Going Folderless with Metadata for a Superior Approach to ECM

Going Folderless with Metadata for a Superior Approach to ECM Greg MillikenPresident, M-Files Inc.www.m-files.com

http://www.m-files.com/

METADATA-POWERED INFORMATION MANAGEMENT

What Does Going "Folderless" with Metadata Mean?

Organizing and managing documents andother information by…

rather than"What" it isProposal

"Where" it is stored


A Simple Example: What is it?

It's easy to describe… Wrench Combination wrench 7/8" combination wrench


But where is it stored?If you plan and organize meticulously,

maybe your toolbox looks like this:But often it looks more like this,

especially after frequent use:

What if you need to work at another location?Buy another tool, or take it from the main box.

Even if you're organized, how do you ensureothers don’t create the chaos shown above?


Another Example: Where's Waldo?

He's really hard to find in the chaos…


So Where Is Waldo?

► Red-and-white-striped shirt► Bobble hat► Glasses► Brown hair► Skinny► Sometimes carries a cane

He's hard to find, but very easy to describe…precisely


Take the iPhone… Music on the iPhone doesn't get put it in a music folder. The device just knows it's music, and it shows up where and when it's needed, by song, artist, album, genre, decade, playlist, etc.


With Folders It's Not So Easy…Where Is It?

• Quotation for Architectural Planning

• ESTT Corporation

• Hospital Expansion Project

• 01-01-2012 v11 FINAL.doc

Y:\

ADMINISTRATION

PROJECT

CUSTOMER

PRODUCT

AGREEMENT

AGREEMENT

QUOTATION

QUOTATION

QUOTATIONS

AGREEMENTS

QUOTATION

AGREEMENT

Which folder?

All ECM systems today use folders, except for…


Paper Archives Network Folders"Paperless Office?"

Business Intelligence through Metadata

A Brief History of Document Management

Electronic Document Management

1980 1990 2000 2010A long time ago…


1st Generation: Paper Archives

Challenges Inefficient, manual access to

information Archiving plans must/had to be

carefully designed and implemented Information reuse is/was difficult Slow processesPaper Archives


► New possibilities Faster access to information Information reuse improved

► Challenges Finding information still a difficult 70% of information still recreated Structure must be designed upfront Processes are slow and inefficient The amount of information has exploded:

- 1995: 35% of information electronic; 2005: 75%1

- Information volume grew by 650%1

- Redundancy rampant: up to 19 copies 21) Kevin Craine 2006: White Paper Office Printing - The final frontier of cost control2) International Data Corporation (IDC) & Document Management Alliance (DMA)

Network Folders"Paperless Office?"

2nd Generation: Electronic Archives/Network Folders


The Brief History of Folders

Xerox Alto, 1973Basic Graphical UI, Mouse,

WYSIWYG, Networking

Xerox PARC, 1971

"We have always been

shameless about

stealinggreat ideas"

Apple Lisa, 1983Graphical UI, the term "folders" popularized

Apple Macintosh, 1984

Xerox Star, April 1981Mouse, WYSIWYG,

"Desktop" with folders,

https://m-files.crm.dynamics.com/main.aspx?skipnotification=true#http://images.wikia.com/nonciclopedia/images/7/74/Windows_95_interfaccia.gif

http://systemfolder.files.wordpress.com/2009/11/lisaem-desktop.png

http://www.alancross.ca/storage/Windows%2095.jpg?__SQUARESPACE_CACHEVERSION=1361110637232

https://www.google.com/search?q=PARC&hl=en&client=firefox-a&hs=0Gi&rls=org.mozilla:en-US:official&source=lnms&tbm=isch&sa=X&ei=nqpZUd23NaSryQHLpoGYDA&ved=0CAoQ_AUoAQ&biw=1298&bih=777#hl=en&client=firefox-a&hs=Mw2&rls=org.mozilla:en-US:official&tbm=isch&q=parc+xerox&revid=877650761&sa=X&ei=oapZUc_IHoKlqgHh34DIAw&ved=0CFEQgxY&bav=on.2,or.r_cp.r_qf.&bvm=bv.44442042,d.aWM&fp=606943a7ecc5f092&biw=1298&bih=777&imgrc=Dt5X0T1jDK5pwM%3A%3BMVOc3bmmxMTR7M%3Bhttp%253A%252F%252Fwww.digibarn.com%252Fcollections%252Fsystems%252Fxerox-8010%252Fxerox-star-8010-large.jpg%3Bhttp%253A%252F%252Fwww.digibarn.com%252Fcollections%252Fsystems%252Fxerox-8010%252F%3B1019%3B985


► Even more possibilities Indexing data for quicker searches

Better control, improved processes & collaboration:Controlled editing, automated workflows, notifications etc.

Improved information reuse:Smart templates, relationships between content

► Challenges "Mega-Trends" are changing business

- Internet, Cloud, Social, Big Data

- Flexibility and adaptability are critical for adapting and optimizing

As Business Intelligence/Analytics increases in importance- 80% of information is still in documents

- Only 20% in databases

1) Kevin Craine 2006: White Paper Office Printing - The final frontier of cost control2) International Data Corporation (IDC) & Document Management Alliance (DMA)

Electronic Document Management

Folder-basedvs

Metadata-driven

3rd Generation: Electronic Document Management


4th Generation: BI through Metadata► New possibilities

Documents and other content become an information asset that leads the business

► Challenges BI/BA tools typically require structured data

- Documents are unstructured

- New technologies enable structuring unstructured data

Collaboration- Business processes are often customer-centric

- Processes must support subcontractors and partners

- Employees are mobile too

Consumerization- BYOD

- Mobile IT

Business Intelligence through Metadata


Who is M-Files?2012 Gartner Magic Quadrant for ECM

An emerging ECM vendor focused on metadata-powered information management

Comprehensive Use of Metadata Navigation (and Search) Permissions Workflow Replication


What Gartner says about Metadata

► How Metadata Improves BusinessOpportunities and Threats(Gartner, March 2012 )

► “Metadata unlocks the value of data… …it requires management attention.”

► “Failure to manage metadata properly will hamper critical activities such as information management, business process management and service-oriented architecture (SOA) initiatives.”

► “Failure to manage metadata properly”… is bad.


What is Metadata?

Information about information

Proposal.docx

Type or Class- Proposal, quotation, invoice

Customer Project Dates

- Created, Effective, Renewal Status

- In Review, Approved, etc. Retention period

Typical use case is simple tagging: it's helpful for search, but not much else.M-Files uses metadata to "virtualize" content management


► Imagine a completely dynamic "virtual folder" structure

► Documents appear in all relevant "views" automatically Only one copy, so no duplication

Metadata-driven Navigation (aka Dynamic Views)

Document Metadata

NDA.docx


Metadata-driven, Multi-faceted Permissions

Permissions can be based on multiple properties and objects: Any information object, not just documents: Projects, Cases, Audits Employees can access only documents related to their BU & Dept. John sees the Chicago budget since he is in both the Chicago & Finance groups

Document Metadata:Department = Finance

Business Unit = ChicagoFinance

Dept.

BillJohnMikeChicago

AndyTinaNew York


Metadata-driven "Partial" Replication

Project XYZ vaultin the cloud

Subcontractors

Project XYZ data

Company ABCAll documents on-premise

Employees

Only documents tagged to projects automatically replicate to thecloud-based project vault for

access by subcontractors

Only modified documents replicate back to the

corporate vault

Modifications


Metadata-based replication of safety instructions andnon-conformance reports between ships at sea and HQ

All content resides at HQCritical content includes safety instructions

Satellite links• Can be slow • Often lose connectivity

Non-conformance reports generated at sea • NCRs can be created any time (even offline) • Must be sent to HQ timely


Metadata-based replication ofsafety instructions andnon-conformance reportsbetween ships at sea and HQ

non-conformance reports

safety instructions

safety instructions

safety instructions


Workflow and Business Intelligence/Analytics:Leveraging Metadata to Draw Conclusions & Optimize

Metadata-driven Project Dashboard

Proposal Order Manual Invoice

Leveraging metadata for a gap analysis of workflow processes.

It's possible not only to identify content that exists, but also content that should exist but doesn't .


► Manually entered

► Semi-automated: Scanning with OCR Zonal Barcodes

► Automated: Text analytics Semantics

► Business Analytics

How is Metadata Defined?


A Short Recap

► Digitizing paper hasn't solved challenges Paper problems are now digital

► Information amount and complexity is increasing So the problem is rapidly growing

► Most businesses still rely on 1980s folders

► Metadata offers a better approach More precise and flexible: "what vs. where" Brings structure to unstructured content

► Structured information is good for BI/BA

M-Files CorporationEmail:[email protected]

Web:www.m-files.com

Phone:North America: Europe:800.224.4074 +358.3.3138.7500972.516.4210

mailto:[email protected]

http://bit.ly/15nOuE8

Date post:	08-Jun-2015
Category:	Business
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