[Webinar Slides] How to Plan Your Information Management Strategy in 2017

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

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ToContactBob:[email protected]

@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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AIIMbelievesthatinforma(onisyourmostimportantasset.Learntheskillstomanageit.

OurmissionistoimproveorganizaHonal

performancebyempoweringacommunityofleaderscommi(edto

informaHon-driveninnovaHon.

Learnmoreatwww.aiim.org