Challenges &

Opportunities In ECM

Valarie King-Bailey, M.B.A.

VP Sales & Marketing

March 1, 2011

Today’s Webinar Topics

About Us

The Business Case For Integrated GRC

Integrated GRC

Demonstration

Summary

POLLING QUESTION

How many separate, distinct content repositories does

your company have?

1. One

2. Two

3. 3 - 5

4. 6 - 10

5. 11 - 15

6. 16 - 20

7. > 20+

COMPANY OVERVIEW

Xybion Corporation Fast Facts

Founded in 1977

Preclinical Lab Management And Drug Safety Solutions

Corporate Headquarters – Bensalem, PA

Preclinical R&D Solutions

GRC/ECM Solutions

Enterprise Asset Management Services & Solutions

Quebec City, Canada

Germany

India

Innovative Development & Testing COE In India

Delivers Quality Testing & Development Services

Internal Product Development & Support

Proven GRC and Quality Platform

YOUR PARTNER OF CHOICE FOR INTEGRATED GRC

Corporate

New Markets

Satellite

Locations

Center of

Excellence

Value

Proposition

TODAY’S ECM CHALLENGES

What is Enterprise Content?

Where Do I Start?

• We’ve got 600 GB of content from basic content services all over the enterprise.How can we get this content efficiently mapped into our ECM taxonomy?

• We’ve been managing our content without classifying it for a few years now.How can our users navigate amongst this existing content in a way that’s intuitive for our business?

• The lawyers have to review 400,000 electronic documents for their case.How can we make sure they don’t waste their time?

Organizing Unstructured

Content Is MISSION CRITICAL

Key Business Drivers

Increase worker

productivity and

automate content

related decisions

Ad Hoc Category

Suggestion

Content-Based

Workflow Selection

Content Based

Decision Making

In Process

Classification

Increase accessibility of

content under

management

Automated, High Scale

Classification

Classify at ingestion

and/or re-classify over

time

Taxonomy Evolution

Tools

Enhanced Accessibility

Taxonomy Proposer

ECM Taxonomy and

Classification

Increase legal

discovery review

effectiveness while

reducing risk

Legal Discovery

Prioritization and Workflow

Assignment

Records Classification

and Exception Handling

Storage and Retention

Policy Assignment

Compliance,

Records, Legal

Discovery

Reduce inquiry costs,

automate message

routing and increase

customer satisfaction

Email, Chat Routing

Agent Response

Suggestion

Email Supervision

and Monitoring

Automatic Customer

Response

Message Tagging,

Classification and

Monitoring1 32 4

Business Value of Classification for ECM

80% of Enterprise Data is Unstructured

Databases

• Billing statements

• Claims images

• Customer

correspondence

• Mortgage docs

• Contracts

• Signed BOLs

• Healthcare EOBs

• Marketing collateral

• Website content

• Voice authorizations

• Signature cards

• Credit enrollments

• Material Safety

Data Sheets

• ISO 9000 docs

• Plant schematics

• Product images

• Spec sheets

• ….and much more!

Multiple Repositories Make Access Difficult

36%

14%

25%

17%

1 repository5%

2-5 repositories

6-10 repositories10-15 repositories4%

More than 15

repositories

Don't know

Base: 81 North American decision-makers

(multiple responses accepted)

“The Future of Content in the Enterprise,”

Connie Moore and Robert Markham

12

SharePoint, File Shares Are Exploding Across

The Enterprise . . .

Information is isolated in multiple silos …

Disparate Systems & Repositories

Customer

ServiceCouncil

Tax

Social

ServicesEducation

Leisure

ServicesPlanning Housing

The Challenge…

ECM OPPORTUNITIES

Value Proposition For Federated Records

Management

• The Courts Have Viewed The Following As “BAD”

1. NOT Having A Records Management Program

2. NOT Having A Consistent Records Management Program

• Single Enterprise Search / e-Evidence Discovery (records & non-

records)

• Consistency In The Declaration And Classification

• Consistency In Ability To Declare Non-records As Records

• Centralized Application & Release Of Hold Orders

• Centralized Disposition Authority For The Enterprise

16

Drive New Business Value from Content

FEDERATED

CONTENT

MANAGEMENT

Improve Content

Collaboration & Access

Organize Unstructured

Content

Derive Business Insight

Physical Records Services

Core Records Manager Components

Records and Retention Management

Documentum Platform

WEB-BASED CLIENT

CONTENT SECURITY

UNIFIED ARCHITECTURE

Documentum Retention Policy Services

Security Access Control

Notification Web Services for Records

Report and Auditing

Storage Management

File Plan

Federated Records Services

Cert

ifie

dA flexible and customer-centric approach

Typical Content Strategy

Isolated silos of content, typical content management systems

Departmental Repositories

Proposed Content Strategy

Business rules establish behind the scene records management

Core Applications

Confidential – Proprietary Paragon/EMC

Centralized Management of all your managed content

Users continue to

utilize their core

applications

Legal and RM

centrally manage

policies, holds and

dispositions

Network Folders– Use Case

Federated Records Management

“Behind the scenes records management”

Centralized management for all records policy and litigation holds

on managed content

Centralized disposition utilizing a single interface for all managed

media (including electronic, federated and physical records)

Electronic

Federated

Physical

Single

Interface

Additional Capability Overview

Isolated silos of content, typical content management systems

Departmental Repositories

IBM Content

Manager

RM users utilize a centralized

Search Engine across all

managed content

Records Search Records - Use Case

Search via

Centralized search engine across all managed content

Users will only be able to see records they have access to

based on pre-determined permissions

Powerful advanced search capabilities

Ability to show relevant metadata in search results

Customer Case Study

• Overview of Customer’s Business • Pfizer Pharmaceuticals

• Summary of Summary of Client Engagement• Originally looking at providing integration for RM solution

• Moved forward with Enterprise PathBuilder

•Customer’s Business Challenges

• Legacy System(s) to be retired Livelink (3 Instances globally)

• 7-8 TB’s of potential active data time to review and clean 18-24 months

• Livelink version no longer be supported,

• Business user still need to access but in a highly Regulated Environment

• Our Proposed Solution

• Use PathBuilder to provide integration to SharePoint

• User experience in SharePoint accessing content and data in Livelink

• Customer Realized Benefits

• Reduced Time to Deliver, Deploy and Execute

• Cost Benefit to leverage across multiple Platforms

• Summary Of The Opportunity/Lessons Learned

• PathBuilder Software allowed for flexibility in configuration

• Develop more OTB default configurations

• Expanded user experience with SharePoint as front end for users

Federated Case Study

• Overview of Customer’s Business

• Healthcare Insurance

• Summary of Client Engagement• EMC Partner Relationship

•Customer’s Business Challenges

• Unstructured: IBM-Image Plus, Lotus Notes, SharePoint, Interwoven… (21 Total)

• Structured: Oracle, DB@, SQL, Sybase, MS Access… (12 total)

• Highly Regulated Environment

• Needed a reliable, scalable solution

• Our Proposed Solution• Leverage EMC RM as Standard and Federate to target/slave systems

• Use Vital Path Adapters based on vendor API’s

• Leverage Vital-Path internal API to provide standard/unified API configuration calls

• Customer Realized Benefits • End users could continue to use line of business applications

• Phased migration of certain systems as needed

• ROI justifications to deliver and complete

• Summary of the opportunity/lessons learned• There is no silver bullet for every configuration

• Target systems functionality will limit capability

• Flexibility of approach will impact time and speed of execution

Customer Case Study

• Overview of Customer’s business • Purdue Pharmaceuticals

• Summary of how you became engaged with the client

• Originally engaged to perform three migrations (EDMS, 4i and 5.2) to 5.3

• All three with FirstDoc (custom application on top of DCTM)

•Customer’s business challenges

• Outsourced Clinical Research Organizations (CO’s) need access to DCTM information for

collaboration

• Highly Regulated Environment cannot allow external users direct access

• Needed a to provide integration to SharePoint in a validated environment

• Our proposed solution

• Leverage Standard PathBuilder Adapter (Based on EMC –DFC API)

• Leverage Standard SharePoint Adapter (MOSS API, PathBuilder add-on)

• Provided Services to configure based on specific units needs

• Customer Realized Benefits

• ROI justifications

• Time to deliver and complete

• Summary of the opportunity/lessons learned

• Security and Permissions Migration would be difficult and critical to success

• PathBuilder more then just migration, opened door for information collaboration

Decrease System Administration Costs

Reduce Operational Costs

Increase Enterprise Collaboration

Greater Enterprise Content Accessibility

BOTTOM LINE RESULTS

Improve Compliance and Operational Efficiencies

Consolidate Disparate Repositories

THANK YOU FOR

ATTENDING!

Contact Us

Valarie King-Bailey

vkbailey@xybion.com

Kevin Miller

kmiller@xybion.com