DMS / RMSFor Enterprise Organisations
A presentation by Dipl.-Math. M. H. KornowskiKornowski Consultingdienste GmbH
REQUIREMENTSo Scan and capture paper mail
o Capture electronic-mail (optional)
o Proceed > 1000 paper sheets/day
o Usage of meta data to find and proceed data
o Relate data as e.g. SAP and other sources
o Records declaration to ERM/ERP
o Respect busiess policies
o Delegat tasks
o Grant Business level rights – re-attribute users
o Circulate mail via maintainable circulation lists
o Notify actors
o Protect and sign content
o Flexible workflows as e.g. approvals
o horizontal and vertical scalability
SOLUTION
• Customization based on standard
compliant ERMS/ECMS/EDMS
module including highly performant
enterprise scanning solutions and
invoking existing IT architectural
parts
• Centralization and collaboration
• Unique secured centralized repository data
• Non alterable records
• Enhanced use of metadata
• Versions of records to act within DMS (Renditions)
• Exchange between architectural parts (SAP, ARIS, MOSS, etc.)
• Horizontal and vertical scalability
BENEFITS
• Legacy / Law / Governance
• Provability (Audit trail)
• Records are „bodies of evidence
“ for undertaken actions"
• Transparency
• Structure
• Time and cost Advantage
• ROI concerning scanning solution within 6-12 months
• Create document renditions on the fly within
runtime (DMS)
• Use data enterprisewide depending on policy (DRM)
BENEFITS
Security RSA Authentication using e.g. OTP / hard-token
DLP to prevent data less scenarios
Encryption to endorse high level security on sensitive
documents
Role based user access
Allow external actors a reasonable and high secured way to
access data
BENEFITS
LAW
ISO 15489 (International)
MoReq2 (EUROPE)
DoD 5015.2 (U.S.)
COMPLIANCE
EnterprisePolicies
Policy
RISKS Migration effort
Training effort for administrative staff members
Customization cost due to specialised Business
requirements
Higher "operational cost" , especially at beginning
REQUIREMENTS – STEP 1
Proceed ProceedQuality Check
Scan single paper mail or batches of paper mail Automatic and / or manual quality control Optional content extraction to metadata NON ALTERABLE SCANNINGS
DOCS
O U T S I D E S Y S T E M I N S I D E S C A N P L U G I N
ProceedAdd
Predefined Metadata
Insert metadata manually using predefined lists and variable values Batch metadata insertion Insert metadata via workflow or by class inheritance
Add manual
MetadataProceedProceed
REQUIREMENTS – STEP 2
I N S I D E S Y S T E M - M O D U L E S A N D / O R S C A N P L U G I N* *Depends on acquired system
Relate scanned mail to existing and defined data (Contacts, other mailing, attachments, SAP docs, transactions, people)
Declare to ERM Circulate to maintainable mailing lists and notify about document state Apply enterprise policies – e.g. by inhertitance from classification Sign documents
ProceedDeclare to
RMSCirculate
docse.g.Proceed
REQUIREMENTS – STEP 3
Workflow
Declare. to RM queue or declare to record and/or document
Apply policies as e.g. retention/disposal and grouprights and use in manual or automatic workflows
Circulate mail to defined adressees. Addressees do actions, e.g. signing
I N S I D E S Y S T E M - M O D U L E S
RMS and/or DMS
Lifecycle
Integrate with MOSS
Policies
Integrate with SAP
Integrate with custom IT
Workflows
§
DOCS DOCS
STEP 4....
Integrate OFFICE
Staging nStaging 2
Unified sources
Repository
Staging 1
Scalable IT
Horizontal scalability
Vertical scalability
Versions
Apply metadata manuallyOptionallyextract content to metadata fix scanned document to image PDF
EXAMPLE – STEP 2
Receive assets of metadata by workflow presets or inheritance
APPLY METADATA
DOCS
METADATA
MetadataDOCS
Relate data as e.g. from and to existing mails, DB or SAP
Use for RM/DM
EXAMPLE – STEP 3
Various workflow scenarios
RELATE DATA AND DISTRIBUTE DATA WITHIN SYSTEM
RELATEDATA
Distribute to mailing-listDOCS
EXAMPLE – STEP 4FLOW & USE DATA WITHIN ARCHITECTURE
MOSSSAP
Office
ArisRSA
APIs
DBs
Central repository appears as unified envoronment
WorkflowsAutomate various Business processes
Internal APICustomize EDMS/ERMS
FLEXIBILITYAUTOMATE AND EXTEND
External APIIntegrate capabilities within custom applications
Extract contentand use extracted information to fill metatags...
ResultCompliant usage of character recognition without abusing policies. Combine both worlds, image PDF and text...
FLEXIBILITYSPECIAL FEATURE ADVANTAGES
Fixed documentUse non alterable and fixeddocument to interactithin ERM/EDM
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