Reduce the Cost & Risk

of Managing Your Information with

16 November 2016

Some Quick

Housekeeping

- All attendee lines are muted

- Please enter questions using the Q&A

function within GotoWebinar

- We will answer all questions at the end

- A recording will be made available to all

attendees, as well as a copy of the slides

Today’s Facilitator

3

Ken Lownie

VP Customer Success

Records Management SME for

Everteam

Responsible for Ensuring

Customer’s are Successful

Implementing and Using our

Products

Topics

4

1. What We are Doing is NOT Working

2. everteam.records

3. Demonstration

The Current Approach to Records Management is Simply Not Viable

5

Point of Transaction Point of Record Capture

Data

Created

Data

Stored In

Application

Records

Extracted

Records Management

Function

Data

Exported

Documents

CollectedDocuments

Created

The Current Approach to Records Management is Simply Not Viable

6

COSTVOLUME RISK

Records Should be Collected at their Source

7

When records are retrieved in a

separate process, at a later point

in time, they will always be less

accurate and more expensive to

gather.

Records should be collected at the

point, and in the moment, of the

transaction.

A Fundamental Organizing Principal of Automated Records Management

The Everteam Model

8

Point of Transaction

Point of Record Capture

Data

Created

Data

Stored In

Application

Records

Extracted

Data

Exported

Documents

Collected

Documents

Created

Automated Records

Management Function

Capture | Auto-classify | Optimize Storage

Index & Search | Manage Retention

8 Essential Elements of Source-Based Records Management

9

1. Collect records directly from the systems that create them with application

connectors regardless of their nature or format: DB Record, pdf, doc, xml,….

2. Automate record management processes (collection, review, approval) with

workflow capabilities

3. Leverage automatic classification and metadata extraction

4. Provide a single point of access for authorized users to search and access

records across the organization regardless of their source

5. Implement consistent record retention policy management across all record

types

6. Address litigation hold requirements

7. Store records on a tiered basis at lower net cost

8. Incorporate Physical Records Management

Application Archiving in Action

10

MGEN provides health insurance to three million clients and employs

nearly nine thousand people. They provide insurance and manage thirty-

three health and social institutions (such as hospitals, mental institutions,

health centers, and homes for the elderly).

Beginning with archiving of payroll records and annual employee appraisals, MGEN has

incrementally expanded their use of Everteam over a period of more than ten years. Their

approach illustrates how a series of Application Archiving initiatives can build to a complete a

records management architecture.

Today, they use apply Everteam’s solution to manage more than 800 flows from Oracle and other

systems, collecting record types comprising millions of documents from a wide range of internal

systems. As result, they have the ability to search their archives from their production

applications, retrieve records, manage retention and recreate transactions.

MGEN has built a complete records management and archiving

architecture from the bottom-up with Everteam

Topics

11

1. What We are Doing is not Working

2. everteam.records

3. Demonstration

everteam.records capabilities

12

StoreIngest

Connect

Legal

Hold

Manage

Retention

everteam

records

Protect

Auto ClassifyVerify

Search

Topics

13

1. What We are Doing is not Working

2. everteam.records

3. Demonstration

Topics

14

https://attendee.gotowebinar.com/register/5791141315881040897?source=Everteam.records+webinar

Let’s Take

Some

Questions

</End>

Capabilities

17

• We can take compressed database files or any format data extract directly from the

application environment

• We can ingest the object in the context of its relational data structure and replicate the

schema of the source system, or we can rely on converting to NoSQL structure

• We can discern between true records and what is a purely transient and system-generated

data that does not need to be managed as records

• Automatically classify the data objects to ensure accurate application of Retention policy and

regulation

CAPTURE STORE MANAGE

Capabilities

18

• We un-clog production environments by keeping them clean and optimized for both

performance and access

• We ensure proper security, compliance, and access control is applied

• We validate through tracking and storing appropriate digital signatures

• We optimize archives storage costs while optimizing performance through storage tiering

• We have out-of-the-box connector for most major storage devices: Centerra, Atmos, HCP,

Carringo, NetApp, …

CAPTURE STORE MANAGE

Capabilities

19

• We provide scalable search across multiple app archives and content repositories

• We can re-create the inactive data and transactions for access from the source system

• We apply records management principles such as retention and legal hold to any data object,

or file

• We provide “Federated” Search, Retention Management and Legal Hold across all the

archives

CAPTURE STORE MANAGE

System Overview

20

Tiered

Storage

Compress?

Application Archiving in Action

21

GMF, is a major insurance provider, delivers home, auto, medical, and

real estate insurance products. They insure more than 3 million autos

and 3 million homes through a network of more than 3000 agents.

At GMF, increasing quantity of human resource records was creating a drag on application

performance, affecting search speed and creating storage challenges. And a pending legal

requirement – compliance with the new Solvency II regulation – was looming.

GMF implemented Everteam to offload the HR Information System and to manage the HR

records according to legal requirements (including Solvency II requirements).

The Everteam solution, now manages millions of records. The load on the production

environment is reduced, while the offloaded HR records are managed for retention and in

accordance with record keeping regulations.

GMF brought the content created by their HR systems into

regulatory compliance with Everteam