How Doxim Can Help with Your Document Strategy

What is Document Management?

Document Management (DM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver documents related to organizational processes. It is the process of handling documents in such a way that information can be created, shared, organized and stored efficiently and securely.

Developing an ECM Strategy Important to get it right the first time Security/permissions/rules of access can

be complex Document strategies need to align with

business processes Requires organizational

change, not just IT

Where Do I Start?

Building an ECM Strategy is like climbing a mountain.

Where Do I Start? How do you climb a mountain?

1. You select a destination

2. You assemble a team

3. You start gathering necessary tools

4. You plan your route

5. You hire a Sherpa

6. Together you nail down the plan

7. Execute the plan

The exact same 7 steps apply to definingand rolling out your ECM strategy

Before You Start….…there’s 1 more thing you must know!

In order to plan a route to your destination, you MUST know where you are now!

Ask Yourself

• Where are you and where do you want to go?

• Where to plant the first step?

• What are the potential dead ends?

But this is ECM not Geography!You can’t just point to a map to find your ECM Starting Point!

Your GPS won’t help you!

Time to hire a Sherpa to help you get from where you are to where you want to be!

Doxim Is Your ECM Sherpa!

It’s your destination It’s your teamDoxim has tools that will help:

– Identify where you are today– Bring insight into the routes others have taken & learn

from their successes and failuresTogether we can nail down the best route for youWe’ll stick with you to help you reach your

destination

Doxim HealthCheck & ECM Strategy Consulting

• A program to help define where you are now, how to get to your objective • Delivered in three easy stages:

Pre-workshop Exploration

Onsite Workshop

Report & Roadmap

Doxim HealthCheck & ECM Strategy Consulting

You complete a comprehensive questionnaire about your document management environment. It provides us with the insight and understanding we need to scope the second phase of the Health Check

Pre-workshop Exploration

Doxim HealthCheck & ECM Strategy Consulting

A one to three day onsite workshop, where we collaborate with key staff members to further understand your document management imperative and barriers to progress

Onsite Workshop

Doxim HealthCheck & ECM Strategy Consulting

Creation and delivery of a detailed report that documents all our findings and presents recommended solutions for process improvements and cost savings in the form of a detailed document management roadmap

Report & Roadmap

Using ECM Maturity Models

• Help outline graded levels of capabilities

• Help audit, assess and define your current state

• Enable effective development of your ECM strategy roadmap

• Help develop common vocabulary and shared vision for your ECM projects

• Defines multiple levels of maturity for any organization

• Identified that improvement in DM is a multi-year journey

• Highlights that DM is becoming a required IT focus

• States that DM maturity is about achieving the right level for you

Maturity Model for DM/ECM - Key Findings:

A Better Way Forward

• The Gartner ECM model is useful but:– The dimensions should apply across any

enterprise regardless of industry, size, technology and business objectives

– A greater level of detail is needed to further quantify where an organization is at, across a greater number of dimensions

Deeper Dive Into ECM Maturity

• The ECM3 Maturity Model: not only describes the Maturity Model, but helps you assess your maturity level in multiple areas

• Clarifies key characteristics of each Maturity Stage

• Outlines the key activities to attain the next level of maturity for each area

* ECM3 is a collective work by Wipro, The Real Story Group (formerly CMS Watch), Smigiel Consulting Group, and Hartman Communicatie

ECM3 - 13 ECM Dimensions

Overview of the ECM

Maturity Levels

Overview Of The 13 ECM3 Dimensions With Maturity Levels

Allows You To Pinpoint Your Organization’s Unique ECM Start Point

How Does This Help?

Establish your ECM Maturity- Where are you now (its OK to be at different

levels on different dimensions in different areas- Map out your destination

Assist with Needs Assessment- Inventory & classification of all documents- Uncover major gaps

Provide guidance for formal strategy- Define next logical steps- Provide a framework for your strategy

Doxim’s “5 Steps to Ensure Successful Deployment of DM”

5 Easy Steps for ECM Deployment

• We’ve taken the essence of ECM3 Maturity Model and simplified it into an easy to follow process

• Use the following steps to ensure your implementation goes smoothly

5 Easy Steps for ECM Deployment

1) Business Assessment

2) Identify and Prioritize

3) Take a Phased Approach

4) Benefit Realization

5) Leverage Your Investments

5 Easy Steps for ECM Deployment

1) Business Assessment– Identify primary drivers for your DM adoption

• cost reduction• enhanced customer service• ensuring business continuity• regulatory compliance

– Inventory your documents and see how they apply to these key areas and set strategic DM goals

For Each Document Type, Consider:

Metadata/Indexing Imaging/Capture Security Collaboration Versioning Searching Auditing Backup/Disaster Recovery/Business Continuity

5 Easy Steps for ECM Deployment

2) Identify and Prioritize– Seek input from staff

in all departments– Network with peers

and industry experts– Identify business

processes that can benefit from DM

– Set priorities and timelines for each goal

5 Easy Steps for ECM Deployment

3) Take a Phased Approach– Find quick wins to help prove the benefits of DM– Help justify the continued investment & support

4) Benefit Realization– At the end of each phase, measure the benefits

realized– Measure both return on the value of the investment

and value- add on the investment

5 Easy Steps for ECM Deployment

5) Leverage your investments

– The heavy lifting of your DM deployment comes with the initial project/goal; look for the catalyst project

– New initiatives require small incremental changes and/or costs

– Avoid deploying multiple document storage archives

– Constantly evaluate the next content-centric project

Together, we can conquer your mountain of

paper!

To Summarize:

• Develop an ECM Strategy

• Know your destination and your current state

• Set a course

• Consider the 5 Steps to Successful ECM Deployment

• Let Doxim be your guide

For more information, contact us today.

(P): 1.866.475.9876(E): info@doxim.com(W): www.doxim.com

(B): www.doxim.com/blogTwitter: @doxim_inc