In association with: Presented by: Porter-Roth Associates Selecting the Right Document Management Collaboration Solution: The Power of Simplicity Presented April 3, 2013
Transcript
1. In association with: Presented by: Porter-Roth
AssociatesSelecting the Right DocumentManagement
CollaborationSolution: The Power of SimplicityPresented April 3,
2013
2. In association with: Presented by:Independent, vendor
neutral, consulting in: Cloud Information Management Electronic
Document Management Document Imaging Records Management
Workflowhttp://[email protected]@BudPR415-381-6217Porter-Roth
Associates
3. In association with: Presented by: Introduction
Collaboration Technologies Simplify Collaboration
QuestionsAgenda
4. In association with: Presented by:A Theme for Our
TalkComplexSimpleComplexSimple
5. In association with: Presented by:Today, Collaboration is a
Complex MatterFile SyncOn-PremiseElectronic & Paper
DocumentsCloud-based(n+1) servicesasedWorkHomeWorkBYODElectronic
DocumentsVideo Conf
6. In association with: Presented by:But in Reality, Its not
that ComplexDo we have adeal?
7. In association with: Presented by: Paper Systems Shared
Drives Document Capture Electronic Document Management Cloud-based
ApplicationsHow do we Collaborate Today?
8. In association with: Presented by: Paper was/is stored in a
variety of places Personal workspaces Department shelves Archive
centers (in-house) Archive centers (3rd party) People like paper
because it is easy to use and in some cases remainsthe best medium
for a particular use, but, Paper capture has gotten better,
cheaper, and faster giving us fewerreasons to keep paper around
Todays capture systems make the choice between paper or imageharder
to make and in many cases, only our history is the reason whypaper
is still usedPaper Systems
9. In association with: Presented by: Scanning initially was to
replaced paper but Scanning is a viable and cost effective
technology for storing andmanaging paper Can be used on a
department, project, or personal basis An effective way of
collaborating Technology has made capture simpler, better, and
cheaper so you nolonger have to buy a complete ECM system in order
to use capturetechnologies If the choice is between paper and
image, it is increasingly difficult tojustify staying with
paperDocument Capture
10. In association with: Presented by: Individual or group file
shares Access permissions controlled in a variety of ways Have
basically no document management controls Have little inherent
metadata capabilities Difficult to search with any accuracy People
like shared drives because they are easy to use and they
requirelittle overhead from IT or IM However, with the advent of
newer technologies, there is little reason tocontinue using them
SharePoint is replacing shared drives Cloud-based systems are
replacing shared drives Can you sync a file share and cloud system
to make better use of both?Shared Drives
11. In association with: Presented by: Electronic document
management is so broad with so many productsand functionality that
it is hard for anyone to grasp the completemarketplace and
technologies Systems are often complex and not user friendly and
implementationand on-going costs can be significant Legacy ECM
systems have their place, but they are being supplementedby smaller
systems or even cloud-based collaboration systems Think 80/20 when
you think of a legacy ECM There is no reason why you cant use a
cloud-based collaborativesystem for the front-end and the legacy
system for the back-endactivities such as records management,
archival storage, andcomplianceElectronic Document Management
12. In association with: Presented by: Store and Retrieve very
basic and functions like an FTP or a file sharein the cloud site.
Content Collaboration offers basic storage & retrieval - also
includesbasic document management capabilities that allow multiple
people tocollaborate on content. Platform offers a complete
environment including storage andretrieval, content management, and
office productivity applications suchas wordprocessing,
spreadsheet, presentations, calendaring, workflow, etc. Cloud-based
systems are designed to be simple and intuitively usefulright out
of the box.Cloud Applications (document/file based)
13. In association with: Presented by: Dropbox Huddle HP Flow
CM Office 365/SharePoint (hosted) Box SpringCM Accellion Workshare
And many othersCloud Content Management (CCM) Systems
14. In association with: Presented by: Offers functional
applications such as projectmanagement, CRM, ERP, HR, social
networking (business andpersonal) in addition to simple creation
and storage and retrieval ofdocuments. Basecamp (project
management) Workday (HR) NetSuite (ERP) Salesforce/Chatter
(CRM/social networking) + Chatterbox) Collaboration can happen
between two cloud-based applications It is not unusual to have two
or more cloud applications providingdifferent functional usesCloud
Applications (not document/file based)
15. In association with: Presented by:How to Simplify
CollaborationTechnologyProcess
16. In association with: Presented by:Simply Your Collaboration
SystemsACME,LLCLSLegacy Systems