1. Developing a Culture of Information Management You’ve selected your ECM solution – Now what? Paul Bauman TOWER Software December 13, 2006

2. Agenda  Enterprise Information Management Challenges  How we currently manage information in paper  How we need to manage electronic information  Records Management as the foundation of Electronic Information Management  Steps to laying out a successful ECM

3. Information Management – The Challenge Information volume is growing by 50% annually of which 80% is unstructured *Gartner Trends in ECM All Content, often including email and IM, is subject to regulatory rules Get control of intellectual assets in the form of unstructured content Reducing costs and increasing efficiency of paper based processes Regulatory Compliance

4. How we currently manage paper records (records Management – it’s more than just retention  Enterprise  Department  Office  File Cabinet  File Cabinet by topic /business process  Drawer  Folder  Meta data on folder  Document in context Apply relationships Security Retention Context

5. Gartner – Trends in ECM Is This the Secret?

6. Is the File Plan the Answer? We use a file plan in the paper world, why not make that the basis of our electronic world too?  Value of a file plan Organize information across the enterprise Categorize like information together Apply individual business processes to individual departments Maintain relationships & Context Apply security and access controls Retention

7. The Challenge of Electronic Information Management The Biggest issue that enterprises face when deploying ECM is understanding the shared vs. unique requirements of the business units that will be using the application. To do this, they must analyze current business processes and understand the changes that will need to occur as the process is automated. Failing to understand user requirements and to document existing processes are still among the biggest reasons why ECM projects don’t succeed Gartner – Client issues for Enterprise Content Management 2005

9. How do we apply this in the real world?

10. Organizational Structure Develop the File Plan Business Units Business Process End Users

11. Independent Programs Litigation Law Enforcement Admin & Ethics Executive Political Relations

12. Organizational Structure Develop the File Plan Business Units Business Process End Users

14. Organizational Structure Develop the File Plan Business Units Business Process End Users

15. Business Units  Selecting a business unit High return – high value High visibility Cooperative leadership & staff High chance of success Full buy in from leadership  Some may be included in technology – some only in policy

16. Organizational Structure Develop the File Plan Business Units Business Process End Users

17. Business Process  Understand department’s role  Understand business processes Filing methodology Metadata needs Security needs Workflow Processes  Select business process to pilot  Must deploy quickly  Must get buy-in quickly

19. Organizational Structure Develop the File Plan Business Units Business Process End Users

20.  Involve end users in the process  Minimize the change users must make  Must be easier than the current process  Management buy-in

21. Elements of a Successful ECM Implementation  Visible project  Strong Cost-savings flavor  Gaining trust of employees involved  Partnership with IT  Business Driven  Cross departmental scope  Involvement of SME’s  Understanding of the real process  Rapid process development  Frequent reviews  Trial and error approaches/simulations  Quality Implementations Gartner – Trends in ECM

22. Thank You! Paul Bauman TOWER Software Paul.Bauman@towersoft.com 703-431-1997