Empower Your Enterprise

A NEW VIEWof

Records Management

Market Dynamics Drives New Behaviors

Compliance, Content and Records Management is industry focus

Driven by:• Laws and regulations

• Business processes

• Corporate policy

Sarbanes-Oxley Act

A new law signed by President Bush

on July 31, 2002.

Anyone who knowingly alters,

destroys, conceals, or falsifies

documents…. fines and/or

imprisonment of up to 20 years.

A violation of the Act’s audit records

retention requirements is

punishable by up to 10 years

imprisonment.

Sarbanes-Oxley Act 2002 SEC. 802. CRIMINAL PENALTIES FOR ALTERING DOCUMENTS

Now It’s Business and It’s Personal

Information Technology BUSINESS Compliance

Avoid the collision of technology and business goals.

Authenticity, secure, unalterable, long term access of documents IS . . . . . just a click away.

Market Dynamics Drives New Behaviors

Paper documents in the United States = 4 trillion· Annual growth rate = 22%· Corporate memory existing on paper = 90%· Labor to find a misfiled document $120.00· Labor to reproduce a lost document $220.00· Percent of all documents that get lost 7.5%

- Coopers & Lybrand 2004

It’s all about Retention

Disposition

Paper Isn’t Going Away Either !

Digital content keeps growing.

Compliance to records management regulations is an industry focus.

Companies struggle with maintaining digital content long term.

Services for digital content management is a growing trend.

Analog Archiving gets a second look by the industry.

Market Dynamics Drives New Behaviors

Society Has Learned . .

Council on Library and Information Resources asks:

If . . .Shakespeare had written Hamlet on a

word processor . . .

If our forefathers had written the Act of Confederation with a computer text editor. . .

If Alexander Graham Bell had documented his experiments with the telephone on floppy disks, . .

or

or

Would their

Great Achievements

still Be available

to us

Today?

Council on Library and Information Resources asks:

“Unless they copied their work to a

more durable

medium, the answer is

NO ! ”

Council on Library and Information Resources . .

It Goes Beyond Media . . . .

National Media Laboratory:“The life expectancy of digital documents is rarely, if ever, comparable to that of paper. And in most cases, the hardware or software required to retrieve documents becomes obsolete in just a few years”.

The Digital Migration Risk• How do you know it is rendered accurately ????

““Bear in mind that Bear in mind that studies show that studies show that each migration may each migration may lose up to 5 percentlose up to 5 percent

of the stored of the stored information.”information.”

Gartner Management Update 8/2001

Reference Archiving: Avoid Migration Risk and Expense

Files Migrated From Previous Systems.

Digital Migration

What is the percentage error in budgeting the cost for

completing a migration of digital images?

Answer: 300-500% Gartner Study

Digital Media - TapeThe most temporary storage media for digital information

mankind ever made

OPTICAL MediaHolds A LOT of data . . . . . BUT!

This Just In - - - May ‘04

Media Lifetimes

1020

35

????

? How long willHow long willmy media last?my media last?

10 years. . . . .BUT!

Disposition/LE Chart

National Media Laboratory

For storage at 20°C (68°F) & 40% RHMagnetic Tape Optical Disk Paper Microfilm

Retention Period -

Required Storage Life I-

D1

Dat

a D

-2

Dat

a D

-3

3480

3490

/349

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DL

T

Dat

a 8m

m /

Dat

a V

HS

DD

S /

4mm

QIC

/ Q

IC-w

ide

CD

-RO

M

WO

RM

CD

-R

M-O

New

spap

er (

hig

h li

gn

in)

Hig

h Q

ual

ity

(lo

w li

gn

in)

"Per

man

ent"

(b

uff

ered

)

Med

ium

-Ter

m F

ilm

Arc

hiv

al Q

ual

ity

(Silv

er)

Retention Period -

Required Storage Life

1 year 1 year2 years 2 years5 years 5 years

10 years 10 years15 years 15 years20 years 20 years30 years 30 years50 years 50 years

500+ years

WHY Won't Microfilm “Just Go Away” ?

AttributesDeliverables

Proven Performance

The attributes of microfilm have remained constant. How and why we use it, has not.

“The business value of the media in a digital environment is resurfacing fueled by both Digital enablement and concern”.

How Do You . . .

Manage CONTENT and RECORDS to protect organizational continuity?

Improve workflow PROCESS and be COMPLIANT?

Manage documents with a virtual existence?

Build A:Digital Reference Archive

It’s All About

TRUST

A Reference Archive… What is It?

A sustainable repository of trustworthy records created with technology where…

1. Documents (“Moments in Time”) are preserved as evidence of facts that provide an authoritative reference of the original document.

3. Self sustaining and can easily ensure that content has not been altered since time of creation.

2. Accurate representations of original document content, context and structure ensure integrityand completeness of records.

DigitalReference Archive

Time

Evidence

Analysis

Auditor responseCollaboration

Records ManagementCustomerService

Distributed retrieval “Must have” storage

Origination

Workflow

Information(Records) availability“VALUE”

DOCUMENTSAs

InformationContainers

BusinessValue

Migration Event

WHEN You Archive is Just as Important as HOW !

No Longer Required

Create Your Reference Archive As Part Of Your Normal Course Of Business !

Image / Document Processing

Documents Sent To Imaging Systems

ABAB

Documents Simultaneously readied for archiving

File Directory Path LocationRoll #Page # Image Address

Digital Film Writer

Reference Archive of Digital

Documents

Create a Reference Archive As Part Of Your Process!

The Roll Of Microfilm In A Digital World

Dispelling The Myths Of Micrographics

It’s a Matter of Perspective . . .

Myths of Microfilm

Myth #1Creating Microfilm Output is Time and Labor Intensive

Reality• Kodak Reference Archive technology Streamlines and

Automates the Processes

Myths of MicrofilmMyth #2• Microfilm is only for niche applications and can

not exist is a digital environment.

Reality Lifecycle Management

Compliance Enabling

Risk Mitigation

Disaster Recovery

A Digital Visual Record

Storage Management

Disaster Recovery

Myths of Microfilm

Myth # 3Microfilm is inaccessible compared to CD/DVD, OD and Tape

Reality• Computerized indexes for Microfilm have been around

longer than desktop computers; Managing offline information is media independent

File Directory Path Location

Roll #

Page # Image Address

MYTHS OF MICROFILM

Myth # 4

Microfilm image quality is poor and viewing microfilm is not “Desk Top” accessible.

Reality• File writers make “Picture Perfect” film and retrieving

images DIGITAL and desktop accessible.

Traditional•Skew•Variable Image density•Uneven Spacing•Hands•Brochure does not paginate.

Output Comparison – Traditional vs. Digital Process

Digital

•The same images scanned and then printed on the i9600 Series.

•Improved Retrievability Readability and Film consumption.

An Optimized Digital Process

Saves Time, Money and Achieves Business Objectives

Fundamentally . . . .

It Turns THIS Into THIS

Myths of Microfilm

Myth # 5A Reference Archive is ONLY for documents that can be recorded on 16mm film

RealityANY image, to ANY format film

“If it’s Digital, . . . . . YOU Can Record It” A

Reference Archive for

All Documents

In Order To Deliver True Value

Technologies MUST Complement !

Reference Archive Services Network

Introducing

Reference Archive Services Network

A network of services providers that create a self sustainable repository of digital records created with technology that ensures file integrity and

represents an authoritative reference of unaltered original document content.

You Can Have Confidence InReference Archive Service Providers

Uses Kodak Technology

Trained By Kodak

Monitored By Kodak

Operates to Industry Recognized Standards

Provides to You at No Charge:Digital Reference Archive Creator Software

- Organizes Documents

- Prepares Files for Archiving

Service Providers Administers Your Application

This Set-Up is Done For You.

A “Virtual Roll” is Created

Optional Preview and Manage Utility

SEND Files to Service Provider and/or Create CDs, DVDs

Summary

The need for a Reference Archive is there.

Today’s microfilm is digital, easy to work with and cost effective.

There is much support for implementing these products

If your want to learn more or arrange for a personal visit or presentation . . . .

Contact me for further details

John Britton

636-532-8373

john.britton@kodak.com