Enterprise Content Management, Shared Services, & Contract Management CANHEIT Conference 2012 Andrew Brown – Director, Laserfiche

Enterprise Content Management Framework High visibility This slide represents the structure of a well-implemented and designed Electronic Content Management system. An ECM system is much like a house in that it must be built on solid foundation for it to be truly effective. This slide represents the foundation of ECM. Records Management is the first item that must be addressed in developing an ECM system. You may already have a record’s management policy for your physical paper files, or you may not. Some organization have very complex policies that involved different retention schedules for every kind of document. Other organizations keep all their documents for seven years and some keep everything indefinitely. The answer to the question, “how do you handle your records?” is not the important part. The important thing is that you have an answer at all. Until you have a policy for the output of your content, you cant have an effective strategy for the input and management of this content. More and more of the content that an organization generates on a daily basis is not physical paper, but electronic documents. Things like Word docs, Excel files, and Email are becoming the predominant forms of content we have to manage. We must have policies for access control, versioning, and the life cycle management of this electronic content in addition to our backlog and physical paper files. Our goal is to centralize both our records and our content in one centralized location. That way everything can be organized and located in one place. This alleviates the problem of “information silos”, with which so many organizations suffer. The idea of one centralized location for all of your content can scare a lot of people. That is why developing thorough security rights and protocols is such an important step in ECM. An obvious discussion that needs to take place but isnt represented in this slide, is the idea of “capture”. How are we on-boarding all of this content? The capture strategy that an organization chooses to implement is often the most complicated part of an ECM solution. Workflows themselves already exist in some form, so building them out is relatively easy compared to the capture strategy, which is usually an entirely new process for the customer. Because there are so many options and strategies for the capture portion, it is an implied part of this diagram. Once we have all of your content centralized, organized, and secure; we must look at the task and processes that are driven by this content. Think of the tasks that you perform everyday. They fall into two main categories: 1.) Repeatable and Predictable Tasks 2.) Dynamic Tasks. Dynamic tasks are impossible to predict or are rarely repeated and thus automating them is not an option. For our repeatable, predictable tasks however, automation is a must. All of our tasks and processes are driven by some form of content whether it be forms, tables, or emails. If we have all of our content centrally located, organized, and in an electronic format; we should always look at how we can automate the tasks the our content drives. Business Process Management or BPM, is without a doubt the future of all ECM systems. It is the single-greatest motivating factor for all new ECM systems sold and it allows for a full ROI to be achieved in almost no time at all. Every organization can benefit from BPM, the real issue is showing them how and why. Once we have all of our content centralized, organized, secure, and automated, our final step is determining how this content will be accessed. When used most effectively, an ECM system will serve not as the forward-facing business application, but as an integrative middleware for all of the information assets and software applications that an organization manages. We want and encourage users to continue working with whatever applications and interfaces with which they are most comfortable. An ECM system would be the IT backbone or platform on which all of those other applications rest and report. Low visibility

Shared Services Model RMS says “Laserfiche is the heartbeat of our company. It’s a great system to administer and a great system to use.” Emphasize the power and options and value and capabilities that a Shared Services approach offers.  “Laserfiche isn’t case management software.  It’s an ECM framework that gives you case management.  It’s not just an onboarding application, it’s an ECM system that gives you onboarding capabilities.”   Essentially, you make an investment for a particular use scenario, and you’ve now got the capabilities to add value, increase productivity, get better governance across multiple Lines Of Business, to enhance multiple applications you already own.  And all you have to do is count noses to add licenses, and configure your folders and workflows. Remember, all the functionality is baked in, and with Laserfiche Rio, you’ve got unlimited servers, so you don’t have to spec out what features a particular scenario would require, you can set up a test bed and go to town.    Best of all, we’ve got templates for a ton of these scenarios, so you don’t even have to start from scratch.  And if you want to get assistance from our experts, great ; if you’ve got staff that wants to take the initiative, great – here’s online training and certification, videos and papers and regional training.  You’re in control, you have the options, you have the agility you need to get value and productivity and better outcomes.