Departmental Solutions Leading to Enterprise Success Jeff Miller

Departmental Solutions Leading to Enterprise Success Jeff Miller, TOWER Software April 2, 2007

The Value of Building an ECM Team • • • Executive sponsorship Buy-in from multiple business units Mitigate risks Best practices ECM becomes part of the business process

The Team • • Business Unit Manager End User Representatives IT Experts C level executives Records Managers Human Resources Finance Legal

Business Unit Managers • Credibility of business and operational processes • Affect cultural and business process changes • Instrumental in enhancing the efficiency

End User Representatives • User acceptance is critical success factor for implementation • Address change management issues: – Select a system that makes classifying documents easy – Recruit and train “expert users” to improve ramp up time for other users

IT Experts • Solutions across multiple departments maximizes return on investment • Look for commercial-off-the-shelf products that reduces deployment risk

C Level Executives • Solution meets compliance requirements • Provides Return on Investment • Decision makers need fast and accurate information • Keep their name off the front page of the newspaper

Records Managers • Experts on enterprise-wide information • Utilize their expertise to reduce implementation time when creating electronic taxonomy plans • Select a solution that manages both paper and electronic content in same repository.

Human Resources • Expertise with HR applications • Work to integrate ECM with HR applications • Security key factor in managing and delivering HR content

Finance • Experts in compliance requirements • Work to integrate ECM with Finance applications • Need audit logs • Need solution that controls access to keep information secure

Legal • • • Experts in regulations E-Discovery preparedness Prove authenticity of documents Ability to lock records to prevent deletion Assures that information is secure B E F O R E A F T E R

Knowledge… where it needs to be Enhance business processes through 20 years of business rules Tightly aligned with Microsoft Office for ease of use COTS product with proven enterprise scalability More effective decisions based on fast & accurate information Strong Foundation in Records Management Best Security - access control, hierarchical control, caveat MS. NET platform with SDK to legacy systems Compliance with Do. D 5015. 2 Standards

An Example “The Navy was able to respond to a call from the White House to provide materials relating to Hurricane Katrina. TRIM was used to collect, sort and attach a approved records schedule to all SECNAV and OPNAV Katrina Records. We were able to use TRIM to capture the Katrina records and then conduct simple searches using keywords like Katrina, or searching with our SSIC (file plans) under the Natural Disaster Relief classifications. This alone cut processing time 75% and enabled us to meet the needs of the Navy, Department of Defense and the Federal Government” Matt Staden – Navy Records Manager, Dept of Navy

ECM for Success at Enterprise

Start with lots of paper • Growing volume of paper records from acquisitions • Inventory requirements • Compliance requirements

Add lots of Email • Growing volume of emails tracking phone vendor changes • Correspondence management • Integration with Microsoft Outlook

Add Generous a helping of Lawsuits • Ability to lock records to prevent destruction • Prove authenticity of record • Compliance requirements

Stir it up with Audits • Need to quickly find information • Prove authenticity of record • Compliance requirements

Let it cook a while… • Bring lots of patience to wait for the right moment • Watch for opportunities to offer departmental solutions within the existing infrastructure

Share with Friends in IT • First to hear about issues in other departments • Want to avoid creating more systems to maintain • Reduce maintenance costs • Share rewards of successful implementation

Lessons Learned along the way • Build a strong team • TRIM Context provides single repository • User-friendly approach make rollouts a success

Next Steps… • Implement ice TRIM’s web user interface • Expand Email management to more departments

Questions? jeff. miller@towersoft. com