Int Tec SolutionsIntelligent Content Management

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How to find a needle in a haystack

It is said that data, in all its formats, is the new oil. Like oil, data also needs to be refined.

No business can survive without data. However, the problem with datais that unlike oil, there can be and is too much of it. While we aregradually running out of oil, we on the contrary keep on drowning in theabundance of data. And this data is scattered across different systemsand repositories, and comes in numerous formats, both structured and

unstructured. Businesses struggle with finding the relevant data to refine andmanage.

THE DATA DILEMMAIt is said that data, in all its formats, is the new oil. Like oil, data also needs to be refined.

No business can survive without data. However, the problem with datais that unlike oil, there can be and is too much of it. While we aregradually running out of oil, we on the contrary keep on drowning in theabundance of data. And this data is scattered across different systemsand repositories, and comes in numerous formats, both structured and

unstructured. Businesses struggle with finding the relevant data to refine andmanage.

THE DATA DILEMMA

It is said that data, in all its formats, is the new oil. Like oil, data also needs to be refined.

No business can survive without data. However, the problem with datais that unlike oil, there can be and is too much of it. While we aregradually running out of oil, we on the contrary keep on drowning in theabundance of data. And this data is scattered across different systemsand repositories, and comes in numerous formats, both structured and

unstructured. Businesses struggle with finding the relevant data to refine andmanage.

THE DATA DILEMMAThe Data Dilemma

The amount of dataSINCE THE oldest preserved “document”, a ceramic slab with text originating from approximately 5000 BCE 1, mankind has been creating data and with an increasing pace in recent decades. Today, the amount of all data is 2.7 Zettabytes, which is the equivalent of 200 billion HD movies. This would take 47 million years to watch.2

What is more, the amount of information grows at an astounding speed.

90% of the data in the world today has been created in the last two years alone, at 2.5 quintillion bytes of data a day 5 - that is the equivalent of 250,000 Libraries of Congress, or 150 million iPhones.6

For example, over 200 million emails are sent every minute.7

EVERY TWO DAYS we create as much information as we did from the beginning of time until 2003.8 The total amount of digital data created worldwide will hit 163 zettabytes by 2025 9 - that is 163 billion terabytes.

BY 2020, THERE WILL BE 5,200 GIGABYTES OF DATA FOR EVERY PERSON ON EARTH 4

5,200 GB

5,200 GB

5,200 GB

5,200 GB

5,200 GB

THE AMOUNT OF DATA DOUBLES EVERY TWO YEARS 3

163,000,000,000,000,000,000,000 bytes

204, 000, 000emails sent every minute

THE AMOUNT OF DATA BY 2025

YEAR 1 YEAR 3 YEAR 5 YEAR 7 YEAR 9 YEAR 11 YEAR 13

The Dark data problemIT IS estimated that only 0.5 percent of all data created is analyzed for operational decision making.10

OUT OF all organizational information in data repositories, over half is considered dark data.That is data that is unknown and uncategorized and therefore, quite useless for the organisation. Gartner defines dark data as the information assets organisations collect, process and store during regular business activities, but generally fail to use for other purposes (for example, analytics, business relationships and direct monetizing).11

DARKDATA52%

ONLY 15 PERCENT of organisational data is business critical. The other 85 percent is either redundant, obsolete, or trivial – so called ROT data – or considered dark data.13

The annual cost of non-critical data

THAT ROT and dark data comes with a price tag - an average midsized organisation with one thousand terabytes of data would spend an extra $900,000 annually to store and try to manage that non-critical

data. The data overload could cost organizations up to $4.6 trillion cumulatively by 2020.14

12

$900,000

BUSINESSCRITICAL

ROT-DATA ORDARK DATA

15%85%

80%-90%

80 to 90 percent of organizational data is unstructured.

53%

Organisations have legal obligations to manage all sensitive data properly – but how do you manage data when you don’t even know what information you have, where it is, or what it is.

The reality in a businessAS FAST as the growth speed of all digital data is, the speed of growth for organizational data is even faster. Organisational data doubles every1.2 years.15 And 80 to 90 percent of that data is unstructured 16 – data that lies outside business systems such as the CRM, in various office documents, email, paper, design software, etc.

THE INFLUX of data is putting a strain on IT infrastructures. According to a global survey from Avanade, 55 percent of respondents reporteda slowdown of IT systems and 47 percent cited data security problems.17

CONTENT COMES in a huge variety of formats (structured databases, formal records, unstructured content, pictures, videos, graphics, presentations, office documents, text, email, social, etc.). Enterprises store huge amounts – in most cases 100 terabytes or more – of unstructured data on in-house storage systems 18. The unstructured data is hard to manage, unless you know what the content is. To make it worse, the amount of unstructured data in enterprises is growing significantly – often many times faster than structured databases are growing.

ORGANISATIONS USE content management systems to manage unstructured data. However, they often fail to manage it all in one common system. The average number of content management systems in use has grown by nearly 30 percent in the last five years.19

53 PERCENT of companies use three or more content management system.20

YET, OVER half of organizations say that most of their unstructured business information lies outside content management systems in enterprise systems.21

70 PERCENT OF DOCUMENTATION IS

RE-CREATED AT SOME POINT.

80% 70%80% 70%

80 PERCENT OF DOCUMENTS THAT AN ORGANISATION PRODUCES NEVER GETS

USED AGAIN.

UP TO 10 to 30 percent of documents stored are duplicates.24 Every byte stored has a price, and duplicate data takes up unnecessary server space. Time is also wasted on the management and upkeep of the unnecessary servers and data storage. To make the problem worse, duplicates are multiplied in back-ups, data transfers and other similar manners, increasing the risk of using the wrong version of a document. The result is that companies spend a fourth of their IT budget on data storage.25

10-30 percent of documentsstored are duplicates.

MONEY WASTED is, however, not the only problem duplicate data causes. It can also damage company reputation and customer relationships.

ACCORDING TO a Cognizant study, trust is the new currency, and breaking trust can break a brand. Nearly 40 percent plan to switch to the competition or digital startup due totrust issues.26

23

The wasted opportunityTHE AMOUNT of organisational data makes it hard to find the relevant data when it is needed. Therefore, information cannot offer any benefits. Internal productivity decreases significantly when employees need to spend their time looking for and re-creating necessary information.

INFORMATION WORKERS spend more than two hours per day searching for documents with little to no success and up to two hours per day recreating documents as the correct version cannot be found or has been lost.

Eliminating the time wasters related to creating and managing documents would be equivalent to adding 98 new employees in a 1,000-person company.22

THE OPPORTUNITY FOR IMPROVED PROFITABILITY AND COMPLIANCE

Today, as the result of inefficiencies in content management, knowledge workers spend 30 percent of their working time looking for information,ather than on something profitable.27

30%TYPICALLY, ONLY ONE IN FIVE SEARCHES is successful the first time. On average, it takes up to eight attempts to find the right information. And it can take up to 25 minutes to look just for one document.28

WITH THE amount of information, it is no wonder businesses struggle with managing it. Yet, information management is key to achieving both more profitability and compliance with laws and regulations.

THE ENTERPRISES that thrive during this data transformation will be those that can identify and take advantage of the critical subset of data that will drive a meaningful positive impact for enhancing user experience, solving complex problems, and creating new economies of scale.29

A 10 PERCENT increase in data accessibility translates into an additional $65.7 million in net income for a typical Fortune 1000 company.30

+ $65.7 million net income

THE CHALLENGES related to collaboration, such as gathering and consolidating feedback, as well as version control, take up to seven hours of an information worker’s time.

Solving this problem efficiently would improve productivity to the extent of the work of 115 employees in a 1.000 employee company.31

The opportunity forimproved profitabilityand compliance

Metadata is a key ingredient of efficient information management METADATA, by its definition, tells more about other data. It gives common “keys” to finding information based on what it is, rather than where it is located.

WHAT IT ISDOCUMENT TYPE

CUSTOMER

DATE

AUTHORIZATION

WHERE IT ISvs.?

??

???

WITH METADATA, information can be categorized in a common, efficient way, so that everyone has access to it.

The metadata-based “what vs where” approach to document management is the basis for intelligent content management.

METADATA, WHEN used as it should, is generated every time data is handled in any system within an organization. It can bring clarity to the definitions and relationships between data. Metadata can tell you what type of document it is, which project or customer the document is about, who created or edited it, what is its status, when it needs to be updated or approved, and so on. Through metadata, unstructured data becomes structured and content can be found in context.

Intelligence as a key to success METADATA, while already providing a lot of benefits for the organization, is still only one step on the path towards improved profitability.

TO EFFICIENTLY MANAGE all organizational data, you need a method of finding, identifying, managing and processing information regardless of its location. You need connectors to access data in other repositories and intelligent tools to find and manage the information you need.

UNIFY INFORMATION ACROSS SYSTEMS, REPOSITORIES AND PLATFORMS

EASY AND ENGAGING OPTIMIZED FOR YOUR DEVICE MOBILE AND OFFLINE ENABLED

CORE ECM CAPABILITIES

MULTI-REPOSITORY BACKEND

SEARCH ACROSS REPOSITORIESAUTOMATIC METADATA

AND CLASSIFICATION

METADATA DRIVEN SYSTEM ANDREPOSITORY NEUTRAL

AI

INTELLIGENT EASY TO WORK WITH AND MANAGE

RICH FUNCTIONALITY TOSUPPORT THE WHOLE BUSINESS

+ + + +

ARTIFICIAL INTELLIGENCE tools can crawl into repositories and use defined parameters to look for information like personally identifiable information (PII). Artificial intelligence can also help you define relevant metadata for the objects, minimizing human errors or laziness by suggesting relevant metadata values. Once information is categorized, metadata can be used to create automatic processing rules and workflows.

INTELLIGENT CONTENT management comes from a metadata-driven approach to document management combined with the ability to manage information across systems and repositories without the need for migration.

USER ADOPTION is typically a major obstacle on the way to improved efficiency when taking new systems into use. Therefore, providing tools that offer a wide variety of features to support the whole business, while still being easy to take into use and manage, is vital for success.

ELEMENTS OF SUCCESSFUL INTELLIGENT CONTENT MANAGEMENT

Improved complianceIT IS not just efficiency that comes with the use of intelligent content management. Compliance with laws and regulations is another important side of it. Failing to comply can cost a lot of money.

GDPR regulates the handling of personally identifiable information of EU citizens. The failure to comply with GDPR can result in fines of up to four percent of a company’s global annual revenue, or up to AUD$32 million, whichever is higher.32

Potential cost of GDPR breach: 4% of global annual revenue or AUD$32 million

THE DIRECT LOSS of money is, however, only one aspect of the story. The potential reputation degradation can be more harmful, as consumers typically stop buying from organizations they don’t trust.

ACCORDING TO a Cognizant study on consumer trust, roughly 57 percent will stop doing business with a company that has broken their trust. Almost all people are concerned with privacy (91%), and also with theft (76%), misuse of personal data (75%), and even physical safety (72%).33

ON THE positive side of it, half of consumers would be willing to pay a premium for products or services from companies they trust to protect their personal information.34

INTELLIGENT CONTENT management provides transparency to workflows and helps you adhere to compliance requirements more easily.

76%57% 91% 72%75%

50%

Eliminate the need for content migration in siloed information environments

Find information based on the right context

Do not duplicate data

Manage business-critical data

Apply metadata to categorize and enrich data

Leverage metadata to manage work�ows and access rights

Increase productivity

Improve compliance and risk management

Improve user adoption

Boost collaboration

i i

Eliminate the need for content migration in siloed information environments

Find information based on the right context

Do not duplicate data

Manage business-critical data

Apply metadata to categorize and enrich data

Leverage metadata to manage work�ows and access rights

Increase productivity

Improve compliance and risk management

Improve user adoption

Boost collaboration

i i

Eliminate the need for content migration in siloed information environments

Find information based on the right context

Do not duplicate data

Manage business-critical data

Apply metadata to categorize and enrich data

Leverage metadata to manage work�ows and access rights

Increase productivity

Improve compliance and risk management

Improve user adoption

Boost collaboration

i i

Eliminate the need for content migration in siloed information environments

Find information based on the right context

Do not duplicate data

Manage business-critical data

Apply metadata to categorize and enrich data

Leverage metadata to manage work�ows and access rights

Increase productivity

Improve compliance and risk management

Improve user adoption

Boost collaboration

i i

Eliminate the need for content migration in siloed information environments

Find information based on the right context

Do not duplicate data

Manage business-critical data

Apply metadata to categorize and enrich data

Leverage metadata to manage work�ows and access rights

Increase productivity

Improve compliance and risk management

Improve user adoption

Boost collaboration

i i

Eliminate the need for content migration in siloed information environments

Find information based on the right context

Do not duplicate data

Manage business-critical data

Apply metadata to categorize and enrich data

Leverage metadata to manage work�ows and access rights

Increase productivity

Improve compliance and risk management

Improve user adoption

Boost collaboration

i i

Eliminate the need for content migration in siloed information environments

Find information based on the right context

Do not duplicate data

Manage business-critical data

Apply metadata to categorize and enrich data

Leverage metadata to manage work�ows and access rights

Increase productivity

Improve compliance and risk management

Improve user adoption

Boost collaboration

i i

Eliminate the need for content migration in siloed information environments

Find information based on the right context

Do not duplicate data

Manage business-critical data

Apply metadata to categorize and enrich data

Leverage metadata to manage work�ows and access rights

Increase productivity

Improve compliance and risk management

Improve user adoption

Boost collaboration

i i

Eliminate the need for content migration in siloed information environments

Find information based on the right context

Do not duplicate data

Manage business-critical data

Apply metadata to categorize and enrich data

Leverage metadata to manage work�ows and access rights

Increase productivity

Improve compliance and risk management

Improve user adoption

Boost collaboration

i i

10 BENEFITS OF INTELLIGENT CONTENT MANAGEMENT

Eliminate the need for content migration in siloed information environments

Find information based on the right context

Do not duplicate data

Manage business-critical data

Apply metadata to categorize and enrich data

Leverage metadata to manage workflows and access rights

Increase productivity

Improve compliance and risk management

Improve user adoption

Boost collaboration

You can work with information regardless of the file location

The same, correct information is found based on different search criteria and content is put in context

Everyone uses the single, correct version of a document

Illuminate business-critical data from the dark in various repositories

Content can be tagged with almost any information that helps understand it in a business context: the document type, expiration date, customer name, etc.

Metadata can be leveraged to alert users of expiring contracts or to set permission settings, for instance.

Let employees focus on their actual work rather than document filing and searching

Intelligent content management systems help you comply with laws, regulations, and industry or company standards

One unified user interface on all deviceand across all repositories and platforms

Share and co-author content with internal and external stakeholders

With the help of intelligent content management, the system can refine documents and workflows, letting employees focus on adding value to customers and the core business. All of this leads to improved productivity and customer satisfaction.

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The ten benefits of an intelligent content management system

If you are interested in intelligent content management and the possibilities it offers to you and your organization, please contact us.

For information about Int Tec Solutions ICM, please visitwww.inttec.com.au

WANT TO LEARN MORE?Want to learn more?

1 https://www.ancient-code.com/this-is-the-oldest-writing-system-in-the-world-and-predates-ancient-sumerian-writing/ 2 http://wikibon.org/blog/big-data-statistics/ 3 https://insidebigdata.com/2017/02/16/the-exponential-growth-of-data/ 4 https://www.computerworld.com/article/2493701/data-center/by-2020--there-will-be-5-200-gb-of-data-for-every-person- on-earth.html 5 https://www-01.ibm.com/common/ssi/cgi-bin/ssialias?htmlfid=WRL12345USEN 6 http://www.northeastern.edu/levelblog/2016/05/13/how-much-data-produced-every-day/ 7 http://www.vcloudnews.com/every-day-big-data-statistics-2-5-quintillion-bytes-of-data-created-daily/ 8 https://www.slideshare.net/BernardMarr/big-data-25-facts/2-Every_2_dayswe_create_as 9 https://www.seagate.com/www-content/our-story/trends/files/Seagate-WP-DataAge2025-March-2017.pdf 10 https://www.technologyreview.com/s/530371/big-data-creating-the-power-to-move-heaven-and-earth/ 11 https://www.gartner.com/it-glossary/dark-data 12 https://www.veritas.com/news-releases/2016-03-15-veritas-global-databerg-report-finds-85-percent-of-stored-data 13 https://www.veritas.com/news-releases/2016-03-15-veritas-global-databerg-report-finds-85-percent-of-stored-data 14 https://www.veritas.com/en/aa/news-releases/2016-03-15-veritas-global-databerg-report-finds-85-percent-of-stored-data 15 https://www.slideshare.net/BernardMarr/big-data-25-facts/5-The_total_amountof_data_beingcaptured 16 https://www.webopedia.com/TERM/U/unstructured_data.html 17 https://www.avanade.com/~/media/asset/point-of-view/big-data-executive-summary-final-seov.pdf 18 https://www.slideshare.net/AIIM/webinar-slides-clearing-the-air-what-you-really-need-to-know-about-content- services?utm_campaign=webinar.20180725&utm_content=74913292&utm_medium=social&utm_source=linkedin 19 https://www.m-files.com/en/aiim-ebook-state-of-ingelligent-information-management 20 https://www.m-files.com/en/aiim-ebook-state-of-ingelligent-information-management 21 https://www.m-files.com/en/aiim-ebook-state-of-ingelligent-information-management22 http://en.community.dell.com/cfs-file/__key/communityserver-components-postattachments/00-20-32-01-31/Adobe-IDC- Whitepaper-Bridging-the-Productivity-Gap-GlobalWP.pdf 23 M-Files experience24 M-Files experience 25 https://www.peopledatalabs.com/blog/deduping-data-matters-the-hidden-costs-of-duplicate-data 26 https://www.cognizant.com/whitepapers/the-business-value-of-trust-codex1951.pdf27 http://www.ejitime.com/materials/IDC%20on%20The%20High%20Cost%20Of%20Not%20Finding%20Information.pdf 28 http://www.techzone360.com/topics/techzone/articles/2013/11/05/359192-searchyourcloud-survey-it-takes-up-8-

attempts-find.htm# 29 https://www.seagate.com/www-content/our-story/trends/files/Seagate-WP-DataAge2025-March-2017.pdf 30 http://www.baselinemag.com/analytics-big-data/slideshows/surprising-statistics-about-big-data.html 31 http://en.community.dell.com/cfs-file/__key/communityserver-components-postattachments/00-20-32-01-31/Adobe-IDC- Whitepaper-Bridging-the-Productivity-Gap-GlobalWP.pdf 32 https://www.gdpreu.org/compliance/fines-and-penalties/ 33 https://www.cognizant.com/whitepapers/the-business-value-of-trust-codex1951.pdf 34 https://www.cognizant.com/whitepapers/the-business-value-of-trust-codex1951.pdf

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Secondary AccentsEMAIL: support@inttec.com.auPHONE: 1300 885 847WEB: inttec.com.au

INT TEC SOLUTIONS INTELLIGENT CONTENT MANAGEMENT

POWERED BY M-FILES

Int Tec Solutions ICM powered by M-Files provides a next-generation intelligent information management platform that improves business performance by helping people find and use information more effectively. Unlike traditional enterprise content management (ECM) systems or content services platforms, M-Files unifies systems, data and content across the organization without disturbing existing systems and processes or requiring data migration. Using artificial intelligence (AI) technologies in its unique Intelligent Metadata Layer, M-Files breaks down silos by delivering an in-context experience for accessing and leveraging information that resides in any system and repository, including network folders, SharePoint, file sharing services, ECM systems, CRM, ERP and other business systems and other business systems and repositories. Thousands of organizations in more than 100 countries use M-Files for managing their business information and processes, including NBC Universal, OMV, Rovio, SAS Institute and thyssenkrupp.krupp.

Logos ColorsPrimary Accents

Secondary AccentsEMAIL: support@inttec.com.auPHONE: 1300 885 847WEB: inttec.com.au

INT TEC SOLUTIONS INTELLIGENT CONTENT MANAGEMENT

POWERED BY M-FILES

Int Tec Solutions ICM powered by M-Files provides a next-generation intelligent information management platform that improves business performance by helping people find and use information more effectively. Unlike traditional enterprise content management (ECM) systems or content services platforms, M-Files unifies systems, data and content across the organization without disturbing existing systems and processes or requiring data migration. Using artificial intelligence (AI) technologies in its unique Intelligent Metadata Layer, M-Files breaks down silos by delivering an in-context experience for accessing and leveraging information that resides in any system and repository, including network folders, SharePoint, file sharing services, ECM systems, CRM, ERP and other business systems and other business systems and repositories. Thousands of organizations in more than 100 countries use M-Files for managing their business information and processes, including NBC Universal, OMV, Rovio, SAS Institute and thyssenkrupp.krupp.

Logos ColorsPrimary Accents

Secondary AccentsEMAIL: support@inttec.com.auPHONE: 1300 885 847WEB: inttec.com.au

INT TEC SOLUTIONS INTELLIGENT CONTENT MANAGEMENT

POWERED BY M-FILES

Int Tec Solutions ICM powered by M-Files provides a next-generation intelligent information management platform that improves business performance by helping people find and use information more effectively. Unlike traditional enterprise content management (ECM) systems or content services platforms, M-Files unifies systems, data and content across the organization without disturbing existing systems and processes or requiring data migration. Using artificial intelligence (AI) technologies in its unique Intelligent Metadata Layer, M-Files breaks down silos by delivering an in-context experience for accessing and leveraging information that resides in any system and repository, including network folders, SharePoint, file sharing services, ECM systems, CRM, ERP and other business systems and other business systems and repositories. Thousands of organizations in more than 100 countries use M-Files for managing their business information and processes, including NBC Universal, OMV, Rovio, SAS Institute and thyssenkrupp.krupp.

Logos ColorsPrimary Accents

Secondary AccentsEMAIL: support@inttec.com.auPHONE: 1300 885 847WEB: inttec.com.au

INT TEC SOLUTIONS INTELLIGENT CONTENT MANAGEMENT

POWERED BY M-FILES

Int Tec Solutions ICM powered by M-Files provides a next-generation intelligent information management platform that improves business performance by helping people find and use information more effectively. Unlike traditional enterprise content management (ECM) systems or content services platforms, M-Files unifies systems, data and content across the organization without disturbing existing systems and processes or requiring data migration. Using artificial intelligence (AI) technologies in its unique Intelligent Metadata Layer, M-Files breaks down silos by delivering an in-context experience for accessing and leveraging information that resides in any system and repository, including network folders, SharePoint, file sharing services, ECM systems, CRM, ERP and other business systems and other business systems and repositories. Thousands of organizations in more than 100 countries use M-Files for managing their business information and processes, including NBC Universal, OMV, Rovio, SAS Institute and thyssenkrupp.krupp.

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