Consolidating enterprise records management systems through document archive migration

Enterprise Report Management

Best Practices in Enterprise Report Management:

Key Insights for Businesses and Their Information Strategies

Description

Enterprises are faced with the daunting challenges of being increasingly responsive to their customers, staying in compliance with regulatory agencies and laws, while also reducing the costs of managing their Information technologies (IT) budgets. One of the major impediments of being able to accomplish these three potentially conflicting objectives is the desperate, non-integrated nature of Enterprise Records Management (ERM) systems throughout their enterprises. Integrating ERM systems into a unified Enterprise Content Management (ECM) platform and framework has been shown to significantly increase customer service and profitability levels in companies investing in these technologies (Blair, 2004). Unifying disparate, siloed ERM systems together and migrating their document and digital content into a single system of record within an ECM platform is a lucrative service business for many system integrators. The Xenos Group, a leading IBM system integrator, has partnered with IBM, reselling and ECM systems along with their DETAIL (Discover, Extract, Transform, Audit, Index, Lead) methodology. The following video YouTube titled Enterprise Report Management (ERM) Consolidation through Document Archive Migration http://youtu.be/AEjnDvYTp0Y (on YouTube) explains the unique value proposition of the DETAIL methodology and the underlying integration and migration concepts of consolidating ERM systems into a single system of record in an IBM OnDemand, FileNet Image Services or FileNet P8 platforms.

Analysis and Discussion of Video

One of the most difficult aspects of enterprise software is isolating the precise effects of a given strategy, which in this case is the integration, consolidation and eventual financial impact of integrating legacy, disparate ERM systems into a unified ECM platform. Xenos Group keeps the content balanced between being instructional vs. self-promotional, clearly delineating each area within the six-minute video. The key lessons learned from the instructional aspects of the video include the clear need for integrated ERM systems together to drive cost reductions, increase customer service performance and improve compliance to state and federal regulations. The video also does an excellent job of categorizing the potential costs of not integrating ERM system together including the potential of increased labor costs, higher per-seat charges for legacy ERM systems and the massive amount of funds wasted by companies who have maintenance agreements on each of their many ERM systems. The case study shows how a legacy ERM system known for its lack of flexibility, Mobius ViewDirect was able to be replaced with an IBM ECM solution deployed using the DETAIL methodology. The case study also clearly connects measurable performance to the use of the IBM ECM solutions and DETAIL methodology working in conjunction with each other. Moving 600 documents in to a staging area well ahead of the 21 days needed before production and a 6-month ROI is exceptional in enterprise software. The use of these metrics further illustrate how successfully the case has been able to isolate the contributions of ERM consolidation and migration to an IBM-based ECM platform.