PRESENTATION: Capture. Compliance. Centralization. How Advanced Rendering Delivers Improved Customer...
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Transcript of PRESENTATION: Capture. Compliance. Centralization. How Advanced Rendering Delivers Improved Customer...
Capture. Compliance. Centralization. How Advanced Rendering Delivers
Improved Customer Experience
Agenda
• Welcome & Introduction • Panel Discussion• Guest Speakers
• Veri Solutions• fme
• Demo – Adlib• Closing Remarks
• Madison Square Garden• Basketball & Networking (Knicks vs Hawks)
How Advanced Rendering Delivers Improved Customer Experience
Introduction & Overview
Enterprise Content Management
Document Dependencewith a variety of systems, processes and file formats
claims processing
document archival
pay stubsproduct documents
FDA submissions
online contentHR/employee documents
annual reports
RFP/RFI
eD
isco
very
co
ntr
ac
ts
case processing records management
project plans
form processing
order processing
SCM WEBEMAILERP BPAPLMECM
Cross-Industry
• Sarbanes-Oxley• Governance• Basel II
• US Patriot Act • DOMEA (German)• BSI (UK)• ISO 15489, 23081• ANSI
• Marketing/Brand• Legal• Admin • HR
Industry-Specific
• Financial Services• Basel II• SEC• SOX
• Public Sector• FOIA/ATIP• GPEA• NARA/LAC
• Healthcare• HIPAA• PIPEDA
• Life Science• eCTD• eTMF• 21CFR11
Compliance is Everywhere
Broad Based Norms
Industry Regulated
Organizationally Mandated
The ‘Not-So-Standard’, PDF Standard
Evolution Of Rendering
Shareware / Freeware
Basic rendering: Consumer Desktop Products
Basic rendering: Embedded
System Features
Advanced Rendering
Defining Advanced Rendering:
“PDF-ing” at the next level with features like:
• Accuracy/High Fidelity • Automated, Metadata-rules driven,
document conversion/assembly• Enhancements (Table of Contents,
Headers/Footers & Watermarks)• Internal navigations: Bookmarks,
Hyperlinks, ToC, Pagination• Documents Searchability (OCR)
• Multiple input support – 400+ file types, ECM integration
• Multiple output support – PDF, PDF/A, tiff, Thumbnails
Enterprise-Grade architecture providing:
• Massive Scalability• Centralized management control• High Availability • Fault Tolerance• Load Balancing
Scan-to-Archive vs. Capture-to-Process
INGESTION
Digestion
Advanced Rendering as a Shared Service
• To automatically convert, OCR & assemble your content
• Highest fidelity on the market
• Highest accuracy in OCR
• Regulatory Compliant and secure
• Supports PDF/A for archival
• Search-enabled documents
• Integrates with business tools
• High volume performance
Adlib Helps Meet Your PDF RequirementsAcross the Enterprise with a single solution
How Advanced Rendering Delivers Improved Customer Experience
Panel DiscussionCapture. Compliance. Centralization.
Panel Question
What are the top content challenges organizations face
today?
Panel Question
What are customers’ content expectations?
Panel Question
How does content management relate to risk?
Panel Question
What does ‘Compliance’ for content mean in 2015?
Panel Question
What are the Best Practices to ensure document compliance
within ECM?
Panel Question
What can organizations do to address unstructured content?
Panel Question
What challenges do Finance organizations face related to
content capture?
Panel Question
How centralized are content strategies in most organizations?
Panel Question
What’s the value of a System Integrators in achieving an ECM
vision in 2015?
Customer Discussion
What has been the biggest content management ‘win’ in the last 5
years?
Panel Discussion
What should organizations do next/now?
Summary
Current Situation
Major Risks/Opportunities
Next Steps
How Advanced Rendering Delivers Improved Customer Experience
Guest Speaker:
Frank D'EntroneDirector fme US, LLC
fme
The Case for Repository Consolidation
fme US, LLC, Frank D’Entrone, November 10, 2014
fme US, LLC, Frank D‘Entrone, © fme US, LLC28
fme AG – Copyright-Information
Copyright Notice:
The information contained in this presentation is subject to copyright by fme US, LLC and must not be copied, passed to third parties or used in any other than its intended way without prior written consent by fme.
fme US, LLC108 Mill Plain RoadDanbury, CT 06811United States
Tel: (203) 617-4250Fax: (203)702-5218Mail: [email protected]: www.fme-us.com
fme US, LLC, Frank D‘Entrone, © fme US, LLC29
The Issue
• Companies produce high volume of documentation
• This makes the management of unstructured information imperative
• But the information is often spread around the organization:
in different IT locations and solutions
in some cases no Document Management System
applying different or old technologies
fme US, LLC, Frank D‘Entrone, © fme US, LLC30
The Reality
• Terabytes of legacy content in diverse out-of-date systems:
cost millions annually to maintain
finding anything is time consuming and not always successful
thereby increasing the legal exposure substantially
• Records Management Policies have not been implemented
• Compliance is at risk
• Knowledge Management remains illusive
fme US, LLC, Frank D‘Entrone, © fme US, LLC31
The Pain
• Enterprise wide sufferance resulting from maintaining diverse systems and information locations for unstructured data (content):
Insufficient access to information
Maintenance efforts and costs
Quality and compliance risks
No centralized governance
fme US, LLC, Frank D‘Entrone, © fme US, LLC32
The Vision
• Creating a more effective document management capability by:
Standardizing on a technology platform
Consolidating on a shared, common repository with common metadata
Think Enterprise
Eliminating redundant capabilities and reducing cost
Implementing essential Records Management and optimized compliance practices
fme US, LLC, Frank D‘Entrone, © fme US, LLC33
The Implementation Strategy
• The Source Repositories are often unstructured:
Inconsistent structures
Poorly respected naming conventions
No or inconsistent meta-data (Attributes)
Duplication
Limited to no version control
• Simply moving this to a new ECM System brings no benefit !!!
Garbage in Garbage out
May actually worsen the situation
• The correct Strategy:
A rational Storage and Attribute Structure needs to be designed
Documents must be correctly classified and mapped
fme US, LLC, Frank D‘Entrone, © fme US, LLC34
The Implementation – Analysis and Plan
• Creating a Concept for a common target repository:
• Defining a Unified Metadata Model
• Taxonomy and Naming conventions
• Common Security and Access Policies
• Records Management Policies and Retention cycles
• Migration Analysis and Planning
Analyzing and evaluating existing data sources against the new model
• Analyze legacy repositories and technology
• Data volume and its implication
• Data types and its implications (large files, etc)
• Availability and quality of legacy meta data
• how to extract legacy objects and meta data
• What to do about application specifics (existing workflows, user interface, etc)
Defining the migration strategy and logistics
• How to handle the volume (hardware needs)
• How to cause minimum disruptions to end users
• Managing locations, responsibilities
• Staff and skill requirements
Project planning and cost estimates
fme US, LLC, Frank D‘Entrone, © fme US, LLC35
The Implementation - Execution
• Setting up the target repository
Basic structure, Document Types, Attributes, Permissible
Retention Policies, Life Cycles, Workflows
• Effect any special adaptations:
Extraction of certain sources
Special processing rules
Application set up (user interface, workflows, etc)
• Creating migration batches and defining mapping rules
Eliminating duplicates
Defining mapping rules for legacy metadata
Testing rules
• Executing the content migration Batch by Batch
• Implement Change Management Activities
• Going live with the common repository
fme US, LLC, Frank D‘Entrone, © fme US, LLC36
The Bottom Line
• What are the benefits of a consolidated repository environment?
Meeting the needs of the business:
• Quality, accessibility and security of information
• Easier access to enterprise knowledge
• Common metadata model
• Reduced process and project delays
Records Management and Compliance
• Improved ability to defend records as reliable and authentic
• Reduced compliance risks
• Centralized governance
IT Efficiencies and Savings
• Harmonized technology platform
• Technology/Platform Subject matter experts (SME)
• Reduced maintenance support and costs
fme US, LLC, Frank D‘Entrone, © fme US, LLC37
• Classifying and Mapping Documents is complex and time consuming
• How to extract sufficient information for the creation of Meta Data
• Moving and linking documents into the right folders
• Assigning correct attributes
• Assigning Access Rights (ACLs)
• Most Migration Tools do this poorly !
• Insufficient Focus on Data Analysis and Mapping Support
• Resulting in Excessive Migration Costs
• Extensive manual Effort required
• Extra Programming and Debugging Effort required
The Right Tools for the Job
fme US, LLC, Frank D‘Entrone, © fme US, LLC38
fme’s migration-center
• Out-of-the-Box Software Solution for any type of Migration Project
Rich Functionality, no extra Programming or debugging Effort,
Excellent user und admin interface
Standardized migration of file systems and ECM repositories
• Intelligent, rule-based mapping of Objects to Target System
Extraction of Meta Data from Source system where available
Rule-based mapping through:• Automatic assignment of Target Folder Structure, Attribute model, Access
Rights• A variety of Value Lists, Algorithms and Commands for different datasets• Dynamic testing of Mapping Rules before committing them (simulation)• Validation of metadata before import
Optional, but powerful End-User Client for handling exceptions or personal documents
• Fast Object Load into ECM Repository
Including full audit capability for sensitive environments
migration-center for EMC InfoArchive
fme US, LLC, Frank D‘Entrone, © fme US, LLC39
migration-center is perfectly suited to separate static but valuable content from active content no matter which source and target systems are involved.
Application Archiving (Live Archiving)
fme US, LLC, Frank D‘Entrone, © fme US, LLC40
On Premise Applications(Unstructured/Structured Data)
Data VolumePerformanceBackup CostsStorage
EMC InfoArchiveUnstructured/Structured Inactive
Records
Data VolumePerformanceBackup CostStorage
On/Off Premise Applications
(Unstructured/Structured Data)
inactivecontent
The product lets you define a wide range of selection criteria for separating your inactive from active data and migrate/archive these inactive data to EMC InfoArchive.
Application Decommissioning
fme US, LLC, Frank D‘Entrone, © fme US, LLC41
On Premise Applications(Unstructured/Structured Data)
Data VolumeComplexityBackup CostsStorageMaintenance Cost
Enterprise ArchiveUnstructured/Structured Inactive
Records
Data VolumeComplexityBackup CostStorageMaintenance Cost
inactivecontent
migration-center supports multiple platforms and therefore it is the product of choice for legacy application decommissioning.
On/Off Premise Applications
(Unstructured/Structured Data)
Migration, archive and/or decommission at once!
fme US, LLC, Frank D‘Entrone, © fme US, LLC42
On Premise Applications(Unstructured/Structured Data)
Data VolumePerformanceComplexityBackup CostsStorageMaintenance Cost
EMC InfoArchiveUnstructured/Structured Inactive
Records
Data VolumePerformanceComplexityBackup CostStorageMaintenance Cost
Archive Inactive content
Migrateactive content
Legacy applications can be decommissioned by migrating the active content to an new ECM system and archiving inactive content to EMC InfoArchive.
On/Off Premise Applications
(Unstructured/Structured Data)
Feb-8-2008
How Advanced Rendering Delivers Improved Customer Experience
Guest Speaker:
Richard E DavisManaging Partner
Veri Solutions
Solutions & Services Delivery to Address Client Challenges Across Industry Sectors
Litigation e-Discovery
Regulatory compliance
Internal investigations
Global recordsmanagement
M & A activity
Business intelligence
Storageoptimization
Global information
security
Information Governance: • Records Information Management (RIM). • Proactive Data Classification for Data Remediation • Electronic and Physical Records De-Duplication• Information Security and Compliance• Complex Relational Database Consolidation
E-Discovery:• Auditing of Data• Organization, Management, Search, and
Production of Data• Proactive Litigation Readiness • M&A Due Diligence• Legal Hold Management
Professional Services:• Document Review• Project Management.• Turnkey Delivery.• Workflow Consulting• Technology Training• Contingent Subject Matter Expertise (SME) • Staffing for GRC, E-Discovery
Requirements of the process:• Scalable.• Defensible.• Repeatable.• Cost effective.• Minimal operational impact. • Part of a broader institutional
information governance strategy.
Phase 1 Phase 3Phase 2
Phase 6 Phase 4Phase 5
Phase 7 Phase 9Phase 8
Phase 10Phase 11
TriggeringEvent
Litigation M&A
Compliance
Modular Legal Data Lifecycle Management* - Leadership in e-Discovery
Earlier version of this workflow appears in *Managing e-Discovery & ESI: from Pre-Litigation through Trial (Co-authored 3 chapters) – American Bar Association Treatise: ISBN - 9781616329730 (pbk.), 1616329734 (pbk.) – 11/11
Modular Legal Data Lifecycle Management* - Data Capture in the Enterprise
ITInformation
SecurityLegal RIM
Sales & Marketing
R & D
RIMInternal
InvestigationsDiscovery Auditing
Data Mining / MDM
Unstructured Active MediaStructured Semi-
Structured
Regional & Business
Driven Policy
Infrastructure Complexity
Geographically Disparate Sources
Operational Requirements
FACTA(US)
GLBA(US)
PIPL(Japan)
DIRECTIVE 95/46
(EU)
DPA 1998(UK)
Dodd Frank(US)
Stakeholder Beneficiaries(Functions & “The Business”)
InterdependentData Classification Initiatives (SIC / NAICS driven)
Legal Control of EnterpriseData (on-line / offline)
Environmental Considerations
Non-discretionary / discretionary Regulatory Frameworks(SIC / NAICS driven)
PIPED(Can)
48
• Data is collected in a forensically sound fashion.
• File hashing is done for chain of custody purposes.
• Data is stored in a databases.
The Veri Data Visibility Process
• Data is ingested into the process and additional hashing is done, hash is saved in a DB.
• Hash from collection could also be ingested.
Phase I Phase II
49
• We use a number of algorithms to do text comparison which text similarity clustering, an innovative way to manage duplicates across file types.
• Document version control and management can be enabled using this technique.
• Classification of the data within the parameters of any information governance initiative leads to success.
The Veri Data Visibility Process
Phase III Phase IV
How Advanced Rendering Delivers Improved Customer Experience
Adlib Technical Strategists:
Joe BiernackiJon Halbert
Dark Unstructured Data
How much of this credit risk is in your derivative contracts?
$3.3 trillion
Adlib and our partners deliver solutions that can automatically extract unstructured data from ISDA derivative swap contracts. This data is extremely valuable to you from both a compliance perspective and the ability to easily identify potential areas of risk.
With Adlib Software extracting this data, organizations can conduct a quantitative analysis along with balance sheet evaluations, access to timely and accurate data and more…
Think about how you review hundreds or thousands of ISDA contracts.
inefficient?
is it costly?
error prone?
risk of not knowing?!
There Is A SolutionTo Your Problem
Your ISDA ContractRepository
ADLIB Extraction & Analysis
Reports
+ + =
Proactive Contract Management
Now you can action on the credit risks in your derivative contracts.
Solution
RecognizeUnstructured
ISDA Data
Searches & Analyzes Contracts, Create
Structured ISDA Data
EXPORTS TO EXCEL
How does it work?
Fully AutomatedOn Demand Analysis
Adlib technology can be applied to any contracts to solve the challenges of
extracting data/risk information.
Classification Flow
Hash DeDuplication
Text DeDuplication
Image DeDup
• Classification & Attribution
Deduplication Flow
Hash DeDuplication• Generate hash value of file content• Analyzes hash values• Duplicates identified & removed
Deduplication Flow
Text DeDuplication
• Compares text (natively)• OCR Image only content• Duplicates identified & removed (threshold)
Deduplication Flow
Image DeDup • Pixel by pixel comparison
• Duplicates identified & removed (threshold)
Classification Flow
Hash DeDuplication
Text DeDuplication
Image DeDup
• Classification & Attribution
Benefits & Potential Use Cases
Content Migration• Automate classification of content from other locations to current system of record• Create data dictionary to enable ongoing automated classification for content
ingestion
Repository Cleanup• Remove duplicate content from current system of record• Prevent duplicates from being continually ingested into the system of record
Contract Management• Enable analysts to easily find critical data on ISDA contracts• Use the data to make critical decisions on SWAP contracts• Save final (executed) agreements and remove all preceding versions
Revision History• Automatic grouping of document revisions based on document similarity
How Advanced Rendering Delivers Improved Customer Experience
Demo
How Advanced Rendering Delivers Improved Customer Experience
PDF Therapy
PDF Therapy: A Structured Approach to Explore Your Organizations’ Content Delivery Needs
• PDF Therapy is ideal if your organization:
o Has multiple functional groups with unique demands or isolated solutions
o Has large volumes or diverse document
o Needs to improve/automate the delivery of high-value content
o Requires automated archiving or enhancement
o Is challenged with capture/classification projects
Discovery
Discussion
Delivery
2
Too many solutions
The 4 buckets of rendering pain
Consistency Fidelity
Performance
Things we’ve learned …
1. Rendering vendor consolidation is a high priority2. Performance of Rendition Servers is a key issue3. Fidelity 4. Email Rendering is a growing request5. Metadata, metadata, metadata6. Upgrades to newer version of advanced rendering
software need to be less painful7. True High Availability and Fault Tolerant setup in a
virtualized environment 8. Cloud is on everyone’s mind9. Electronic Document Capture10. Redaction
Questions....
APPENDIX
4 Buckets of Rendering PainToo Many Rendering Solutions
Many firms have several solutions for different projects.
The IT department is stuck servicing all of them.
Departmental Implementations with old file formats add to the complexity and variety of implementations.
A shared service that renders and publishes across all departments in your entire organization resolves those issues.
4 Buckets of Rendering PainConsistency of Output
When different engines of disparate solutions are creating PDFs, the results will be different PDFs from every engine.
Different systems can’t support all input file formats, nor do they provide one output.
Your rendering and publishing will only be uniform when using a single system that accepts inputs from all file types and outputs the correct PDF standard – every time.
4 Buckets of Rendering PainOutput Fidelity
You want renditions to look exactly like source documents.
You have to trust that your output complies with regulatory standards
That involves a consistent method of checking and auditing how output fidelity meets a written standard… especially when rendering very old file formats.
Performance
A rendering and publishing solution must:- Keep up with peak requests, - monitor conversion- report on hiccups and crashes- Act on job incompletion
You’ll know your conversion process is reliable when it allows you to track how well your server farms are running at any given point – per hour, day, or month – to determine if you’re meeting SLAs.