A Business Case for Records Management

Transcription

1 A Business Case for Records Management Ulrich Leuthner, ECM GoToMarket and Strategy ASEAN ECM Summit, August 26, 2008

2 A Word or two from IBM Legal IBM Corporation All Rights Reserved. The workshops, sessions and materials have been prepared by IBM or the session speakers and reflect their own views. They are provided for informational purposes only, and are neither intended to, nor shall have the effect of being, legal or other guidance or advice to any participant. While efforts were made to verify the completeness and accuracy of the information contained in this presentation, it is provided AS IS without warranty of any kind, express or implied. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, this presentation or any other materials. Nothing contained in this presentation is intended to, nor shall have the effect of, creating any warranties or representations from IBM or its suppliers or licensors, or altering the terms and conditions of the applicable license agreement governing the use of IBM software. References in this presentation to IBM products, programs, or services do not imply that they will be available in all countries in which IBM operates. Product release dates and/or capabilities referenced in this presentation may change at any time at IBM s sole discretion based on market opportunities or other factors, and are not intended to be a commitment to future product or feature availability in any way. Nothing contained in these materials is intended to, nor shall have the effect of, stating or implying that any activities undertaken by you will result in any specific sales, revenue growth or other results. IBM, the IBM logo, Lotus, Lotus Notes, Notes, Domino, Domino.Doc, Sametime, WebSphere, FileNet, Workplace, WebSphere, Lotusphere, QuickPlace, and Quickr are trademarks of International Business Machines Corporation in the United States, other countries, or both. Java and all Java-based trademarks are trademarks of Sun Microsystems, Inc. in the United States, other countries, or both. Microsoft and Windows are trademarks of Microsoft Corporation in the United States, other countries, or both. Other company, product, or service names may be trademarks or service marks of others. 2

3 ECM Product Vision & Strategy Agenda ECM and Enterprise Information Management (EIM) IBM s ECM Portfolio Content Discovery Products Compliance Products ECM Roadmap 2H08 Focus 3

4 IBM ECM: Get More Value Out of Your Content IBM ECM helps companies make better decisions faster by: Managing content Optimizing associated business processes Enabling compliance through an integrated information infrastructure 4

5 IBM ECM Product Strategy & Vision Guiding Principles Active Content Deliver information that is unified, accurate and in context with critical business processes and policy management. Business Agility Provide the right information to the right constituents at the right time in the right context to enable better decisions faster. Enterprise Compliance Manage risk and automate compliance with records management, legal discovery and intelligent content archiving. Content Anywhere Manage content anywhere without requiring content migration. Pervasive and Persuasive Access, collaborate, and influence business decisions in new ways, making content a first-class source of decision-making insight 5

6 Pervasive Persuasive Business Agility Enterprise Compliance Active Content Content Anywhere 6

7 Content Discovery

8 Content Discovery Vision Driving Visibility and Business Optimization from Content Content Classification IBM Classification Module Content Access OmniFind Search Analyzed Content visibility & business insight Organized Content in IBM ECM repositories Content Analytics IBM Content Analyzer Disorganized or Lost Content 8

9 IBM Classification Module Automating content-based decisions IBM Classification Module Auto Classify Extract Metadata Adaptive Learning Taxonomy Proposer What is it? Automatically classifies documents and s Benefits Automate decisions, saving users time Improve productivity and reduce risk Handle digital landfills Rapid ROI on your ECM investment Capabilities Combines text classification via statistical analysis with rule-based approaches Adaptive learning provides high accuracy, specific to your enterprise Integrated to IBM ECM architecture, accelerates BPM, Content & Compliance applications 9

10 Improving service while reducing costs with IBM Classification Module Challenge Reduce support center workload and costs while improving customer service Solutions IBM Classification Module helping to classify and autorespond to customer s and support requests Business Benefits 100% payback in less than three months 400% annualized return on investment 15% increase in customer retention 50% reduction in number of s received 96% faster solution deployment than with competitors products Annual savings of hundreds of thousands of dollars Without the IBM Classification Module, we would have had to double our team to handle our growing customer base, which would have cost hundreds of thousands of dollars each year. Kris Politopoulos, Manager, Cloudmark Customer Support 10

11 Compliance

12 Records Management What is it? Manages retention and disposition for content Benefits: Enable compliance and reduce risks Reduce end user burden via ZeroClick and automated classification Reduce costs and risks from keeping information past retention Capabilities: Manage electronic and physical content Automate records capture with ZeroClick Manage records in multiple disparate repositories No Paper Weight program: Reduces risks and costs associated with paper records 3 yr savings of 36M$, payback in 4 months and 3 yr ROI of 263% IBM ECM Records Management 12

13 Intelligent Content Archiving Intelligent Content Archiving IBM Classification Module What is it? Today: CommonStore, Manager, and Records Crawler Tomorrow: Symphony Intelligent Archive: Next Generation offering that addresses need to Take Back Control of , documents, instant messaging, and other forms of content Benefits: Reduce costs and improve operational efficiency Reduce compliance risk Improve business efficiency and leverage information Link content to automated business processes Symphony provides best of current technologies with no disruption to current deployments 13

14 IBM Compliance Warehouse for Legal Control Leveraging IBM End-to-End Capabilities Disorganized Enterprise Content Manual Processes Paper Storage Organize / Control Automatic Classification Records Management Intelligent Content Archiving Optimize Legal Discovery Operational Controls Analytics, BI & Reporting 14

15 Current Projects Maintain compliance with US Department of Energy and other mandates, policies, and guidance documents. Manage physical and electronic content Solutions IBM FileNet P8 IBM FileNet Records Manager IBM FileNet Manager IBM FileNet BPM IBM FileNet Application Connector for SAP R/3 Business Benefits The automation and workflow capabilities provided by FileNet Records Manager reduces human intervention, risk, and discovery costs, thus delivering an effective return on investment. Larry Hawkins, Director of Records & Information Compliance 15

16 Business Drivers for Content Collection and Archiving Archive for Storage Space Management To reduce operational problems introduced by the growing size of and other content stores. Manage mailboxes Increase Server Performance Enable Faster Backup and Restore Easier Server Upgrades Leverage Storage Best Practices Apply Simple Retention Manage and Content for Compliance To comply with regulations, produce records when required, enable good corporate governance and facilitate electronic discovery Enable Records Management Perform Legal Discovery Supervise and Monitor for Non-Compliance Extract Buried Knowledge and Insights To manage, mine, extract, organize and analyze knowledge buried in and other content Manage as a Content Type Along with Other Content Automate or Suggest Message Classification Use Content Analytics to Identify Trends, Risks, Analyze Data Additional Tagging and Meta Data Creation Response Suggestion or Routing of Manage and Content as Part of a Business Process To accelerate and automate business processes where participates in the workflow or is part of the active case Automate Workflow steps Associate and Other Content to Processes, Cases, and LOB Systems PLUS files, Basic Content Services, and other content 16

17 What is Content Collection and Archiving? Archiving process of Archiving content to address storage / mail server efficiencies Limited Business Value: Reduce operational problems introduced by the growing volume/size of and other content stores. Value Limitations Due To: Limited Usage & Functionality only, does not address casually created content Simple retention Basic classification Creates Information Silos Proprietary built-in repository High Total Cost of Ownership Stepped fixed costs, repeated for each silo Increased ongoing maintenance costs, repeated for each silo Custom integration costs to enable advanced functionality Content Collection and Archiving process of collecting, enhancing and managing all types of content, regardless of creation type and storage mechanism Expanded Business Value: Enable organizations to take back control and unlock business value of content, while enforcing compliance and operational policies, all with lowest total cost Limitations Removed Due To: Advanced Usage & Functionality All content types including casually created content Advanced retention and reccords management Multiple types of classification No Information Silos Open, standards-based ECM repository following best practices Reducing Cost of Ownership Fixed cost AND ongoing maintenance costs leveraged across multiple content types Advanced functionality enabled out of the box 17

18 Three Main Areas of Deployment Costs That Need To Be Considered (could be speaker notes for next slide) A fixed cost to deploy the system, eg Hardware and software purchase Initial deployment services Ongoing maintenance, eg People to administer the system People to manage policies Ongoing tuning costs, scale out for volume/performance reasons Integration costs Integration to existing content Integration of additional advanced capability such as RM, ediscovery, analytics 18

19 The ROI of a Common Platform Approach Traditional Point Solution Stepped Impact Repeated fixed cost to deploy each system which creates silos Requires administration (rules, holds, etc) from each location x number of systems Each silo also incurs its own custom integration costs to enable advanced functionality (RM, BPM, etc) CS CT R A More CS CT CS R CT A CS R CT A CS R CT A CS R CT A CS R CT A R A Custom Federation / Integration for RM, BPM, etc Cumulative Costs CS CT R A CS CT R A CS Files CS CT R A CS SharePoint CT Modular ECM Leveraged Impact Incremental deployment and ongoing maintenance costs leveraged across ECM platform Single point of administration Advanced functionality integrated out-of-the-box CS CS CS CS CT CT CT R AA CS CT CS Integrated RM, BPM, etc CS CT R AA Increasing Users / Volume / Content Types Over Time 19

20 IBM Content Collection & Archiving Architecture Modular and Extensible Source Connectors Engine Target Connectors MESSAGING / Microsoft Exchange Lotus Domino Novell GroupWise Instant Messaging Other PST and NSF content IM and other messaging Task Connectors EXTERNAL TASKS FILE SYSTEMS Microsoft File System Desktops Other File Systems OTHER Microsoft SharePoint Panagon Image Services Panagon Content Services IICE Connector Support Backup Tapes and Other CUSTOM API Support INTERNAL TASKS Copy / Move / Delete / Stub Records Declaration De-Duplication Classification Rules ICM Direct Integration Rendering / Encryption System Lookups 3rd Party Rules / Policy Mgt Other Tasks Planned CUSTOM TASKS API Support Partner Apps IBM NATIVE P8 CMv8 Panagon Image Services Panagon Content Services TSM CUSTOM / OTHER API Support IICE Connector Support 20

21 2 Advanced Classification Records Management 3 1 Content Collection & Archiving Partner Solutions ediscovery Management & Analysis 4 Content Compliance Lifecycle ECM Platform Information Infrastructure 21

22 Enterprise Compliance Vision Integrated Platform Addressing all Compliance Issues IBM ECM 3 1 Records Management Content Collection SharePoint 2 Advanced Classification Records Management 3 Advanced Classification Electronic Discovery Content Collection & Archiving Partner Solutions ediscovery Management & Analysis 4 Content Compliance Lifecycle ECM Platform Information Infrastructure 22

23 Get Ready This A Game Changer Market Dominance Records management is growing and maturing where best practices, physical records, classification and records federation are key issues Every customer Records Manager has a records program and is in process of extending it to electronic records Record Federation IBM is already the clear market leader looking to extend into dominance with RM Rx new solutions and Iron Mountain strategic partnership archiving is continuing to grow but now evolving to content collection (and point solutions are no longer viable) Every customer needs to collect, classify and manage information consistently IBM s modular approach to Content Collection & Archiving offerings will disrupt the competition while enabling new solutions and buyers Market Disruption New Content Collector Family of Products Advanced Classification Content Collection & Archiving Records Management On Ramps To Content Compliance Content Compliance Lifecycle ECM Platform Information Infrastructure ediscovery Management & Analysis Large organizations want to address the key business and technology issues through unified strategy Only IBM has all the technologies and services to deliver end-to-end enterprise compliance and discovery solutions edsicovery is a white hot space with small point solution competitors Every customer is grappling with ediscovery costs and new mandates IBM is now perfectly positioned to address directly and with partners Only IBM Compliance Warehouse New Hot Market ediscovery Manager ediscovery Analyzer 23

24 STG IIS View: Unification of the IBM Enterprise Content Vision Business Intelligence Information Integration Data and Content Mgmt Advanced Classification Content Collection & Archiving Records Management ediscovery Management & Analysis Information Compliance IBM Information Infrastructure Content Compliance Lifecycle ECM Platform Information Infrastructure Information Retention Information Security Manage Virtualize Protect Archive Integrated Best Practices and Services Information Availability 24

25 Roadmap 25

26 2008 Product Plan - Driving Themes Preserve and extend existing customer content investments Deliver Basic Content Services (BCS) across a spectrum of customer requirements to aid broad ECM adoption Deliver new enterprise services against federated repositories Improve consumability and improve on TCO Leverage broad, open IT infrastructure Deliver an advanced, business-oriented BPM platform Provide tools that business process owners can leverage to build and deploy solutions in collaboration with IT Provide higher-levels of pre-built components that can be quickly configured to accelerate timeto-value Provide a framework that will allow for agile development and deployment of BPM solutions Protect customers against the risk of legal and regulatory concerns Deliver the next-generation, intelligent archiving capability Provide a certified, integrated Records Management solution with robust federation Extend the ECM platform to support critical electronic discovery requirements Innovate classification capabilities to accelerate compliance, reducing cost and errors involved in ECM decision making. 26

27 ECM Roadmap Information Management Software Enterprise Content Management Q1 Q2 Q3 Q4 H1 H2 Enterprise Imaging and Report Management Image Services Capture OnDemand Capture OnDemand Process Content Content Platform BPM for the Business BPF Basic Content Services SharePoint-P8 Quickr SharePoint Quickr Office 2007 Workplace XT Webi Workplace XT Webi Workplace XT eforms Framework Office 2007 P8 Sonata CFS/IICE P8 Sonata BPF CommonStore SAP eforms CM8 Samba Harmony CFS/IICE BPM Harmony Compliance / Discovery Intelligent Content Archive ICM Integration Content Discovery Symphony Enterprise Compliance IRM P8 DoD V3 ediscovery P8 RM for CM8 & CMOD IRM DoD V3 Symphony II IRM z/os Content OmniFind EE ICM Analyzer ICM OmniFind EE RM Harmony ediscovery II 27

28 2H08 PRODUCT FOCUS AREAS Symphony Delivers Game-changing Compliance Story ediscovery, Content Collection and Record Mgt Releases Sonata Brings Agile ECM Web 2.0 development for ECM/BPM applications Document Management Everywhere Expanding Business Content Services to include document management and doc publishing across the enterprise Tango Delivers on ECM Portfolio Integration ECM portfolio integration with Sonata and CM8/CMOD P8 customer success 28

29 ECM Customer Imperatives Create Centers of Excellence for ECM and BPM Establish ECM Shared Services deployment models Develop expertise in Content Enabled Vertical Applications development and delivery Develop expertise in Records Management, Compliance related auditable business processes Set standards for storage management policies and archiving take back control of your digital landfills Create an ECM business case and ROI calculation capability Combination of skills: business analysts, SME for business and technology, project & change management experts 29

30 thank you!

31 Product Demonstration Business Leader Process Owner Business Analyst Business User IT Architect IT Developer Basic Content Service (BCS) IT Leader