[Webinar Slides] How to Plan Your Information Management Strategy in 2017
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Underwri(enby:
#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt.
HowtoPlanYourInforma(onManagementStrategy
in2017PresentedJanuary18,2017HowtoPlanYour
Informa(onManagementStrategyin2017AnAIIMWebinardeliveredJanuary18,2017
Underwri(enby:
BobLarriveeVP,MarketIntelligenceAIIM
MarkBrousseauPresidentBrousseau&Associates
Host:TheresaResekDirectorAIIM
Today’sSpeakers
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IMistheCornerstone
20%lookingtobuyaneworreplacementECMsysteminthenext2years.Afurther15%aremigra(ngtoasingleexis(ngsystem.
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Compliance/RiskDriveIM
ComplianceandriskarethelargestdriverforIMhasrisensharplyinthepastyearfrom38%to59%.
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§ Massivedataleaks§ LostpaHentrecords§ Espionage§ Hugeregulatoryfines§ ReputaHonaldamage
2016:ComplianceandRiskWake-UpCall
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What’sAtRisk
§ CustomerinformaHon§ Intellectualproperty§ Financialrecords§ Projectdocuments
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IncreasingRegulatoryPressure
14,000
Federal,stateandindustrylaws,standards
andregulaHonsgoverningthemanagementofinformaHon.
Source:CadenceGroup
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ExamplesofDataGovernanceRegula(ons
§ HealthInsurancePortabilityandAccountabilityAct(HIPAA)§ PaymentCardIndustryDataSecurityStandard(PCI-DSS)§ FederalInformaHonSecurityandManagementAct(FISMA)§ BankSecrecyAct(BSA)§ Gramm-Leach-BlileyAct(GLBA)§ Sarbanes-Oxley(SOX)§ DefenseInformaHonSystemsAgency(DISA)
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HowOrganiza(onsareProtec(ngThemselves
49%oforganizaHonsbelieveunauthorizedaccessbyinternalstaffposesthebiggestthreattotheirdata.
§ Permissionsandaccesscontrols§ AnH-virus/malwaretools§ Strongpasswords§ Perimetersecurity
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AnAchillesHeal
AnHquateddocumentimagingsystemscancreateFIVEvulnerabiliHesthatincreasetheriskofcompliance
viola(onsanddatatheb.
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FiveRiskstoBeAwareOf
1. MulH-ingesHonprocesses2. NoencrypHon3. Unsecuredlogfiles4. Poorvisibility5. Weaksecuritymanagement
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TheIndustry RetailBanking
TheCustomer Regionalcommunitybank
TheChallenge ReducethecycleHmeandlaborcostsofclosingmortgageloans
ThePainPoints SlowandcostlymanualseparaHonandhandlingof400-500pagebatchesMixofincomingpaperanddigitaldocuments
DesiredOutcome 1.Strengthenregulatorycompliance2.ReduceloanclosingHmesby25%3.ScaleprocessingvolumeswithoutaddingaddiHonalworkersorsogware
TheSolu(on AutomaHcclassificaHonandseparaHonofindividualdocumentsina400-500pagebatchandroutetherightonestotherightperson/workflowstep
CaseStudy:MortgageLender
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ContentChaosCosts
Toolongtofindcontent(62%)Duplicatedefforts(52%)Insufficientre-use(46%)Toomanyround-robinemails(49%)
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ExtendingECM
38%areac(velyfocusedonextendingtheirECMfunc(onality.25%arerollingouttoawideruser-base,30%areimprovingcollabora(on.21%areworkingonmobileandremoteaccess.
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Capturerequirementsaremorecomplex
Significantlymorecomplex15%
Slightlymorecomplex58%
Unchanged19%
Slightlylesscomplex4%
Significantlylesscomplex
4%
Source:ibml
Comparedto2yearsago,howwouldyoudescribeyourcapture
requirements?
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TheRealityforMostOrganiza(ons
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TheResult?ContentChaos!
45% of documents thatarescannedare100% “born digital.”Andmanyoftherestwouldbe,otherthantheaddedsignatures.
66%ofinvoicesthatarriveasPDFa(achmentsgetprinted.
About30%ofinvoicesthatarriveelectronicallyviaemailorfaxa(achmentsgetprinted…
…andscannedbackin.Sources:AberdeenGroup,ArdentPartners
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§ Higherlaborcosts§ Poorbusinessagility§ Customercomplaints§ Slowinventoryturns/higherDSO§ Latepayments/penalHes/fines§ PotenHalsecuritybreaches§ ComplianceviolaHons
TheResult?ContentChaos!
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TheIndustry StateGovernment
TheCustomer StateGovernmentAgency
TheChallenge Havingsufficientscanninghorsepowertohandlethequarterlypeaksinvolume
ThePainPoints 1. Legacyscannersbrokedownfrequently2. Inconsistentauto-feederonscannersresultedindownstreamexcepHons3. ManualsorHngofscannedchecks
DesiredOutcome 1. Speedprocessingturnaroundtoeliminatecontentchaos!2. AcceleratedeliveryofinformaHontodownstreamapplicaHonsthrough
interfaceswithmulHpleintegrators
TheSolu(on 1. Co-mingledprocessingoffull-pagedocumentswithchecks2. Automatedout-sorHngofscannedchecks3. 1Dbarcodereading4. AudittrailthatHesdebitsandcreditstogether
CaseStudy:StateGovernment
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TheIndustry RealEstate
TheCustomer PropertymanagementcompanyprovidingaffordablehousingtoUKfamilies
TheChallenge 30millionpagesofhousingfiles,storedinfilecabinetsandboxesthataredistributedacross750localoffices
ThePainPoints 1. Slowaccesstofiles2. Physicalstoragespaceandcosts3. Time-consumingrecordsmanagement
DesiredOutcome AffordablydigiHzeandindex30millionpaperdocumentsandimplementday-forwardfilingtostoretheminanECMsystemwheretheycanbecentrallymanagedandretrievedatamoment’snoHce
TheSolu(on Phase1:transformscannedimagesintofull-textoutputtoanXMLformatPhase2:digitalmailroomwithinvoicescanningapplicaHons
CaseStudy:Propertymanagement
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ManagingIn-BoundContent
23%haveelementsofmul(-channelinboundintegra(on.58%describetheirinboundhandlingasad-hoc.
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Analy(csandAutoma(onHelp
15%areusingautomatedorassistedclassifica(onatthepointofcrea(on/declara(on.11%areusinganaly(csformetadataandsecuritycorrec(onasapost-process.12%usecontentanaly(csforbusinessinsight.
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Capturemustbeintegratedwithalldeliverychannels!
Source:AIIMECMDecisions2015IndustryWatch
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Ingest Extract Classify Align Connect
IntelligentDocumentRecogni(on
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Centralized Batch Capture
Fax Server Integration
Ad-Hoc Desktop Capture Ad-Hoc Browser-Based Capture
Networked MFP Capture
E-Mail Integration
Import/scanIngest
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Extract
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Loan Amt.
Int. Rate
Monthly P.I.
$162,000
3.875%
$761.78
Loan Amt.
Int. Rate
Monthly P.I.
$162,000
3.875%
$761.78
Extractsdatafromalldocumenttypesusing
freeformdataextracHon
IdenHfiespa(ernsanddataformatstoincreaseaccuracy
Extract
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Classify
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Classify
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invoicedate 6/17/2012
accountnumber
2-1006-475-1
referencecode 22177991
servicecode 954381
amount 29.34
duedate 7/7/2012
Databasesandtablelookupscanbeusedtovalidatedata.
Align
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AutomatedexportofimagesanddatatoanyLOS,mortgageworkflowsystem,orotherbusinessapplicaHon.
Connect
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TheIndustry Healthcare
TheCustomer Largestnon-profithealthcareorganizaHonintheSouthwestU.S.
TheChallenge ReduceturnaroundHmeforscanningofpaHentrecordstoimprovepaHentcare,acceleratebilling,andmanagegrowingpaHentrecordsvolumes.
ThePainPoints SlowavailabilityofpaHentrecordsdelayedcoding(stretchingDSO)andresultedinadelugeofcallsfromhealthworkersandpaHentsregardingtheirstatus.
DesiredOutcome SpeedavailabilityofpaHentrecords,whilemakingtheprocessmoreefficienttoallowfortheconsolidaHonofscanningoperaHonsandsupporthighervolumes
TheSolu(on IntelligentscanningplaoormintegratedwithlegacycaptureandECMsoluHons
TheResults
1. ImprovedDSO2. ReducerecordsscanningturnaroundHmefromseveraldaystofourhours3. Increaseefficiencyandallowforreassignmentof50%ofrecordsstaff4. Save$5,000amonthinpaperbyout-sorHngbatchseparatorsheets
CaseStudy:Healthcare
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ConsiderThis
§ ThehumanfactorissHlltheprimaryreasonforpaperuseforhandling,§ Reading,andnotetaking(47%),alongwithalackof
managementiniHaHvestomoveawayfrompaper(47%).
§ Figy-sixpercentofrespondentsarelookingtoautomatemanualprocesseswithdocumentclassificaHon.
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NextSteps
§ Ensurethatlifecyclesaredefinedforalltypesofcontentineachtypeofrepository
§ ImplementretenHonanddeleHonpoliciesthataredefensibleunderyourIGpolicy
§ Includetheusercommunityandelicittheirfeedback
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ThankYou!
Readthegreatresourcesavailableataiim.org/research
CheckoutAIIM’snewestebookat:h(p://info.aiim.org/what-we-learned-from-the-aiim-community-in-2016
ToContactBob:blarrivee@aiim.org
@BobLarriveeonTwi(erwww.linkedin.com/in/boblarrivee
ibmlprovidesintelligentinformaHoncapturesoluHonsthatdrivebusinessprocessimprovements.Combiningintelligentscanners,sogwareandservices,ibml’scomprehensivesoluHonsautomatethemostdemandingdocumentapplicaHonsinbanking,financialservices,healthcare,governmentservices,outsourcing,andmore.Everyday,ibmlcustomersin45countriesrelyonourtechnologytoaccuratelyandefficientlycaptureandprocessmillionsofdocuments.Learnmoreatwww.ibml.com
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AIIMistheCommunityforInforma(onProfessionals
AIIMbelievesthatinforma(onisyourmostimportantasset.Learntheskillstomanageit.
OurmissionistoimproveorganizaHonal
performancebyempoweringacommunityofleaderscommi(edto
informaHon-driveninnovaHon.
Learnmoreatwww.aiim.org
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