Everyone' a Records Manager... And Nobody Knows It!
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The document discusses the challenges and solutions in records management (RM), emphasizing the need for efficient conversion from paper to electronic records. It outlines the benefits of 'Easy RM' with Alfresco and provides case studies showcasing significant ROI from digitization. Additionally, it highlights the importance of training and integrated solutions to enhance RM processes and compliance.
Everyone' a Records Manager... And Nobody Knows It!
- 1. Everyone’s a Records Manager… And Nobody Knows it!
- 2. • Cost • Control • Compliance WHY EASY RM? THE 3 “C”s
- 3. • Paper • Email • Website/Portal • Mobile • Social Media “90% of the world’s data has been generated over the last two years.” WHY EASY RM? CONTENT EVERYWHERE
- 4. Challenge • 100+ years of paper records • How to efficiently/effectively convert to electronic records • How to make sure it never happens again! EASY RM CASE STUDY Solution • Digitization = ROI of over $5 million • Going Forward: Alfresco RM 2.1 with “Easy RM” • Ensuring Success: Zia 3- day “RMNow” training & assessment
- 5. Content Creators THE TWO WORLDS OF ECM Governance‘Get Work Done’ Records Managers
- 6. PUT ANOTHER WAY - THE RM CONTINUUM Create Edit Find Version Workflow Collaborate Disposition Audit Security Archive Destruction
- 7. • Legacy RM Tools are Costly & Complex • Content isn’t in ECM (“ECM Avoidance”) • Email • Shared Drive • SharePoint • Dropbox (Cloud Shares) • How to Solve The Paper Problem SO WHY ISN’T IT WORKING TODAY
- 8. • Starts with Easy ECM • Tools they Use Today • SharePoint • Email, Outlook, Office and more… • In-Process Capture (IPC) • Automated RM • Enterprise Integration – ERP/CRM • Adoption – RMNow, Glazr INTRODUCING EASY RM
- 9. Alfresco RM 2.2 • In-Place Records Management • Intelligent File Plan • Automated Declaration • DoD 5015.2 Certification • Advanced Workflow • Retention, Disposal, Legal Holds… EASY RM WITH ALFRESCO RECORDS MANAGEMENT
- 11. Intelligent File Plan • Dynamic Creation & Filing • Rules for Filing Records • Auto-Create Records Folders Automated Filing & Declaration • Location Change • Attribute Change ALFRESCO RM 2.2
- 13. Retain Paper - Integrated ECM • Combined View/Search • Synchronized Case/File Plan Digitization • Ephesoft Intelligent Capture • Mailroom Automation Going Forward • In-Process Capture SOLVING THE PAPER PROBLEM PARTNER OF THE YEAR 2013 PARTNER OF THE YEAR 2012
- 14. Challenge • Manual Creation / Review / Approval of All City Contracts • “Wet” Signature Required • Expensive, Slow, Error Prone • “Where’s my Contract EASY RM CASE STUDY Solution • Contracts Automation – Creation, Workflow, & Electronic Signature • Integrated – Oracle ESB, Peoplesoft Financials • Records Management
- 15. Training & Assessment Package • “Jump Start” Service Offering • Customized for your RM Deployment • 3-Day Onsite: • Alfresco 2.2 RM Training • Zia RM Assessment Session http://www.ziaconsulting.com/RMNow INTRODUCING RMNOW
- 16. RM NOW TRAINING AGENDA Day One Day Two Welcome Records Search Introduction to Records Management References Setting Up a File Plan Vital Records Disposition Schedules Disposition Reprised Filing Records Automating the File Plan Users and Security Auditing Filing Emails and Physical Records Export/Import and Installation
Editor's Notes
- #3: Cost of Creating & Accessing Records RM Divide – between those creating documents and those managing records ECM Avoidance – Email, Shared Drives, Dropbox – and the SharePoint problem At the same time that content is exploding
- #4: At the same time that content is exploding
- #5: Cost of storage and inaccessibility of 100+ years of paper records How to digitize legacy records cost-effectively and with confidence How to ensure successful launch and user adoption of new EasyRM system Phase 1: paper records into Alfresco ECM with ROI on project of over $5 million Alfresco RM2.1 with “EasyRM” – applying disposition schedules to legacy records and all new records directly into RM system Zia 3-day “RMNow” training & assessment - with RM2.2 training built in collaboration with Alfresco
- #12: Dynamic File Plan Set rules for filling records Auto-create record folders The System can automatically file and declare based on triggers: Attribute change Location change