Empower Your Enterprise A NEW VIEW of Records Management.
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Empower Your Enterprise A NEW VIEW of Records Management
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Transcript of Empower Your Enterprise A NEW VIEW of Records Management.
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-
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-2
Dat
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3490
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ide
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New
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hig
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Hig
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ual
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gn
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"Per
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(b
uff
ered
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Med
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-Ter
m F
ilm
Arc
hiv
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ual
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(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 . . . .
