imis & Document Management Systems

Transcription

1 imis & Document Management Systems

2 Session Objectives What is Document Management? Why is important from a business perspective? The Marketplace Implementing a Doc Mgmt Solution How imis can be used with Document Management Systems

3 Nature of Documents Documents capture and retain Organization s Knowledge About 80% of all information generated by business today consists of documents, spreadsheets, s, presentations, drawings and other unstructured data 25% of each working day is wasted on non-productive document tasks time taken by staff finding information that they need for their jobs - The Butler Group 7.5% of all documents are lost- Gartner Group, Laserfiche

4 WHAT IS DOCUMENT MANAGEMENT?

5 What is Document Management? Document Management is the 1. Creation 2. Storage 3. Retrieval 4. Sharing/Collaboration 5. Tracking 6. Revisions 7. Expiry of documents (hard and soft)

6 Documents within Associations & Reg Bodies Member applications Signed attestations Policies and procedures Manuals Education materials Info/collateral/presentations Project-specific docs Department-specific docs Communications / Correspondences Invoices Financial Statements Annual Reports.

7 What do DMS do? Evolves around a CENTRALIZED REPOSITORY that is secured and protected Access to documents is controlled by access rights and permission levels Facilitates classification scheme or taxonomy of documents Facilitates indexing and provides comprehensive search functions (Keywords, Tags and Metadata) Promotes collaboration in/out of organization Facilitates check in/check out, version control Provides Audit Log of access and edit Reporting and Usage

8 Central Repository

9 Holy Acronyms! KM ECM (imis) CMS (RiSE) DMS

10 Why is DM important? Time savings in filing and looking for documents Automate tasks and increase process efficiency (e.g. approval process) Improve collaboration throughout the organization Provides version control, security and audit log Ensures Compliance (e.g. Canadian Privacy Act, Sarbanes-Oxley etc ) - Investigation/Audit Facilitates ease of backup and disaster recovery Reduce storage headaches Go green

11 Records Management Records are anything that a company may need to keep for later recollection or confirmation of certain events for later evidential retrieval. Items are not to be edited once created E.g. contracts, invoices, complaints, communication Policies and procedures are put in place to manage the life cycle of the record from creation to final expiry and destruction and ensure that a full information trail is available of every aspect of the process. Document Management System can be used as a one of the tools for record management.

12 THE MARKETPLACE

13 Major Enterprise Vendors

14 Small to Mid-Sized Solutions

15 Cloud File Sharing Vendors Pros: A threat to traditional vendors- backed by huge, trusted companies Rapidly growing set of functionality: Sync User/Group Administration Policies and Workflows** Version control (check in/out) Audit Logs Integration with 3 rd party apps High security file scanning Flexibility to share Mass storage Reporting

16 Cloud File Sharing Vendors Cons: Where is your data? In the US? Performance and reliability is only as good as your internet connection Login credential independent to your organization s IT infrastructure requires custom development or configuration Potential higher exposure to focused hacking Exit Strategy How to get YOUR data back? Read the fine print!

17 Cloud File Sharing Vendors Google Apps/Drive $600/yr 5 users Storage: Unlimited Dropbox for Business $850/yr 5 users Storage: 5TB Total Microsoft $306/yr 5 users Storage: 5TB 1TB/User Box.com $1020/yr 5 users Storage: Unlimited

18 IMPLEMENTING A DOCUMENT MANAGEMENT SOLUTION

19 Setting Up a DMS Create master account Set-Up accounts (internal & external) Compile corporate taxonomy for documents Create folder structures Create policies and workflows* Integrate with 3 rd Party Apps Migrate content (lots of ways/tools) Training / bad habit-breaking

20 Migration Plan Have a plan Clean your data beforehand use bulk edit tools Remove duplicates and obsolete files Choose your content Use tools for bulk copy MOVE à don t copy Do a sample migration run Set legacy storage system read only with a predefined offline date

21 Maintaining a DMS Expand folder structure Manage users and groups Modify account settings Run Reports Manage policies and workflows Assign Co and Group Admins

22 IMIS AND DMS

23 imis Document System 1. Staff View: Document system 2. Resource Library in Community Site 3. Attachments in Activity Log via imis Desktop 4. Document Manager for Event and Content HTML ipart 5. WebFormz 6. BSI Document Manager+ Note: File types and sizes are defined in web.config file.

24 imis Document System 1. Staff View: Document system

25 imis Document Manager 2. Document Manager in Event and Content HTML ipart Enables imis administrator to upload a document and create an URL for that document within the Event and Program Descriptions and Content HTML ipart

26 Event Editor: imis Document Manager Content HTML ipart:

27 imis & Document Management 3. Resource Library - Community Sites Community site based access control Folder and Document Level Security Versions Log Search based on Document Title and Description Document Content is not crawled for search result Content controlled by Community Admin

28 imis Resource Library

29 Resource Library Document Upload and Access Control

30 Resource Library Version Control

31 imis & Document Management 4. As attachments in Activity Log via imis Desktop * Must be enabled in System Setup

32 3 rd Party imis Add Ins 5. WebFormz - Document Uploader Customized web form to accept document upload Document upload can be made Mandatory or Optional within the form Documents are stored within imis Document Store

33 imis & Document Management 6. BSI Document Manager+

34 Questions???