Content Collection and eDiscovery

If your organization is like many others, a call from legal or human resources to produce evidence for an electronic discovery (eDiscovery) request can turn into a time consuming and expensive endeavor.  Searching through and analyzing emails, electronic files, SharePoint, and other content is an arduous task, especially if all of that information is contained in silos, with no common repository.

We have helped customers, at the very least, from a cost savings perspective; realize savings from de-duplication of content.  In many cases, customers can see a return on investment in less than one year!

ImageSource can implement enterprise content management solutions that can collect all of the data in you environment, according to your policies, and make it available for legal search and discovery.

We can advise you on best practice for implementing a “content collection, archiving and eDiscovery” infrastructure that will utilize your file plans, and make sure you address these legal concerns:

  • “We don’t want to keep too much content”
  • “We want to keep the right content”
  • “We want to meet the government’s requirement that consistent, repeatable processes are in place”

We’d love to discuss your specific situation, and leverage our expertise to help solve your challenge.  There’s no reason why, with the technology available, that organizations should still be struggling with the same problems from the ‘90s.

Archie Horton
Regional Sales Manager
ImageSource, Inc.

Northwest County Goes Live with Oracle ECM 11g and Automated Records Management

A sizable county in the Northwest recently partnered with ImageSource on a major Universal Records Management solution. Implementing Oracle’s latest technology – Oracle ECM Suite 11g – the county’s Public Works and Utilities (PWU) led the shift to an automated system for managing records. By putting a state-of-art records management system in place, PWU is blazing the way for the county to effectively manage records and retention policies county-wide.

The impetus to automate records management at the County included a variety of challenges.  They were working from an electronic digital vault for storing documents that had been developed internally and operated with antiquated architecture and technology. The indexing structure was extremely complicated so they had difficulty finding and storing information and the vault had zero records management capabilities. There was no official File Plan in place and content was kept in multiple formats and several locations; paper files, network file system and the vault.

The starting point for the project was to perform a Policy and Procedure review.  From that ImageSource Professional Services delivered several reports including eDiscovery and Public Disclosure recommendations, a vault migration strategy, a metadata model and an official File Plan for automating records management with government mandates and regulations.

Once the structural foundation for records management was analyzed, evaluated and a governance plan put in place by ImageSource, the technology implementation was the next step. Oracle 11g was selected as the infrastructure for several reasons. Recently redesigned, Oracle ECM utilizes JAVA programming technology for its ECM suite, providing the most recent Oracle technology and a solid foundation for years to come.  11g also provides a tighter integration between vertical components, which at the end of the day, provides a wider range of choices and more flexibility in architecting and designing solutions.  Oracle 11g also provides a host of benefits in the context of the broader Oracle line-of-business platforms – weather its Siebel, CRM on demand, JD Edwards or PeopleSoft – the integrations will be tight. The other Oracle products used to support this implementation are Oracle AutoVue, Oracle Secure Enterprise Search and URM Adaptors for SharePoint and the Network File System.

Utilizing Oracle ECM 11g and its Universal Records Management (URM) module, records management policies are now in place for three workgroups within Public Works and Utilities. A system was designed around the core concept of contribution folders. In order to ease transition, the Oracle software was designed and set up to mimic the folder structures that the County was using on their network file system. The contribution folders have a hierarchal structure and content contribution to the folders is extremely easy with drag-and-drop functionality. The hierarchal structure enables automatic assignment of metadata and records management policies without ever having to key index values.  Direct contribution capabilities into the file structure are also available from Word, Excel, PowerPoint and Outlook.

The County went live with this new Records Management solution a few weeks ago and is now moving toward a completely automated records management system in PWU. This solution also provided the County with the infrastructure to facilitate Public Disclosure Requests and to automate records management County-wide. The benefits will be far reaching as the County moves into full production and later expands the many enterprise capabilities of Oracle 11g.

Debbie Horton
ImageSource
Communications Director

Client Vendor Partnership

I’m on my soap box again, looking for anyone to lend a sympathetic ear.  Whether it is RFP season or just engaging in the content management sales cycles, I’d like to provide some suggestions in the requirements gathering / evaluation process.

Before I begin, please take into consideration the following definitions:

Me or I = Not specifically me, but any consultant, colleague, or professional that provides knowledge in a specific area of business functions.
You or Your = Not specifically you, but any organization looking for assistance in improving business functions.

It is shocking to me how organizations invite subject matter experts to learn more about their business process that needs some TLC, and then respond by not giving full information, acting on ulterior motives, being condescending, and trying to position themselves internally as an expert by asking ultra specific offbeat questions.   It is a similar process of going to the doctor and withholding information that might lead to a more accurate diagnosis.  I don’t want to compare what I provide to life saving efforts of the medical community, but want to simplify this by stating “How can I help you if you can’t tell me what is wrong?”

My Top 4 Peeves in the Vendor Client Relationship:

  1. Get past the stigma of “This guy is trying to sell me something”.  We bring best practices, and over 400 examples of similar projects into consideration while looking at your business process.    If you are communicating in an open manner, you might be surprised at how much easier the process is and how much more value you will obtain.
  2. Don’t ask for free services / consulting / advice.  Please respect my profession, experience, and subject matter expertise.  I wouldn’t dare walk into your business and ask you to give me something that has taken you 20 years to develop and perfect.
  3. Respect my time and expertise.  If you are in an active initiative and respect my knowledge and involvement, please do not abuse it by calling me into every meeting to provide educational information when your process dictates that you have to go through a stringent evaluation process for multiple vendors and it is your policy to purchase from the lowest bidder anyway.
  4. You are correct in the assumption that I am in it to make money.  At the end of the day, aren’t we all trying to make profit for our organizations and selves?  I am not asking you to pay a King’s ransom, just an amount that is commensurate with the time spent, value brought, services rendered, AND the perceived value to your organization.

For a few laughs, but a startling dose of reality, please take a few moments to view this video that puts things in a bit of perspective.  Vendor Client Releationship Video.

Here is another related post by Tony Byrne of CMS Watch that expands on this diatribe.  Tony Byrne blog post.

As a systems integrator, we aren’t looking for any special treatment, only fair, upfront collaboration that will allow us to determine if there is value in our service offering, meeting your business needs.

P.S.  I am happy to take you to lunch but I do expect respect and a clear understanding of your fair process.

Jeff Blissett
Senior Account Executive
ImageSource, Inc.

Acronyms, Are We Our Own Worst Enemy?

If I have learned anything from my 38 years in the computer industry is that there is no shortage of acronyms. This sometimes raises an interesting dilemma when Solution Selling. Terms like ECM, EDMS, & CMS many times mean different things to different people. Even simple things like Document Imaging can have a different meaning depending on the audience or even the vendor, just talk with someone in the copier business. A survey conducted a couple of years ago among Executives clearly identified that one’s understanding of ECM, Workflow, Records Management, etc were all over the map. To make matters even more confusing, vendors pick up on clichés and phrases that are representative of their own products and don’t necessarily reflect the terminology of a competitive product or the industry. Recently I was asked to do a demo on eDiscovery only to find out what I was really being asked was to do a demo of a Records Management Product. Bottom-line is you can’t ask enough questions when qualifying a new prospect and don’t assume because a certain terminology means something to you it means the same to the prospect.

Bob Garrido
Senior Account Executive
ImageSource, Inc.