Everyone's a Records Manager.
A User Perspective on Simply Creating and Accessing
Records.
Gi LeeDirector, Solutions Engineering
Phil RobinsonSVP Business DevelopmentZia Consulting
Why EasyRM?
The 3 C’s
• Costs
• Control
• Compliance
Costs
Cost of Creating Records
&
Cost of Storing Records
Control & Compliance
• The RM Divide• Creating Records• Managing Records• Finding Records
• “ECM Avoidance”• Email & Shared Drives• The Dropbox Problem
• The Sharepoint Problem• The ERP/CRM Problem
EasyRM – Who?
Financial Services
Government
Secure Back Office• Corporate Legal• Human Resources• Procurement (Contracts
Management)
Zia Case Study:Global Pension Fund
Today’s Agenda
• The RM Divide
• Building Your EasyRM Solution• ECM Adoption• The Paper Problem• RM Automation
• What Next?• RMNow & ActiveMigrate ™• Why Zia?
Content Creators / Users Record Managers
‘Get Work Done’ ‘Compliance’
The Two Worlds of ECM
CreateEditFind
VersionWorkflow
CollaborateAccess Control
DispositionAudit
SecurityArchive / Destruction
Manage the Record Continuum
The Problem with RM Solutions
Records Management Software• Costly & Complex• Significant User Effort (or Records Manager Effort)
ECM Adoption• Email/Shared Drive• Dropbox (Cloud File Sharing)• Sharepoint• ERP/CRM
Legacy Paper• Conversion to Digital• RM Integration
Introducing EasyRM
Increase Easy = Increase Utilization =Improved Control & Compliance
• Connect Users with RM
• With the Tools they Use Today
• Simple to Learn / Use
• Enterprise Integration
• Paper + Digital
• Step 1: Ensure ECM Adoption
• Step 2: Address The Paper Problem
• Step 3: Implement RM Automation
Building Your EasyRM Solution
• Dynamic, Role-Based Views
• Contract/Case Templates
• Easy to Implement (Configuration not Coding)
• Easy to Adopt (Minimal User Training)
Lessons from Case Management
The Tools You Use Today
• Email Integration• Email documents into
repository• Drag & drop from email• Send & file• Email + Workflow
• Office, Adobe, Google Docs• Direct access to content and
meta data• Search, Create, Edit• No installation required
Easy Search – Find What You Need, When You Need It.
• It isn't exactly Google, but it works as well. • Your search terms, our enterprise search.
eDiscovery• Managed with full text search• Keyword and term search• Easily place holds on documents• Find based on date ranges or topics
• Secure Cloud Sharing• ECM Sync
External Collaboration:“As Easy as Dropbox or Box.net”
• Retain Ability to Work in Your Tool
• ERP• Oracle / Peoplesoft• SAP• Your ERP
• CRM – Salesforce +
• Point-to-Point• Enterprise Service Bus – Mulesoft, Oracle
ESB, and more…
Enterprise Integration
The Scenario:• Manual Creation / Review / Approval of all City
Contracts• “Wet” Signature Required
The Problem• Expensive• Slow & Opaque• Error Prone• Difficult to Find Information/Records
City & County of Denver Contracts Automation
The Solution:• Redesigned User Interface• Automated Workflow• Leverage Oracle ESB• Integration with PeopleSoft Financials• Electronic Signature• Records Management• Reporting (User Dashboards)
City & County of Denver Contracts Automation
ECM + Your Paper Records
• Integrated Content Management
• Combined View
• Combined Search
• Rationalizing / Syncronizing File Plans
Solving the Paper Problem – Part 1
Legacy Records
• Conversion to Digital
• RM Integration
Intelligent Document Capture (OCR)
• Classification and Extraction without bar codes or separator pages
• Structured (Forms) and Unstructured
• Automation of Filing, Rules, etc…
Solving the Paper Problem – Part 2
OCR-as-a-Service• Paper and/or Electronic Documents
• Mailroom Automation and/or
• “In Process Capture”
• Embedded in ECM/Workflow
• Automated Classification & Extraction
Solving the Paper Problem: Part 3
RM Automation with EasyRM
Alfresco RM 2.2• In Place Records• Intelligent File Plan• Automated Declaration
• DoD5015.2 Certification
• Advanced Workflow• Retention & Disposal• Legal Holds
IN PLACE RECORDS
Dynamic File Plan
Set rules for filling records
Auto-create record folders
Intelligent File Plan
The System can automatically file
and declare based on triggers:
Attribute change
Location change
Automated Filing / Declaration
Demo!
Today’s Agenda
• The RM Divide
• Building Your EasyRM Solution• ECM Adoption• The Paper Problem• RM Automation
• What Next?• RMNow & ActiveMigrate ™• Why Zia?
Introducing RMNow
• Training & Assessment Package• “Jump Start” Service Offering• Customized for your RM deployment• 3-day Onsite• Alfresco 2.2 RM Training• Zia RM Assessment
• http://www.ziaconsulting.com/RMNow
RMNow Training Agenda
Day One Day Two
Welcome Records Search
Introduction to Records Management References
Setting Up a File Plan Vital Records
Disposition Schedules Disposition Reprised
Filing Records Automating the File Plan
Users and Security Auditing
Filing Emails and Physical Records Export/Import and Installation
ActiveMigrate ™
• FROM: xxx
• TO: yyy
• WITH:• Proven Methodology• Proven Migration Tools
Talk to Us / Talk to Our Customers
Alfresco Enterprise Trial
Learn More - http://www.ziaconsulting.com/resources/• Webinars & Videos• Data Sheets & Brochures• Case Studies
What Next?
• ILTA: 8/17-8/21• Alfresco Summit: 9/23-9/25
• AIIM Roadshows: Information Chaos• Wednesday, October 1st - Anaheim, CA• Tuesday, October 7, 2014 - Washington, DC• Thursday, October 9, 2014– New York, NY• Tuesday, October 21, 2014 – Chicago, IL• Thursday, October 23, 2014 – Minneapolis, MN
Let’s Meet!
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