multiple‑choice questionnaires or the act of reading the mark. Used in No.2 pencil tests (i.e. Scantron).

Optical Disk - Medium that will accept and retain information in the form of marks in a recording layer that can be read with an optical beam.

RAID (Redundant Arrays of Independent Disks) - The use of two or more disk drives instead of one disk, which provides better disk performance, error recovery, and fault tolerance, and includes interleaved storage techniques and mirroring of important data.

Glossary of Terms Cont.’

SCSI (Small Computer Systems Interface) - Pronounced "scuzzy," a high‑speed interface that can connect to computer devices such as hard drives, CD‑ROM drives, floppy drives, tape drives, scanners, and printer. It is a standard way of interfacing a computer to disk drives and other devices that require high speed data transferring. Up to seven SCSI devices can be connected to a port and can interface a computer to more than one hard disk, CD‑ROM drive, tape drive and scanners.

TWAIN – (Technology Without An Interesting Name) - An industry standard for software that controls optical input devices such as scanners, recorders, and video capture‑interface cards. Application programs that support TWAIN, allow optical input devices to be controlled from inside the application.

USB (Universal Serial Bus) - A personal computer serial bus, which can support up to 127 peripheral devices in a daisy chain configuration and has a speed of 12 Mbps.

WORM (Write Once Read Many) – Describes a type of storage medium that can be written once only, but read many times; usually refers to optical disks.

Workflow – A software program that queues, tracks, and otherwise manages documents and collections of documents as they progress from entry into the system, through the various departments in the organization, to its final destination.

Zonal OCR - A form of OCR that extracts text from specific zones for automatic indexing of forms, which

minimizes repetitive key, field entry and reads an unlimited number of zones per form.

Thank You

Questions?

Enterprise Content Management

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