imis & Document Management Systems

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iMIS & Document

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Session Objectives

• What is Document Management?

• Why is important from a business

perspective?

• The Marketplace

• Implementing a Doc Mgmt Solution

• How iMIS can be used with Document

Management Systems

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Nature of Documents

Documents capture and retain Organization’s Knowledge

About 80% of all information generated by business today consists of documents, spreadsheets, e-mails, presentations, drawings and other unstructured data 25% of each working day is wasted on non-productive document tasks – time taken by staff finding information that they need for their jobs - The Butler Group

7.5% of all documents are lost- Gartner Group, Laserfiche

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WHAT IS DOCUMENT

MANAGEMENT?

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What is Document Management?

Document Management is the …

1. Creation

2. Storage

3. Retrieval

4. Sharing/Collaboration

5. Tracking

6. Revisions

7. Expiry

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Documents within Associations &

Reg Bodies

• Member applications

• Signed attestations

• Policies and procedures

• Manuals

• Education materials

• Info/collateral/presentations

• Project-specific docs

• Department-specific docs

• Communications / Correspondences

• Invoices

• Financial Statements

• Annual Reports

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What do DMS do?

• Evolves around a CENTRALIZED REPOSITORY that is secured and protected

• Access to documents is controlled by access rights and permission levels

• Facilitates classification scheme or taxonomy of documents

• Facilitates indexing and provides comprehensive search functions (Keywords, Tags and Metadata)

• Promotes collaboration in/out of organization

• Facilitates check in/check out, version control

• Provides Audit Log of access and edit

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KM

ECM (iMIS) CMS

(RiSE)

DMS

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Why is DM important?

• _{Time savings}

_{in filing and looking for documents}

• _{Automate tasks and increase process}

_efficiency

(e.g. approval process)

• _Improve

_{collaboration}

_{throughout the}

organization

• _{Provides version}

_control

_{, security and}

_audit

_log

• _Ensures

_Compliance

_{(e.g. Canadian Privacy Act,}

Sarbanes-Oxley…etc ) - Investigation/Audit

• _{Facilitates ease of}

_{backup and disaster recovery}

• _Reduce

_{storage headaches}

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Records Management

• Records are anything that a company may need to keep for later recollection or confirmation of certain events for later evidential retrieval.

• Items are not to be edited once created

• E.g. contracts, invoices, complaints, communication

• Policies and procedures are put in place to manage the life cycle of the record from creation to final expiry and destruction and ensure that a full information trail is available of every aspect of the process.

Document Management System can be used as a one of the tools for record management.

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Cloud File Sharing Vendors

Pros:

• A threat to traditional vendors- backed by huge, trusted companies

• Rapidly growing set of functionality: • Sync

• User/Group Administration

• Policies and Workflows**

• Version control (check in/out)

• Audit Logs

• Integration with 3rd _{party apps}

• High security – file scanning

• Flexibility to share

• Mass storage

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Cloud File Sharing Vendors

Cons:

• Where is your data? In the US?

• Performance and reliability is only as good as your internet connection

• Login credential independent to your organization’s IT

infrastructure – requires custom development or configuration

• Potential higher exposure to focused hacking

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Cloud File Sharing Vendors

Google Apps/Drive Dropbox for Business

Microsoft

$850/yr 5 users Storage: 5TB Total

$306/yr 5 users

Storage: 5TB – 1TB/User $600/yr 5 users

Storage: Unlimited

Box.com

$1020/yr 5 users Storage: Unlimited

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IMPLEMENTING A DOCUMENT

MANAGEMENT SOLUTION

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Setting Up a DMS

• Create master account

• Set-Up accounts (internal & external)

• Compile corporate taxonomy for documents

• Create folder structures

• Create policies and workflows*

• Integrate with 3

rd

_{Party Apps}

• Migrate content (lots of ways/tools)

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Migration Plan

• Have a plan

• Clean your data beforehand – use bulk edit

tools

• Remove duplicates and obsolete files

• Choose your content

• Use tools for bulk copy

• MOVE

à

don’t copy

• Do a sample migration run

• Set legacy storage system read only with a

predefined offline date

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Maintaining a DMS

• Expand folder structure

• Manage users and groups

• Modify account settings

• Run Reports

• Manage policies and workflows

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iMIS Document System

1. Staff View: Document system

2. Resource Library in Community Site

3. Attachments in Activity Log via iMIS Desktop

4. Document Manager for Event and Content

HTML iPart

5. WebFormz

6. BSI Document Manager+

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iMIS Document System

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iMIS Document Manager

2. Document Manager in Event and

Content HTML iPart

• Enables iMIS administrator to upload a

document and create an URL for that

document within the Event and

Program Descriptions and Content

HTML iPart

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iMIS Document Manager

Event Editor:

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iMIS & Document Management

3. Resource Library - Community Sites

• Community site based access control

• Folder and Document Level Security

• Versions Log

• Search based on Document Title and

Description

• Document Content is not crawled for search

result

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Resource Library – Document

Upload and Access Control

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iMIS & Document Management

4. As attachments in Activity Log via iMIS Desktop

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3

rd

_{Party iMIS Add Ins}

5. WebFormz -

Document Uploader

• Customized web form to accept document

upload

• Document upload can be made Mandatory or

Optional within the form

• Documents are stored within iMIS Document

Store

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iMIS & Document Management

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