Enterprise Content Management

October OpenText Live Webinars

Introducing OpenText™ Extended ECM for Oracle® EBS (xECM for EBS) 10.5 SP2. With new features like E-Business Suite 12.2 support, Records Management (RM) enhancements, advanced archiving and our new Manufacturing Management solution accelerator, xECM for EBS is better than ever at synchronizing content, metadata and permissions across both systems. It also provides a deep integration between OpenText and Oracle systems that ensures transactional and business content is consolidated and managed for integrity, cost reduction and regulatory compliance. Join us to not only learn about what we’re doing, but how our customers are using xECM for EBS to accomplish their business goals. We’ll also preview how xECM for EBS fits into the OpenText Blue Carbon project, set for launch at Enterprise World 2015 this November. Register » Project & Program Management for OpenText™ Content Server Thursday, October 8, 2015 at 11:00 a.m. EDT (UTC -4) Project data is growing exponentially, but is often stored out of context or disconnected to project Gantts. Project managers require project management tools integrated with enterprise content, helping the enterprise to optimize Information Governance. Enterprises need a central database for all their project data. Join us to learn more about how Project & Program Management (PPM) for Content Server provides this on your existing ECM system, presented by OpenText partner KineMatik. This webinar will also discuss the latest features available for PPM 10.5.3. Register » Records Disposition Simplified Wednesday, October 14, 2015 at 11:00 a.m. EDT (UTC -4) Driven by actual customer need, the Cassia Records Disposition Approval module (RDA) was built to make it easy for users to sign-off on records as well as to reduce the time it takes for records managers to process the records once they receive the approvals. RDA simplifies the sign-off process for approvers, simplifies records disposition support, simplifies the review process and includes a reporting framework. Join us to learn how RDA can simplify your records management. Register » The Next Wave of Advanced Analytics Thursday, October 15, 2015 at 11:00 a.m. EDT (UTC -4) Are you ready for the next wave of Analytics? Join us for a fast paced Webinar showcasing OpenText™ Actuate Big Data Analytics, Cloud Edition, an advanced Analytics-as-a-Service solution that brings the power of Big Data to everyday business analysts. Learn about the advantages of “Big Data Analytics” in the cloud, including our convenient capacity-based pricing and easy-to-use predictive algorithms. Plus we’ll provide a quick-hit demo of the coolest features and share how easy it is to blend, explore and visualize your data. Gain a top-level understanding of the analytics lifecycle Learn about the emerging requirements for Analytics-as-a-Service See Big Data Analytics, Cloud Edition in action Register » What’s New in OpenText™ RightFax 10.6 Feature Pack 2 Tuesday, October 20, 2015 at 11:00 a.m. EDT (UTC -4) The latest release of OpenText™ RightFax is packed with exciting new features for the user and administrator. Join Mike Stover, Product Manager, as he unveils the new functionality for RightFax that focuses on: User Experience: Designed with the user in mind, the latest release of RightFax includes several enhancements to the end user experience, including newly redesigned tools and additional features. Compatibility: The latest releases of RightFax provide updated and new interoperability between RightFax and other industry software. Enterprise-Grade: OpenText has developed several new improvements that will increase the performance and scalability of the RightFax fax server. These enhancements help increase the productivity, throughput, and workload efficiency in the toughest enterprise environments. Compliance and Security: New features and functionality enhance the security and compliance-grade capabilities of a RightFax server environment. Administration and Use: New functionality makes it easier to manage and use RightFax. New tools allow for managing the environment more efficiently, resulting in demonstrable time-savings for administrators. Register » Increase Your OpenText™ eDOCS DM User Adoption Thursday, October 22, 2015 at 11:00 a.m. EDT (UTC -4) OpenText™ eDOCS DM is a feature rich product with different types of functionality for creating, saving, searching, and interacting with day-to-day content. This OpenText Live webinar session will focus on how you can help your end users get the most out of existing functionality and increase adoption. How often have we heard “it’s the little things that count”? Well, this session will cover some of the basic features that are often overlooked, provide tips and tricks for working with Dynamic Views, more efficient email management using Email Filing, and more. All this will be presented with simplified DM profile forms—making it easier for users to save or search for their documents. Register »  

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Spotlight On! Richard Mieras

Meet Richard Richard Mieras is a Senior Training Consultant who specializes in OpenText Content Server Systems Administration and SAP® Extended ECM courses. Over the years, Richard has delivered virtual and in-person training to multicultural audiences across North and South America and Asia. This year at Enterprise World (EW) Training, Richard hopes to connect with students from his training sessions. Q: What courses or workshops will you be leading this year? I am conducting virtual and face-to-face training on SAP® oriented courses, as well as Content Server Systems and Search Administration, Archive Server Administration, and Content Server Knowledge Fundamentals Courses [final instructor assignments for Enterprise World are still being determined]. Q: What’s your pillar of expertise? My expertise is focused mainly on the SAP Extended ECM courses, and Content Server Systems Administration. Q: How long have you been an instructor at EW? Officially, I have been in the Learning Services department at OpenText since 2005. Before that, I conducted training courses with the iXOS Software company, which was acquired by OpenText in 2004. Q: What’s your favorite part about being an instructor? What I enjoy most is being to be able to impart the understanding of a topic to our customers, partners and internal staff, enabling them to use the products we offer to their advantage in implementation. Q: What part of EW are you most looking forward to this year? Enterprise World is always our best opportunity to connect with colleagues we don’t get to see through the year, and to renew connections with clients and partners—both new and from previous training sessions. What I appreciate about EW is that we often meet the people we taught previously in a virtual training—now we see them in person. Q: What song best describes your work ethic? The Chopin Nocturne in E Flat. It’s complicated, requires lots of practice, and needs to be played often, like giving training on a topic that requires preparation and practice to get over the anxiety of missing a note. Q: What’s your favorite movie, book, and TV series? My favorite movie is The Big Lebowski, my favorite book is John Adams by David McCullough, and my favorite TV series is “The Wire”. Q: Which super power would you like to have and why? Like everybody, I would like to fly, which I do in my dreams sometimes—like swimming in the air as you would in water. Q: Do you have anything else you’d like to say to your students? Please connect with me on LinkedIn if you’re interested in a professional social connection. LinkedIn: http://www.linkedin.com/in/richardmieras Connect with Richard and attend his training sessions at Enterprise World 2015 in Las Vegas, Nevada from November 8-10. To find out more information about the training program, or to register for Enterprise World training, visit our website.

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Want to Test-Drive OpenText Content Suite 16? Join the Beta Program

Our vision is simple—create ECM solutions focused on user adoption and enterprise success.  And to continue accelerating our products forward, we need input from you—our customers and partners. The OpenText Content Suite 16 Beta Program offers early access to the exciting updates coming in this innovative, new release. ECM is a foundational technology in the Digital Workplace. Content Suite 16 is all about personal productivity, seamless collaboration and integration with business process. This is your chance to try out new features like the role-based user interface designed to boost end user adoption and team collaboration; desktop client advances to help users work more effectively; enhancements to ensure regulatory compliance and data security; search advancements; and a wide variety of updates to improve the operational efficiency of your deployment. And, taking a spin on this next release has become so much easier now that you can participate via the beta hosted in the OpenText Cloud. Learn more and register at www.opentext.com/CS16Beta then come share your thoughts with our Product Managers and other Content Suite experts at the ECM Demo Theater on the Expo Hall floor at OpenText Enterprise World 2015. Note: The OpenText Beta Program is open to OpenText customers and partners who accept the OpenText Beta Program Agreement during the sign-up process.

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Enterprise World Training: Prepare Yourself for the Next Five Years

customer experience

A long, long time ago, someone told me that everything you know now will be useless in five years. I remember it distinctly because I, in my youthful naiveté, just couldn’t believe it to be true. While it still seems a tad over-simplistic, as the years have rolled by and I look back on my own career, I can see that maybe it wasn’t that far wide of the mark. Way back in the ‘80s, I trained for four years to become a fully certified draughtsman. With Rotring pen and stencils in hand, I learned a vocational skill that surely would serve me for a lifetime. But within a year, the skills that I had spent so long honing were rendered superfluous with the introduction of AutoCAD. I had just been introduced to digital disruption and had to re-learn my trade on software to remain in the game. Jump to the ‘90s and I was working in Telecoms, where wave after wave of new technology replaced previous versions within a few years: E&M to DASS, ISDN to ADSL, pagers to cell phones. Then to the 2000s, when the teams I worked with at Canon were constantly driving new cycles of innovation to remain competitive in an evolving business landscape: cameras jumped from film to digital, standalone photocopiers became connected MFPs, paper shuffling morphed to digital processes. You often don’t even see it when you’re caught up in the momentum of an era, but the bottom line is: You have to keep moving to stay ahead. At Enterprise World 2015, an all-encompassing program of training and education is available to those seeking to stay ahead of the digital disruption curve. There’s something for everyone, from end users to developers to LOB leaders to executives interested in best practices in Enterprise Information Management strategy and driving user adoption. Looking for insight on the nuts and bolts of extending ECM into back-office lead applications? We’ve got that. Developing an architecture to maximize web and social user experiences? That’s here, too. The list goes on and on. Personally, I’m looking forward to attending the full-day training session on Auto-Classification, a technology that I believe will have an exponential impact over the next few years as enterprises strive to organize and extract value from the massive amounts of content they control. But that may not be your cup of tea. Take a few moments to ask yourself where you want to be in five years. I’ll almost guarantee there’s a training session to help bring it one step closer at Enterprise World 2015.

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Email is for communication, not collaboration

customer lifecycle value

If I had a nickel for every time someone sent me a document to review in an email, I’d have a closet like Imelda Marcos. My friend in IT often laments that attachments ever became an option for email because it has brought bloated inboxes and increased security risks along with it. But even from a business workflow perspective, email just wasn’t designed to be a collaboration tool. Documents in email are quickly outdated. If someone emails a document to three people for review, once the first person starts to make comments or modify it, the original attachment is out of date. Even if the reviewers are good about taking turns reviewing and using only the most recently emailed version, it will exist in all of their email accounts in up to four different iterations. Ensuring everyone reviews the most recent copy or merging changes and comments from any simultaneous reviews is completely at the discretion of the reviewers. Conversations and resulting decisions are not properly maintained. In a litigation event, proving who said what can be very important. Or maybe you need to prove the customer signed off on a particular change. Calling up the right file version and the right markups can be critical. Document permissions are irrelevant. To me, this is the biggest issue with emailing documents. Once an authorized user downloads a document and puts it in an email, all control over that document—and any intellectual property (IP) or sensitive information it contains—is lost. One click of the Send button can propel that document across a handful of unsecured email servers (hence the concern around Hilary Clinton’s use of her personal email account for classified communications) and to unauthorized recipients outside the organization. Don’t get me wrong, email is an incredibly useful tool, it’s just a misused one. But a combination of ECM and a proper collaboration tool solve this problem nicely. Send links to documents in the ECM system rather than sending the document itself. The Email link button in Content Suite just might be my favorite feature and is certainly one of my most used. If you need to share documents with people that don’t have access to the ECM system, Brava! can publish the file to the secure CSF format. CSF provides more control over what can be done with the file, including restricting printing and re-publishing, and can include password protection and even an expiration date. Use a tool designed for collaboration. With Brava!, markups and conversations are properly stored and managed and IP stays safely inside the firewall, seen only by authorized users. Brava! can even burn the final, approved markups into a PDF version of the document for archiving.

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9 Information Governance Mistakes to Avoid

Reliable data preservation, eased regulatory compliance, streamlined eDiscovery processes, and business continuity. With such great benefits, it makes sense that you want to get started with an archiving solution right away. Don’t dive in yet, though.. Information governance (IG) will change your way of doing business, but defining how it will be rolled out can prove challenging. Many organizations may have good intentions, but they can end up doing more harm than good. Instead of diving in head first, it’s often best to first test the information governance waters and properly ready yourself. Below are 9 of the most common mistakes to avoid when rolling out an IG program: #1 Treating IG as a one-off project Many organizations make a big deal over the launch of an information governance solution. But what happens after the initial kick-off? They often forget that an IG solution will need to be maintained and supported long after the party’s over. #2 Ignoring data quality and relevancy One of the biggest benefits of a strong IG program is increased data quality and relevancy. Too many companies implement IG technology, but don’t spend the time to manage information that is Redundant, Obsolete, or Trivial (ROT). Part of IG is giving higher visibility to the critical business data and getting rid of the ROT. #3 Not deleting ROT While instant messages with colleagues over a particular legal matter can be crucial to litigation matters, those that painstakingly plan the upcoming corporate picnic are not. Organizations often make the costly mistake of saving all of their data. This fear-driven approach can cost organizations substantial amounts of money in storage, and can create a whole lot of clutter. Having a deletion strategy is an essential part of an IG program. #4 Deleting when you should be archiving While defensible deletion is an important part of information governance, so is archiving. Often times, as data volumes get maxed, organizations start to become more “choosy” about what they keep and can start to overlook things. Ensure that the IG solution is scalable and can accommodate growing volumes. #5 Lack of executive buy-in Any information governance program impacts an entire organization, making executive buy-in an essential component for success. By implementing below C-level, the solution may not have the support, budget, or visibility it truly needs to flourish. #6 Excluding experts You wouldn’t hire an electrician to fix your plumbing, so why cause such complications in the workplace? Designing and implementing an IG solution can be daunting, so leave it to the experts. Hire consultants who are well versed in your industry and understand the compliance issues you’re facing. Typically this is money well spent. #7 Making it about compliance only While information governance is partially focused on keeping an organization in regulatory and legal compliance, making it the main focus of your program can be limiting – and boring. Get users invested in the new solution by demonstrating how it affects them individually: show how sales can close more deals, marketing can deliver products to market quicker, and how legal can proactively respond to litigation. #8 Implement technology before policy This is where testing the IG waters is crucial. If you implement technology, but don’t have the proper policies or company culture in place then organizations can see valuable resources wasted. #9 Believing you’re too small for IG All IG solutions are not created equal, but organizations of all sizes can benefit from one. While enterprise-size companies have massive amounts of data that can be overwhelming to manage without the necessary technology, smaller companies have fewer resources to manage data. All it takes is one lawsuit or rogue employee to cause irreversible damage. Instead of viewing IG adoption as a race to the finish, try to envision the process as creating culture change across the company and properly prepare yourself for the journey.

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Kicking Off Information Governance – the First 30 Days

Everyone is now on board with the information governance (IG) initiative you’ve championed across the organization and it’s time to get started.  With data volumes growing by the minute, it may feel like you are already behind schedule, and trying to decide where to begin is daunting. We are here to tell you the truth – kicking off an IG initiative is not easy.  With a carefully planned roadmap however, you can strategically roll out the solution with much success. Below is a basic guide to help you map out your first month of implementation, including tips to bolster your success. Week One Select an information governance committee. This group will outline the goals and objectives for the initiative, which will further define the procedures and policies set in place that govern its ongoing progress.   The information governance committee can also help establish a timeframe for rollout and ongoing maintenance. TIP: Ensure that there are key stakeholders from each of the essential business functions on the team to not only represent their respective departments, but also champion the initiative within each group. Week Two Start with small wins.  Information governance is much too large an initiative to implement organization-wide from the start.  Depending on the size and scope of the project, develop a step-by-step plan for information governance rollout that addresses one department at a time, or one project at a time.  Ensure there is a week or two between each rollout to allow room for troubleshooting, before moving on to the next project.  A few small projects to consider as starting points include: Create a training program Begin migration and retirement of old systems Start identifying and implementing technology Create a roadmap TIP: Identify areas or projects that can quickly show results. Week Three Reinforce participation.  One of the most challenging aspects of information governance is ongoing company wide participation.  Building a culture of information governance and compliance is critical for success.  It’s not an overnight process, but it’s important to keep the project top of mind and continue building momentum for the solution so it doesn’t fall off everyone’s radar. TIP: Consider building in an incentive-based reward system that links performance and participation.  Rewards can simply be recognition in the form of highlighting successful users. Week Four Establish some early ROI.  ROI will be it’s own champion for the ongoing success of the project.  Reporting positive results from the beginning will get more and more people on board and not only ease the implementation, but also support your case if and when more budget/resources are needed. TIP: Some good places to look for early ROI include: reduced storage volumes, improved eDiscovery timeframes and increased visibility.

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Addressing The Challenges Of User Adoption

In a perfect world, legal and highly regulated organizations have 100 percent of their content safely stored, secured, and governed by their document management system (DMS). Information can be located instantly, as needed for day-to-day operations, and it is stored in compliance with regulation and according to records policies to reduce risk. While 100 percent is the ideal, it is not the reality. A recent report by analyst firm Hyperion Research tells us that in the average ECM-enabled legal organization, only 70 percent of users actually use the system. In addition, nearly two thirds of legal organizations have less than half of their total institutional content captured in their DM, and for the single largest group responding, total capture sits at 10 percent or less. This situation is hard to fathom given the stringent regulations overseeing the management of legal matter and the consequences for failure—from reputational damage, to disgruntled clients, to hefty fines that can reach into the millions. Given these risks, why are documents not saved? According to Hyperion, the most common obstacles to user adoption include: • Reluctance of attorneys to use the system (44%), • Difficulty searching for and retrieving documents (30%), and • Poor integration with how users work (24%) Instead of using their DM, attorneys opt to save and share documents in ways they find more convenient and easy to use—from shared drives to cloud-based document repositories, and more. This scenario is concerning. Content stored in “silos” across the organization is difficult to manage, secure, and locate when needed. Unintegrated and unmanaged content increases the organizations’ risk exposure and can negatively impact its efficiency, productivity, and profitability. User adoption is a critical issue for legal firms and finding a solution is important. Hyperion concludes that effective systems should be so simple, intuitive, and tightly integrated with how users work that no one gives it a second thought. In their report, Hyperion evaluates 23 ECM solutions and cites OpenText eDOCS as having among the highest user adoption rates, based on data collected from customers. Naturally, we are incredibly proud of these results and committed to continual innovation in this area. In 2014, we launched an initiative to completely “reinvent and reimagine” our document management system—the foundation of our eDOCS Suite—to deliver superior ease of use. The results are reflected in OpenText™ Document Management, eDOCS Edition, affectionately known as eDOCS DM 10. The new DM 10 webtop delivers a simplified, intuitive user experience that works the way users do. Commonly performed tasks are streamlined to reduce clicks and help users do more, faster, and with reduced effort. Even the user administration tasks are simplified and streamlined to make system deployment, management, and maintenance more efficient and cost-effective. To learn more about our “reinvented and reimagined” eDOCS DM 10, watch our on-demand webinar or contact us. The full Hyperion report is also available for download on the Hyperion website, and the eDOCS summary is available here.  

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Boosting Productivity With Secure Mobile Access to Content

Energy

Legal and highly regulated organizations are always looking to boost their productivity, and mobile technologies fit the bill. Smartphones and tablets give attorneys increased flexibility to work anytime, anywhere—from home, from a client’s office, or while visiting court. Mobile devices are a boon to productivity and legal professionals have been quick to adopt them. Hyperion Research tells us more than 91 percent of legal organizations support mobile devices in some way, with law firms most actively adopting them (76 percent) and corporate legal departments lagging slightly behind. In addition, Hyperion identifies mobile access to ECM systems as a growing and important trend. In a recent report, Hyperion evaluated 23 ECM solutions for the legal market, identified six advanced ECM solutions, and reported that each advanced solution vendor provides some level of wireless access to their system, whether through a browser interface or an app. The benefits of this wireless extensibility, however, are tempered by serious concerns about security and control. How can administrators enforce content policy for remote devices? Are mobile devices intermixing personal and business content—and is this a security concern? What happens if the user’s device is lost or stolen—is content in the ECM system vulnerable to theft? According to Hyperion, 80 percent of legal organizations cite security as a major obstacle to offering their users wireless access. While all six Advanced Solutions in the Hyperion report offer mobile access to their system, OpenText eDOCS is specially recognized as ‘Highly Innovative’ in the area of mobile security. OpenText addresses security concerns with mobile device management (MDM) software that “containerizes” or “wraps” the ECM system environment on the wireless device, and allows the IT administrator to implement key security measures: • Setting permissions and access controls dictating what a user can and cannot do on the device • Setting passwords, encryption keys or other authentication requirements • Physically limiting where on the device documents can live and remain • Wiping the wireless device if it is lost or stolen Mobile access to content brings such value to legal professionals, we can conclude its here to stay—a permanent addition to the legal IT landscape. With advances in mobile security, legal organizations no longer need to trade-off mobility and security. With MDM software, OpenText Wireless DMS for eDOCS enables legal professionals to access their document repository confidently, while on the go, in ways that are both flexible and secure. The full report “Hyperion MarketView Report: Enterprise Content Management for Legal” is available for download on the Hyperion website, and the eDOCS summary is available here. To learn more about Wireless DMS for eDOCS, visit our website.

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5 Ways to Simplify eDiscovery

CX

Many organizations are failing at keeping up with their unstructured data. Legal and IT are finding themselves dealing with unmanaged data growth, often making eDiscovery a monumental task that eats up valuable resources. With legal and IT budgets being constricted, it can be hard to manage rising and unpredictable eDiscovery costs. Being proactive, rather than reactive is key. Below are five ways you can simplify the eDiscovery process and substantially reduce cost. #1 Avoid Legal Jargon Legal holds are meant to be acted upon by employees. In order to streamline the eDiscovery process, legal and compliance teams need to understand how employees talk and the issues related to their documents. Draft your legal hold notices in a way that everyone can understand so they know what to do, and fully understand expectations. #2 Anticipate Risk While you may be tempted to cross your fingers and simply hope no disputes arise, anticipating and planning for potential risks can prove to be very rewarding. Data and documents can be categorized based on potential risks, such as trademark disputes, with all corporate naming and branding documentation stored in a separate location. If and when litigation arises, your preparedness will pay off. #3 Early Case Assessment Once data is properly preserved and collected, it’s extremely important to condense the information down to a more manageable size. Actively culling the the data during document review will save you more time and money during the eDiscovery Process. #4 Integrate Solutions eDiscovery was formerly a “piecemeal” solution. Separate tools such as early case assessment and document review functioned as software packages which demanded the risky business of information transfer. Integrating all eDiscovery components under one platform is not only the safest route, but the simplest as well. #5 Hire Experts An eDiscovery solution provider can best advise and consultant clients through the assessment, selection and implementation processes. These experts can help you anticipate and plan for issues before they arise, and should essentially become an extension of your internal team. I think what it all boils down is being proactive. eDiscovery costs are substantially reduced when you’re readily prepared for an eDiscovery request by implementing the right tools and team. Asking for advice now and implementing technology might save you headaches and hundreds of thousands if not millions in eDiscovery costs and potential litigation disputes.

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New Forrester Report Cites OpenText as having “the broadest ECM backbone for enterprise applications”

The latest ECM analysis from highly respected Forrester Research has been released, and OpenText has been recognized as a leader in their evaluation of the most significant ECM software providers. Now, that’s always great news; our ECM solutions are consistently ranked at, or near, the top in every analyst’s reports, and we work very hard to ensure our offerings deserve that designation. But this one’s different. What’s special about this Forrester ranking for me and the rest of the ECM team here is the area of focus for this report. Entitled The Forrester Wave™: ECM Transactional Content Services, Q3 2015, this new analysis concentrates specifically on the field of transactional content management, in our view, the ability of ECM platforms to integrate with the lead applications that drive back-office business processes and help organize, extract value, and apply governance to the huge pool of information and data they generate. It’s an emerging priority for many organizations, and Forrester has deemed it worthy of its very own report this year. It’s also been a long-standing focus for OpenText, and that’s why we’re so thrilled to be recognized as a leader by Forrester. We’ve believed for some time now that organizations won’t be able to make the full transition to becoming successful, streamlined digital enterprises if they’re still trapped in a world of silos and isolated information. A wide variety of our customers (a couple of case studies are here and here) are now realizing the benefits of embedding ECM into their business processes and fully utilizing their transactional content to drive value and productivity. So, what is this “transactional content?” It’s the seemingly endless river of information that fuels enterprises; the invoices, statements, applications, communication, onboarding, and more that mostly emanates from sources outside the enterprise and has been traditionally ingested through a variety of isolated systems‑BPM, HCM, ERP, CRM, and others. There’s a lot of it within most enterprises, it’s highly structured, and it contains a significant percentage of their knowledge capital. For years, this information has generally been acquired, used to trigger an immediate process or task, and then been relegated to its respective repository. If it’s needed again, one-off access usually involves time-wasters like screen flips, log-ins, convoluted queries, emails, or even phone calls and walks down the hall‑not exactly productivity central and nowhere near good enough to efficiently paint the whole picture of a case or transaction. What’s more, there’s often been very little in the way of standard governance practices applied to the information housed within these processes. The answer lies not in extracting that information and transferring it to another repository, but in bringing organization, intelligence, and agility to it right where it’s sitting. By embedding the inherent organizational and governance strengths of ECM solutions into operational standbys such as SAP®, Oracle®, Microsoft®, and Salesforce®, organizations can tie them together and create a holistic, cross-enterprise information flow. After all, these lead applications are where all the action takes place, where the knowledge workers do their jobs, and where the value created by this information can be best used. Why not keep it all there? The newest generation of ECM offerings has the analytical, auto-classification, and integration capabilities to bridge the silos isolating each of these applications, facilitate a seamless information flow, and build a single, unified view of a transaction. Users effortlessly see everything they need, when they need it, efficiency and insight skyrockets, and all involved are way more responsive and productive. We believe that Forrester has acknowledged the growing importance of this strategy. We also feel that the fact that they’ve recognized OpenText as a leader is validation we’re on the right path.

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eHealth Sister Cities, Chicago & Riga: Perspectives From a Delegate

eHealth

In the past years, there has been more time between HIMSS Annual Conference and e-Health Week. With two major e-health events taking place within one month of each other, it was a bit more challenging for European participants; however, I had the privilege to attend both this year and wanted to share my takeaways with you. HIMSS – Chicago, Illinois HIMSS Annual Conference took place at Chicago McCormick Place – the largest convention center in North America. When I first attended HIMSS in New Orleans in 2007, the event was huge. Each year outdoes the next as it continues to grow year after year. This year, the attendance was high, and the event itself was massive. So massive in fact, the event required a mobile app with the agenda for the sessions and a detailed map with embedded route builder. I would not be surprised if in the future HIMSS events eventually split into thematic sections held at different dates and locations due to the growing audience. Since HIMSS, as of now, is a wide health IT conference it covers the whole Healthcare domain, but each year there are a few stand-out topics  which attract most of the interest. This year it was all about interoperability and patient engagement. Interoperability Last year when we were working with the HIMSS Europe Steering Committee, contributing to the design of  the continuity of care model, which covers both patient engagement and interoperability, there was no strong interest in the US,  and thus there was a rationale of introducing the model in Europe first. However, this year, the interoperability showcase area was large, placed right in the middle of the exhibition hall and attracted many visitors. Meaningful use and Accountable Care Act boosted this market big time. During the conference, we had a great conversation at the Alice Vignette, meeting some of the members of the HL7 security working group, discussing aspects of consent management in the IHE landscape, security on FHIR. The desired goal was to share EMEA use cases, making sure that standards embrace the national and regional patient privacy aspects learned from European, Middle East and African projects. Patient Engagement The patient engagement discussion included interesting reference stories from big Healthcare organizations such as Texas Children. Additionally, the patient conversations covered engagement models, organizational changes and supporting figures for cost saving and lowering readmission rates, as well as forward looking marketing announcements. Many vendors are trying to associate their products and solutions with the Apple watch hype. For example, WebMD released the medicine reminder app for the new iwatch. Wearable devices’ manufactures are actively partnering with health insurers and EMR vendors, similarly trying to connect technologies to business issues, being it premiums’ reductions or lowering readmission rates. I was left wondering how fast patient engagement is going to be adopted across the globe. For a detailed digest from HIMSS on this topic, click here. eHealth Week – Riga, Latvia The eHealth Week took place at Kipsala Conference Center in Riga, Latvia: not exactly one of the biggest capital cities in Europe, but definitely charming. Latvia is chairing the European Union this year, and many EU cross border events are taking place here. The eHealth Week in Europe is definitely a smaller scale event in comparison to HIMSS in Chicago. The event attracts Healthcare management, ministerial delegations and regional Healthcare authorities from Europe, Africa and Middle East. Thus there is a lot of practical knowledge sharing happening during panel discussions and roundtables, with an interesting variety of real experiences. The interoperability theme is still the big topic, however, it is not an independent topic anymore. It has matured and became a foundation for more sophisticated discussions on how to enable patient engagement, research and analytics of different omics data or pragmatic issues of implementing patient privacy legislation. As a main takeaway, I want to highlight two interesting conversations during a panel session and on our booth in the exhibit hall. We can consider Finland a leading European Healthcare as it has been first in Europe to consolidate EMR data at national level. That happened a few years ago and now the Finnish policy makers are engaged in the discussion on enabling a secondary use of already archived (securely) clinical information, to improve research and make them available for the benefit of the whole community of citizens. This conversation is not just taking place just at a very high level. This is a very pragmatic conversation about proper data models, information formats, anonymization covering use cases for clinical trials and drug effects monitoring. One idea would be to bring the research results back to clinical domain, improving treatment plans and clinical pathways. Italy is also at the edge of health IT modernization. Humanitas, the leading private hospitals group, won an innovation prize during the eHealth week. We had an interesting conversation with an Italian participant sharing a project currently in progress in Regione Puglia, running a pilot with EU support for a group of elderly citizens to encourage healthy lifestyles, and keep them healthier longer. All with the help of  wearable devices, mobile apps, and also a benefit program associated with the consistency of the program adoption. After a period of 6 months of activity they become eligible for discounts of healthy and organic food. Despite being a smaller scale event HIMSS Europe keeps people engaged and brings discussion to a cross-borders level, challenging technology and solutions with a healthcare ecosystem fragmented by language, culture and law. So now that the two events are over, is time to reflect on the many interesting ideas, use cases, trends and technologies presented on both continents, share feedback, and start focusing on what will be next. Did you attend either of the events? What were your takeaways?

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Empowering Government with a Digital Agenda

Like private businesses, governments are driven by information. Consider the amount of information associated with a single citizen: a birth certificate, passport, driver’s license, student loans, social security, health-related services, etc. Now multiply that across an entire population. If information is the new currency, then many government organizations are rich—so rich, in fact, that some don’t know what to do with this wealth (of information). The rate at which governments can effectively use their information as an asset is impacted by departmental or application silos. As illustrated below, information that should flow securely and effortlessly across departments, partners, and citizens is often disconnected and processes are fragmented. When this happens, governments don’t have a consolidated view of their information, which means they don’t have an accurate view of their resources, projects, or citizens. The result? Agencies work harder, not smarter. A digital agenda helps government organizations optimize their performance, without compromising governance and security. As part of implementing a digital agenda, digitizing information and processes is a critical first step. It lays the groundwork for collaboration and agility by removing silos that can hamper access and productivity—allowing information to flow freely across departments. Digital transformation requires coordination and collaboration across departments, sectors, jurisdictions, and policy domains; a host of changing relations and communication patterns; and a shift to citizen-centric service delivery. Implementing a digital agenda is critical. Broadly speaking, a digital agenda consists of three phases: Overhauling operations to improve efficiency and profitability. Agencies must reduce costs and increase competitiveness by digitizing their information and processes. Bringing agility into business processes to quickly adapt services and operations. Information processes and platforms need to be relevant for digital citizens, a new workforce, and emerging technologies. Delivering new services to citizens with continuous collaboration and innovation. Efficiency hinges on increasing the speed of information delivery through integrated systems and across projects. Many governments are making great strides in mandating the adoption of a digital strategy. Here are some examples of digital transformation at the federal level in government agencies in the U.S., Canada, and Europe: The U.S. Department of Justice (DoJ), Office of the Federal Detention Trustee (OFDT) has the typical mandate to do more with less. Their average daily population exceeds 55,000 prisoners in federal custody with an annual budget of more than $1 billion. Improving time and cost savings across the organization is paramount. By automating administrative activities like prisoner designation, OFDT has eliminated manual, paper-based processes and the use of outdated file-sharing methods (fax, postal mail and FedEx), at a projected cost-savings of $38.8 million. A Security Enterprise in the U.S. Department of Defense (DoD) relies on an e-government process automation solution to improve its performance. The automated, collaborative nature of this solution enables the agency to efficiently manage 4,000 Foreign Military Sales (valued at $49 billion) while effectively fulfilling its mission and characterizing its motto: “Strength in Cooperation”. CIZ (Centrum Indicatiestelling Zorg) oversees the Dutch Ministry of Health, handling over one million cases a year and supporting over 18,000 users. Challenged by a lack of business process control around the handling of cases combined with siloed data (spread across 17 databases), CIZ implemented an integrated case management solution so they can adapt more quickly to changes in legislation. By digitizing key processes, CIZ has been able to meet their target of processing 100 percent of their cases, reducing costs and increasing citizen satisfaction. Transport Canada works with over 50 partners (including Crown corporations, port authorities, and airport authorities) to ensure a safe, secure, efficient, and environmentally responsible transportation system. Fulfillment of their mission is based on timely and informed decision-making. Transport Canada relies on a combined information and records management solution to enable collaboration with all stakeholders, including citizens. Through digitization they have consolidated more than four million records in a single library, bringing together 5,200 users across 117 sites—the largest single library deployment in the Canadian Public Sector. In a Digital-First World, governments will have to support digital business models with new processes. Whether by design or by decree, government organizations will be required to build an e-government infrastructure that digitizes information-based processes. In doing so, they will unlock the potential of information to empower both public servants and citizens, and improve their ability to govern in the process. Agencies around the world are already reaping the benefits of an integrated digital agenda—such as increases in productivity and revenue that amount to cost savings in the millions of dollars; easier access to information through complaint, standardized IT infrastructures; decreases in costs and inefficiencies with automated processes; and improvements in citizen relationships and satisfaction through innovative services. It’s evident that the rewards far outweigh the effort. And the technology is available. You can read all about how governments around the world are implementing digital agendas in my book e-Government or Out of Government. 1. Paul Tellier and David Emerson, “Seventh Report of the Prime Minister’s Advisory Committee on the Public Service,” Clerk of the Privy Council, March, 2013: http://www.clerk.gc.ca/eng/feature.asp?pageId=314 (accessed December 2013).

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Replacing Your Legacy Archiving System is a Pain. No More!

Large organizations rely heavily on rapidly evolving technology to thrive in today’s competitive business environment. And one of these vital solutions is the electronic archiving system, which is expected to maintain a comprehensive and accurate record of customer information such as statements, bills, invoices, insurance policies, scanned images and other organizational information that is essential to the survival and growth of the enterprise. It is critically important for modern organizations that these assets are retained in an efficient and intelligent manner so that they can be retrieved on-demand for customer presentation, compliance, auditing, reporting, etc. Like all information technology, archive systems too need to be upgraded from time to time. Depending on the requirements of a progressive organization, this could even mean replacing the existing systems with a brand new solution. The first step toward an effective solution, however, is identifying the shortcomings of the current system in the context of your evolving business needs. Here are a few tell-tale signs that your archiving system hasn’t been keeping up with your growth: Waning vendor support – It doesn’t receive enough attention from the vendor in terms of upgrades and support. Costly Upgrades – When it becomes prohibitively expensive to boost performance or add new capabilities/features. New Media Deficit – The system falls short on receiving and serving up content to the multitude of customer channels, including web, social, mobile, tablet, text, messages, email, and print. Social Disconnect – Perhaps the most easily recognizable symptom of an outdated archive system is the inability to connect with social media such as Facebook and Twitter accounts and capture and store customer information. Content Inaccessibility – Users complaining of an inability to extract data for targeted messaging, trans-promotional marketing, analytics, and other sales and marketing functions. Compliance Infractions – Inability to store or retrieve content that could lead to investigations, fines, license revocations, or lawsuits. If you can relate to one or more of these issues then upgrading to a more contemporary solution may be the best way forward. An example of archive migrations we have conducted for our customers and have extensive experience in is for the Mobius/ASG-ViewDirect® system. The challenges often highlighted for this system include some of those listed in the points above, as well as other issues typically seen in legacy archive systems, such as a lack of a coherent product roadmap, high costs, and an outdated user experience. Customers are often certain about the need for migration but are unsure about how to move to a new archive without disrupting critical business functions. The only real roadblock to improved performance then, is the migration itself. The process can be laborious and cumbersome, with key performance factors around the ability to perform complex document migrations on time and within budget, while maintaining access for existing applications, repurposing information locked in legacy document formats and meeting regulatory requirements. While enterprise IT departments have stringent migration requirements, modernizing your archiving system doesn’t necessarily have to be painful, and OpenText®’s ECM Migration service has a methodology in place to make sure it isn’t. The service provides a way to efficiently migrate content out of legacy archiving systems like Mobius/ASG-ViewDirect® and others to a more contemporary solution such as OpenText’s Output Archive (formerly known as BIRT Repository). Some of the unique benefits of using OpenText’s ECM Migration Service for Mobius migrations include the ability to migrate content out of Mobius without the need to purchase expensive Mobius APIs and the capability to read directly from the underlying file structure using the Mobius Resource Extractor, bypassing the need for Mobius to be running. Our ECM Migration methodology has been designed keeping best practices gleaned from many successful engagements and utilizes award-winning technologies to automate migration in a lights-out environment without disrupting day-to-day business activities. The ECM Migration team has worked with many ECM systems including IBM® Content Management OnDemand (CMOD), IBM® FileNet® Image Services, IBM®FileNet® P8, ASG-ViewDirect®, and others for decades, and the maturity of our solution proves it. Our technology and DETAIL™ Methodology enables us to: Manage all aspects of a migration Cut up to 6 weeks off of the initial planning Use standard logging on a single platform Provide multi-threaded support out-of-the-box Implement process flows, advanced logic and routers through drag-and-drop interfaces without the need for scripting Connect to and pool the connection with multiple databases and repositories Run processes concurrently, by thread or broken down by stage (i.e. Load, Extract, Convert) Handle massive volumes of data, documents, images and metadata So, if you think it’s time to say goodbye to your current archiving system, know that there are experts out there who can help you define your requirements and deploy an appropriate solution that will take you where you want to go. And remember – organizations that evolve, thrive. Others perish.

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Beware of the Trendy Archive Solution

Technology is moving so fast that even the staunchest CIO and IT professional can feel overwhelmed. Information governance has dramatically changed over the past few years and companies are now looking at it to manage their entire electronic footprint. Finding an archive solution that meets your business needs is difficult and the costs associated with picking the wrong partner are astronomical. Expensive setup fees and having your data already tied into a solution make changing again difficult. When trying to identify an archive solution—whether you’ve realized your needs now expand beyond email archiving or you need a solution that can quickly scale with your data requirements—there are a lot of companies making a lot of promises and they often fall short. When a provider would rather talk to you about their Quadrant winning solution and robust but overly complex search features instead of listening to your business problems and learning about your industry, run the other way. Features are important, but only after you’ve identified that they can help you solve your business problems. Strategy is key. You can have all the bells and whistles and still be spending all day trying to get that archive to meet your needs. Knowing your industry, stakeholders, goals, and organization should be vital to your provider, and they should also be committed to cutting-edge technology and building an amazing feature set. Everyone hears the horror stories of companies who went with one solution only to switch again 12 months later. We want to help you avoid this mistake by giving a few tips to help you select an information archive solution that can meet your needs. Review your goals Before you start sending out that RFP, it’s important to understand where you are currently at. Is your existing solution costly and time consuming? Perhaps your data is growing so quickly that you can’t keep up or do you need a solution to help with eDiscovery and compliance? Understanding what problems you’re facing will arm you with the information needed to go to the C-suite and get buy-in, and help ensure that the conversation stays focused on business goals and not bells and whistles. Be selective Don’t allow a company’s ability to rank well on a search results page be your selection method. Simply contacting the first 5 companies that appear on Google for “Information Archiving Software” is a surefire way to hire the wrong partner. Rather than invite every company under the sun to bid, look for a solution that you strongly suspect will be right for your organization. Doing proper research you should narrow it down to 1 – 3 solutions. If you don’t know where to start, ask the community. You would be surprised how helpful the LinkedIn community can be. Once you have a few recommendations, visit each of their websites and see if any of them inspire confidence to handle your organization’s most important business data. The more you know about the company you call will reflect well on your preparedness for picking the right software. Run tests Protecting and archiving your data is only part of the equation, you need to make sure it’s easy to access. Ask to see several demos and ask if they will let you test run the product yourself on a small test pilot. Now you can test the product yourself and do several different searches to ensure that it’s pulling up the most relevant information to your search. Support Anticipate hiccups especially when you have a large amount of data. Archiving launches rarely go 100% flawless, and you need to make sure that your provider will be there to support you every step of the way. Don’t let hidden support fees creep up on you—ask upfront what level of support they will provide. Will they be there whenever you run into problems? Do they have a dedicated support team? How quickly do they respond to emails, and how long until you get a call back? These questions will give you a great feel for how they support their clients. In conclusion Setting up an archive solution is one of the most important decisions an organization will make. You can get sucked into cool features that will only be replaced as technology changes, or you can work with a provider who understands your unique challenge

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OpenText and SAP Run Together for Exceptional Customer Impact

As we gear up for another year at SAPPHIRE, I’d like to reflect on the strong relationship that OpenText and SAP have shared for decades and look ahead to an exciting future together. For more than 20 years, we have worked together to empower the enterprise to manage its unstructured and structured information for business success. Our combined solutions make information more discoverable, manageable, secure, and valuable. Connecting SAP business suites with OpenText information suites delivers a powerful platform for innovation and opportunity. Together, we have: Transformed processing operations at Bumblebee Foods from being 100 percent reliant on paper to being 100 percent digital, with automated processes reducing costs by over 50 percent and significantly increasing efficiency. Positioned Alagasco for future growth through increased sustainability and performance. Centralized information has helped break down organizational silos, speed up sales processes, and maintain business continuity. Created a culture of innovation at Distell by empowering employees to share best practices and collaborate. As well as increasing productivity, the organization has managed its intellectual capital more effectively to enhance and protect its brand. As the world around us shifts to digital, the combined value that we deliver as partners grows exponentially. In celebration of this valued relationship, OpenText has been awarded the SAP Pinnacle Award for seven years in a row. Today, I’m pleased to announce that we have just received the 2015 SAP Pinnacle Award for “Solution Extension Partner of the Year”, making OpenText a recipient for the past eight years. This category honors partners who co-innovate with SAP to deliver exceptional customer impact. OpenText was selected for this year’s award based on our innovative approach that enriches and extends the capabilities and scope of SAP products and applications OpenText was formally presented with the 2015 SAP Pinnacle Award at the SAP Global Partner Summit last evening, in conjunction with SAPPHIRE® NOW, SAP’s international customer conference in Orlando, Florida. We’re on hand at this event to showcase the latest advancements in joint OpenText and SAP releases. Look for us at booth #130 at the conference where we’ll be demonstrating the power and flexibility of products like SAP Document Presentation, SAP Invoice Management, and Tempo Box Premium. We continue to build out the OpenText and SAP ecosystem. Our strategic solutions now support a broad range of SAP offerings—from HANA database and analytics to Simple Finance and the HANA Enterprise Cloud. Recent releases include HANA integrations for SAP Document Presentment by OpenText and SAP Invoice Management by OpenText—both designed to deliver deeper insight and content value, enhancing an organization’s process efficiency and the ability to make more strategic decisions. These extensions are available in the cloud, on premise, or as a hybrid solution. At Enterprise World 2014, our annual user conference, we introduced the OpenText Business Center for SAP Solutions, a platform for automating mission-critical business processes across the SAP business suite. We have now announced the general availability of this product. Using the OpenText Business Center for SAP, joint customers will be able to digitize entire processes in SAP—from capture to creation—without requiring complex configuration or programming resources. In the Digital-First World, all of an organization’s information and processes will be digital. This release is part of our commitment to simplify, transform, and accelerate business for the digital enterprise—enabling it to drive efficiency through digitization. In addition to expanding our support for SAP processes, we will be also be introducing Tempo Box Value Edition & Tempo Box Premium. Tempo Box Value Edition & Tempo Box Premium are secure solutions for sharing and synchronizing both personal and SAP enterprise content across different platforms and devices. Both deliver tight integration into SAP Extended ECM, giving users greater freedom to share and work with business content across any device, while still maintaining information governance and control. Tempo Box Value Edition & Tempo Box Premium enhance the SAP ecosystem by securely extending content tied to SAP business processes beyond the firewall to non-SAP users, including unlimited external users such as customers, suppliers, and partners across the business network. The ability to manage unstructured information in the enterprise plays a pivotal role in digital transformation—and it is a key capability that the OpenText and SAP ecosystem delivers. Our partnership continues to drive product breakthroughs that produce impactful and tangible results for our customers. Together, we are laying the foundation for a Digital-First World for over 4,500 customers and 50+ million active users—across two decades of innovation and into the future. Read the press release. Visit our website.

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ECM Migrations: Tools and Team are Important for Success

In our previous post on ECM Migrations, we discussed the key components of the process or methodology that will take the migration project from start to successful completion. In reality, successful migrations are facilitated by sophisticated tools and an expert team with many years of experience. Let’s look closer at them. The Tools Your ECM Migration Toolset needs to be able to do the following: Read from the existing ECM or Archiving system Extract data from the content (both embedded and attached) Develop new indexes from the extracted data Reformat your data Replace information as necessary – for example logos, advertising Insert new information – banner sheets, cover sheets Load data into the new system in an efficient manner Audit the process Provide status updates Create new retention and disposition rules. The Team While a large-scale ECM or document archive migration project may seem daunting at first, a good amount of planning guided by best practices methodology can ensure success. Choosing a vendor who meets the following criteria can significantly lower the risk (and pain) associated with any document migration project as well as reduce the time to return-on-investment. Ask questions of the vendors you are dealing with to ensure they have: Experienced migration consultants with deep technical knowledge regarding the extraction and loading of ECM, Archiving, IDARS and COLD systems. A proven detailed migration methodology. Configurable migration components designed to automate the migration process. Specialized applications designed to transform and extract information from a variety of print stream formats. A track record of success; speed, efficiency and reliability. Reference accounts you can speak with. For more information, download a brief white paper, Best Practice in ECM Document Migrations.

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