[Webinar Slides] Work Where Your Content Really Lives: The Ideal Hybrid ECM Environment

Underwri(en by: Presented by:

Work Where Your Content Really Lives: The Ideal Hybrid ECM Environment

Presented November 18, 2015


AIIM Presents:

Work Where Your Content Really Lives: The Ideal Hybrid ECM Environment

Host: Theresa Resek Director AIIM

Richard Medina Co-‐Founder & Principal Consultant Doculabs, Inc.

Andrea Chiappe Director of Innova8on and Strategy Systemware


Introducing our Featured Speaker

Richard Medina

Co-‐Founder & Principal Consultant

Doculabs, Inc.


About Doculabs

Doculabs is a strategy consulIng firm; our clients rely on us to help them improve the way they manage informaIon. We provide services such as developing strategic roadmaps and business cases, program management, and content migraIon assistance. Our consultants are experts in helping clients manage content such as Office documents, web content, email, customer communicaIons, and records to improve operaIons, lower costs, increase revenue, and reduce risk.

Differen8ators • 20+ years of informaIon management experience • ObjecIve recommendaIons • Provide empirical data from over 1,200 engagements • More than 550 customers in financial services, insurance, energy, manufacturing, and life sciences


A Simple Picture of the Trends

Enterprises considering the cloud

Enterprises developing strategies to migrate limited applicaIons

Cloud becomes default for all but most secure applicaIons

“Could we go to the cloud/SAAS?”

“How will we go to the cloud/SAAS?”

“What was it like before we went to the cloud/SAAS?”

2007-‐2012

2013-‐2016

2017 Onward


What’s Happening Now in Many Industries

•  A turning point

–  Pressure to replace aging systems

–  “Failure” to find a replacement in SharePoint

–  Dynamic business environment with significant unknowns

–  Long-‐term nature of plaaorm decisions

•  The Cloud opOon

–  Ease of use –  Low/no IT overhead and rapid deployment

–  Security and compliance on par with tradiIonal soluIons

–  Most issues are now advantages

–  More flexibility, experience, and sophisIcaIon in deployments


The PermutaIons of “Cloud”


Perceived Security and Compliance Cloud Issues

1.   Risk: Too risky for your content –  MiIgate compliance, legal, and business risks

–  Leverage 3rd party automated, repeatable processes

2.   Data Security: Inadequate security & data protecIon –  More resources for security than in-‐house

–  Audited datacenters, ReporIng, High security, 24/7 surveillance, etc…

3.   Cost: More expensive than an on-‐prem soluIon

–  Lower TCO and CapEx

–  Predictable monthly costs and only pay for services used

These issues are now advantages -‐ if you do it right


Perceived Security and Compliance Cloud Issues

These issues can be managed – if you do it right

4.   Vendor Risk: Vendors unstable or unready to support rigorous ECM requirements

–  Vendors have matured

–  Rigorous proven evaluaIon methodologies

5.   OrganizaOonal Readiness: Two problems hinder ECM deployments – and can be as bad for Cloud

–  OpImizaIon Problem

–  Roadmap Problem

6.   Exit Risk: Breaking up is hard to do –  Two models for exiIng: off-‐site paper document storage

outsourcing vs. power uIlity market


How Do You Get Started – Safely but EffecIvely?


1. IdenIfy Business ObjecIves and OpportuniIes

•  Your organizaIon’s defined set of corporate objecIves

•  Risk environment, relevant regulaIons and standards

OUR COMPANY


2. Conduct a Focused Assessment of your Current State for ECM

•  Technology and Processes –  Inventory your important systems

and idenIfy the business processes that they support

•  People –  Interview the user groups to idenIfy

their issues with the current state and requirements

•  Content –  For the important systems and

business process categories, classify the documents they use by their value, risk, level of needed control, and other enterprise requirements

RRRRR


EvaluaIon Categories for Technologies, Processes, and Content

Criteria: 1.  Value and risk 2.  Controlled vs uncontrolled 3.  Internal vs external (parIcipaIon) 4.  Sharing vs not sharing (parIcipaIon) 5.  Process management and system

integraIon capabiliIes and requirements

6.  Content management capabiliIes and requirements

7.  Kinds of content and infrastructure


Map your SituaIon: An Example

•  For each quadrant, determine: the division of labor between IT and users, the capabiliIes currently used, the configuraIons, the types of devices (e.g., smart phones, tablets, wearables), and the types of users and user scenarios


3. IdenIfy and PrioriIze your Cloud-‐based ECM OpportuniIes

1.  Review the candidate processes you’ve plo(ed against the evaluaIon criteria maps.

2.  Just as every business process wasn’t a “fit” for on-‐premises ECM, not every process makes sense for cloud ECM.

3.  Once you’ve made your list of candidate processes, prioriIze them, based on their respecIve abiliIes to support the business objecIves you idenIfied back in Step 1.

4. Make a go/no-‐go decision: Are the cloud-‐based ECM opportuniIes you’ve idenIfied worth the cost and effort of moving off current systems and onto cloud-‐based ECM?


4. Define your Future State and Roadmap for the Cloud •  Create a future state vision and roadmap for where you’d like

to be in 3 to 5 years, prioriIzed based on Step 3

•  For example: 1.  A low-‐value/risk area would be to expand cloud ECM for uncontrolled

documents internally

2.  Then idenIfy opportuniIes for external parIcipaIon on uncontrolled documents (e.g., public relaIons materials created with external groups)

3.  Next move to opportuniIes for sharing controlled documents externally (e.g., with partners)

4.  Finally, move to opportuniIes for sharing controlled documents internally


An Example Future State and Roadmap

•  In this simple example, your vision is to move from selected opportuniIes that are lower value/risk internal, to those that are lower value/risk external, to higher value/risk external, to higher value/risk internal

•  At this point, with your vision for cloud ECM in place, you can begin to flesh out the projects needed to achieve that vision and to lay them against a Imeline into a program roadmap that will guide your organizaIon in its efforts


Doculabs ConsulIng Services

•  Doculabs Maturity Assessment – Benchmark your capabiliIes against your peers

•  20 years of industry data included in the study •  Financial Services and Insurance are the primary data points

•  Doculabs Gap Assessment and ValidaIon – Will your plan work?

•  Reviewed 100’s of plans similar to what you are working on •  Seen the warts and the piaalls that you are likely to face working on the first Ime effort

•  Doculabs Strategy and Roadmap – Build your plan for the future

•  Understand the key requirements of your organizaIon translated into informaIon management capabiliIes

•  Build a vision that you will sell to the leaders and investors in your program


NEXT STEPS…


THANK YOU

Richard Medina [email protected] 312-‐953-‐9983 www.doculabs.com


Introducing our Speaker

Andrea Chiappe

@ChiappeAndrea

Director of InnovaOon and Strategy

Systemware

@Systemware


Systemware


Systemware


ECM Individualized


ECM Individualized


ECM Individualized


ECM Individualized


ECM Individualized


ECM Individualized


ECM Individualized


ECM Individualized


ECM Individualized


ECM Individualized


ECM Individualized


Intelligent Content Network


Intelligent Content Network •  Anytime, Anywhere Access •  High Availability •  Governance & Compliance

Focused •  Interoperable





















No technologies — on-premises or in the public cloud

— can ever be considered 100% secure or reliable — especially when users and IT staff are provided a new capability with no guidance on its use or management.



Content Cloud in AcIon


THANK YOU Andrea Chiappe (@ChiappeAndrea) [email protected]

www.systemware.com @Systemware

1-‐800-‐535-‐8681


Visit aiim.org/ecm

Enterprise Content Management Resource Center

Want more informa8on on this topic?

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About AIIM

AIIM is the Global Community of InformaIon Professionals AIIM believes that the informaIon systems we use at work should be simple, secure, and available anywhere, anyIme, and on any device. Our mission is to improve organizaIonal performance by empowering a community of leaders commi(ed to informaIon-‐driven innovaIon. Learn more at www.aiim.org

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