SINGLE SOURCE OF TRUTH Jason Arundel M-Files, Director of UK sales - PowerPoint PPT Presentation

SINGLE SOURCE OF TRUTH Jason Arundel – M-Files, Director of UK sales

CONTENT CHAOS By the Numbers 100% 17 20% 25% I N C R E A S E O F DATA T H E N U M B E R O F O F A K N OW L E D G E B A D LY F I L E D E V E RY 1 8 M O N T H S I N T I M E S T H E AV E R A G E W O R K E R S T I M E D O C U M E N T S W I L L T H E AV E R A G E D O C U M E N T E X I S T S S P E N T S E A R C H I N G N E V E R B E F O U N D O R G A N I S AT I O N F O R C O N T E N T F O R R E S T E R G A RT N E R A I I M G A RT N E R

CONTENT CHAOS By the Numbers 70% 69% 62% 52% O F O R G A N I Z AT I O N S S TO R E A N D M A N A G E C O M P L E T E LY O F O R G A N I Z AT I O N S H AV E A P O O R D O C U M E N T S U S I N G R E L I A N T O N U S E 4 O R M O R E C O N T E N T S T R AT E G Y E M A I L N E T W O R K F I L E C O N T E N T S Y S T E M S ( I F A N Y ) S H A R E S F O R R E S T E R M - F I L E S I I M S U R V E Y A I I M A I I M

The Paradigm… THAT SIMPLY NO LONGER WORKS!

• Not unreasonable – we had to start somewhere • No data controller - Folders rely on everyone saving information to the same location. • Legacy ECM solution added THE ANSWER!?! some control but didn't address the underlying problem.

Users saving content to multiple NO RIGHT OR locations WRONG WAY • 17 version of any document WITH FOLDERS… Access denied • Hierarchical permissions 20% of our time spent searching • Average £40k salary = £8,000 Typical approach – Purchase a "better" folder based DMS

SHADOW IT • Consumer grade applications Users have access to their own solutions • Loss of Control • • Permissions/access • Potential regulatory infringement GDPR • Confidentiality • • Contractual obligation • What do these applications offer that you don't?

The Paradigm shift Access content the way you want

• Access content anywhere on any device Content based on • user behavior • Interoperability with other applications - Alexa, Sonos etc. Interact with social • groups

• Apps like Spotify, Netflix, Amazon, Instagram have changed user expectations • Data location is no longer important, we want access to our content on any device, on any platform at any time. • Our social lives have been enhanced, USER DEMANDS why are business environments so far behind? ARE CHANGING

MANAGE INFORMATION based on what IT is NOT where it's stored ? Proposal Y: ? Proposals 2018 ESTT Corporation ? Projects ? ESTT Website ? Official docs Renewal 1/30/2018 ? Website renewal

METADATA DRIVEN INFORMATION CONTROL Search for information based One single version of the truth on context, find exactly what you need when you need it. Dynamically control access Automatically assign workflow rights and permissions based based on what the content is on what information relates to

• Easy classification of unstructured content • Metadata suggestions • Adaptive classification • Structured content from unstructured INTELLIGENT • Metadata-based navigation • Relationships between information INFORMATION MANAGEMENT

SILOED APPROACH NO LONGER AN OPTION • Users require applications that enable them to perform their specific job role. • Users want to access and share content with the same ease they experience in their social lives • Multiple applications need access to the same content

Pointing your applications to a folder structure is like asking it to find Wally!

There's Wally! Metadata • Male • Red and white stripe jumper • Red and white bobble hat • Blue trousers • Glasses • Brown hair • Beach • Pirate Ship

Bridging the Gap between Structured and Unstructured data.

Applications access information based on what IT is NOT where it's stored ? Proposal Y: ? Proposals 2018 ESTT Corporation ? Projects ? ESTT Website ? Official docs Renewal 1/30/2018 ? Website renewal

BUILDING THE DIGITAL ENTERPRISE DATA-DRIVEN • Metadata • Integrations with business systems PROCESS • Workflows • Approvals GOVERNANCE • Compliance & Audits • Regulations • Access Control • Change Control • Digital Signatures • Records