DMS / RMS For Enterprise Organisations A presentation by Dipl.-Math. M. H. Kornowski Kornowski Consultingdienste GmbH

REQUIREMENTS o 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

DoD (U.S.) COMPLIANCE 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 Quality 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 I N S I D E S C A N P L U G I N

Proceed Add Predefined Metadata Insert metadata manually using predefined lists and variable values Batch metadata insertion Insert metadata via workflow or by class inheritance Add manual Metadata Proceed 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 Proceed Declare to RMS Circulate docs e.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 STEP Integrate OFFICE Staging n Staging 2 Unified sources Repository Unified sources Repository Staging 1 Scalable IT Horizontal scalability Vertical scalability Versions

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

Apply metadata manually Optionallyextract 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 Metadata

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 Distribute to mailing-list DOCS

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

Workflows Automate various Business processes Internal API Customize EDMS/ERMS FLEXIBILITY AUTOMATE AND EXTEND External API Integrate capabilities within custom applications

Result Compliant usage of character recognition without abusing policies. Combine both worlds, image PDF and text... FLEXIBILITY SPECIAL FEATURE ADVANTAGES Fixed document Use non alterable and fixeddocument to interactithin ERM/EDM

SCALABILITY BE PREPARED FOR TOMORROW Content repository scales with enterprise size

Many THX :-) Questions?