PROJECT CONSULT Newsletter - ISSN 1439-0809 · ce the BrightStor-portfolio is a storeroom...

PROJECT CONSULT NEWSLETTER

20040903 DMS EXPO Preview Automatic, uncorrected translation with Comprendium Translator

Contents

Editorial............................................................................... 1 Company & Products........................................................ 2

BancTec shows high performance scanners.......................... 2 Computer Associates launches BrightStor ............................ 2 Comprendium shows InfoStore iDMS................................... 2 Day´s agreed standardization initiative ................................ 2 Signtrust Pen shows German mail Signtrust ........................ 3 Diagramm Halbach and Electric Paper present

digital form capture ......................................................... 3 d.velop develops further modules ......................................... 3 GFT Solutions enlarges HYPARCHIV................................... 4 published to document solutions globally docuglobe

4.0........................................................................................ 4 Hummingbird presents contract management

solution .............................................................................. 5 IBM buys Venetica.................................................................... 5 Open Text with ECM solution portfolio................................ 5 E-Work Metastorm Release 6.5 BPM platform ..................... 6 SignoSign integrates handwritten electronic

signature ............................................................................ 6 VERITAS takes over KVS ........................................................ 7

Markets & Trends.............................................................. 7 Trends with document-technologies in the fall 2004 ........... 7

Trade Fairs & Congresses .............................................. 14 The KoelnMesse becomes new organizer of the

DMS-EXPO...................................................................... 14 ECM & ILM Best Practice panels.......................................... 14 ContentManager.Days 2004 .................................................. 15

Under discussion ............................................................. 15 Sense and purpose of homogeneous definitions ................ 15 Electronic bill........................................................................... 16

Norms & standards ......................................................... 17 ISO 14721 for archives............................................................ 17 ISO/IEC takes over UDO-Media-Format-standard........... 17 OAI-PMH ................................................................................ 18

Law & Legislation ........................................................... 18 Electronic delivery of tax registration from 2005

duty .................................................................................. 18 GDPdU: Questionnaire of the tax authorities ..................... 19 USA: First judgments due to lacking archiving of E-

Mail................................................................................... 19 Digital Rights management wins in the USA at

importance....................................................................... 19 Article ................................................................................ 20

The value of information ....................................................... 20 Compliance.............................................................................. 23

PROJECT CONSULT News .......................................... 27 Services subscribers................................................................ 27 CDIA+ courses: Certification for DRT-pros ........................ 27 Again in the program: Project management

classes 28 Events in the fall 2004 ............................................................ 29

Associations &Organisationen ..................................... 29 AWV reworks GoBS............................................................... 29 CCES develops signature-interface-specification............... 29

Marlene's WebLinks ....................................................... 30

Imprint .............................................................................. 31 Newsletter application form ......................................... 32

Editorial The DMS EXPO is the venue of the sector - one already be-came accustomed to in the last years. All noteworthy provid-ers of archives, BPM, Capture, CLM, CMS, Collaboration, Compliance, DMS, DRT, ECM, ILM, KM, output man-agement, RM, WCM and workflow are there gathered – just in order to mention some of the usual, current terms and ac-ronyms. The terms do not show only diversity but they re-flect also certain disorientation again in the market. There-fore PROJECT CONSULT, in her contributions to this year's DMS EXPO in Essen, will try to bring some light and direction into the world of Compliance, enterprise con-tent management and information lifecycle management with lectures and Best Practice Panels.

Shortly before this year's DMS EXPO there was a great surge of enthusiasm again. In forums at ComputerPart-ner.de, Speicherguide.de and openBC.de the future of the DMS EXPO was discussed fervently: Does the DMS EXPO stay in Essen? In 2004 and 2005 the DMS EXPO still stays there, yet in 2006 it goes to Cologne. What becomes from the journal of the DMS EXPO, the Info21? It was bought at the H&T publishing house and is combined with the DoQ. The VOI lays his emphasis onto the DMS EXPO or the sys-tem's, or he participates even in the purchase of the DMS EXPO? Here the hotbed of rumours raged, because the VOI becomes both on the DMS EXPO, than also on that one sys-tem's engage - from CeBIT once very foreseen. Where the preferences lie and where the VOI recommends participation to his members can not be formed more so exactly. Therefore there is no talk of a summer break.

The DMS EXPO was and is the traditional meeting place for DRT-providers and specialists. In this year was increased the value of the offer through a congress even. And with more than 300 exhibitors and lower exhibitors the DMS EXPO is at least numerically comparable with great events in the USA. What did not reach it up to now, the interna-tional "Touch" striven for was to become the leading Euro-pean event. In order to safeguard the future, therefore the organizer must do today still Advanstar, tomorrow the fair KoelnMesse, some around the attractivity for the visitors from the in- and to extend foreign country. (SKK)

GmbH © PROJECT CONSULT Unternehmensberatung ISSN 1439-0809 Page1 of32

20040903DMS EXPO Preview

Automatic, uncorrected translation with Comprendium Translator

PROJECT CONSULTNEWSLETTER

Company & Products

BancTec shows high performance scanners Irving - The global provider of enterprise content ma-nagement systems, GmbH BancTec (http://www.banctec.com; DMS EXPO Hall 1, Stand 1531) imagines on the DMS EXPO 2004 his newest products and solutions for the first time in Europe. As most important innovation of the enterprise the new high performance scanner is presented to DocuScan 9000 for the first time in Europe. Besides eFIRST captu-re and the new eFIRST case are supposed to stand, however, also in the software segment in the center. (CM)

PROJECT CONSULT Comment: BancTec, last dealt with in Newsletter 20010216, was in the past in Germany main in the environment of scanner hard-ware solutions on the way. First before shorter one has been able to extend the field software solutions through the incor-poration of a team of former Ceyoniq employees. Also with the software there was some at clarification requirement sin-ce in the USA with the plexus-products and in Europe with the eFirst-series different product strategies were pursued. Meanwhile BancTec is, however, put forward and can pre-sent the first references to software solutions. (Kff)

Computer Associates launches BrightStor Islandia - Redesigned by those ones ILM strategy in-formation lifecycle management of computer Associa-tes (http://www.ca.com) is supposed to be it IT re-sources purposeful in the businesswide business pro-cesses use. With the aid of the integration of "unicen-ter" for that of IT and "eTrust" for the Security mana-gement, CA wants to facilitate the use and availability of relevant enterprise data as well as the protection of important IT structures better. A main element of the ILM-strategy is the "manager BrightStor Document". The unification of the business and IT-viewpoints is supposed to be goal of the strategy when IT resources with the business goals are brought onto a denomina-tor. (FH)

PROJECT CONSULT Comment: The phalanx of the providers who advance into the market under the catchwords of ILM or Compliance for document-technologies becomes increasingly broader. Also when the chosen product designations are to be brought not always a little with the initial perception's of a term in tune. The ma-nager BrightStor Document is not by any means a traditio-nal, classical document management system. In the first pla-ce the BrightStor-portfolio is a storeroom management solu-tion. The product is supposed to support administrators du-ring the more efficient administration and more optimal use the memory components'. Even if terms as document mana-gement and workflow emerge, they have to do little with customer-based functionality. The expansion of the

BrightStor-portfolio points, however, more and more into the ECM market. (Kff)

Comprendium shows InfoStore iDMS Munich - Comprendium (http://www.comprendium.de; DMS EXPO Hall 2, Stand 2320) presents its newest product of the InfoSto-re line with InfoStore iDMS on the DMS Expo for the first time. The solution is supposed to be used plat-form-independently and especially designed for en-terprises that want use their documents management within the framework of a heterogeneous IT landscape. In addition, the enterprise shows his newest strategy content integration. With the Content Service Platform, based on the technology of i2z Multilingual Content Integration Frameworks and InfoStore ContentGate-ways, contents can efficiently be used companywide and across sites. (FH/CM)

PROJECT CONSULT Comment: Comprendium, last dealt with in Newsletter 20040121, had to fight through the Merger of different companies also first of all with the consolidation of their different products. Was initial still to find a strong focus on archive solutions for the AS400-Plattform so Comprendium is today considerably more widely stationed and joins the group of the providers with ECM Portfolio claim. With i2z framework a middlewa-re on the market that does not integrate only the own com-ponents but facilitates only the own components also the ac-cessibility to other software is now. The framework was de-signed in the last year completely again and realized in Java. With it also complex distributed solutions are to be realized now one-times. One of the Unique Selling Propositions (USP) keeps on being the multilinguality of the Comprendi-um-solutions. Here Comprendium offers not only multilin-gual software but also efficient translation tools. (FH)

Day´s agreed standardization initiative Basel - After the so called review Public JSR 170 agreed to the draft the executive committee for the new Java standard (cf. contribution "JSR 170" in the newsletter 20040617). As next that of Day is supposed to prepare (http://www.day.com) led expert group the final draft. Gripping modifications are predicted the JSR 170 deep onto the content management industry because the standard is supposed to solve problems that result from the Basierung of content of Repositories on proprietary interfaces which isolated, mutually incom-patible content storerooms and possible expensive de-pendences on specific manufacturers can arise from. (FH/CM)

PROJECT CONSULT Comment: Day, last dealt with in Newsletter 20040512, did not do with the standardization of JSR 170 only itself but to the entire sector a favor. Now a simple interface for the integra-tion stands for portals most different writeable control me-


http://www.banctec.com/

http://www.ca.com/

http://www.comprendium.de/

http://www.day.com/



mory and also ECM products availably. So right Day could not exploit even up to now this success yet. Indeed the en-terprise could prove technological leadership and elaborate that one basically from Day employees interface approach put through, however, it became at least very much calm a-round installations from Day in Germany. Meanwhile JSR 170 is supported to providers more and more of and finds in future also as an interface for freeware and OpenSource pro-ducts. At least for Typo3 the relief is from JSR 170 already aimed for by Bjoern Scot s Mayflower. (Kff)

Signtrust Pen shows German mail Signtrust Bonn - The German Mail Signtrust (http://www.signtrust.de; DMS EXPO Hall 2, Stand 2302) presents on the DMS Expo their solution Signtrust Pen. The electronic initialing is supposed to be facilitated by them from PDF documents with the personal signature through which it is suitable especi-ally for the use at the Point of Sale. Customers must i-dentify only with an identity card and sign on a stan-dard signature tablet or Tablet PC. Then the signature is supposed to become visible directly on the electronic document at the PC of the vendor. On the document will put an electronic signature and can processed wi-der or archived become. The up to now components, necessary for the electronic initialing, as card reading device and signature card are no more necessary. (FH)

PROJECT CONSULT Comment: The use of signature cards to the qualified electronic signa-ture continues only hesitantly. In the business life are used for that only sparsely near individual banks and in the pub-lic field. On the other hand the retention of the signature is with input widespread above signature tablets for example with the parcel services, is used, however, only for the simp-ler storage of the delivery proofs. Through the Signtrust Pen of the German Mail Signtrust, last dealt with in Newsletter 20030929, it becomes possible to sign documents and to e-quip with a signature besides. In order to check the identity of the signing one, the identity test is possible next to the normal control of the identity card with Signtrust Pen at previous registration by means of the signature. In this case only the graphic information are not analyzed, but for e-xample also rate and print thickness. The signature keeps up into the customer proofs to be printed so that the customer can check which he signed. The procedure of Signtrust Pen is not to be compared indeed with the qualified electronic signature with the aid of a signature card, does represent, however, a higher legal quality than up to now with simple signature and does lead to further use from signature soluti-ons. (StM)

Diagramm Halbach and Electric Paper present digital form capture Sword - The diagram Halbach of GmbH & Co. KG (http://www.halbach.com) and that GmbH Electric Paper (http://www.electricpaper.de) presented their

complementary solutions for the form workmanship. The system data capture offers Diagramm Halbach now with the "dotforms"-Technologie. The forms can be used for the electronic capture without a scanner or a fax device and 1:1 are supposed to produce one copy of a printed form with all hand-written registration in the system. It is not imprinted a specific hardly visibly dot matrices on that paper, facilitated that the digital pen, the coordinates and to determine the lettering in this way. Through a digital pen, with the storeroom-capacity of approx. 100 filled form pages, the data are entered during the writing in digital form and can be sent then by E-Mail. Electric Paper is supposed to suc-ceed then in the secure recognition through the combi-nation of several ICR-engines. (CM)

PROJECT CONSULT Comment: Halbach is for a long time known as a specialist for forms in the business and clinic field. Electric Paper specialized on the intelligent capture from information of forms. Both compe-tences complemented themselves apparently optimally. The principle is not new. Already a line of other providers fell on the fiction from Anoto, so for example HP. Basis of the pro-cedure of is dotforms the fine individual catch of the paper that facilitates a rotational position sensing for the checking-device. The fine catch is hardly visible for the human eye as an easy grey tint of the paper. With the aid of a wand that is offered by different providers as Logitech or Nokia the inputs can be taken over so directly into the storeroom of the pen and rendered by USB or mobile telephone into computer sys-tems (see newsletter 20031117," Back to the roots: It the pa-per lives"! of André Hoseas). Similar solutions were already treated to that in the last year from GFT Solutions at last, in the newsletter 20031021, and portal system's at last treated in the newsletter 20031117, introduced. Mainly structured printed forms with which position and expected contents of an input as far as possible are known are the field. Only then a complete automatic evaluation of the determined data ma-kes guarantee. Free texts can be stored if need be as a picture of the lettering. The boundaries are put here through the u-sed OCR and ICR-software. One saves oneself the scanning and a possible delay during the capture, however, through the use of the pen. To think one with respect to the principle, however, also about other procedures than through the indi-vidual models at the Anoto paper realizes. If one pursues for example the complete outline of a lettering, carries out for example a coding instead of coordinates according to the Freeman-code and evaluates the direction changes, also few regular points, small crosses, suffice. Lines or grid lines for an evaluation. Model and reference of a known printed form make themselves also differently be determined and be useful for the correct workmanship. This would require, however, another checking and capture principle in the pen. (Kff)

d.velop develops further modules Gescher - The limited company d.velop (http://www.d-velop.com; DMS EXPO Hall 1, Stand


http://www.signtrust.de/

http://www.halbach.com/

http://www.electricpaper.de/

http://www.d-velop.com/




1130) their new d.3 WebModul "portal service" pre-sents. At this solution information about the XML in-terface are supposed to be able to be integrated into ar-bitrary portals, so that it both for intern as also external information platforms is suitable. Also the module "d.3 search" was reworked and offers the customer also knowledge-based text Mining as a complement to the rule-based search. At a research associative connecti-ons are supposed to be able to be made between texts and/or data. On this basis all relevant documents could be found from a data set if themselves they do not belong about traditional search criteria for the hit list. (FH)

PROJECT CONSULT Comment: d.velop, last dealt with in Newsletter 20040722, an impres-sing catching hunt completed in the last year in order to move onto the front DRT provider ranks. So it is not either verwunderlich that there are some new announcements of own products and the integration of partner products to the DMS EXPO again. Whether the independently developed interface "portal service" is the correct way faced with the current standardization of Portlets must still be proved, ho-wever. Certainly a value look the component to the classifica-tion and assignment of documents that the capture facilitates and speeds up is. Also the possibility about different plat-forms as Mac OS to be able to access Linux and Microsoft documents might improve the market chances of d.velop. With Respect to the accessibility of storeroom technologies d.velop concentrates on an own Storage-manager. This over-laps functionally and conceptually with ILM-concepts which are brought onto the market by leading Storage-providers. Under administration, grip and administration aspects the customers must decide, which Storage management compo-nents for which operation purpose they give the advantage. d.velop offers here a continuous closed concept of the client indeed up to the storeroom, who, however, backs on modular services and widespread standard components must find he-re first to his own suitable combination. With the version 6.0 a software which became further developed continuously in the last years from d.velop and partners is now available. The market and customer must still decide whether the in this way available overall portfolio is raked to the claim onto ECM - because meanwhile this catchword is used also by d.velop. (Kff)

GFT Solutions enlarges HYPARCHIV Hamburg - On DMS EXPO 2004 the GFT Solutions wants (http://www.gft-solutions.de; DMS EXPO Hall 1, Stand 1015) to present a solution with which busi-ness processes can be able to be represented outside of the classical document management with HYPARCHIV InSpire. A tool is supposed to facilitate a simple and fast process modeling graphic through drag & drop, at which the rules set aside can be taken over from a server module seamlessly, centrally controls and can be worked off. Such complete solution

could arise through the combination of HYPARCHIV InSight, and enterprise HYPARCHIV for document-based work flows. (FH)

PROJECT CONSULT Comment: Also GFT Solutions, last dealt with in Newsletter 20040219, puts to the DMS EXPO. Inspire arose at first independently of the HYPARCHI-development in the black forest, the home of the GFT. Through the link-up with the advertisement, do-cument management and archive components of HYPARCHIV one is to one too on the way business Process management-, at least, however, genuine workflow solution. Inspire owns, however, besides still some at integration abili-ties, that make the product be moved at least into the proxi-mity from EAI Enterprise Application Integration Tools. Other processes are controllable, external applications can be integrated. Nevertheless the provider himself speaks only of a "complete solution for document-based work flows". After all Inspire keeps up his Process engine more than only rou-ting of documents. Thought must do one about the architec-ture of HYPARCHIV in total do. While the core of the ar-chiving is still saddling up the Microsoft-world, also more modern and more platform-independent components are u-sed with the new elements. Always the many interface com-ponents offer the access in the world of the great utilization, of Exchange above Notes up to SAP and other utilization systems. Nevertheless one can not keep off the impression, that the GFT Solutions with HYPARCHIV got into the rear meeting in the market a little and already longer circulating guesses to the future of the product section within the GFT Konzerns to help with not improving the image now either. In this case the initial ACS Systemberatung with HYPARCHIV belonged to one of the first enterprises in Germany that offered professional archiving solutions alrea-dy in the eighties. (Kff)

published to document solutions globally docuglobe 4.0 Sassenberg - From beginning November 2004 wants the the rung service's the technotrans limited company (http://www.technotrans.de; DMS EXPO Hall 1, Stand 1560) assigned division global document soluti-ons (http://www.docuglobe.de), to launch the new version docuglobe 4.0. At that it is a question of a uni-versally usable software, that documents' containing customers during the processing and repeatedly usable is supposed to support. Again at the solution 4.0 the object-oriented data maintenance, version management and XML in connection with MS are Word 2003rd Ty-pical Areas of Application could be the creating of contracts and offers, operating manuals, instructional materials or project and development documentation, for which wants to speak to docuglobe enterprises of every sector with high document appear. (FH)

PROJECT CONSULT Comment: Technotrans, last dealt with in Newsletter 20040219, new-comer, known to still a little, is in the environment of docu-


http://www.gft-solutions.de/

http://www.technotrans.de/

http://www.docuglobe.de/



ment related technologies DRT, although the docuglobe pro-duct already in version 4.0 is there. DocuGlobe has another approach than traditional DMS-products. It supports the editorial staff process, manages text components and transla-tions, simplifies the composition of complex texts and controls the ready objects. Malicious could think not a DMS or CMS but a lifted text module administration were the o-rigin of DocuGlobe - this is not, however, the case. The focus and so that the new approach lies at first on the efficient re-lief of the creation of documentation and media-comprehensive publications. Manuals, instructional materi-als and marketing documents which are subjected to fre-quent complements and changes, certainly a valuable aid. DocuGlobe does itself to Word as a Microsoft basis compo-nent zunutze and avoids through that extensive education for specific content management editing tools. The conve-nient administration of translations and the control of do-cuments with their components are the "global" aspect in this case certainly over several languages. The new approach of the retention of genuine objects with metadatas and the XML-interface represent after all an essential progress for the even simpler, former versions. (Kff)

Hummingbird presents contract management solution Munich - The ECM provider Hummingbird (http://www.hummingbird.com; DMS EXPO hall 2, state 2230) shows on the DMS EXPO 2004 the new so-lution of 2004th enterprise At that it is a question of a software for enterprise content management, the en-terprises at creation, management, appropriation and archiving of all information for the business company is supposed to support. Besides a secure, web-based environment is supposed to offer the enterprise contract management solution for the real-time-grip on all contract data. The complete document-life-cycle of all contract management functions of the creation is supported in that, about the negotiation up to the ad-ministration. (FH)

PROJECT CONSULT Comment: Hummingbird, last dealt with in Newsletter 20031021, posi-tions itself indeed as ECM-Universal-Anbieter, opens, ho-wever, also with reasonable utilization solutions basis of his product suite of themselves talk. Essential topics as Compli-ance become similar as in the USA now also in Europe for enterprises or as here, the contract management, addresses. At that three aspects are important. Once should in great organizations, to be facilitated where at the contract organi-zation numerous employees and fields are shared, a thick administration of all contracts. To the Second the software allows persons entitled to access all relevant contracts at any time and independent of the location in the correct version. The third parties become hanging together the contracts, structured, versionned and archived with their origin histo-ry. Hummingbird supports the origin process of a contract in that also with a workflow. A desideratum in this envi-

ronment is certainly still the use of the qualified electronic signature, since most contracts are up to now still printed and signed manually. Many of these originals will have to be stored also furthermore in paper so that the essential advan-tages of the Hummingbird contract management lie in the fast appropriation of necessary contract information so that originals no more do not have to be fallen back to. (Kff)

IBM buys Venetica Stuttgart - IBM (http://www.ibm.de) takes over with Venetica (http://www.venectia.com) a specialist for enterprise software content integration in the case of which both pages did not turn any information into the purchase price or other details of the incorporation. Section "Information Management" is integrated to Ve-netica that was up to now in private hands into IBMs, which is supposed to involve the integration of Veneti-ca-Software with the DB2 information integrator. So the solution is supposed to facilitate the businesswide collating of necessary information in real time, at what the cooperation with other Repositories and solutions as EMC/Documentum, FileNet, Hummingbird, Inter-woven, Open Text or Stellent are supposed to be pos-sible also furthermore. (FH)

PROJECT CONSULT Comment: IBM, last dealt with in Newsletter 20040512, is once again on purchase tour and his product portfolio enlarges. In this case an enterprise whose competences are main in the orga-nization and in the management of non-structured informa-tion selected it to itself this time with Venetica. The architec-ture of the core product VeniceBridge and the relevant con-tent Bridges is in a future-proof way achieved to Servlet 2.2 of engines etc. to Java with J2EE, EJB, and supports the most important Application servers as BEA Weblogic, IBM Websphere and JBoss. The great number of the already avai-lable interfaces (Content Bridges) to Repositories of other manufacturers makes IBM possible the integration into avai-lable infrastructures of the customers and opens these for further IBM-products. There also a great number of IBM products (IBM content manager, Lotus Notes Domino, image pluses, OnDemand etc.) already connected are, the products seem the suitable integration element for the reali-zation of the information enterprise to integration strategy (EII) from Venetica for IBM his. The clear direction at web strategies becomes clear also through the incorporation of the Cyanea through IBM occurred in the last month that reali-zes web-based workflows in heterogeneous environments. In total IBM took over in last time six enterprises from the en-vironment of document related technologies DRT. (StM)

Open Text with ECM solution portfolio Grasbrunn - After the incorporation of the Ixos AG (http://www.ixos.de; DMS EXPO Hall 2, Stand 2510) through Open Text (http://www.opentext.de; DMS EXPO 2 Hall, Stand 2510) the two partners show their complete solution portfolio on the this year's DMS Ex-


http://www.hummingbird.com/

http://www.ibm.de/

http://www.venectia.com/

http://www.ixos.de/

http://www.opentext.de/




po for the first time for enterprise content manage-ment. Next to the German version 9.2 of the core pro-duct Livelink also that one becomes digital manage-ment asset (Introduced to DAM)-Loesung of the re-cently acquired Artesia Technologies. Again in Live-link 9.2 should the reworked user interface as well as the possibility, to create project and topic-particular presentations for virtual working spaces and distribu-te, to be. The DAM solution in a modular way built up is supposed to let to integrate Livelink. (FH)

PROJECT CONSULT Comment: OpenText, last dealt with in Newsletter 20040512, the DMS EXPO will be useful in order to demonstrate the progress during the integration of the different components. Next to the emphasis Livelink, furthermore the main product of O-penText, some will be to be found out also certainly about the whereabouts of the other components. Some may meanwhile integrates, be fallen other rather under the table. Names of formerly independent units and products as Obtree, Gauss or Powerworks do not emerge hardly anymo-re. Within OpenText the former SER eGovernment leads an almost independent life. Apparently it is supposed to cover only the rung of the Public Sector into Germany and maybe also something in Europe. In future DOMEA product might remain the single DOMEA-certified solution also the SER eGovernment since it does little sense also with IXOS to do a second run once again or to keep on holding Livelink DOMEA-consistently. Three DOMEA-products would do little sense. It might be interesting here which way Open-Text takes now in the direction of workflow and Business Process Management. The again gained product of Artesia might not be integrated yet, especially one in the face of it a lot of DMS-, archive and CMS components surely once a-bout a homogeneous thought storeroom and object administ-ration architecture must have done. In spite of a little unsteady numbers and numerous dismissals IXOS could hold at least the position in the archiving system market and may hope now in the global net from OpenText in this envi-ronment for speeding the pace. (Kff)

E-Work Metastorm Release 6.5 BPM platform Columbia - One of the leading BPM software provider Metastorm (http://www.metastorm.com) the availabi-lity of the newest version of the BPM software plat-form announces e-Work 6.5. The version 6.5 contains new functions, among other things for individual customers adjustable Dashboard portals, extended management of business Rules and the appropriation of process information onto leading message queuing technologies about integrated adapters. Also impro-vements, how the support for the BPEL integration standard is supposed to appertain to that. Managers, managers and responsible process engineers can control central service indicators from the customer surface of the Dashboards and analyze crucial process

warnings in detail in order to be able to introduce the needed steps so in time. (CM)

PROJECT CONSULT Comment: Metastorm, last dealt with in Newsletter 20010809, apper-tained to the few still remained independent workflow provi-ders. Most better known providers as for example Staffware, last dealt with in Newsletter 20040512, were taken over in the past and integrated into more comprehensive portfolios. Metastorm is spread to little into Germany still relatively, could acquire, however, a good position for example in Eng-land in the public sector. With his product suite's e-Work Metastorm positions itself under the catchword BPM Busi-ness Process Management. Especially with the integration ability, for example through the implementation of standards as BPEL, XML, WSDL and SOAP, as well as during the Monitoring of the processes to the term innovations were implemented. The graphical process designer supports role concepts and simplifies the common processing and imple-mentation of processes with Wizard-automatism. The web service components do not allow only the workflow-use in the browser but they create also combinations to financial utilization as SAP, Siebel and other ones. The Metastorm architecture is valid with international analysts as group Aberdeen, group butler, Gartner or Upside Research when future-pointing. (Kff)

SignoSign integrates handwritten electronic signature Ratingen - That signotec GmbH (http://www.signotec.de; DMS EXPO Hall 1, Stand 1760) their e-sign software enlarged. The solution should the hand-written initialing of documents, also for utilization of the financial service service, in the PDF- or TIFF format as well as their electronic fabrica-tion are used for. Signatures can occur via a Pen pad and are supposed to be united next to the visual, graphical qualities additional the individual write pat-tern of the signature with their biometric features for-gery-secure with the document. (FH)

PROJECT CONSULT Comment: The contest of the providers of biometric signatures and card-based qualified signatures goes on. The German signa-ture law only sees different than the European guideline as a legally binding electronic signature after BGB the card-based qualified signature in front of. Numerous providers as for example Signature Perfect, last dealt with in Newsletter 20030929, run on the other hand tempest. Pen and PenPad-based procedures absolutely have advantages for certain pro-cesses. If one fills a printed form maintains the customer a signed original whereas in the bank, the insurance or stands with the service provider a signed electronic version for the immediate further workmanship in workflow systems avai-lably. The customer does not have to own even any electronic signature card and introduced printed form-based procedu-res can be retained. Whether the novelette of the signature law the legal situation of such signatures improved is not to


http://www.metastorm.com/

http://www.signotec.de/



be expected to the drafts up to now become known. Appa-rently in the financial service service and insurance field one does not want any, however, on that regard-taking and fami-liarly the sufficient legal quality of the signature advanced student. (Kff)

VERITAS takes over KVS Dornach - The VERITAS Software Corp. (http://www.veritas.com; DMS EXPO Hall 1, Stand 1570) takes over for about 225 million United States dollars KVS KVault Software Limited. In this way VERITAS wants to provide his customers with soft-ware solutions for the retention, the management, the backup and the archiving of company internal E-Mail and data in the future. Enterprises are supposed to turn over in this way quickly legal rules to the data storage and to lower their management-costs Storage simultaneously. The acquisition is supposed to be at the end of September finished and to keep on standing the KVS Team of approximately in total 200 employees as a separate business unit under the orders of the pre-sent KVS management. (FH)

PROJECT CONSULT Comment: Veritas belongs with about 1,5 thousand million United Sta-tes dollar revenue to the large ones in the business of the sto-reroom management. Main products are backup and store management solutions. Veritas closes with the incorporation from KVS, last dealt with in Newsletter 20040121, the gene-ral ILM information lifecycle and trends Compliance Mana-gement at. KVS is valid as one of the leading specialists for the archiving of E-Mail and has a line of marketing part-nerships also with rivals of Veritas, for example EMC. How the incorporation is affected in the market therefore very in-teresting become. One must not be overlooked, however, with the topic Compliance - E-Mail is only a source of legal-ly relevant information. Scanned documents, data from functional systems and other sources produce also Compli-ance-relevant information. To fulfill pure e-mail archiving, only around demands as Sarbanes-Oxley or those for guide-line expected in 2006 on the part of the European Commissi-on, is too short jumped. Information must be managed ac-cording to their contents and their legal character indepen-dently of their format and their source contiguously. Other-wise one comes into a situation, where one arranges for eve-ryone legal adaptation or regulative handicap own systems. And not to forget - to establish systems only for the fulfill-ment of regulative handicaps, is uneconomical. The informa-tion must be used in the enterprise. The maybe sometime re-sulting grip through a tester is an important demand, can not be, however, the only purpose of the introduction of an electronic archive. Veritas can offer now indeed even soluti-ons for the most urgent problems, but the enterprise is not raked to the claim on LM or ECM also through the purchase by KVS yet. (Kff)

Markets & Trends Trends with document-technologies in the fall 2004 Contribution of Dr. Ulrich Kampffmeyer, manager of the GmbH PROJECT CONSULT Unternehmensberatung, Hamburg.

One is usual, reduced trends always as a list, short and knackig, to find as onto 7 or 10 points as possible. This does not strike, however, always the core of the thing. Therefore here the different trends from viewpoint of the potential customers, the market, are supposed to be considered the new catchwords' the brand animal's and the products'. No one of the performed trends is in fact new. Many emerged already in the last years, so-me were imported again first of all as catchwords from the USA. One becomes, however, increasingly clearer: Technologies and new ideas from guard zones of the initial DMS-portfolio advance more and more into the spectrum of the document-technologies (Document re-lated technologies DRT) kept on being understood.

Definition document technologies

Document related technologies DRT

Document-technologies are used for the generation, capture, development, administration, preparation, appropriation, distribution and storage of electronic documents.

Document technologies are services of an IT infrastructure for the controlled use electronic docu-ments' independently of utilization, place, time and producer.

Electronic documents define themselves through their contents and legal character and as structured, weakly structured or non-structured digital informa-tion there can be in different form. PROJECT CONSULT Unternehmensberatung 1999

In this way also new providers in play come, that could be reckoned up to now not into this rung of the market.

Trends from market viewpoint

The market in Germany is still unclear. One does not gain, however, the impression that this is changed for a short period of time. Some important, general market appearances:


http://www.veritas.com/




• Interest

After all the topic is document technologies at in-quiries of the analysts and technical journals again onto the upper ranks of the interest of the IT ma-nagers moved on. Current inquiries of leading market analysis enterprises and analysts show, that topics as enterprise content management be-came important under Compliance aspects. In this case the preferences distinguished, however, clearly. While in the USA about 20 % of the en-terprises are wanting to import a solution in this year, it is little considerably in Germany.

• Market consolidation The market consolidation is not still finished although also from guard zones always new com-panies bump into the established territory of the DRT-sector. Buying up was used up to now in ad-dition to the technology portfolio, in future it will be a question, however, of market tilting-hurry. In the last months there were considerable modifica-tions: OpenText bought IXOS and Gauss, Vignette took over towers Technologies, EMC put itself on to legato, Documentum other, Tibco vereinnahmte Staffware, and BetaSystem complemented itself with small service. Also Interwoven, IBM, Stellent and further providers enlarged their portfolio through buying up. German providers that had ventured onto the New Market at the end of the nineties, were bought up or fell back onto ranges as before their initial public offering.

• Convergence The providers are bothered, more and more func-tionality, when not to combine from the own pro-gramming workshop, then through acquisitions, partner products or components. The trends of the consolidation and the completion of the portfolios go in this case hand in hand. While traditional DMS-providers as Documentum are enlarging themselves in the direction of web content mana-gement and Business Process Management, the writeable control memory providers complement themselves with archiving, document management and workflow. Product suites which want to cover all aspects of document-technologies with nume-rous components became a special feature.

• The partner business becomes more difficult The product providers are dependent, that their components in sufficient coverage are driven out of if possible many qualified system integrators. Differently the costs can not be borne for the pro-duct development, worldwide marketing and care. However always less software houses keep open excluding partnerships with the product providers a and offer frequently a colored bunch of products

that then are used optionally. The winning and halt of partners become in this way increasingly more difficult for the product manufacturers and more extensive - especially as all providers make an effort for the same big integrators.

• No closed DMS-sector anymore Through convergence, consolidation and expansi-on of the product spectrum the boundaries with the general ITK-market are less and less visible. Through different marketing slogans and always new positionings the market participants dilute the visibility more and more as an independent sector.

The market trend in Germany is faced with the mode-rate general situation still restrained to the economy. Also an arrangement of the planned investment num-bers proves this from the USA (USA), Ireland (IRE), Brazil (BRA), Germany (D), England (UK) and Canada (CAN). The table displays the percentage parts of planned investment for the years 2004 and 2005 of an inquiry of the AIIM International of October 2003:

Planned investments (US $) in document technologies 2004

(Pours: AIIM 2003) USA IRE BRA D UK CAN

< $100.000 41 35 51 37 40 59

$100.000 - $200.000 17 15 21 20 14 6

$200.000 - $500.000 19 15 11 16 15 12

$500.000 - $1.000.000 12 9 3 8 10 0

> $1.000.000 11 26 14 18 21 24

The planned investment data make "not recognize" yet any segmentation into individual large projects, stan-dardized middle class solution and "off-the-Shelf"-"Low-Budget"-Standard-Produkte. Meanwhile this tri-section in the price and in the capability emerges in the USA, however, very clearly. Just prefabricated soluti-ons for the e-mail archiving for the fulfillment of the demands of the Sarbanes Oxley Act initiate again a trend towards standard products.

Customer needs drive the market

The positive information is: Through the restructuring of the market the providers base themselves on real demands of the customers more and more. No more empty product cases, but specialized solutions for cur-rent job definitions is one of the most important trends. To that appertain for example:

• Out-of-the-box: Vorkonfiguration Most possible no uncalculable system integration, but preassembled products for defined problems that can be integrated into the available IT infrastructure as break-free as possible. Preconfigu-red solutions are characterized by that, that already above standard interfaces too usual Office Commu-nication- and ERP applications have and adapted




ISSN 1439-0809 Page9 of32

with respect to the structuring and functionality on-to the demands of specific job definitions or sectors are.

• Right-Secure Archiving The discussion about the GDPdU has now - with more than two years delay - also the customer en-terprises reaches. Since already the last two age-groups in digital form processes for examinations must prepare, the pressure increases itself. Meanw-hile there are here solutions which combine univer-sal evaluation programs as for example IDEA with an archiving system and corresponding checking and conversion programs. But also the already long existing demands of HGB AO and GoBS and the new editions through Basel II contribute here to the market growth.

• Virtual electronic files As an independent utilization or in connection with CRM solutions all documents and information of a customer or course of events are supposed to be

presented contiguously. The principle of a virtual file consists, that through the connotations of the database, the authorization system and to be able to be displayed through a classification in categories of the information arbitrary viewpoints onto cour-ses of events, product data, customers, projects and other states of affairs arrangedly.

• Release for E-Mail and ERP Furthermore a large desidera-tum is the release of office com-munication programs flowing over and increasingly larger, complex becoming ERP systems. The Flooding with E-Mail brings a line from problems with them-selves. E-Mail must be stored in the factual connection and trans-ferred from the personal mail baskets into generally accessible storerooms. Data of ERP soluti-ons and E-Mail with theirs only two information sources that must be combined with other

data and documents in order to receive a complete viewpoint onto the factual connections represent at-tachment.

• Saving personnel and costs through Process support Again on the ascendancy are BPR-, BPM- and workflow topics. Existing organizations are fre-quently already optimized so that further impro-vement potentials can be achieved only through process software. Especially during the electronic archiving it becomes clear that the so called "Late archiving" is little profitably for the end user functi-ons since first on completion of the processing the documents are transferred into the archive. One de-cides for the "Early archiving", all information on the processing must be provided process-controlled. Since in the processes the up to now greatest unused optimization potential lies, workflow is again in the trend.

• Development and recycling available contents' The clearing of available data graves for the improvement of the information quality, the a-voidance of redundant prepara-tion of content and the deve-lopment of information as knowledge gain importance and let even the almost disappeared catchword knowledge manage-ment again revive. Information available, increased over the

years and proprietarily stored represent a problem increasingly. Therefore the demand of a compre-hensive grip on different memory locations beco-mes an increasingly more important desideratum.

atung

• Efficient incoming post workmanship and the uni-versal Inbox Systems for the extensive automated capture of

Project emphases (in %) for the years 2004 and 2005 (Pours: AIIM 2003) USA IRE BRA D UK CAN

Process automatization 22 27 45 16 26 23

Technical documents management 22 21 42 29 33

Mail-management E- 22 28 30 20 30 33

Web-Publishing 24 31 31 14 33 38

Knowledge management 25 29 41 14 36 33

Information Capture 27 30 33 18 38 35

Document control 34 40 57 22 50 44

Management archiving / record 44 34 53 14 46 48

Compliance 20

Form processing 18 18 26 25

Continued existence of the businesses 23

Customer service 29 34 33 23

Personnel management 28

Bookkeeping 14

e-Government 28

Most important reason for investment in document-technologies (in %) (Pours: AIIM 2003) USA IRE BRA D UK CAN Efficiency increase 5 6 6 5 10 6

Risk Management 4 3 3 3 4 13

Higher responsiveness 9 6 8 5 4 13

Improved customer service 14 14 24 7 17 4

Compliance 17 9 3 2 13 21

Cost reduction 18 19 10 31 15 10

Improvement of the competitive capacity 6 4 10 3 6 2

Higher profits, better performance 27 36 33 40 31 31

GmbH © PROJECT CONSULT Unternehmensber




written or typed material, workmanship of purcha-se invoices and controlled forwarding are recogni-zed meanwhile as an important efficiency and au-tomatization potential. Not to have to search More at different places, but to combine all inputs from the most different sources and in arbitrary formats and to enter into a workflow. Considerable accele-ration and simplification bring especially the auto-matized capture and workmanship of entry written or typed material and date - and a lot of money sa-ves in addition. Meanwhile even for smaller a-mounts at entries such solutions are economically usable.

• Electronic signature At least with projects in the public administration wins the electronic signature onto ride and the first great intentions with use of the "mass signature" while scanning would initiate. Also in the environ-ment of the electronic bill the qualified electronic signature is stipulated. Up to now most electronic bills are sent as data or PDF uninitialedly so that a catching-up requirement turns out in future here. All enterprises must deal with the future greater circulation of electronic signatures with this topic.

• Replacement of islands and proprietary systems The integration into the available IT landscape, the embedment of Dokumenten-Techno-logien in avai-lable utilization and the turning away of older is-land-solutions make become the migration topic to the continuous torch. Many customers of the first and second generation of DMS-solutions stand to-day before the problem to keep on holding their stored information availably. Migration topics be-come more important through that and should be considered already at the planning of a solution. In the environment of majority customers very hetero-geneous systems with different platforms as main-frames, UNIX-servers, Windows office communica-tion, portals and web-platforms which are to be maintained very extensively developed. There all also to own own data memories became the integra-tion importantly also from the viewpoint of the im-provement of the data quality and a simpler, comprehensive grip.

A trend in Germany is removed in arrangement in-vestigations, however, still more clearly. The trend to-wards the saving:

• Price and ROI On return investment, sustainability, favorable pur-chase conditions and cost-effective company de-termine ultimately the product decisions since in the individual product categories only still few dif-ferences are ausmachbar functionally.

Cost savings stand in Germany in the international ar-rangement in the foreground. In other areas of the world the reasons for the procurement of new soluti-ons are efficiency increase, fulfillment of legal and re-gulative handicaps, creation of new portfolios of servi-ces, improved customer service and better develop-ment of available information. The table shows that one to result of the AIIM-questioning of October 2003 for USA (USA), Ireland (IRE), Brazil (BRA), Germany (D), England (UK) and Canada (CAN). This reflects also in the planned project emphases a-gain (since the questions had been compiled in the sin-gle questioning a little differently are missing in some information categories. With these percent specificati-ons multiple namings were permissible).

Trends from marketing viewpoint

Real demands of the customers and the conceptuality the brand animal's with the providers have frequently little common with each other. The current terms in the advertising-embassies the brand animal's to come from the USA also in this fall as so frequently:

• ECM enterprise content management ECM is at this time the most important of the new approaches of the sector. The successor of the term DMS became enterprise content management with many providers. That one is very clear in the inter-nationally stationed enterprises, but also German providers try under this acronym position. ECM is a very far understood term which includes nume-rous components.

Enterprise content management definition

ECM enterprise content management

Technologies and methods to the capture, administra-tion / workmanship, appropriation, retention and ar-chiving of information on the relief of the business processes in the enterprise.

The administration/workmanship component contains document management, records management, Busi-ness Process Management / workflow, web content management and collaboration. AIIM International 2003

ECM contains five main components according to the definition of the international sector association AIIM: Capture, Manage, Deliver, curtain and Pre-serve. • The category "Capture" (Capture) contains

functionality and components for the creation, capture, preparation and workmanship of ana-logous and electronic information. In this case one can Step several and technologies distin-guished, of the simple capture of the informa-tion up to the complex preparation through an




automatic classification. The Capture-components are summarized also frequently as "input"-components.

• The category "Manages" contains solutions that are used for the administration, proces-sing and use of the information. You have da-tabases for the administration and the retrieval as well as authorization systems to the grip sa-feguarding and to the protection of informati-on for that. Here also the traditional compo-nents as DMS and workflow are found. Goal of a locked ECM-Systemes to provide these two components for management and workflow / Business Process Management as services only once comprehensively for all "managing"-solutions as document management, collabora-tion, web content management, records is the-re. To the combination of the different "mana-ging"-components this should have standardi-zed interfaces and secure transaction processes during the communication between the com-ponents.

• The category "Deliver" includes "output mana-gement", multi-channel-distribution and" pre-vious COLD-technologies". The "Deliver" components of ECM are used for the appropri-ation of the information from the "managed -, curtain" - and "Preserve" components. They contain, however, also functions, that in turn for the input of information into systems (for example information delivery on media or ge-neration of formatted output files) or for the preparation of information (for example con-version or compression) for those ones "cur-tain" - and "Preserve" components. Since the viewpoint onto the AIIM component model is functionally compiled and may be seen not as architecture, the assignment of these and other components is here permissible. The functiona-lity in the category "Deliver" is regarded as "Output Management" called "also output" and multiple still, although the claim is kept on being understood by "Deliver" and for e-xample also the presentation of contents about portals, Publishing-on-Demand, eBooks and other includes.

• The category "curtain" covers components, that for the temporary retention of information that are not archiving-worthy or archivierungs-pflichtig and supports the high-powered part of the life-cycle of information. Even if media who are suitable for a long-term archiving are used, the "curtain" is separated from the "pre-servation". through the contents In the German usage these components are to be equated with the "file" unlike the "archive". The "curtain"

components performed by the AIIM can be as-signed to three different fields, "Repositories" as memory locations, "Library Services" as an administration component for the memory lo-cations, and "Technologies" as different store-room technologies. Also to these infrastructure components, that to some extent how the file system are settled on operating system level, also the safety technologies that were settled in the category "Deliver" at the AIIM belong. The safety technologies are to be considered, ho-wever, as a comprehensive component of an ECM solution including the authorization sys-tem.

• The category "Preserve" (Storage, archiving) corresponds to a large extent to the German claim on the long-term archiving. The "Preser-ve" components of ECM are used on a long-term basis stable, static and constant storage and protection of information. for the tempo-rary retention of information which are not ar-chiving-worthy or archivierungspflichtig. In the German-speaking room this is the field of application of the electronic archiving. Latter has today but considerably more functionality than under "Preserve" undersums up. Electro-nic archive systems are today mostly a combi-nation of administration software as records management, Imaging or document manage-ment, service library (Inter-Record Separator Retrieval information systems) and storeroom subsystems.

Components of ECM enterprise content management (Pours: AIIM International 2003)

CAPTURE

PRESERVE

DELIVERSTORE

MANAGE

STORE WCM

RM

WF/BPM

DMCollab

• ERM Records Electronic management Records management or records Electronic mana-gement refers onto the structuring, administration and organization component for the handling of re-cordings. RM is not to be equated with electronic archiving of German stamp, whether many approa-ches are found here again. Meanwhile the term finds also further circulation in Germany and be-





comes "management" through numerous internati-onal standards as the ISO of 15489 "records" or sup-ported MoReq "Model Requirements" of the Euro-pean Commission.

Records definition management

Records ERM Electronic management

Electronic records management are the methods of, procedures and utilization, that are used for the arran-ged administration, development, storage, protection and Aussonderung of electronic information that tran-sactions, legal actions and the compliance of legal and regulative handicaps completely, correctly, authenti-cally, convincingly and understandably document. PROJECT CONSULT 2001

Records management is understood as one of the important administration components of ECM, but it is fit in in a multiple way from comprehensive ECM solutions also independently. Differently than with the traditional electronic archive systems ma-nagement describes records the pure administration of records, important aufbewahrungspflichtigen or storage-worthy information. Records management is storage medium independent and can manage for example also the information not stored in electro-nic systems. To belong to records to the Electronic management functions following among other things:

• Illustration of file plans and other structu-red lists to the arranged file of information

• Indexing of information Thesaurus-Supported or based on controlled vocabu-lary, unambiguous

• Administration of storage times (Retenti-on Schedules) and annihilation periods of time (Deletion Schedules)

• Protection of information according to their qualities, to some extent up to indi-vidual contents components in documents

• Use of meta-data internationally, within the industry sector or at least in a busi-nesswide way standardized to the unam-biguous identification and description of the stored information

Records management is one of the keywords if it is a question of the topic "Compliance".

• Compliance Meanwhile this term became the catchment area for all solutions which contain the compliance of legal handicaps. To Germany for example the GDPdU, BASEL II, GoBS and other guidelines, belong to that. International are important the FDA rules in the pharmaceutical sector. In the USA SOX Sarba-nes Oxley Act and HiPAA are at the most frequent needed catchword in the health service. Meanwhile especially in the environment of the e-mail archi-ving so called Compliance-solutions hold arrival as prefabricated products.

Transfer of the term "Compliance"

Compliance

Agreement with and fulfillment of legal and regulative handicaps. PROJECT CONSULT 2003

At the Compliance demands such that are deman-ded of directly of the legislator or through interna-tional accords, as for example in the pharmaceutical field, are to be distinguished and such that are to be fulfilled implicitly. Latter one applies for example to the BASEL II OR SOX-demands. Increasingly more clearly a special problem emerges at that, ho-wever: The purchase of a specialized solution only for the fulfillment of legal and regulative demands is frequently uneconomical. Goal must be the crea-tion of a homogeneous infrastructure which meets the demands as it were incidentally. The relevant data and documents represent only a part of the o-verall data inventory at information of the enterpri-se. Goal-leading is therefore the approach, to create homogeneous administration and storeroom sys-tems in which according to authorizations suitable through classification in categories and allocation also the information, relevant for Compliance, are reproached for. This is important also under the aspect, that it is not forseeable today yet which new, additional Compliance demands come up to the en-terprises in future and changes also the importance and the value of stored information. In Connection with Compliance e-mail archiving and records are seen management frequently as most important ap-proaches. But also data from functional systems and from other utilization must be stored for the fulfill-ment of the demands.

• ILM ILM, lifecycle management information, is a term which was found in 2003 of the providers of storage systems once again. The storage system providers began to complement their subsystems with soft-ware in order to make a more efficient administra-tion of the information possible. In this way they




advance into the initial terrain of the archive and DMS-providers.

Definition lifecycle management information ILM lifecycle management information Strategies, methods and utilization around information are lifecycle management information optimally automatizedly according to their value and their use on de, in each case most cost-effective storage medium provide, to open up and on a long-term basis surely to store. PROJECT CONSULT 2003

More or little were only noticed about Storage-solutions in the past than hardware components to which information were sent about file systems or specific utilization were. Safety requirements, relo-cation strategies and the integration to nets added combined Hardware-/software solutions - RAID, handset module and SAN are the corresponding ac-ronyms here. Ultimately the focus of the solutions was, however, adjusted onto the administration of the memory components. ILM lifecycle manage-ment information continues an important step. The retention of information bases itself on life-cycle and use of the information now. ILM considers in this way both the aspects of information in a high-powered way changeable at the beginning of the li-fecycle and the long-term archiving. Different when at traditional Document- or content lifecycle mana-gement strategies no confinement onto certain mar-kedness and models of information occurs. ILM sto-res information from source and format difference-free. In this way it becomes also possible to include program versions, data, databases and arbitrary contents in the administration. One can characterize ILM as the reunion of different Storage-, archive, content and document management technologies around the customer a translucent interface and to offer the system administrator a storeroom platform to simply be administrated, homogeneous. The con-cept of the "lifecycle" There is management, howe-ver, already for a long time and was essential com-ponent from approaches DLM Document Lifecycle Management. More overlapping ever arises through that in the functionality of DMS-, ECM- and archive solutions with ILM concepts. With Respect to the ECM model of the AIIM one can bring ILM with the categories "curtain" and "Pre-serve" in tune. In a multiple way ILM is still regar-ded as concept or strategy, but the providers of sto-reroom subsystems use the acronym increasingly for the classification in categories of their products. Some complemented available administration soft-ware for that, other ones accepted co-operations with the traditional DMS- and archiving system providers.

Trends from product viewpoint

With the products two important trends emerge:

• Suites Under suites one understands modular solutions from different single components of a provider, that single or to be able to be appointed as a closed all-in solution, however. Suites safeguard also a continu-ous, gradual expansion of solutions

• Special systems There are closed subsystems of different kind that can be integrated into other utilization about inter-faces in this category. To that for example "Captu-re"-solutions belong to capture from written or ty-ped material, rendition and conversion servers, translation services, output management compo-nents and a lot other one. This component approach reduces the manufacturing depth.

Next to many other technology trends especially XML and JAVA as programmtechnische basics became inc-reasingly more important. While XML is becoming inc-reasingly more important in the case of metadatas, descriptions, transfer formats and structuring, JAVA allows a to a large extent platform-independent pro-gramming. • JAVA

Almost all redesigned products use J2E or other Ja-va-variants. Goal is to achieve an extensive plat-form independence and also for new platforms as Microsoft. network engineering tool be armed.

• XML XML as a description language is used increasingly during the administration of system sections and during the document and file replacement. With the offered products it means, however, always to check for what the provider uses XML.

• Linux Almost all providers of document technologies ma-de already their products available also under Li-nux (or announced this). Not only in the public sec-tor this operating system develops too genuine al-ternative.

• Browser-based clients Almost everywhere, not only in connection with portal utilization, the browser-based, lean client is on the advance. Meanwhile one can finish even mo-re difficult tasks, as for example the scanning, with a Browser-Based Utilization.

Also with the document formats some did itself. Tradi-tional formats as TIFF or JPEG are complemented by new developments and dissolved in part in future. • PDF

Meanwhile PDF suitable also for the archiving. So PDF/A is for example the standard of ISO 19005 in the definitive standardization through the ISO

• JPEG2000 For the scanning into color and the retention of co-lor pictures puts through meanwhile the new





standard JPEG2000, that offers also an almost loss-free, efficient compressing for the memory-saving archiving.

The new technological approaches of Portlets so sum-marizedly with browser-capable utilization, standardi-zed Plugins for portals, called, and a severe increase shift architecture with individual services allow mo-dern, future-proof document-technology-solutions. In this way the assumptions for a positive development are given in the market for document-technologies. Most products are matur so that nothing blocks a use anymore.

Trade Fairs & Congresses The KoelnMesse becomes new organizer of the DMS-EXPO Cologne - How became known transfers the previous organizer the DMS EXPO Advanstar Communications Germany of Europe leading compartment fair and con-ference for content and document management enter-prise onto the GmbH KoelnMesse. Next year the DMS EXPO to the last one is carried out once in Essen before from 2006 onto the new KoelnMesse-Gelaende that at this time is rebuilt in the course of the master plan 2006 is gotten changed.

All participants hope through the organizer alternation for a basis for continuous growth and a further increa-se of the quality of the DMS. (FH)

PROJECT CONSULT Comment: After it in July and had given August a whole line of ru-mors, that were discussed fully in discussion forums without the concerned persons, there is clarity now. Advanstar says goodbye more and more from Europe. The organizer of the DMS EXPO which only few years ago had been taken over by the former organizer Gerhard Klaes sold the DMS EXPO to the KoelnMesse. Due to the contract situation with the food fair the DMS EXPO will occur in the coming year in Essen once again before she moves to the again designed ex-hibition grounds of the inhabitants of Cologne in 2006. Also the technical journal Info21 which belonged to Advanstar was already before the Messe-Deal onto the H&T publishing house given to the commercial leaf group and is supposed to be combined with the journal DoQ. Consolidation, Mer-gers&Acquisitions and tasks therefore not only with the DRT providers but also in the fair and journal market of this sector. (Kff)

ECM & ILM Best Practice panels Essen - On the DMS EXPO 2004 Advanstar and PROJECT CONSULT organize together the DMS Best Practice Panel on all three fair days in the Vertical Spot in the exhibition hall. In these panel events five provi-ders of repute will represent their strategies and visi-

ons to current topic emphases in a round moderated through Dr. Ulrich Kampffmeyer. Topics this year are:

• "ILM lifecycle management information - in fact a new quality or archiving with new label?" Tuesday, 07.09.2004, 13:00 - 14:00 Participant: - d.velop, Christoph Pliete, executive board - Office ELO Digital, Karl Heinz Mosbach; Manager - EMC, Marc-Philip Kost, Centera Business Manager - FileNet, Ulrich Leuthner, Sr. Product Marketing Manager - IBM, Dr. Guenter Scholz, content conductor Software management Link onto the Whitepaper: http:http://www.dms-expo.de

• "ECM enterprise content management - noble con-cepts or realistic enterprise solutions""? Wednesday, 08.09.2004, 13:00 - 14:00 Participant: - System beta's, Dr. Olaf Riebe, Vice President the Unit business document management - d.velop, Christoph Pliete, executive board - Office ELO Digital, Karl Heinz Mosbach, Manager - FileNet, Ulrich Leuthner, Sr. Product Marketing Manager - Hyperwave, Dr. Frank Kappe, member of the Executive board's Link onto the Whitepaper: http:http://www.dms-expo.de

Thursday, 09.09.2004, 13:00 - 14:00 Participant: - Captiva, Jim Hayes, European Business Development Manager - Comprendium, Stefan Ebner, CTO - Hummingbird, Uwe Weimer, manager general Central Europe - To SAPERION, yokes Enderlein, senior Sales Consultant - SER Solutions, Dr. gregory Joeris, Product manager Link onto the Whitepaper: http: http://www.dms-expo.de

On Thursday, that becomes to 09.09.2004 of 10:45 until 11:30 o'clock Dr. Ulrich Kampffmeyer as Keynote-Speaker on the topic "Regulative handicaps inspire the market speak for document technologies" in the Verti-cal Spot within the exhibition DMS EXPO. The lecture can be called up under following link: http://www.project-consult.com (FH)


http://www.dms-expo.de/pdf/DMS_EXPO_2004_BPP_ILM.pdf

http://www.dms-expo.de/pdf/DMS_EXPO_2004_BPP_ECM_1_neu.pdf

http://www.dms-expo.de/pdf/DMS_EXPO_2004_BPP_ECM_2.pdf

http://www.project-consult.com/Files/Keynote_DMS_EXPO_20040909.pdf



ContentManager.Days 2004 Leipzig - From the 10th to 12.11.2004 the this year's Contentmanager.days occur in the "The Westin Hotel" in Leipzig. The ContentManager.Days of Feig & part-ner that CRMManager.de and other practice also the portals ContentManager.de, DocuManager.de, are or-ganized. On three days next to practical lectures, Real-Life-Beispielen and an exhibitor field this year are sup-posed to be offered for the first time also a compart-ment conference with topic-particular Sessions on the third event day.

Already on Wednesday, that 10.11.2004 at 10:30 o'c-lock" Dr. Kampffmeyer becomes "," as Keynote-Speaker "his lecture on the topic "who needs actually content management"? holding.

Special conditions for the participation in the Con-tentmanager.days 2004 are offered to newsletter-subscribers. More for this purpose under news PROJECT CONSULT on page 28.

Information Weiterfuehrende for the event and the program receive it http://www.contentmanager.de/under. (FH)

Under discussion Sense and purpose of homogeneous definitions Every week new terms, everyone weeks new acronyms. Just the IT sector is sensitive to the unmoderated creativity of the marketing departments. Every provider attempts the market to press his die and to separate his products from the rest of the pack through new terms. This does not help either customers or providers since the necessary translucency di-sappears in the market. Homogeneous and generally acknowledged definitions are the basis for the identifiability of products and services.

To what definitions?

The human being tends naturgegeben to sorting everything in drawers. What does not suit is considered with suspicion or simply stopped there, where it belongs at first sight still at the best. For the optimal filing terms are necessary, that on a same sense of this to be based, which is represented by the term. In the sector which represents the DoQ every provider of systems to the automatic classification and classification in categories of documents will underline this. Only through the correct assignment of the documents to categories and common features can be passed on it manages and be found also again. Also at those ones which deal with the creation of database models, indexing systematics and thesaurus this is a self-evident fact. At the latest on the way onto the other page of the hall, into the advertising and marketing depart-ment, this discovery disappears, however. Just in times, where products and their qualities become increasingly more

comparable, one thinks to be able to wake the interest of the potential customers with always new slogans and terms.

Homogeneous definitions are a sign from Maturity

At the latest if a technology or a sector have become matur, the terms consolidated. Apparently this is not the case with providers of software yet. The "tender product" loads in or-der just to fling always new tender, spongy catchwords onto the market. For a long time, however, the customers recogni-zed that it is a question of "sequential Umetikettierung". Apparently a look onto booklets and booths shows to that that it does not suffice for a long time anymore only under an embassy the products apply. As long as the character size is fallen not under eyeglasses reader standards almost every term received in order not to let out only any the Marketing-Hypes. Create this confidence with the customer? With safe-ty not. To understand the electronic knowledge of an organi-zation on a long-term basis just in a sector that raises the claim, manage, open up, to provide and to preserve exists a certain claim on continuity. And if one wants to anchor the importance of topics as document technologies, enterprise content management or lifecycle management information, where they belong - onto the highest management tier of the enterprises and administrations - one must bear worry for clarity, intelligibility, identifiability and value of an embas-sy. The significance is still not recognized, however, unde-restimated the dependence on the availability of information, the information flooding indeed lamented, but not fought, the benefit of the technologies correctly not evaluated yet.

Escalating

Admitted, the more concrete and more closely understood a definition is, the faster she becomes accepts. Standards and norms, lexicons and glossaries, laws and books perform here unersetzliche support. A car with his components haptisch begreifbaren is not questioned in the conceptuality and eve-ryone has a very concrete idea what a car is and what per-forms it. In the software world this is more difficult, but also everyone will have a concrete idea of that, what is a database and what performs a text processing. The problems occur mostly then, when several entities is supposed to be reached summarized, a grouping of qualities and functions on a hig-her tier. This is also the problem of the former DMS-sector. Through the convergence of the technologies the portfolios became increasingly more extensive and the functional scope of the products exceeds far what one had still regarded as "state of the art" in the nineties. The numerous redesigns have the claim to new definitions, new slogans, new terms.

And there is it - skid-resistant, universal definitions!

We fling once a look onto the situation of our sector, that in the last years of new slogans as document related technolo-gies DRT, ECM were ueberrollt (We let collaboration, know-ledge management, Compliance etc. once outside as a pre-caution in order not to bring about yet more confusion befo-


http://www.contentmanager.de/cmdays/




re) enterprise content management and ILM lifecycle mana-gement information.

Document related technologies DRT Document-technologies are used for the generation, capture, development, administration, preparation, appropriation, distribution and storage of electronic documents. Document technologies are services of an IT infrastructure for the controlled use electronic documents' independently of utilization, place, time and producer. Electronic documents define themselves through their contents and legal character and as structured, weakly structured or non-structured digi-tal information there can be in different form. (PROJECT CONSULT Unternehmensberatung, 1999)

ECM enterprise content management The technologies and methods for the capture are ECM en-terprise content management, administration/ workmanship, appropriation, retention and archiving of information on the relief of the business processes in the enterprise. The administration/workmanship component closes in this case document management, records management, business Process Management/Workflow, web content management and collaboration a. (AIIM Association for information and Image management International, 2003)

ILM lifecycle management information ILM lifecycle management information exists from the rules, processes, utilization and tools that are used for bringing the commercial value from information, of their origin up to the disposal, in agreement with the necessary and most costs-efficient IT infrastructures. Information is combined by systems of rules and services, based on utilization, metadatas and data, with the business processes. (SNIA Data forum / information management initiative life-cycle, 2004)

If one takes only these three definitions, one states so that they overlap of their field and also of the conceptuality used in the definition. DRT is still in this case most concrete. DRT is technology-based. The document term is in laws and norms defined. Document-technologies are used for the con-tact with electronic documents, independently of their form. The term can simply be adapted as a superset onto new deve-lopments. ECM suffers from the enterprise term since this suggests a very high claim on businesswide solutions. ECM takes solutions as a basis and includes technology just the same as management and method environment. ECM rea-ches to that a line of terms that even again are comprehensi-ve terms. ECM has, however, the charm, that the term of the acronym allows a good association to terms as ERP and CRM here - and this would be raked to the significance of the technologies. ILM on the other hand weaves something putly since the term was created initially by the storeroom techno-logy providers. Meanwhile the claim of ILM exceeds, howe-ver, about the storeroom management and grasps numerous fields of ECM and DRT above.

Everyone of the three acronyms is differently busy in other sectors. No one of the terms is compatible and no one is un-derstandable for IT laymen without long-winded declarati-ons. Just latter should arrange, however, for the sector, to define a definition, only onto a declaration. The topic is complex and does not become simpler also through new terms. If, however, all with the same embassy and the same declaration line up, the sector has then also the chance that value and importance of the topic in the decision maker floors are recognized at last. (Kff)

Electronic bill We all know it - bills, that reach us as PDF or data in an E-Mail or that we us ourselves to have to print in the Internet since the money deduction occurs directly via our credit card. Electronic bills are in the age of the E-Business more than only up-to-date. You save considerable expenditure with the sender of the bill. How does it look, however, with the legal quality of an electronic bill and which effects does she have onto the receiver? There it is a question not only of the proof of the delivery and the reception, but also of the re-levance to the tax. The GDPdU defined some here already, something the contact, the ready attitude and the readability of digital, tax-relevant data starts. Correct to the thing it, however, goes first with the question of the input tax outlet. The sales tax law is m here changed sales tax law rakes clear: § 14 UStG "(3) With a bill sent on electronic way the genuineness of the origin and the integrity of the contents must be guaranteed through a qualified electronic signature or a qualified elect-ronic signature with provider accreditation according to the signature law of the 16th May 2001 (BGBl.. I p. 876), that through articles 2 of the law of the 16th May 2001 (BGBl.. I p. 876) has been changed, in the in each case valid compo-sure, or electronic data exchange (EDI) to article 2 of the recommendation 94/820/EC the commission of the 19th Oc-tober 1994 about the legal aspects of the electronic data ex-change (ABl. EC no. L 338 S. 98), if in the agreement on this data exchange that the genuineness of the origin and the in-tegrity of the data guarantee, and besides a summary bill is sent on paper or on condition of the number 1 on electronic way the use is planned from procedures." § 15 UStG: "(1) The Entrepreneur can remove the following tax a-mounts: 1. the tax in bills in the sense of the § 14 in a separated way shown for deliveries or other services which were exported by other entrepreneurs for his enterprise." In the plain text the §§14, 15 UStG, say bills that in an only qualified way electronically initialed or bills in a secure EDI-procedure to the input tax outlet justify. Of course draws at the time of every enterprise from obtained bills the input tax out - regardless whether initialed or uninitialed. One makes oneself an expression and puts it aside traditionally in paper. ‚Rechnungen in paper must be not signed also - therefore for what this expenditure' is a frequently asked question. A Eu-ropean regulation which is supposed to check Gewinnver-schiebungskaruselle and sales tax fraud is background for




the legal regulation also here. After all it does more absolute-ly not have to be now already the electronic signature with accreditation. What is this called, however, for the sender? It would have to initial every bill with a qualified signature, to announce the bill therefore, to pull through the card and to enter his code. What are enterprises which could profit by the electronic bill which want to exhibit thousands of elect-ronic bills with pleasure daily as trading companies, internet portals, logistics and transportation enterprises, vigor servi-cing crafts, telecommunication providers and so forth suppo-sed to do here? Manual procedures drop out here. Only two technical approaches remain basically: Mass signature and time stamp. (1) With procedures of the mass signatures thousands of bills keep up within a defined time window the person-bound signature card are initialed. This procedure forgives every bill a qualified single-signature, on wish also with accredita-tion. (2) Near the time stamp it is already more difficult since he has another legal quality although also from certified trust centers time stamps are offered. The time stamps do not al-low any inference onto the signer. You offer, however, the advantage to create bills automatically as many as desired and initialed to arbitrary dates. Most senders of electronic bills make themselves currently the life easily, however. If need be a collective invoice in pa-per which is supposed to degrade the sent electronic bills to "Zwischenabrechnungen" is handed later once at the month or year end. One withdraws here on the stipulations for the EDI-procedure even if no EDI-contract exists and the bill has gone onto an arbitrary receiver. Finally an internet pro-vider keeps up a few 100.000 customers not with every par-ticipant an extra contract to the character of electronic bills to close especially as private customers and affected company customers are frequent mixed. Let's still return to the receiver. If this receives now an e-lectronically initialed bill, this represents the original. If on the electronic bill also still stands, to print Request the bill, can one the tax auditor also badly verargumentieren, that the copy was the original in the folder. Also a bill into paper afterwards sent is then first of all only a copy of the originaer electronic bill. The receiver must in addition be concerned then as he archives the electronic original then and holds the electronic original availably. It stands then maybe also before the question, which legal character such a electronic signatu-re has if after a few years the certificate has succumbed to the legal storage time before course. Especially for small en-terprises and Mittelstaendler these question formulations and tasks are hardly soluble with own resources. Here only "electronic strongrooms" would be been able to offer aid (see the contribution "Internet safe deposit boxes" of Matthias Neumann in the newsletter 20010809) as ASP solution, for example as an equivalent to the existing strongroom with a trustworthy financial services provider or as service with the sender of the electronic bill itself. Into one the customer could employ all his electronically initialed and other impor-tant data such an audit-proof electronic strongroom without having to be concerned even around purchase, company,

migration and legal security of an archive. And another "al-ternative" remains: Simply to renounce the input tax outlet as receivers of an electronic bill - however who already wants that! And there is yes also still hope for simpler procedures, so at least paragraph 6 of the § 14 of the UStG. Kff

Norms & standards ISO 14721 for archives The ISO standard 14721:2001- Reference Model for at Open Archival Information system (OAIS) - the infrastructure of a digital archive represents in the form of a model. Five function modules which are or-dered according to the data flow and the work flows of the archive are in OAIS: Entry processing (ingest), me-ta data management (data management), object reten-tion (archival storage), preservation of the long-term availability (preservation planning), administration and appropriation (access). The function module "Pre-servation of the long-term availability" is subdivided into four more subsystems that particularly for this purpose are there besides to observe the environmental conditions of the archiving system, to recognize techni-cal modifications quickly, as well as to supply the Pla-nungsgrundlage for the preservation of the long-term availability of the objects stored in the system. With the function "Monitor Designated Community" it is gua-ranteed that current information about the user needs are gathered. The function "Monitor Technology" ob-serves the development of the digital technologies in the outside world of the system. The function "stan-dards Develop Preservation Strategies and" receives the information of the two first modules and converts it into activity recommendations to the system admi-nistration. With the function "Develop Packaging de-signs and Migration plan's" the handicaps of the sys-tem administration are implemented technically. (CM)

PROJECT CONSULT Comment: Through this ISO standard succeeded at least in certain fields in getting a general viewpoint onto the core function of a digital archive which one about the boundaries of the customer communities archive, data centers and libraries is away being valid. At commercial archiving system pros ele-vated duct provider is confessed this standard up to now ap-parently little and spread also to only little from there. At least the argument there would not be for the electronic ar-chiving any standards can not be valid anymore already long. (Kff)

ISO/IEC takes over UDO-Media-Format-standard Geneva - The ECMA International (http://www.ecma-international.org), the industry association for the standardization of systems ICT Information and Communication Technology, and Plasmon


http://www.ecma-international.org/

http://www.ecma-international.org/




(http://www.plasmon.de) announced recently that it created standard to the International to the Standard ISO/IEC 17345 only after five months from the draft International standard.

The ISO International Organisation for Standardisation (http://www.iso.org) and that IEC International E-lectrotechnical Committee (http://www.iec.ch) re-cognized the UDOTM Media Format standard ECMA-350 adopted of the ECMA general meeting in Decem-ber 2003 and presented in February 2004 at the ISO/IEC officially. He is led future as if ISO/IEC 17345 would certify standard with the denotation and speci-fied the mechanical, physical and optical qualities of 30 GB UDO media in Rewritable and genuine write Once technique. UDO is in this way the only on storage for-mat for the new Blaue-Laser-Technologie is, that recei-ved the releasing of the ISO/IEC.

As the vote finished in July 2004 made, the UDO-standard was accepted by all representatives of the in total 28 participant states unanimously.

The standard can be downloaded from the ECMA web site freely in the PDF formathttp://www.ecma-international.org (FH)

PROJECT CONSULT Comment: Plasmons UDO is a TrueWORM-procedure that the new Blue optical maser technology with considerably higher ca-pacity than previous WORM- and MOD-procedures is ba-sed on. The Sony PDD and the Plasmon UDO gave in the last year a race, who then has the nose in front with the Blue optical maser Optical disk systems. Up to now it looked like this that the Sony PDD has a margin due to the already a-vailable availability in greater numbers. Through the ISO-standardization Plasmon Boden can make now good. Especi-ally as the disclosure makes it also for other providers pos-sible, to produce media for the UDO-standard so that Plas-mon could escape from the corner of a "proprietary" techno-logy. Even if the acceptance increases for UDO now the ISO standard is useful only then a little, if there is more than a provider. (Kff)

OAI-PMH The OAI-PMH (Open archive's initiative Protocol Me-tadata Harvesting) the compiling of metadatas that are provided by so called data providers is used for. The gathered title data records are edited then by so called service providers and provided for search inquiries. Due to the great number of meta data formats theDublin Core data model is as a smallest common denominator stipulated.

The OAI Metadata Harvesting Protocoll. (OAI-PMH) initiative was already in the year 2000 of the archive Open developed (http://www.openarchives.org), that basic principle represents to the Open Access, that me-tadatas can be passed on freely. (FH)

PROJECT CONSULT Comment: Faced with the increasing circulation of content Syndication, the automatic list of literature references is to portals for e-Books and to only still electronically present publishers O-pen Access desideratum not more only of libraries. The ori-gin for the XML-based record lies near American universi-ties which stood before the problem that their electronic publications were researchable only on the own servers. So the OAI-PMH finds also in OpenSource-products from this environment as Fedora or dSpace. The OAI-PMH becomes an essential component of solutions which the Open Content and Open Access saddle up philosophy with. In the meanti-me the record of a wachsenden number of institutions is supported, under that also the internet archive (http://web.archive.org). Meanwhile draw themselves so also beyond the library and publisher being's new field of applica-tion from. (Kff)

Law & Legislation Electronic delivery of tax registration from 2005 duty Visitor contribution of Stefan Gross, tax accountant, CISA, Peter, Schoenbverger & partner, Munich. ([email protected])

The mechanization of the tax law keeps on striding a-head. After the introduction of the electronic billing and the a lot discussed GDPdU (Basic principles to the access to data and for the testability of digital docu-ments) there is from the next year a further innovation which was up to now hardly perceived by many en-terprises, also in this respect a parallel to the GDPdU. From the 1st January 2005 a sales tax registration must be sent up to the 10th day every registration period to officially stipulated printed form on electronic way (§ 18 sales 1 UStG). The wages taxis registration is con-cerned by that just as. The conveyance has to occur in both cases according to possible specification of the control data conveyance regulation, only on applicati-on the revenue office can refuse to avoid of uncheap hardening onto an electronic conveyance.

However, not every conveyance procedure is permis-sible: The electronic printed form used by the enterpri-se gives way of the official dictated printed form off, the admission must be applied for near the revenue of-fice. According to used Bookkeeping- and/or. so tech-nical problems during the electronic conveyance what in particular concerns the dp-technical conditions of a program-supported creation of electronic tax registra-tion are preprogrammed to ERP system. All affected enterprises - and here there might hardly be exceptions - are to be recommended to urgent, to check your Un-ternehmens-EDV with respect to the legal demands and to adjust where appropriate.


http://www.plasmon.de/

http://www.iso.org/

http://www.iec.ch/

http://www.ecma-international.org/publications/files/ECMA-ST/ECMA-350.pdf

http://www.ecma-international.org/publications/files/ECMA-ST/ECMA-350.pdf

http://www.openarchives.org/

http://web.archive.org/

mailto:[email protected]



PROJECT CONSULT Comment:

Here the next front of the electronic archiving emerges to the GDPdU, the settlement price documentation and Basel II. Where with the data or digital filled forms, who stores they in which format? The tax accountants for their mandators? The revenue offices in any case? The enterprises? In which form does a tester of a sales tax or wages taxis aussen exami-nation receive access to the in fact sent data? The providers of financial solutions will bind forms for that or will export data? Must one understand the information once again even manually for instance in any masks or PDFs? Which effects this onto the small firm only with three employees has, and which one onto the large-scale operation with thousands of employees? It becomes clamping how this regulation affects in the practice. Also Social Security and health insurances will put with electronic orache procedures. (Kff)

GDPdU: Questionnaire of the tax authorities Hamburg- Recently a copy of a form was published, which so or in similar form of auditors onto the tax-payers to be examined for the preparation of an elect-ronic audit is sent.

The form become known can be called up on the PROJECT CONSULT Websei-te:http://www.PROJECT-CONSULT.com

PROJECT CONSULT Comment: The revenue offices rearm and prepare themselves systemati-cally on electronic tax audits. Actually every entrepreneur would have to have been there the data asked in the printed form already, because every enterprise is obliged to lead a procedure documentation after the GoBS (that are updated in near future). All required answers would simply have to be able to determine themselves there. Procedure documenta-tion is not static documents, but must be adapted an at changes of the courses responsibilities and systems and be complemented so that they make origin state and current state understandable. Only so makes guarantee, that if the tax auditor rings in six or seven years at the door, also all answers to the data of a period keeping on dating back are immediately available. The questionnaire become known is so seen a support for the entrepreneur, because it shows him already previously on what the tester puts value. Meanwhile software to the leadership is demanded also by different pro-viders from procedure documentation after GoBS (see the contribution "GoBScape - procedure documentation with method and system of Siegfried". Mack in the Newslet-ter20040617), that facilitate the capture of the data and ad-ministration. (Kff)

USA: First judgments due to lacking archiving of E-Mail Washington - According to estimates almost 35 percent of the business-crucial contents are stored in E-Mail-utilization by enterprises. In spite of that only less than 10 percent of all enterprises have rules and systems for

the retention and administration of their E-Mail-news. Increasingly also regulation authorities specify, that to have to be stored certain E-Mail three or more years in order to be available later for instance for revision pur-poses.

How following examples are supposed to show, the nonholding of legal storage rules is dealt for in the USA with peccadillo in the meantime not more than. So Philip Morris was condemned in a recently publis-hed judgment to a fine of 2,75 million United States dollars. The system administrators of the tobacco com-bine had always put out according to intern practice following mail after six weeks.

A million punishment was imposed on The German Bank through the American purse supervision SEC af-ter she is supposed to have published again and again for three years exaggerated stock recommendations and delayed the investigations then when requested E-Mail was not provided in time. Only latter fact cost 7,5 million US$ of the punishment in total 87,5 million US$ high. Just the carry off of investigations of the SEC is a topic, something German enterprises, also in the nor-mal US plain clothes procedure, not to see serious e-nough because it seems hardly vorstellbar to provide the opposite side with the confirmations. With delivery requests of mentioned information caution is therefore offered. One should work off these quickly, whether to avoid even greater annoyance. (FH)

PROJECT CONSULT Comment: As it is called so beautifully in the SOA Sarbanes-Oxley-Act (http://www.sec.gov/about/laws.shtml#sox2002): ,,. . . whoever knowingly alters, destroys, mutilates, conceals, covers up, falsifies or makes a false entry in any record, document or tangible object with intent to impede, obstruct or influence the investigation or tidy administration of any dull within the jurisdiction of any department or agency of the United States or any case filed under title 11 or in rela-tion to, or contemplation of any such dull of case, shall be fined under this title, imprisoned not more than 20 years, or both." American judgements can not be seen exemplarily for Ger-many. Because they, however, set the direction for the Ger-man market, also smaller enterprises should reconsider their e-mail archiving intensely. Also in Europe regulations to be converted into national right for the archiving of E-Mail and other electronic, financial documents are to be reckoned from 2006 through a new directive.Punctual planning is therefore announced. (Kff/FH)

Digital Rights management wins in the USA at importance Washington - That recently of the Office CBO Congres-sional Budget (http://www.cbo.gov) published study Of "Copyright Issues in digital media deals with the possible economic effects of a copyright reform". In


http://www.project-consult.com/files/Fragebogen_Finanzamt_GDPdU.pdf

http://www.cbo.gov/




spite of increasing reform requirement problem seems still to rule over implementation and contents of a new copyright. (FH)

PROJECT CONSULT Comment: The introduction of a mandatory delivery onto all hardware products or the cancellation of the control of prices for the benefit of the right holders standing for the discussion push open with the CBO experts rather little approval. A proposi-tion of the promotion of the DRM Digital Rights manage-ment-procedure in the American music industry a lot dis-cussed seems more interesting. This kind of the digital administration of rights should the copyrights at intellectual estate (among other things film and clay photos, software) by means of data processing sys-tems safeguard and at the same time a billing possibility create. The copy of copier-protected data would be put through this novel procedure on a new basis since Soft and hardware product is already protected by the DRM from be-ginning. In the view of the experts that could will lase the production costs again in manageable form and to lead to a mark-down on a long-term basis for the factories. A further aspect of the DRM-system would in addition be that the right holders themselves would have the possibility of the market regulation and the previous law situation could be retained.

With all reform requirement the CBO experts warn, howe-ver, before reforms that could have comprehensive, possibly unclear consequences hurried. (FH/Kff)

Article The value of information Article of Dr. Ulrich Kampffmeyer, manager of the GmbH PROJECT CONSULT Unternehmensberatung, Hamburg.

Through the neu entstandene ILM initiative also the discussion about the value inflamed lifecycle manage-ment information from information. According to the definition of ILM information are supposed to be re-proached for according to their value on the in each ca-se appropriate most favorable storeroom. PROJECT CONSULT defined in October 2003 ILM lifecycle in-formation as follows:

Strategies, methods and utilization around information are to be provided for lifecycle management information opti-mally automatizedly according to their value and their use on the in each case most cost-effective storage medium, to be opened up and to be stored.

This value of information is only very much difficult to investigate. The least enterprises know what it costs to her for what to construct for example an individual answer letter or the costs for the replacement of a lost document to number. Meanwhile it is, however, to all of course that information is an essential column of the added value and that in certain sectors a complete de-

pendence on the availability and correctness of infor-mation is already available. It makes then also sense like this, to do about the definition of this worth Ge-danken.

Information has a different value according to visual angle and use. Fundamentally is valid, however:

Information has only then an inherent value if it is made u-sable in processes.

This value of information is changed during the validi-ty period. A document which was extremely important during his origin can be after fourteen days overtaken. Another document can become an extremely valuable confirmation first after years by chance, for example in a court process. The value of information is calculated therefore at a line of individual criteria which turn out from enterprises to enterprises differently. This is de-pendent also on the business form of the enterprise. Basic parameters exist, however. For example a large-scale enterprise that works only with information, as a bank or an insurance, is to be evaluated differently than a medium-sized enterprise producing material products.

Also during the consideration of the ROI Return on in-vestment plays the value of the information a decisive role, without this to interpret the usual Success Stories would let.

The extent of one and the investment to be used for a DRT Document-Related technology solution has to base itself on the value of the information.

Unlike the usual costs /groove Zen and efficiency con-siderations during the introduction of a new IT system (as for example document-technologies) the value-consideration is a fundamental measure that manage-ment Policy suppresses also in enterprise strategy, Corporate Governance, IT strategy and information.

With the value of information are a line of fundamental criteria therefore consider:

Part of information at the added value of the enterprise • Use of information in processes • Use of information as knowledge • Dependence on the availability and correctness of

information • Importance of information during the fulfillment

of legal and regulative handicaps • Roll from information as a control element of the

enterprise strategy • Weighting of electronic information versus paper

and human being-bound information • Importance of information in the decision-making

and planning • and so forth.




For the definition of the value of information for an or-ganization or an enterprise the realization of a cor-responding analysis is therefore necessary first of all. A part of the task is finished through the usual procedure models during the realization of actual-analyses. Ho-wever, these do not enter all parameters for the defini-tion of the value of information. • The necessary analyses for the introduction of a

DRT-, ILM- or ECM solution can be grouped as follows:

• Requirement-analyses These aim at the wishes and needs of the enterpri-se and the customers. You are the scaffold of the later debit-demands.

• Actual-analyses Archive and document analyses, grip and use analyses, course and organization charts analyses, file structure and file analyses, authorization and role analyses, infrastructure and technique analy-ses and other ones appertain to that. You supply a description of the actual situation the measured at the problem space specification the edge parame-ters for a solution pre-sets.

• Efficiency-analyses The determination of the investment, project and company costs to be expected as well as the juxta-position with rake cash saving and improvement potentials appertain to that. Here one arrived al-ready very much near at the value of the informa-tion.

• Risk-analyses To these analyses topics as dependence on the a-vailability belong from systems, failsafe perfor-mance, threat scenarios, data protection and other ones.

• Information value analysis The analysis and the "high school" that uses the results of all preceded analyses and converts the results of all preceded analyses into a definition of the value from data, documents and other infor-mation is definition of the value of information.

Procedure for the determination of the value of in-formation in the enterprise

In the following one the step-by-step procedure for the definition of the value is supposed to be represented by information. Condition is, that the necessary data, parameters and keys already within the framework of of Requirement-, actual, efficiency and risk analyses were determined or to be raised within the framework of the information value analysis.

Step 1: Preparation of the appraisement

Selection of the necessary measures:

• Definition the value determining parameter of an enterprise

• Enterprise demands (so far not yet available) on expenditure and depth for a consideration of the value of information

• Procedure model and regulations for sustainability (Repetitions, inspections)

• Form definition, position and contents of the do-cumentation

• and so forth. The results of step 1 are for example task for the ap-praisement, procedure plan, fundamental aim, written Committment of the management, existing information management strategy of the enterprise and the defini-tion of the form of the documentation.

Step 2: Investigation of the necessary, corresponding data

Selection of the necessary measures: • Determination of the information sources and

memory locations with the corresponding systems • Classification of the information (for example legal

character, importance, contents etc.) • Determination of the life-cycle of the information

(for example periods, versions, storage times etc.) • Use of the information and fields • Quality of the information (for example correct-

ness, completeness, redundancy, diversity etc.) • Determination of the "rake cash" costs for informa-

tion creation, information use, information mana-gement and information care (for example time, personnel costs, IT- and infrastructure costs, prin-ting costs, operating costs, financing costs, TCO Total Cost of Ownership etc. and so far possible Process-, covered and Opportunitaetskosten)

• Information infrastructure, architecture and orga-nization

• and so forth. For example a complete description of all information sources, information forms, information systems, users etc. as well as related fields and costs, is result of step 2

Step 3: Analysis and evaluation of the raised data

Selection of the necessary measures: • Definition and definition of the "tender", not di-

rectly "rake cash" factors as well as the illustration of the enterprise demands on the information (for example keys)

• To assignment of information to fields, to users and to use (for example customer data, product da-ta etc.)





• Use degree and dependence on information (for

example time, frequency, accessibility, replacement etc.)

• Classification in categories of the information (for example in enterprise-crucial, little crucial etc.)

• Evaluation of the quality (for example depending on sources, accesses, access mode, completeness, correctness, authenticity, diversity, version faith, congruence, persistence, consistence, uncontrolled redundancy, appropriation etc.)

• and so forth. For example a complete description of the information landscape with cost allocation in the enterprise is result of step 3. Not only the standards for the evaluation of information but also a realistic picture of the real IT costs with assignment to the different systems and their use result from that.

Step 4: Risk analysis and risk evaluation

Selection of the necessary measures: • Loss, modification, corruption of information (for

example after customers, administrators etc.) • Data protection, failsafe performance (for example

technical safety, recovery etc.) • SLAs, maintenance, care (for example reliability

etc.) • temporary unavailability, longer permanent una-

vailability • Theft safety • Case-forecastle-scenarios • Fulfillment of legal or regulative handicaps • Lacking quality of information • and so forth. Results of step 4 are for example a risk analysis with list of measures to be taken for the elimination, restric-tion and avoidance of the risks. The risks are different for different information systems and the there used information normally and set so also an important pa-rameter for the definition of the value of information dar.

Step 5: Valuation onto basis of the results from step 2, 3 and 4

Selection of the necessary measures: • Single values depending on model, life-cycle and

use of information • Monetary and assessed benefit of information for

the enterprise • Significance and dependence degree of the enter-

prise of information

• Part of the value of information at the enterprise value and result

• Arrangement with sector parameters • Arrangement with the use of IT means • and so forth. Results of step 5 are for example evaluated and weigh-ted sizes which represent that one or the values of in-formation for the enterprise.

Step 6: Implementation

The implementation anchors the value of information in the enterprise strategy and organization. First through this anchoring and implementation of the ne-cessary measures the information receives their value. The necessary measures are derived from the determi-ned value of information.

Selection of the necessary measures: • Creation of a management information of Policy or

IT strategy, photo in Corporate Governance and Corporate Identity of regulations etc.

• -embedment in high-quality measures of the en-terprise, for example in ISO9000-Prozesse, TQM or similar to

• Guidelines, work instructions, training, help func-tion of the systems, user prompting

• Incorporation in controlling-guidelines • Guidelines for Beschaffungen, ROI-considerations • Incorporation as size into the note of charges, cal-

culation of services etc. of new composure of com-pany guidelines, SLAs, maintenance, safety inter-pretation of systems etc.

• and so forth. This step is used for illustrating the value and the im-portance of information for the enterprise, market posi-tion and his development to all participants in the en-terprise. Processes which are raked to the value of the information, increase the value of the information and facilitate the value-appropriate use of information are to be implemented. Results can among other things for example a management information Policy, one re-cords management Policy, to be a new enterprise di-rectrix etc..

Upshot:

"Without a definition of the value for an organization or an enterprise all statements to information remain lifecycle ma-nagement, Compliance and ROI only empty word cases".

Basis for a usable and realistic definition of the value is detailed analysis and conception - before one goes onto the procurement and implementation of a system. And information must be maintained and used in order to preserve their value. ILM lifecycle management infor-




mation is therefore no unique project but a continuous task of every organization and every enterprise.

Compliance Legal and regulative demands drive the market for document-technologies

Article of Dr. Ulrich Kampffmeyer, manager of the GmbH PROJECT CONSULT Unternehmensberatung, Hamburg.

Since a year the term Compliance guarantees for sensa-tion. Numerous providers met under the flag Compli-ance - not only traditional providers of DRT solutions, but also manufacturers of storage systems, manage-ment information programs and ERP solutions. With the term Compliance at the same time a new market segment formed itself. Compliance-demands are rele-vant also for the German market even if this term was hardly used up to now. Legal and regulative handicaps for documentation duties increase, of the GDPdU to Basel II. The customer finished now the choice between specialized island solutions of Compliance demands determined to the fulfillment or comprehensive soluti-ons, that the Compliance demands so as it were inci-dentally with.

What does Compliance hide to itself behind the term

As if there would not were enough hardly understan-dable terms from the USA yet, at least for German ears. Now it is the term "Compliance". There is not for it any translation only in a word, one needs already a whole sentence:

Agreement with and fulfillment of to legal and regulative handicaps.

The tying character of a handicap can be very different for the above-mentioned reasons. Also sockets, foods, airplanes, electrical devices, medicines, kindergartens, screens and so forth must meet certain Compliance-demands. Only these demands that suppress for e-xample in checking-seals did - a topic the we us in the software environment still to have to dedicate in a se-parated way - little with what today is associated un-der the catchword "Compliance" at information-technological solutions. We become us therefore only only still to occupy "management Compliance" with the "information" in the following one.

There were always Compliance-demands, also in the origin country of the term. He received, however, a new explosiveness through the scandals around ENRON and WorldCom: new, punishment-reinforced demands to the storage of business-relevant electronic information. Also here there was in the past already a line of demands, financial accounting software always had to fulfill Compliance-standards. However, through the call after electronic archives became through the new significance of E-Mail became increasingly louder.

One considers the individual components of the Ger-man "Agreement" definition "with and fulfillment of legal and regulative handicaps", then different aspects of Compliance become clear.

• "Agreement" To the first it is assumed that it gives nachlesbare, defined, official handicaps which contain the rules what is to be done. Here "agreement" is required, contained without that the rules mostly a technical handicap, to turn over as the demand is. This is al-so reasonable since such handicaps should not be

identified with a technology which is already again obsolet in a few years.

• "Fulfillment" The term "fulfillment" implies two kinds: Once, that the demands must be turned over in a soluti-on, and to the Second, that this is a process, no u-nique action. The enterprise or the organization must bear continuously worry for the compliance of the handicaps. "Fulfillment" goes in this case mostly above a solution technical in that out and contains also organizational and management aspects.

• "Legal handicaps" At that it is a question of laws or official regulati-ons, the certain enterprises, organizations or per-sons oblige, to keep to the in each case performed regulations. Here one can not "press" oneself either around the fulfillment, only with regard to inter-pretation, extent and implementation manner ac-tion scope exists.

• "Regulative handicaps" Why distinguishes here still between "legal" and "regulative"? A line of handicaps that do not refer to laws as for example norms, standards, gives co-des to of Best Practice of sectors or other handi-caps. These are separated in the following one as "regulative handicaps". In a multiple way also ef-fects and implicit demands for other cases result from legal handicaps for a case of application.

Information management Compliance

The Compliance-demands of the last years carry out only a logical step. What up to now happened in a ma-terially available world shifted increasingly into the virtual electronic world. Information management Compliance (also for that there is already a new acro-nym... IMC) does not have to do only with technique. It must be reflected in the entire enterprise, in the con-tact with information and in the processes of an orga-nization. She has to put with responsibility from per-sons and their activity. Management information you have with to do comprehensibility and high-quality standards. Information management Compliance is ul-





timately only an illustration of all these components in electronic systems. These systems do not contain only components as records management and archiving as some providers want to suggest it to us but data pro-tection and data protection, protection against u-nauthorized access, control systems and other compo-nents.

Subject of Compliance demands are in first line of do-cuments and documentation duties. This includes the connection of documents just the same from business courses of events and electronic acts as components as the proofs of the origin, modification, use, retention and deletion on basis of journals and records do. The value and character of a document turns out normally first through these contents-related, process-dependent, chronological or professional connections. In the English-speaking room one speaks of records. A record is according to the ISO 15489-11 a "information, that produces, receive and is preserved in order to use as a proof an organization or person with legal obliga-tions or to the Nachvollzug of a commercial action." A record defines itself therefore as a document through his contents and his legal character. A record there can be in electronic form in most different formats. It can be contents of an e-business web page, an electronic fax, an attachment at the E-Mail, a data record from an ERP system, an issued list or a letter produced with a text processing. Solutions to the administration and storage of documents must in this case among other things the • Authenticity, • Completeness, • Comprehensibility, • Access protection, • Geordnetheit, • Integrity, • Retrievability, • Repeatability, • Unchangedness, • Correctness, • Testability, • Portability and • Trustworthiness guaranteeing. Challenges are not thus only fast techno-logical modifications. For example the contents-related problem to recognize when an object as an E-Mail ac-cepts anyway the character of a record to be stored is even more difficult.

Four components for management information Compliance

The essential demands on information one can sum-marize management Compliance in four points:

1. Management information Policy Basic rules and administration manners for the contact with processes and information, which suppress in the "Corporate Governance". That one locks this the conscious, the assignment of the responsibility, and the anchoring of the Policy in the management of the organization do a. The management takes not only the own responsibility for the compliance of the regularities here, but al-so for implementation in the enterprise with mo-del function.

2. Delegation Assignment of responsibilities and corresponding training on the subordinate tiers, which illustrates all concerned persons the importance of Compli-ance-rules. This suppresses also in the operating processes, job specifications, contracts and work instructions. On the different tiers of an organiza-tion a continuity must be produced depending on of tasks and responsibilities of the employees.

3. Nachhaltung The compliance of the rules must be checked re-gularly. For example quality protection programs appertain to that just the same as audits do. At that value is to be put onto a continuous impro-vement of the processes and onto the tracking of the documentation on the measures carried out.

4. Secure systems The IT systems must suffice for the demands with their functionality, safety and availability and support the comprehensibility. Compliance is not restricted here only to the utilization functionality and the document management but it includes the entire company of the solution.

Although to do Compliance a lot with documents and documentation, it is always to think necessary at the demands in processes. The main problem of Compli-ance is there, that the measures cost a lot of money and organizational expenditure at first once without through that more business is generated. Compliance is therefore meisten a disliked child. When one, howe-ver, his enterprise consistent and structures organized-ly is, through the translucency, given the comprehen-sibility and the availability of integrity from informati-on a high qualitative benefit, that onto longer view-point also business is worthwhile.

How the Hype began

In the USA there were already very much long Compliance-demands on software systems. For e-xample the regularities of the FDA Federal Drug Ad-ministration which are committing for the production of foods, pharmaceuticals and medicines are known. Only for the ordering of a new medicine with all test proofs and production procedures the purchase of a




document management system was worthwhile in the pharmaceutical-sector. The fulfillment of CFR 21, part 11 is unavoidable.

Correct pressure came onto the topic, however, first the scandals around ENRON, WorldCom and some other enterprises that became insolvent under Zu-ruecklassung of countless unemployed persons and gigantic debts. The question was inflamed in this case at the certificates of the accountants and the reports of the enterprises. More or less by chance E-Mail was dis-covered in this case as one of the possible proof sources for unlegal action. This led to the year 2002 to SOX, the Sarbanes-Oxley-Act. Typically in an American manner it was named after the two conductors of the commis-sion who drafted the law. SOX has to improve the task, the translucency and comprehensibility in the enterpri-ses with examinations through the SEC, Securities and Exchange Commission. The tax authorities with tax audit and tax search would be equivalent in Germany. SOX gained importance in the USA especially due to section 802 because sensitive punishments were ancho-red here in the punishment legislation. The destruction or modification of aufbewahrungspflichtigen docu-ments keep up up to 20 years of prison are punished. This section startled all American enterprise leaders and made first possible the boom of Compliance-solutions to be observed at this time. But also especial-ly the accountants put now a lot of value in their con-sultation onto Compliance since within the framework of the scandals economy consulting firms big, of repute as Andersen disappeared from the market. Only SOX is not, however, but from the CFR Code of Federal Re-gulations make derive meanwhile a great number of further demands for specific sectors and business acti-vities. An example is the CFR 17, § 240, with hard regu-larities for stockbrokers. SOX is therefore only the main label in a large way printed on the Compliance-exorcist.

Also in other fields there are legal and regulative han-dicaps. For example HIPAA, the Health Insurance and Accountability Act, earns special attention. HIPAA moves both in the Hospital- than also in the insurance field investments in billion height after themselves. Meanwhile in the field of the manufacturing the Tread Act with extensive demands makes itself for product, high-quality and production documentation noticeably within the framework of the supply chain manage-ment. Also the EPA, Environmental Protection Agency, makes attentive with new documentation duties on themselves. Many of these systems of rules refer to the again understood FSG, Federal Sentencing Guidelines of 2002, so that violations can be proved with conside-rable punishments. For the regulative handicaps for example the guideline of the Department of Defense belongs to the USA, DoD 5015.2. At that it is a question

of a handicap for the providers of document manage-ment solutions. Products without a DOD 5015.2 Compliance did not place hardly a chance in the public sector in the USA to become.

One can ask the question now, which effects have all these American regularities. Mentioned as already also no German pharmaceutical-manufacturer who wants to commercialize his products abroad avoids the FDA-handicaps. But also SOX has a considerable importance for enterprises with American holding company or with subsidiaries in the USA. And one must not over-look one, the regularities for the electronic appropriati-on of information are vital because information arises originaer electronically more and more and more does not suppress in paper. One can understand it in a sen-tence: without management information Compliance can function the information society not.

Are there Compliance-demands also in Germany?

Natural, one does only not call it like this. Some e-xamples are supposed to clarify this. The basic prin-ciples GDPdU of the access to data and the testability of digital documents are a typical example. Not pu-nishment-fortified indeed yet as SOX, however through from with other demands of the SEC in the USA comparable. The ready attitude of steuerlich rele-vant data in evaluable form is a duty handicap. The GDPdU itself is a regulation which is based on the changes in the tax change law and HGB Abgabenord-nung. It represents a guideline for the procedure of the finance authorities with exterior examinations. The en-terprises must guarantee that all tax-relevant data i-dentifies unchanged and complete and to be stored o-ver a period of 10 years. Meanwhile also at the GDPdU documents and E-Mail play an increasingly more im-portant role next to the data from ERP- and accountan-cy systems. Into a similar groove also the law for the documentation duties with settlement prices which is punishment-armored differently than the GDPdU be-ats.

But also already before the GDPdU there were obliga-tory handicaps. It is here reminded only of the GoBS which controls the storage of financial documents in electronic form. Next to secure systems special attenti-on is put here onto the processes and the procedure documentation.

Basel II is a good example of direct and indirect effects of the legislation. Even if one thinks only of the banks here with respect to the accommodation of a loan and the documentation duties first of all, Basel II has also considerable effects on all enterprises. Hardly an en-terprise manages without credits of the banks. Since the applicants for the credit must subject themselves to a rating, the translucency demands virtually come through from Basel II onto the enterprises. In order to





receive a credit anyway still or with favorable conditi-ons, the enterprises must line up again. Behind catch-words as Corporate Governance, Enterprise Informati-on Policy or records management Policy and projects for the processing and also many approaches on the topic Compliance hide introduction of such systems of rules.

Many of the new regularities have their origin in the European legislation. With some delay every guideline of the European Commission is transferred into natio-nal right so that it is worthwhile always to have a look at the handicaps and developments of Brussels. Alrea-dy through the guidelines for the E-Commerce and to the electronic signature are a line of demands for Compliance in Germany arose. Remembered is here only onto the electronic bill that justifies only the input tax outlet if it was initialed qualified electronically. Al-so a European variant of SOX will hardly be able to be avoided. The electronic business traffic and the adapta-tion of the public administration on electronic supports procedure will involve further Compliance demands. Also therefore it is important not to look only at a sin-gle solution for a certain problem, but to develop an IT strategy that a solution can be given to a lot of Compli-ance-demand if possible and in addition used for the enterprise profitably also in the business company.

Compliance-demands drive the market for docu-ment-technologies

The body of suppliers in the document management market segment abrades in the face of the many new Compliance demands that fire from the ground in almost all states as mushrooms the hands. Almost all American ECM's enterprise content management pro-vider have now Compliance offers in the program. Ex-tent and aim of the offered software and systems are, however, very different. The taller providers put on a complete control and documentation of the flow of in-formation and do not restrict themselves only to the topic of archiving or records management. Other pro-viders recommend solutions for e-mail archiving and bring in this way the customers into the danger to sit-zen bleiben on a Compliance island solution. E-Mail and their attachments belong into a professional con-nection, to electronic customer, product or course of events files. To archive E-Mail separately brings for the time being more problems then advantages. It is simi-lar with the approach to buy an archive only for the fulfillment of the handicaps of the GDPdU for tax-relevant data. Goal should be the introduction of solu-tions that all information manage and provide - and to meet the demands of the GDPdU so "incidentally" in this case. Tax-Relevant Data are only a small section from all data and their archiving is to be calculated on-ly heavy economically if only the tax auditor wants to see a few data years once all paar.

The Compliance demands involved, however, also de-formations and wound the consolidation market's after a short period of the rest again. Incorporation was to be announced in the last months frequently even if complements of the portfolio played only a supporting part frequently here with respect to Compliance-demands. The entry of the storage system providers into this market was more serious. EMC supplied the steep presentation for that with products as Centera and incorporation as legato and Documentum. Meanwhile all providers of Storage tightened techno-logies and established with ILM information lifecycle management also equally an own label. The storage systems become in order more and more software complements and penetrate in this way the traditional homesteads of records management, archiving and do-cument management in front of. Either one in addition bought enterprises or products, developed himself or closed partnerships with the traditional providers. The market for Compliance solutions offered the chance, from the narrow one, in a hard way hardware rung for storeroom solutions into the solution business fought break out. Since every enterprise deals with the topic Compliance at this time in one or the other form which suits to consolidation of IT platforms also on the wish listen of the CIOs, the date is well chosen. The market for document related technologies maintained nume-rous new other players and many of the known names that determined it still in the nineties disappeared to-day.

For the customer it is very difficult to orientate oneself. This is not due only to the Anglicisms, the acronyms and the always new terms. The customers do not know frequently what they want or what they must do them-selves. Many of the handicaps are too nebulous and the advertising-battle of the providers irritates more than it helps. So the potential customer schaut um just in the environment of Compliance-solutions to dies, seals and certificates which are supposed to give him safety in his decision. It comes from that in a multiple way if there is a law with handicaps, also nevertheless then there must be somebody who checks this who finds conformity and confirms conformity to the products. Far lackedly. It does not give any certificates for pro-ducts how for example providers suggest for GDPdU-consistent solutions. A solution can also be examined in the enterprise itself only in connection with the pro-cesses and the used procedures. The accountants finish such examinations. You are not, however, a general statement, whether a product is also suitable, because it must be used also according to the handicaps and practiced. If also it was desirable to find official certifi-cates on the wrappings of the products the complexity of the solutions and the individuality of the use speak against that. So the customer has only the withdrawal on standards, of codes of Best Practice and guidelines,




as for example the basic protection manual of the BSI in order to come to a secure solution which covers the Compliance-demands technologically. One must not forget one, however, in any case: Compliance is not on-ly a topic for document management and archiving, Compliance pulls itself through all software compo-nents in which aufbewahrungspflichtige data, informa-tion and documents arise and are managed.

Upshot

Let's summarize the topic Compliance management Compliance to the end from the viewpoint of informa-tion in a line of noticing-sentences: 1. Compliance-topics belong onto the decision ma-

ker tier that has the responsibility for the compli-ance and implementation of the demands

2. Compliance-demands are a component of any Corporate Governance Strategie

3. Enterprises need a guideline for the contact with information, an information Policy which contains the Compliance-demands and the solution for the implementation of the demands

4. Compliance must be implemented continuously in the enterprise in order to be effective

5. The fulfillment of Compliance-demands is no uni-que project, but a continuous process

6. The fulfillment of Compliance-demands must be checked regularly according to defined procedu-res

7. Information management Compliance coaffects not only software and systems but the processes in the enterprise, the organization and the contact the systems

8. Compliance demands concern not only electronic archives but all system components in those ones aufbewahrungspflichtige data, information and documents produced, used and managed become

9. The fulfillment of Compliance-demands must be used also for the own benefit in the enterprise in order to create more translucency and safety and to set more translucency and safety for the infor-mation age around the enterprise.

10. One must not verunsichern oneself through the term Compliance or really veraengstigen let, but must examine first of all in the enterprise, which regulations for which case of application are any-way relevant

Compliance-demands are a topic which every enterpri-se must deal with if it wants to have supply in the in-formation age.

Anm. d. Talk.: A detailed representation of the Compliance-environment of PROJECT CONSULT is available also as White-paper of the Co. Documentum. The slide lecture of the keynote of Dr. Ulrich Kampffmeyer on the DMS EXPO 2004 appertaining to

the contribution can be called up under.http://www.project-consult.com

PROJECT CONSULT News Services subscribers

Reduction for the ContentManager.Days All on the content management topic on three days: We offer reduced special conditions for the participati-on in the Contentmanager.days 2004 for our customers and newsletter subscribers from the 10th to 12.11.2004 in Leipzig (for the program http://www.contentmanager.de/cmdayssee). Instead of 420 € the participation costs only 350 € for three days. As newsletter-receivers you save so 70 €. Please enroll yourself with the specific registration form.http://www.PROJECT-CONSULT.com

CDIA+ courses: Certification for DRT-pros

The CDIA+ is the only international certificate for pro-fessional document managers (http://www.project-consult.com). The share price distinguishes correspon-dingly in the level and claim also basically from other classes and share prices which are offered in Germany. The standard for this share price is internationally ho-mogeneous. The success of the share price in Germany is based on the in particular developed training con-cept, that a combined information into English with German-speaking declarations as well as the detailed processing several a hundred known examination questions and includes solutions. The CDIA+ course deepens in this case not only the know-how but also the specific English in the environment of document related technologies DRT. Middle English knowledge and fundamental knowledge in the special field are presupposed. Through the participation in the CDIA+ 4 - day class are negotiated the participant the contents, that are needed for the attainment of the CDIA+ certi-ficate. On the last day of the 4 - day class' maintains every participant the possibility to put aside the CDIA+ exam. The charge and the organization is in the price of the share price included.

The price for the 4-day old class including catering, all documents and the examination fee is 2650,00 €. For PROJECT-CONSULT customers, newsletter subscriber, AIIM members and with several employees participa-ting simultaneously from a company an inheritance is given on request.

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Judgment / participant voice

Customer as providers, enterprises as employees profit equally by the proved knowledge state. Previous parti-cipants of our share prices judged these as follows: "The certification creates a common language and/or appro-aches for this purpose in the sector. That facilitates the coo-peration between task sender and recipient. In this respect the training/certification also of customers brings a direct benefit. The composition from customers and providers offers parallel to the share price relationship nets supporting inte-resting expert talks and know-how." "Argumentation and Standing in the provider/customer compartment dialog persist in the Change Request." "The coaches were simply klasse and paid attention to theory and practice greatly". "The share price and the examination are, thanks to the plea-sant atmosphere and the good documents for the preparation, to create also with school English." "Hard, however it was worthwhile." "The basic construction of the share price and/or the certifi-cation is very good."

Other international participant the CDIA+ courses as follows valued: Certification ROI 7.3 of 10 (Career Advancement: 7; Industry Demand: 5; Cost Effec-tive to Obtain: 9)

Organizer GmbH PROJECT CONSULT Events Comptia CDIA+ 4-Tageskurs (K112) Kind Share price with certificate Title CDIA+ Subjects Professional contents:

• Kickoff • Strategy, analysis • Reason and ordering of one Intenti-

on's • Conceptual design • Draft, conversion • Professional pilot • Implementation • Practice, example test Roundtable to current standards and legal questions in Germany.

Speaker Zert. Coach CDIA+ Dr. Ulrich Kampffmeyer, chief-consultant

Date 26. - 29.10.2004 22. - 25.11.2004 further dates, places and inhouse-events on re-quest

Time 09:00 - 17:00 h / 19:00 h Place Hamburg URL http://www.project-consult.com

Further information and answers to your questions sends you with pleasure: [email protected]. (SKK)

Again in the program: Project management classes PROJECT CONSULT complemented their class offer with two new classes: "Professional project manage-ment" and "Project management in IT projects". The contents of the share prices orientate by the PMBOK® (Body Project Management of Knowledge) the PMI® (Institutes Project Management). PMBOK® sets an in-ternationally acknowledged, it standardized methodo-logy to carry out project management. This methodo-logy is not particular for a certain department.

• "Professional project management" S 501

This share price offers a view of the methodology of modern project management presented in the PMBOK®. It presupposes first experiences with projects and project management and goes by means of the PMBOK® through all fields of the project management. Again and again the purchase is manufactured in this case between the methodology and the experiences of the participants in the reality. Following topics are handled:

The processes of the project management / initiation / design / control / realization / closing / The know-ledge fields of the project management / contents and extent management / date management / cost mana-gement / Earned Value Management / risk manage-ment / view about personnel management, communi-cation management, high-quality management, procu-


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rement management, integration management / form and aid for successful project management

• "Project management in IT projects" S 502

The contents of this share price orientate by the PMBOK® (Body Project Management of Knowledge) the PMI® (Institutes Project Management). PMBOK® sets an internationally acknowledged, it standardized methodology to carry out project management. This methodology is used in this share price for the specific demands and challenge of IT projects. In this case a guide orientated at the practice is developed for the management of IT projects. Following topics are hand-led:

Roll in IT projects (Product manager, project manager, Business Architect, Process Architect, resource mana-ger, closing team leader, team member) / How is defi-ned a suitable software process of development? / pro-ject planning (Work Breakdown Structure, scheduling, matrix of the responsibilities, project plan) / project engineering (Problem solution, milestones, project controller, escalation) / Earned Value Management / review and Lessons learned

The price per share price and participant is 480,00 € plus MwSt. PROJECT CONSULT offers the share pri-ces also as inhouse training. Inquiries to dates and pla-ces of event asks at: [email protected].

Events in the fall 2004 Organizer Euro forum Events Document management and electronic archiving

with SAP Place Munich Date 25. - 27th October 2004 Kind Class Title GDPdU and electronic archiving Topic • Legal basics

• Current state of the discussion • Electronic archiving and GDPdU • According to procedure documentation • View on further developments • Closing discussion

Speaker Dr. Ulrich Kampffmeyer Datum/time 27.10. 2004 / 09:00 clock - 15:30 URL http://www.euroforum.com

Further dates on request and on our web page (http://www.project-consult.com) (SKK)

Associations &Organisationen AWV reworks GoBS Through the recent modifications in fiscal and market-legal legislation become adaptations and complements in the GoBS from the nineties necessary. As already

with the first composure of the GoBS a working group at the AWV Arbeitsgemeinschaft for economical e.V. administration was initiated (http://www-net.de), that under the management of Dr. Lars of Meyer-Priess of the Datev E.G. stands and recruited from members of the working group 3.4 basically "Interpretation of the GoB with the use of new Organsiationstechnologien".. The renovation of the GoBS becomes also an update of the known code of Practice According to "basics of the procedure documentation GoBS" the VOI Verband e.V. organization and information systems (http://www.voi.de) involve. (Kff)

CCES develops signature-interface-specification The Competence Center Electronic signatures in the VOI Verband e.V. organization and information sys-tems (http://www.voi.de) an interface specification for the simple and standardized integration of electro-nic signatures into DRT- and other utilization elabora-tes. VOI-members and signature specialists cooperate in the API. Rolf Schmoldt, signature perfect, holds the management of the CCES. The first version of the inter-face specification is to be reckoned still in the year 2004. (Kff)


http://www.euroforum.com/

http://www.project-consult.com/home.asp?UR=10

http://www-net.de/

http://www.voi.de/

http://www.voi.de/




Marlene's WebLinks

The provider of adaptable software for communication and information management Xtramind Technologies (DMS EXPO Hall 2, Stand 2705), Saarbrücken, a patent was lent through the German Patent and Brand Department by E-Mail for his developed procedure to the automatic classifying. http://www.xtramind.de

The Tomorrow Focus Technologies, Munich, and Burda Di-gital, Munich, form effective immediately a strategic part-nership for enterprise-solutions. Together with SAP (DMS EXPO Hall 2, Stand 2410), Walldorf, a comprehensive forms itself know-how thus for pretentious portal solutions. http://www.tomorrow-focus-technologies.de http://www.burdadigital.de http://www.sap.com

SOFTWARE ENGINEERING (DMS EXPO Hall 2, Stand 1170), Duesseldorf, his new product ImpactManager that is supposed to prevent announces that Rebinds that have a ne-gative effect on the access path are carried out. http://www.seg.de . With the SoftM Communications GmbH (DMS EXPO Hall 2, Stand 2320), Munich, d.velop won (DMS EXPO Hall 2, Stand 1130) Gescher a new reseller that now will use also the system d.3 for windows environments in DMS projects in addition to the document management solution of InfoStore DMS iSeries. http://www.softm.com http://www.d-velop.de

Effective immediately the SCHEMA offers GmbH (DMS EXPO Hall 2, Stand 1008), Nuremberg, an integration of their editorial staff and content management system SCHEMA ST4 with the translation Memory technology Context of Tra-dos (DMS EXPO Hall 2, Stand 2215), Sunnyvale. Enterprises keep on being able to automatize their translation process through the combined use of both systems. http://www.schema.de http://www.trados.de

Signature Perfect (DMS EXPO Hall 2, Stand 1760), Frankfurt, wants with the Penflow technology servers, a procedure for the optimization of access courses of events, both for systems LAN/WAN and for web portals, to cover also the field of the person identification now with login and authorization pro-cedures. http://www.signature-perfect.de

For the document management and archive system windream the windream GmbH (DMS EXPO Hall 2, Stand 1560), Bochum. the GmbH ReEncryption Development pre-sents (DMS EXPO Hall 2, Stand 1560), Darmstadt, on the DMS EXPO the high safety enlargement secDMS that for the first time coding procedures and TPE Trusted Process are supposed to combine environment in a product. http://www.reencryption.de http://www.windream.de

With the Windows Sharepoint Services as well as the server SharePoint of Microsoft, Munich (DMS EXPO hall 1, state 1530), Munich, two new solutions for the realization of intra-net functionality are available. The server Sharepoint Portal is also component of Microsoft Deutschlands of new ECM strategy. http://www.microsoft.com

The JPEG2000-Spezialist LuraTech (DMS EXPO Hall 2, Stand 1197), Berlin, the ISO-consistent JBIG2-Kompression of the JPEG group presents as new standard on the DMS Expo for the black on white compression. The Scanpoint Europe GmbH (DMS EXPO Hall 2, Stand 2000), Waldbronn, already a JPEG2000-Kompressionstool for the colored archiving has, into their scan software TIFFCapture integrates. http://www.luratech.de http://www.scanpoint.de

The solution Capture Professional 4.1 of ISR (DMS EXPO Hall 2, Stand 1350), Brunswick, is supposed to capture by means of the automatic document capture shrinking docu-ments within a scanning course of events and their informa-tion after automatic extraction with almost safety 100%iger about the externally stored smartFIX component can select. http://www.isr.de

Hyland Software, Cleveland., developer of the ECM solution onbase, joined Oracle PartnerNetwork as Independent Soft-ware Vendor (ISV). Onbase is offered in Germany by the GID (DMS EXPO Halle1, state 1760) through. http://www.hyland.com http://www.gid-it.de

Ceyoniq (DMS EXPO Hall 2, Stand 2110), Bielefeld, and grey data Storage, Schwaebisch Gmuend, co-operate effective immediately. In this connection Ceyoniq certified the storage system grey Infinistore ArchiveFiler for nscale, his highly in-tegrated standard platform for enterprise content manage-ment. Both enterprises will mutually completely support their products and want to form such modern information lifecycle management. http://www.ceyoniq.com http://www.graudatastorage.de

The Ebydos AG, Frankfurt on the Main, and SAP (DMS EXPO hall 2, state 2410), Walldorf, software partners are now officially after a partnership consists already in the develop-ment since longer time the two enterprises work on common solutions also together now. http://www.ebydos.com http://www.sap.com

BOO (DMS EXPO Hall 2, Stand 1008), Bielefeld, Lotus Notes Domino and WebSphere Infrastruktur present management mail on the DMS Expo with enterprise EMM a concept for those ones. http://www.boo.de


http://www.xtramind.de/

http://www.tomorrow-focus-technologies.de/

http://www.burdadigital.de/

http://www.sap.com/

http://www.seg.de/

http://www.softm.com/

http://www.d-velop.de/

http://www.schema.de/

http://www.trados.de/

http://www.signature-perfect.de/

http://www.reencryption.de/

http://www.windream.de/

http://www.microsoft.com/

http://www.luratech.de/

http://www.scanpoint.de/

http://www.isr.de/

http://www.hyland.com/

http://www.gid-it.de/

http://www.ceyoniq.com/

http://www.graudatastorage.de/

http://www.ebydos.com/

http://www.sap.com/

http://www.boo.de/



Copyright

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Editorial Management: PROJECT CONSULT Business Consulting Dr. Ulrich Kampffmeyer GmbH Width fields strass 17, 20251 Hamburg, Telephone 040-46 07 62-20. E-mail:[email protected]://www.project-consult.comISSN 1439-0809 Next edition The next newsletter appears probable on 29.09.2004. © 2004 PROJECT CONSULT GmbH. All rights reserved. This

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