DMS / RMS For Enterprise Organisations A presentation by Dipl.-Math. M. H. Kornowski Kornowski Consultingdienste GmbH REQUIREMENTS o Scan and capture paper mail o Delegat tasks o Capture electronic-mail (optional) o Grant Business level rights – re-attribute users o Proceed > 1000 paper sheets/day o Circulate mail via maintainable circulation lists o Usage of meta data to find and proceed data o Notify actors o Relate data as e.g. SAP and other sources o Protect and sign content o Records declaration to ERM/ERP o Flexible workflows as e.g. approvals o Respect busiess policies 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 BENEFITS • 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 COMPLIANCE ISO 15489 (International) LAW MoReq2 (EUROPE) DoD 5015.2 (U.S.) Enterprise Policies 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 DOCS Proceed OUTSIDE SYSTEM Proceed Quality Check INSIDE SCAN PLUGIN Scan single paper mail or batches of paper mail  Automatic and / or manual quality control  Optional content extraction to metadata  NON ALTERABLE SCANNINGS REQUIREMENTS – STEP 2 Proceed Add Predefined Metadata Proceed INSIDE SYSTEM-MODULES AND/OR S C A N P L U G I N* Add manual Metadata Proceed *Depends on acquired system Insert metadata manually using predefined lists and variable values  Batch metadata insertion  Insert metadata via workflow or by class inheritance REQUIREMENTS – STEP 3 Proceed Declare to RMS Proceed Workflow e.g. Circulate docs INSIDE SYSTEM -MODULES 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  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 Circulate mail to defined adressees. Addressees do actions, e.g. signing STEP 4.... Workflows Lifecycle Staging 2 Staging 1 DOCS DOCS Staging n Integrate with MOSS Vertical scalability Integrate OFFICE Scalable IT Versions Unified sources Repository RMS and/or DMS Integrate with SAP Horizontal scalability Policies Integrate with custom IT EXAMPLE– STEP 1 SCANNING PROCESS AND QUALITY CONTROL AUTOMATIC OR MANUAL QM EXAMPLE – STEP 2 APPLY METADATA  Apply metadata manually Optionallyextract content to metadata  fix scanned document to image PDF Receive assets of metadata by workflow presets or inheritance METADATA DOCS Metadata EXAMPLE – STEP 3 RELATE DATA AND DISTRIBUTE DATA WITHIN SYSTEM Relate data as e.g. from and to existing mails, DB or SAP Use for RM/DM [email protected] RELATE DATA DOCS Various workflow scenarios Distribute to mailing-list EXAMPLE – STEP 4 FLOW & USE DATA WITHIN ARCHITECTURE Central repository appears as unified envoronment FLEXIBILITY AUTOMATE AND EXTEND Workflows Internal API Automate various Customize EDMS/ERMS Business processes External API Integrate capabilities within custom applications FLEXIBILITY SPECIAL FEATURE ADVANTAGES Extract content and use extracted information to fill metatags... Fixed document Use non alterable and fixeddocument to interactithin ERM/EDM Result Compliant usage of character recognition without abusing policies. Combine both worlds, image PDF and text... SCALABILITY BE PREPARED FOR TOMORROW Content repository scales with enterprise size Many THX :-) Questions?