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DMS / RMS For Enterprise Organisations A presentation by Dipl.-Math. M. H. Kornowski Kornowski Consultingdienste GmbH. REQUIREMENTS. Scan and capture paper mail Capture electronic-mail (optional) P roceed > 1000 paper sheets/day Usage of meta data to find and proceed data

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Requirements

DMS / RMSForEnterprise OrganisationsA presentationby Dipl.-Math. M. H. KornowskiKornowski Consultingdienste GmbH


Requirements

REQUIREMENTS

  • Scan and capture paper mail

  • Capture electronic-mail (optional)

  • Proceed > 1000 paper sheets/day

  • Usage of meta data to find and proceed data

  • Relate data as e.g. SAP and other sources

  • Records declaration toERM/ERP

  • Respect busiesspolicies

  • Delegat tasks

  • Grant Business levelrights – re-attribute users

  • Circulatemail via maintainable circulationlists

  • Notifyactors

  • Protectandsigncontent

  • Flexible workflowsas e.g. approvals

  • horizontal andverticalscalability


Solution

SOLUTION

  • Customization based on standard compliant ERMS/ECMS/EDMS module including highly performant enterprise scanning solutions and invoking existing IT architectural parts


Requirements

  • BENEFITS

  • Centralization and collaboration

  • Unique secured centralized repository data

  • Non alterable records

  • Enhanced use of metadata

  • Versions of records to act withinDMS (Renditions)

  • Exchange between architectural parts (SAP, ARIS, MOSS, etc.)

  • Horizontal and vertical scalability


Requirements

BENEFITS

  • Legacy / Law / Governance

    • Provability (Audit trail)

    • Records are „bodies ofevidence“ for undertakenactions"

    • Transparency

    • Structure

  • Time and cost Advantage

    • ROI concerningscanningsolution within 6-12 months

    • Create document renditions on the fly withinruntime(DMS)

    • Use data enterprisewide depending on policy (DRM)


Requirements

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


Requirements

  • COMPLIANCE

ISO 15489 (International)

LAW

MoReq2 (EUROPE)

EnterprisePolicies

DoD 5015.2 (U.S.)

Policy


Risks

RISKS

  • Migration effort

  • Training effort for administrative staffmembers

  • Customization cost due to specialised Business requirements

  • Higher "operational cost" , especiallyatbeginning


Requirements

REQUIREMENTS – STEP 1

DOCS

Quality Check

Proceed

Proceed

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

  • Scan single paper mail or batches of paper mail

  • Automatic and / or manual quality control

  • Optional content extraction to metadata

  • NON ALTERABLE SCANNINGS


Requirements

REQUIREMENTS – STEP 2

Add Predefined Metadata

Proceed

Proceed

Add manual Metadata

Proceed

I N S I D E S Y S T E M - M O D U L E S A N D / O RS C A N P L U G I N*

*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

REQUIREMENTS – STEP 3

Declare to RMS

Proceed

Circulate docs

Proceed

Workflow

e.g.

I N S I D E S Y S T E M - M O D U L E S

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

  • 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 notifyabout document state

  • Apply enterprise policies – e.g. by inhertitance from classification

  • Sign documents


Requirements

STEP 4....

Workflows

Lifecycle

Staging 2

Staging 1

Staging n

Integrate with MOSS

DOCS

DOCS

IntegrateOFFICE

Scalable IT

RMS and/or DMS

Versions

Vertical scalability

Unified sources

Repository

Integrate with custom IT

Integrate with SAP

Horizontal scalability

§

Policies


Requirements

EXAMPLE– STEP 1

SCANNING PROCESS AND QUALITY CONTROL

AUTOMATIC OR MANUAL QM

DOCS


Requirements

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

DOCS


Requirements

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]

DOCS

RELATEDATA

Distribute to mailing-list

Various workflow scenarios


Requirements

EXAMPLE – STEP 4

FLOW & USE DATA WITHIN ARCHITECTURE

Central repository appears as unified envoronment


Requirements

FLEXIBILITY

AUTOMATE AND EXTEND

WorkflowsAutomate various Business processes

External APIIntegrate capabilities within custom applications

Internal APICustomize EDMS/ERMS


Requirements

FLEXIBILITY

SPECIAL FEATURE ADVANTAGES

Extractcontentand useextractedinformation to fillmetatags...

FixeddocumentUse non alterable and fixeddocument to interactithin ERM/EDM

Result

Compliantusage of characterrecognitionwithoutabusingpolicies. Combinebothworlds, image PDF and text...


Requirements

SCALABILITY

BE PREPARED FOR TOMORROW

Content repository scaleswithenterprisesize


Many thx questions

Many THX :-)Questions?


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