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“The Case for Disaster Recovery— Protecting Critical Data”. Pamela Doyle, Director Fujitsu Computer Products of America Chair, CDIA+ & The TWAIN Working Group AIIM, Advisory Trade Member. The World is Different Today. Global economy Worldwide economic slowdown

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Pamela Doyle, Director Fujitsu Computer Products of America Chair, CDIA+ & The TWAIN Working Group AIIM, Advisory Tr

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“The Case for Disaster Recovery— Protecting Critical Data”

Pamela Doyle, Director

Fujitsu Computer Products of America

Chair, CDIA+ & The TWAIN Working Group

AIIM, Advisory Trade Member

the world is different today
The World is Different Today
  • Global economy
  • Worldwide economic slowdown
  • Unprecedented number of fiscal improprieties
  • Governments developing regulations for managing business content
  • Terrorism and bio-terrorism are a constant threat
organizations are seeking ways to
Organizations are Seeking Ways To:
  • Broaden market outreach
  • Streamline cost of doing business
  • Effectively manage business content
  • Enable better B2B and B2C communications
  • Protect valuable data and ensure business continuity
selected technologies have a higher priority for it professionals
Selected Technologies Have a Higher Priority for IT Professionals
  • Cellular phones
  • Blackberry two-way pagers (RIM)
  • Non dial-up access technologies (ISDN, DSL, cable, wireless)
  • Document imaging
  • SSPs, HSPs, ISPs and SANs
types of disasters
Types of Disasters
  • Dangerous weather conditions
  • Typical weather conditions
  • Earthquakes
  • Fire
  • Volcanic eruptions
types of disasters6
Human caused disasters

Vandalism & theft

Teenage rage

Computer viruses

Terrorism & bio-terrorism


Intentional disposition of business documents

Any data storage disaster

Types of Disasters
what can be lost
What Can Be Lost?
  • Home records
  • Historical records
  • Valuable research findings
  • Business records
how to recover from a data storage disaster
How to Recover From a Data Storage Disaster
  • The ability to recover depends solely on “pre-planning” Y2K preparation plans
    • Implementation of DRP (including DI)
    • Simple “rehearsals”
  • Secure remote access software & hardware
  • Backup frequently
  • Mirror data off-site
what vertical markets need drs
What Vertical Markets Need DRS

“What vertical does not have a valuable

information asset?”


An Organization Information Asset can Exist in Various Forms

  • Graphics
  • Electronic
  • E-mail
  • Audio Clips
  • Streaming Media (Video) and
  • Paper!

Volume of Paper

  • It is estimated that 90% of information is still retained on paper
  • 2.7 billion sheets generated daily
  • Average document is copied 19 times
  • 200M documents filed daily

U.S. Consumption of Paper

  • The number of pages consumed in U.S. offices is going up 20% per year
  • Reached a trillion in the year 2000
paper documents must be con verted to an electronic format
Paper Documents Must Be Con-verted to an Electronic Format
  • Capture images
  • Retain as image or extract data
  • Create metadata
  • Manage the data
  • Secure the data (store CDs, WORM, MO)
  • Protect off-site (the more redundancy the better)
ecm technologies
Archive and retrieval


Forms processing

Content management

Data warehousing

ECM Technologies
  • Data Mining
  • Publish on Demand
  • Key From Image
  • Business Process Management
  • C.O.L.D., ERM

Regardless of what DI solution is

being implemented to protect an organization’s information asset,

it is imperative the System Integrator

and the End User understand the

importance of the capture sub-system.



  • Entry point for digitizing information
  • Success or failure of implementation
  • 20 percent of initial investment
  • 80 percent of on-going operating costs
other technology trends aiding in disaster recovery
Other Technology Trends Aiding in Disaster Recovery
  • Internet
  • Distributed capture
  • Image processing
  • Color
  • Increase in the number of service bureaus
  • Advances in storage technologies
who is responsible
Who is Responsible?
  • VAR/SI
  • Vendors
  • CEO and Board Room
  • IT Department
  • Department Managers
  • Records Manager Professionals
  • Legal
disaster recovery plan
Determine data loss tolerance

Determine types of information that should be captured

Determine off-site storage plan (two or three providers in different locations)

Get educated

Disaster Recovery Plan
disaster recovery plan20
Assign DR committee and chair

Work with a knowledgeable VAR/SI

Write the plan

Implement the plan

Test the plan

Review at pre-determine intervals

Disaster Recovery Plan
“Businesses suffering an incapacitating disaster without a DRP:

Only 43% resume operations

Of the 43%, only 29% in business 2 years later

Total of 87% will be out of business in 2 years”

Contingency Planning Research

some fundamental questions
Where is your critical data stored?

Is your data mirrored off site?

How long can your business survive without access to your data and technical services?

How much long term damage could downtime cause to your customer relationships?

How do these considerations weigh against designing and implementing a DRP?

Some Fundamental Questions
document imaging aides in war against terrorism
Recently, Tom Brokaw, NBC Nightly News, reported how the FBI is using Document Imaging technology to capture documents (correspondence, maps, etc.) found in the caves of Tora Bora to aide in the war against terrorism.Document Imaging Aides in War Against Terrorism
victims getting back to business as usual
Victims Getting Back toBusiness As Usual
  • Euro Brokers, Inc.
  • Empire Blue Cross and Blue Shield
  • Securities and Exchange Commission

Reported in December, 2001 issue of Transform magazine

  • Marsh & McLennan Company
Cuts costs

Accelerate business processes

Ensure regulatory compliance

Enable better business to business comunication

Protect data


Superior Court of Cobb County, GA

  • Business Problem:
    • Real estate records took 46 days to be recorded
    • 20 employees had to work 66 hour work weeks
    • The courthouse was running out of space, they were looking at building a “$10 Million” storage facility
  • Implementation Objectives:
    • Reduce turn around
    • Reduce employee hours and eliminate overtime
    • Give people remote access to the courthouse’s public information
    • Eliminate building investment

Superior Court of Cobb County, GA

  • ROI:
    • 46-Day delay to 3 hour turnaround
    • Eliminated courthouse employee overtime
    • Eliminated need for $10 million document storage facility

City of San Diego

  • SD Data Processing is a non-profit public benefit corporation
  • Metropolitan Wastewater Department
  • Dept. deals with taking wastewater and discharging in the ocean after treatment (heavily regulated)
  • Problem:
    • Documentation regarding city’s adherence to state and federal standards must be instantly available for review

City of San Diego

  • Solution:
    • Kofax Ascent and 99 series scanners used to capture 88K pages per month
  • ROI:
    • Ability to capture wide range of documents (sizes and color)
    • Immediate access to documents
    • Ensures they are in regulatory compliance

Willamette Industries

  • Paper and Lumber Manufacturer based in Portland, OR
  • Business Problem
    • Too many man hours spent filing and retrieving documents
    • Physical space to store was becoming excessive
    • Needed a disaster recovery plan for critical information asset

Willamette Industries

  • ROI
    • Processing time reduced from 17-20 minutes to 20 seconds
    • Reduced storage costs
    • Accelerated business process by enabling customers to have direct access to documents
    • Ensured security of data from any data storage disaster
scanner market description
Scanner Market Description
  • Workgroup (< $2K, < 20 ppm)
  • Departmental ($2 - 6K, most 20-36 ppm)
  • Low Volume Production ($6 -12K, most 36-50 ppm)
  • Mid Volume Production ($12 - 29K, most 42-85 ppm)
  • High Volume Production (>$30K, >60 ppm)
end user call to action
Get Educated

Join trade organizations

Research potential hardware and software solutions

Network with colleagues who have implemented similar solutions

Retain the services of knowledgeable VARs/SI

End User Call to Action
more information
CompTIA ( or



AIIM Trade Show

AIIM ECM Tour (October/February)

More Information