1. www.businessedge.com © 2004 BusinessEdge Solutions Inc. All rights reserved. June 15, 2004 DIA Records Management and eArchive SIAC Meeting Highlights of Records Management Strategy and Requirements Gathered

2. | 2 © 2004 BusinessEdge Solutions Inc. All rights reserved. 06.15.04 Agenda >Why is Records Management (RM) Important? >An Enterprise RM Strategy >Considerations for Implementing an RM Strategy >Approach for Gathering Enterprise Requirements >Requirements Highlights >RM Architectural Layers >Case Studies from RM&eA Members >Q&A

3. | 3 © 2004 BusinessEdge Solutions Inc. All rights reserved. 06.15.04 Why is Records Management (RM) Important? 1 Source: “The High Cost of Finding Information”, IDC, July 2001 2Source: “Intranet Usability”, Nielsen Norman Group, November 2002 3Source: “Data Quality – The Field Guide”, Thomas C. Redman, Ph.D., 2001  “An enterprise with 1,000 knowledge workers wastes $48,000 per week - $2.5 million per year - due to an inability to locate and retrieve information.” 1  Difficult to search large data repositories  “An enterprise with 1,000 knowledge workers wastes $48,000 per week - $2.5 million per year - due to an inability to locate and retrieve information.” 1  Difficult to search large data repositories >Information is isolated paper files and systems across the enterprise >Excessive use of electronic and paper storage space >Information is isolated paper files and systems across the enterprise >Excessive use of electronic and paper storage space  A user spends 15% of their time duplicating information 1  Cost of > $100 million per year ($60k salary)  A user spends 15% of their time duplicating information 1  Cost of > $100 million per year ($60k salary)  Tobacco Industry (Health Effects): $246 billion  Bayer (Baycol Liability): at $842 million going to $1.2 billion  Tobacco Industry (Health Effects): $246 billion  Bayer (Baycol Liability): at $842 million going to $1.2 billion >Typically costs companies 10% of revenue 3 per year >Not easy to tell which is the correct version to use >Poor compliance with records retention policies >Typically costs companies 10% of revenue 3 per year >Not easy to tell which is the correct version to use >Poor compliance with records retention policies Risks / Opportunities Industry Benchmarks & Impacts Increased Time Spent Recreating Existing Work Increased Time Spent Recreating Existing Work Lack of Knowledge Sharing Increased Time Spent Searching for Information Increased Time Spent Searching for Information Increased Risk During Litigation & Regulatory Inspections Increased Risk During Litigation & Regulatory Inspections Poor Data Quality & Compliance Poorly defined RM processes, lack of records organization capabilities, and/or missing capabilities for managing record access privileges result in large costs for industry participants

4. | 4 © 2004 BusinessEdge Solutions Inc. All rights reserved. 06.15.04 Contingent A Strategy for Implementing RM Across the Enterprise Content Repositories Presentation Layer Core Functions (Organize, Access, Retain) Identity Management Capabilities (Workflow, Search, Security) Business Area Configurable Applications People Finance Supplier Product Customer People Finance Supplier Product Customer Common IT Platform Corporate IS InternalExternal Documentum OpenText MS SharePoint FileNet Documentum OpenText MS SharePoint FileNet Business Aligned IS Reusable, scalable core functions and capabilities Corporate IS

5. | 5 © 2004 BusinessEdge Solutions Inc. All rights reserved. 06.15.04 Topics to Consider When Implementing an RM Strategy Organization of Information >Object model and metadata standards >Folder structures >Classification and categorization schemes >Enterprise search capabilities Information Access & Security >Global accessibility & remote / offline use >Record permissions / Access Control Lists >Groups & roles >System administration & maintenance Records Management >RM policy development and rationalization >Retention rule assignment >Retention freeze / exceptions >Record disposal >Record workflow & lifecycles

6. | 6 © 2004 BusinessEdge Solutions Inc. All rights reserved. 06.15.04 An Approach for Gathering Enterprise RM Requirements CorpR&DMfgMktg / Sales FinL. Amer.EMEAAsia Enterprise Requirements Business Unit Specific Requirements Reviewed existing requirements documents from Corporate & divisions / regions Compiled commonality across divisional requirements Incorporated best practices and industry standards Conducted workshops to confirm enterprise requirements

7. | 7 © 2004 BusinessEdge Solutions Inc. All rights reserved. 06.15.04 Representative High-Level Requirements >Flexibility to create business-specific object models & classification schemes >Governance procedures for creating / modifying record types >Support for multiple views of information >Automate attribute population and classification >Single sign-on across repositories / systems >Acceptable response time in low bandwidth areas >Integrate with standard office applications >Support role & group-based access to records & system functions >“World” has no access to non-public documents >Auto-application of retention rules by asset class >Confirmation required for disposal of final records >Leave no trace of record upon disposal >Provide ability to halt record disposal for one or more litigations or agency inspections >Bulk loading of multiple records & metadata >User-defined filters for frequently used record types, attribute values, etc.

8. | 8 © 2004 BusinessEdge Solutions Inc. All rights reserved. 06.15.04 Records Management Architectural Layers Corporate Finance Human Resources Information Services Legal Public Affairs Third Party Databases Retention Rules Standard Vocabulary Data Store Technology Services Presentation Browser Content / Document Stores Wireless Devices DesktopPortal Business Services Reporting And Analytics Search and Retrieval Electronic Data Capture Business Process Automation Services Business Workflow Alerts / Notifications Engine Collaboration Workflow and Lifecycle Records Management Services Retention Rules Retention Freeze Exceptions Confirmation Publishing Services Renditions Watermarking Controlled Printing Search Services Query and Result Components Search Engine Component Subscriptions Document Management Document Services Authoring Document Access and Storage Templates Versioning Publishing / Distribution Administration Security and Authentication / Role definition / Access Control Documentum OpenText Livelink Lotus Notes FileNet Shared Drives Team Folders Divisions / Regions Asia-Pacific EMEA Latin America Manufacturing R&D Sales & Marketing External Parties Consumers Joint Ventures Regulatory Agencies Vendors / Contractors User Profile Services

9. | 9 © 2004 BusinessEdge Solutions Inc. All rights reserved. 06.15.04 Q&A >Any questions? >Thank you Jon Cohen (jcohen@businessedge.com)jcohen@businessedge.com Cary Smithson (csmithson@businessedge.com)csmithson@businessedge.com (732) 828-3200