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Developing a Practical Document Management Strategy

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Page 1: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

DevelopingaPracticalDocumentManagementStrategy

Page 2: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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Agenda

DefiningDocumentManagement(DM)WhydoINeedaStrategy?WhereDoIStart?Practical&TacticalBenefitsofDMDiscoveringYour“DMMaturityLevel”SuccessfulDMDeployment:A5-StepProgram

Page 3: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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DocumentManagement(DM)isthestrategies,methodsandtoolsusedtocapture,manage,store,preserve,anddeliverdocumentsrelatedtoorganizationalprocesses.Itistheprocessofhandlingdocumentsinsuchawaythatinformationcanbecreated,shared,organizedandstoredefficientlyandsecurely.

WhatisDocumentManagement?

Page 4: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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ImportanttogetitrightthefirsttimeSecurity/permissions/rulesofaccesscanbecomplexDocumentstrategiesneedtoalignwithbusinessprocessesRequiresorganizationalchange,notjustIT

WhydoINeedaStrategy?

Page 5: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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3PrimaryAreasofFocus• Content:FocusonPrimaryInformation• Process:EnrichyourBusinessProcesses• People:Collaboration&Innovation

WhereDoIStart?

Page 6: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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PracticalReasonstoDeployDM

Efficiency• Givepeopleready

access&enablethemtobemoreproductive

• Empowerthemtomakeinformeddecisions

• Reducecostsrelatedtocontentcreation&storage

Compliance• Innovation&Agility

arekeystogrowth• Removebarriersto

communication&collaboration

• Helptheorganizationrespondtochange

Innovation• Complyingwith

internalpolicies,industryregulations&legalrequirements

• Demonstratethatstandardsandproceduresareinplaceandbeingfollowed

Page 7: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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TacticalBenefitsofDeployingDM

Reduce• Costsassociatedwith

printing,storage&retrieval

• TimeWastedonManualSearch&Retrieval

Improve• Information

Availability• InformationSecurity• CustomerService

Ensure• DisasterRecovery• BusinessContinuity• Demonstrate

RegulatoryCompliance

Page 8: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

Understanding Your Document Management Maturity

Page 9: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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Defines6levelsofMaturityforanyorganizationImprovementinDMisamulti-yearjourneyDMisbecomingarequiredITfocusDMmaturityisaboutachievingtherightlevelforyou

MaturityModelforDM/ECM-KeyFindings:

Page 10: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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Source:Gartner(October2008)

TheGartnerECMMaturityModel

Page 11: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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Whereareyounow?Whereshouldyoubeinfiveyears?DevelopingaDMStrategycanhelpgetyouthere!

What’sYourDMMaturityLevel?

Page 12: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

Introducing Doxim’s

“5 Steps to Ensure Successful

Deployment of DM”

Page 13: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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1)BusinessAssessment– Industrystudies indicatefourprimarydriversforDMadoption

•costreduction•enhancedcustomerservice•ensuringbusinesscontinuity•regulatorycompliance

– Assessyourneeds inthesekeyareasandsetstrategicDMgoals

5EasyStepsforDMDeployment

Page 14: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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ClassifyingDocuments

Page 15: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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Metadata/IndexingImaging/CaptureSecurityCollaborationVersioningSearchingAuditingBackup/DisasterRecovery/BusinessContinuity

ForEachDocumentType,Consider:

Page 16: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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2)IdentifyandPrioritize– Seekinputfromstaffinalldepartments– Networkwithpeersandindustryexperts– IdentifybusinessprocessesthatcanbenefitfromDM– Setprioritiesandtimelinesforeachgoal

5EasyStepsforDMDeployment

Page 17: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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3)TakeaPhasedApproach– FindquickwinstohelpprovethebenefitsofDM– Helpjustify thecontinued investment&support

4)BenefitRealization– Attheendofeachphase,measurethebenefits realized– Measurebothreturnonthevalueoftheinvestmentandvalue-addontheinvestment

5EasyStepsforDMDeployment

Page 18: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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5)Leverageyourinvestments– TheheavyliftingofyourDMdeploymentcomeswiththeinitialproject/goal; lookforthecatalystproject– Newinitiativesrequire smallincrementalchangesand/orcosts– Avoiddeployingmultipledocumentstoragearchives– Constantlyevaluatethenextcontent-centricproject

5EasyStepsforDMDeployment

Page 19: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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DevelopingaPracticalDocumentManagementStrategy

Page 20: Developing a Practical Document Management Strategy · 3 Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents

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