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REQUIREMENTS

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

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

  2. 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

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

  4. 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

  5. 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)

  6. 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

  7. COMPLIANCE ISO 15489 (International) LAW MoReq2 (EUROPE) EnterprisePolicies DoD 5015.2 (U.S.) Policy

  8. RISKS • Migration effort • Training effort for administrative staffmembers • Customization cost due to specialised Business requirements • Higher "operational cost" , especiallyatbeginning

  9. 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

  10. 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

  11. 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

  12. 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

  13. EXAMPLE– STEP 1 SCANNING PROCESS AND QUALITY CONTROL AUTOMATIC OR MANUAL QM DOCS

  14. 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

  15. 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 mailgroup@domain.eu DOCS RELATEDATA Distribute to mailing-list Various workflow scenarios

  16. EXAMPLE – STEP 4 FLOW & USE DATA WITHIN ARCHITECTURE Central repository appears as unified envoronment

  17. FLEXIBILITY AUTOMATE AND EXTEND WorkflowsAutomate various Business processes External APIIntegrate capabilities within custom applications Internal APICustomize EDMS/ERMS

  18. 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...

  19. SCALABILITY BE PREPARED FOR TOMORROW Content repository scaleswithenterprisesize

  20. Many THX :-)Questions?

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