Everyone’s a Records Manager. A User Perspective on Simply Creating and Accessing Records.
37
Everyone's a Records Manager. A User Perspective on Simply Creating and Accessing Records. Gi Lee Director, Solutions Engineering Zia Consulting [email protected] Phil Robinson SVP Business Development Zia Consulting [email protected]
-
Upload
zia-consulting -
Category
Technology
-
view
155 -
download
0
description
The legacy of Records Management systems is one where RM solutions have traditionally been designed for dedicated compliance offers, rather than content creators, and deployed in a standalone environment, disconnected from collaboration and ECM systems. This duplication of effort, moving documents from ECM to RM systems and back again, adds tremendous cost and complexity to the information governance effort within the Enterprise, and makes it challenging for Users to find and use records when they need them. Zia provides Easy Records Management (Easy RM) Solutions that work they way you do, connecting those who are creating content with the compliance process. Easy RM incorporates the tools you use on a daily basis, reducing barriers to implementation and adoption. Join 2012 & 2013 Alfresco Partner of the Year, Zia Consulting, for a User perspective on simply creating records and accessing the information you need, when you need it. The presentation will demonstrate EasyRM features including: - Automating the declaration of records with Zia’s “In Process RM” approach - Your Tools and Records Management – Email, Office, ERP - Searching and using documents in a single DOD5015.02 - Certified repository for DM/RM - Leveraging Intelligent Capture to automate the classification of paper and electronic records Viewers will see how Zia’s “EasyRM” approach has driven rapid user adoption of an RM solution for one of our leading Enterprise customers.
Transcript of Everyone’s a Records Manager. A User Perspective on Simply Creating and Accessing Records.
Everyone's a Records Manager.
A User Perspective on Simply Creating and Accessing
Records.
Gi LeeDirector, Solutions Engineering
Phil RobinsonSVP Business DevelopmentZia Consulting
Why EasyRM?
The 3 C’s
• Costs
• Control
• Compliance
Costs
Cost of Creating Records
&
Cost of Storing Records
Control & Compliance
• The RM Divide• Creating Records• Managing Records• Finding Records
• “ECM Avoidance”• Email & Shared Drives• The Dropbox Problem
• The Sharepoint Problem• The ERP/CRM Problem
EasyRM – Who?
Financial Services
Government
Secure Back Office• Corporate Legal• Human Resources• Procurement (Contracts
Management)
Zia Case Study:Global Pension Fund
Today’s Agenda
• The RM Divide
• Building Your EasyRM Solution• ECM Adoption• The Paper Problem• RM Automation
• What Next?• RMNow & ActiveMigrate ™• Why Zia?
Content Creators / Users Record Managers
‘Get Work Done’ ‘Compliance’
The Two Worlds of ECM
CreateEditFind
VersionWorkflow
CollaborateAccess Control
DispositionAudit
SecurityArchive / Destruction
Manage the Record Continuum
The Problem with RM Solutions
Records Management Software• Costly & Complex• Significant User Effort (or Records Manager Effort)
ECM Adoption• Email/Shared Drive• Dropbox (Cloud File Sharing)• Sharepoint• ERP/CRM
Legacy Paper• Conversion to Digital• RM Integration
Introducing EasyRM
Increase Easy = Increase Utilization =Improved Control & Compliance
• Connect Users with RM
• With the Tools they Use Today
• Simple to Learn / Use
• Enterprise Integration
• Paper + Digital
• Step 1: Ensure ECM Adoption
• Step 2: Address The Paper Problem
• Step 3: Implement RM Automation
Building Your EasyRM Solution
• Dynamic, Role-Based Views
• Contract/Case Templates
• Easy to Implement (Configuration not Coding)
• Easy to Adopt (Minimal User Training)
Lessons from Case Management
The Tools You Use Today
• Email Integration• Email documents into
repository• Drag & drop from email• Send & file• Email + Workflow
• Office, Adobe, Google Docs• Direct access to content and
meta data• Search, Create, Edit• No installation required
Easy Search – Find What You Need, When You Need It.
• It isn't exactly Google, but it works as well. • Your search terms, our enterprise search.
eDiscovery• Managed with full text search• Keyword and term search• Easily place holds on documents• Find based on date ranges or topics
• Secure Cloud Sharing• ECM Sync
External Collaboration:“As Easy as Dropbox or Box.net”
• Retain Ability to Work in Your Tool
• ERP• Oracle / Peoplesoft• SAP• Your ERP
• CRM – Salesforce +
• Point-to-Point• Enterprise Service Bus – Mulesoft, Oracle
ESB, and more…
Enterprise Integration
The Scenario:• Manual Creation / Review / Approval of all City
Contracts• “Wet” Signature Required
The Problem• Expensive• Slow & Opaque• Error Prone• Difficult to Find Information/Records
City & County of Denver Contracts Automation
The Solution:• Redesigned User Interface• Automated Workflow• Leverage Oracle ESB• Integration with PeopleSoft Financials• Electronic Signature• Records Management• Reporting (User Dashboards)
City & County of Denver Contracts Automation
ECM + Your Paper Records
• Integrated Content Management
• Combined View
• Combined Search
• Rationalizing / Syncronizing File Plans
Solving the Paper Problem – Part 1
Legacy Records
• Conversion to Digital
• RM Integration
Intelligent Document Capture (OCR)
• Classification and Extraction without bar codes or separator pages
• Structured (Forms) and Unstructured
• Automation of Filing, Rules, etc…
Solving the Paper Problem – Part 2
OCR-as-a-Service• Paper and/or Electronic Documents
• Mailroom Automation and/or
• “In Process Capture”
• Embedded in ECM/Workflow
• Automated Classification & Extraction
Solving the Paper Problem: Part 3
RM Automation with EasyRM
Alfresco RM 2.2• In Place Records• Intelligent File Plan• Automated Declaration
• DoD5015.2 Certification
• Advanced Workflow• Retention & Disposal• Legal Holds
IN PLACE RECORDS
Dynamic File Plan
Set rules for filling records
Auto-create record folders
Intelligent File Plan
The System can automatically file
and declare based on triggers:
Attribute change
Location change
Automated Filing / Declaration
Demo!
Today’s Agenda
• The RM Divide
• Building Your EasyRM Solution• ECM Adoption• The Paper Problem• RM Automation
• What Next?• RMNow & ActiveMigrate ™• Why Zia?
Introducing RMNow
• Training & Assessment Package• “Jump Start” Service Offering• Customized for your RM deployment• 3-day Onsite• Alfresco 2.2 RM Training• Zia RM Assessment
• http://www.ziaconsulting.com/RMNow
RMNow 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
ActiveMigrate ™
• FROM: xxx
• TO: yyy
• WITH:• Proven Methodology• Proven Migration Tools
Talk to Us / Talk to Our Customers
Alfresco Enterprise Trial
Learn More - http://www.ziaconsulting.com/resources/• Webinars & Videos• Data Sheets & Brochures• Case Studies
What Next?
• ILTA: 8/17-8/21• Alfresco Summit: 9/23-9/25
• AIIM Roadshows: Information Chaos• Wednesday, October 1st - Anaheim, CA• Tuesday, October 7, 2014 - Washington, DC• Thursday, October 9, 2014– New York, NY• Tuesday, October 21, 2014 – Chicago, IL• Thursday, October 23, 2014 – Minneapolis, MN
Let’s Meet!
