Secure Information Sharing A Comprehensive Information Lifecycle Management Strategy

Find the key to unlocking $1 billion each year of budget reduction. Your agency can unlock its potential to contribute significantly toward this objective without cutting any programs or services, and without reductions in force! The key is managing and optimizing your document-related devices and unstructured information more efficiently. In turn, you will improve the efficiency of your staff as well as move closer to accomplishing your overall mission.

Executive SummaryA large, untapped source of value exists in most federal agencies today representing a significant opportunity for productivity enhancement and cost savings. This source is your current information management capabilities.

What is Information Management in this context?

• Document Producing devices such as printers, copiers, and fax machines• Systems and devices that capture unstructured data• Applications that help you manage unstructured information and documents• Systems that provide secure access to information anywhere and anytime• Critical links in the infrastructure and information delivery chain

Trends in new technology and enterprise architectures are expanding new cost savings and worker productivity improvement opportunities dramatically. The timing is right for developing and executing a strategy that drives both high value and a high likelihood of success, when partnered with an industry expert, in controlling document and information management related expense and inefficiency.

Federal agencies spend over $2.6 billion every year on the purchase and use of printers, copiers, fax machines, and scanners. Unfortunately, agencies are typically unaware of how much they spend on these functions. Different offices procure printers and copiers, while users purchase the toner, supplies and maintenance. Individual departments deploy document management systems and collaboration tools costing additional money. These purchases are rarely in the same budget. As a result there is no one in a position of responsibility who aggregates the total expenditure and is charged with coordinating and streamlining the costs associated with the information lifecycle. Therefore, federal agencies waste enormous amounts of money - $1 billion per year - in redundant and unnecessary expenditures. Coordinating these functions through a comprehensive strategy and phased roadmap improves efficiency and generates large savings.

Mission-critical information must be shared quickly and securely. Information required for critical decision making is contained in multiple forms, but 75%-85% of the needed information is in unstructured form. Typically, paper-based information and other unstructured data are not well managed and cause delays and backlogs for most processes. There is no reason, other than comfort with the business as usual stove-piped approach, that federal agencies could not approach the opportunity in a holistic manner. Managing outlays for information lifecycle management according to a defined plan will enable agencies to control and reduce costs while procuring more efficient, coordinated services and equipment.

Capturing this opportunity is accomplished through a managed combination of business solutions tailored to the unique needs of each organization and designed around the processes that support your mission for sustainable value. Lexmark is uniquely equipped to partner with Federal agencies to take advantage of these opportunities. Lexmark recognizes that focusing on the mission of the agency first, then aligning needed capabilities and functions allows you to craft a comprehensive information lifecycle management strategy that accomplishes your goals, improves employee efficiency, and reduces operational expenses.

Key Technology Trends in the Federal GovernmentKey technology and infrastructure trends prevalent across government agencies today point to a distinct opportunity for reduction in hard copy output costs via process changes and device optimization. These trends have also opened opportunities to drive new value into organizations through improved information lifecycle management.

Budgets are reducing or growing more slowly

Secure Information Sharing is Critical for Government Success

Mobility and Cloud Capabilities

• Current expenses and support resources for 75% more hardware devices and 35% more paper than needed makes doing more with less problematic.• Eliminating redundant and unnecessary costs will reduce these expenses between 32% and 45%, allowing for a government expense reduction of at least $1 billion every year and increasing worker productivity by 10% - 30%.• SSA, Army Recruiting Command, and the FAA are examples of Federal Government customers who have realized savings using Lexmark’s approach.

• Securely sharing information across departments and between agencies is critical to making sound critical decisions.• Unstructured or paper-based data accounts for 75% - 85% of the information that needs to be shared.• Capturing paper-based information in a distributed, usable manner is needed for quick access and information reliability.• Securing the data while on the network and at rest is critical to information assurance and secure information sharing.• Protecting critical information from the insider threat while still allowing the right access and sharing is difficult with current technology.• Understanding and providing visibility to existing processes identifies where information sharing is being slowed.

• Enable shared infrastructure and applications to reduce expenses.• Provide access to information anywhere.• Drive full “office” capability and access to the ever-increasing mobile worker.• Establish integrated capabilities for telework employees.

IT Infrastructure Modernization Overlooks Output Devices

Increase Use of Electronic Records Management

Environmental Concerns are Driving Procurement Changes

• Modernization and consolidation of core IT Infrastructure is proliferating.• Output devices are also proliferating and causing additional expense.• Consolidation and modernization of output devices is needed.• Intelligent Multi-function printers allow for combining print, copy, scan, and fax onto a common device enabling more process automation and less printing.

• The Presidential Executive Memo requires increased use of electronic records.• The move from paper records to electronic records will enable more electronic processes and reduce printing.• Electronic records require robust unstructured document management systems.• Electronic records require enterprise search and retrieval capabilities.

• The President’s Executive Order 15314 requires the reduction of printing.• Paper accounts for 80% of the carbon footprint of printing and copying.• The DoD and the EPA are implementing “green” procurement guidelines and standards for products used by their employees.• The Federal Electronics Challenge identifies specific recommendations for procurement of print and output devices to be environmentally conscious. - Purchase and Enable products with duplex features. - Implement Managed Print Services, which are services that manage the output infrastructure hardware, supplies, and service to ensure optimal usage and device assets throughout the enterprise. - Minimize local printers and maximize shared networked print and copy. - Reduce Resource Use – or Print Less. - Develop policy and strategy for best printing and copying practices.

Information Lifecycle Strategy – Efficiency in Mission Performance

• The first component of capture involves gathering the information needed for each process. The need is to capture both paper and digital forms of information. This unstructured data makes up 75% - 85% of the critical information you need for decision-making and completing work processes. - Systems, applications, and processes need to be optimized in a manner that allows the capture of information where it originates from the people that understand the data and know its purpose and sensitivity. - All capture must be performed with indexing and integration. The indexing improves efficiency in finding the unstructured data by those who require the information. The integration makes it possible for the data and documents to be integrated into the systems and applications, and associated with its business record.

Federal agencies are focused on driving efficiency inaccomplishing their mission objectives. As budgets decrease and agencies are called to do more with less, efficiency is critical to performance. By expanding the efficiency strategy beyond printing and imaging, additional benefits can be realized across the organization. This strategy is developed with three key components: Capture, Manage, and Access.

• Once the data is captured, the information needs to be managed to ensure it is protected and gets where it is needed. - Managing documents starts with being able to store and protect the information contained, while enabling collaboration on documents and critical information. - All information is used as part of a process and each process is a flow of work tasks to accomplish your agency mission. The workforce of an agency can account for up to 60% of the overall budget. Improved productivity can be achieved by ensuring optimal processes through process mining and process management tools. - These tools will highlight opportunities to make information flow more efficient in the management of unstructured data, the routing of critical information to the right people, and the elimination of paper from processes and operations. - The management is not just the processes and the documents, but also the management and configuration of the software applications and physical hardware equipment required to accomplish optimal mission performance.

• Information that is captured and managed properly also needs to be accessed for use and critical decision making. - Access should be from anywhere and with any device or platform.

• All of the capabilities that need to be implemented within the strategy for performing the capture, manage, and access of information can be configured and implemented in phases such that incremental benefits are achieved throughout the organization.• Underlying all of these capabilities is the focus on performing your mission in the most efficient manner. This implies that the capabilities implemented are supporting this performance. With this in mind, the equipment and applications still need to be optimized in order to free up operational money and resources from duplication and unnecessary use. This cannot be done by just focusing on equipment or application specifications, but by aligning needed capabilities to the mission objectives and work tasks of each user group within the organization. When considering consolidation, most people stop at servers, databases, data centers, and networks. Additional significant opportunity exists in consolidating output devices and document management capabilities. This is where the federal government can drive savings of $1 billion per year to assist with the implementation of a comprehensive information lifecycle strategy. The four areas where this savings can be achieved are device consolidation, modernizing equipment, eliminating copiers, and using less paper.• A successful consolidation of devices by placing the optimal mix of networked multi-function devices that can print, scan, copy, and fax and single function devices can reduce device acquisition costs by as much as $176 million.• Modernizing equipment involves removing all devices that are older than 5 years. When devices approach this age, their operating costs are 26% higher than new devices; therefore, this equipment modernization would reduce operating expense across the government by approximately $206 million.• Eliminating copiers produces multiple benefits. First, this process eliminates another disparate source of devices that are not needed when multi-function devices are used. Second, the maintenance contracts associated with copiers are based on an over-estimated flat rate number of pages assumed through the life of the contract; therefore, these contracts do not allow you to reduce your costs when you reduce the amount of pages you use. Third, these large copiers waste precious space and money because the large format paper (11x17 or double letter size) is used less than 3% of the time and more importantly only on a few machines. Finishing (staple and hole punch) is only used about 5% of the time. Therefore, eliminating these expensive and unnecessary copiers contributes another $200 million to the savings.• The final savings area comes from printing less. The most expensive part of printing and copying is the paper and toner used in the process; therefore, the less you print and copy, the less your overall expense. The government printing report discovered that 35% of all pages printed in the government were not necessary. By implementing capabilities that help government organizations print less, an additional cost reduction of $418 million can be achieved.

- Being able to truly access the information for use means that the documents and information are easily accessed in context and real-time from within the regular applications and systems users operate within every day to accomplish their mission. This efficient access enables productivity by eliminating the need to search for documents or information outside of the application or in paper files. - Search is required that spans the enterprise; through keyword searches, content searches, and tagging of information to be readily accessed by the right people. - Assuming only authorized personnel have access to protected information; this access must be controlled, monitored and audited to be effective. Additionally, even while sharing information, protection against insider threat, deliberate or unintended, is required by tracking all the activity associated with the protected documents and information.

Lexmark Contributions and Best Practices

Lexmark brings an industry leadership to the market that is unparalleled. Lexmark has been at the forefront of some of the most sweeping changes in the information lifecycle management industry. From the introduction of the multi-function printer, managed print services, PKI card enabled authentication, encrypted printing, and network-based secure cloud printing Lexmark continues to lead the industry. Lexmark brings you numerous capabilities and partnership that assist in achieving, not just creating your strategy and vision.

• Award-winning intelligent multi-function devices that serve as the basis for consolidation, modernization, and capture of paper-based information.• End to End capabilities for managing the information lifecycle whether electronic or paper.• Business Process mining and management tools.• Management and Service arrangements for best end user satisfaction.• Integrated document management capabilities that manage and protect information while in electronic format. The capabilities in this system integrate unstructured data to your existing applications such that you always have content in the context of the applications your employees use every day. With our integration through “learn mode” technology, you eliminate need to write interfaces between systems.• Enhancing environmental compliance and waste reduction. The reduction of the amount printed, the ability of Lexmark to deliver extra high yield cartridges, and the implementation of our recycling program will create the best environmental compliance with the green procurement policies and directives in the industry.

Recommended Next Steps for Capturing this OpportunitySince output and unstructured data management are not typically direct areas of strategic focus, Lexmark has designed a Discovery Program to help customers define where to get started, document an information lifecycle strategy, and define the performance metrics and business case to move forward:

• Facilitated Workshop: Lexmark offers a no-fee workshop session, facilitated by one of our Industry Consultants, to help you identify and prioritize mission process areas of opportunity.• Discovery: Lexmark will assist you further through our professional services practice to assess your current state total cost, design deployment principles for a future state, and develop a business case for getting there.

Who do I contact?

You can visit our website at www.lexmark.com/federalsolutions for more information about the Lexmark capabilities and how to contact Lexmark for more information. To find out how much your agency can save specifically toward the $1billion, visit www.billiondollarsavings.com and apply your information in the calculator.

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