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

AUTOMATIC OR MANUAL QM

SCANNING PROCESS AND QUALITY CONTROLEXAMPLE– STEP 1

DOCS

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

mailgroup@domain.eu

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

SCALABILITYBE PREPARED FOR TOMORROW

Content repository scales with enterprise size

Many THX :-)Questions?