New Challenges of E-Documents in ECM

IBA Group
Aleš Hojka

28. 08. 2015
Finally, legislation is catching up with technology. Nevertheless, it is still very important to provide the safety of storage and to secure the validity of electronic documents. The article by Aleš Hojka, IBA CZ General Director, reviews what the possibilities in the market are and what should be considered before purchasing a DMS (document management system).

In recent years, we often use the term “e-document” when talking about document creation and storage, as well as about document lifecycle management. No doubt that in the ECM / DMS area, it is a quickly emerging trend.

The fundamental element of this problem is the shift of legislation, not only our Czech, but European as well. For example, the Regulation on electronic identification and trust services for electronic transactions in the internal market (eIDAS) clearly states that an electronic document has the same legal force as a paper document and that no authority in any of the EU Member States can decline a document just because it is not a paper one.

Providers of ECM / DMS systems and process consulting should also keep up with the times, as customers mainly appeal to document archiving or so-called reliable archive. Most frequently, we come across e-documents in banks and insurance companies, when the “hallmark” of safe storage, archiving and document inalterability is supplemented by, for example, a digital signature, certificate or biometric signature.

So how to efficiently not only carry out document processing and long-term archiving, but also to ensure their legal validity, so that formally and meaningfully they have an equal permanent and evidential value as their paper counterparts? First you need to look at the specific requirements of the customer and then to offer a suitable software, or an integration of multiple systems. A wide range of options pops up in mind from so-called enterprise solutions through other cheaper alternatives and up to open source solutions.

You need to approach every customer, either new or already existing customer, individually and offer him/her an optimal solution. Unfortunately, we come across more and more customers who were recommended an unreasonably large (enterprise) system and who are now facing the deployment of other agendas, which development and integration is much more complicated and expensive than it could be in case of simpler DMS system alternatives. Not every customer needs a robust solution, but the reverse is also true when certain requirements cannot be completely covered by the open source solution. While implementing the system, it is always necessary to bear in mind the total cost of ownership.

If customer requirements are well-defined we should rely on our experience when recommending the appropriate DMS system. The storage may be used for archiving documents, and unless there is no requirement for workflow processes or internal robust integration with other systems, we shouldn’t be afraid of using proven technologies such as MS SharePoint Foundation, Alfresco CE, ELO, as well as other open source solutions that are able to cover these requirements completely.

Another category is the implementation of a system where the customer expects the emphasis on speed, personal processing engine, ability to integrate with other systems, power, scalability, etc. In this case, we choose enterprise systems like IBM FileNet, EMC Documentum, Microsoft SharePoint or OpenText.

The shift in the legislation is good news for the market. Only time will tell how we can manage it, both DMS solution implementers and our customers.

Taking Mobile Tech From Home to Enterprise

IBA Group
Mark Hillary

Think about the consumer technology that you regularly use today. You probably have a smart phone, maybe a Kindle or other e-reader, maybe an Apple Watch or similar device that can access information from your phone. Maybe your car can hook up to your phone to offer in-car information. Maybe you have an Amazon Echo at home so you can access the Internet just by speaking?

All these consumer devices are available today and are accepted as normal. Most consumers expect to have a device that gives them 24/7 access to all the services and information that the Internet can offer.

So why isn’t enterprise technology like this? Many companies still issue phones that are not even smart and laptops that are too heavy to really be portable. The concepts of cloud computing and app store flexibility remain conceptual in many organisations. Why?

The obvious answer is that consumers have far less to invest than large companies. When purchasing technology, a CIO needs to set the agenda for several years. If things change during that time it can be difficult to shift direction or to keep up with the change. Individuals don’t face this problem.

This has led to the popularity of Bring-Your-Own-Device (BYOD) policies in many companies, where employees are offering cash to use their own equipment instead of what the company can supply.

But a small change in the strategic mindset can also have a major benefit to the enterprise. Commissioning new software solutions as apps, rather than desktop tools can encourage the workforce to be mobile. This can even encourage companies to create entirely new solutions for customers.

An app developed by IBA for use by a bank in South Africa allows bank employees to sign up new customers on the move. They can photograph the customer using their phone and capture details which are then shared with the central system of the bank – no forms, no waiting for an appointment. The new customers, the mobile bank employees, and the bank executives all benefit from the app approach.

It used to be that enterprise technology was years ahead of what people had at home, but now the reverse is true. It’s time for more company executives to take inspiration from the tools they use everyday – how can we use mobile devices and other common personal technology to create better business solutions for our customers?

Big Data: buzzword or technology trend?

IBA Group
Mark Hillary

Big Data is often viewed as a big buzzword, but it’s a technology trend that is affecting everyone in their daily life – as well as changing the way enterprises need to organise their systems.

Ninety percent of all the data that exists in the world today was created in the past two years, according to analyst firm IDC. The average American office worker generates 5,000mb of data every day just by working on documents, sending emails, or downloading videos. By 2015 the amount of data we are creating now will have doubled – we are exponentially creating more and more data faster and faster.
You might think that these figures sound exaggerated. How could I have created thousands of megabytes of new data just by going into the office today? It’s easy with emails being copied and shared and presentations today requiring more images and more video – the enterprise has moved on from an era where text alone was enough.

The figures from IDC suggest that data creation will have grown by 2000% between now and 2020. And regular consumers create 75% of all this new data. This is because 87% of American adults constantly publish their location – often unknowingly – via their mobile phone and 65 billion location tagged payments are made in the US annually.

As more consumers carry more devices with the ability to measure and record more information, often automatically uploaded to the Internet, there is a sea of data being created and it affects every possible business and industry in every location.

Organisations in many industries are now facing pressure to explore Big Data, to find how they can get value from mining the information they have on clients and transactions, but it needs tools and expertise to get right.

This is one kind of enterprise project where it is almost certainly better to outsource the work to an expert than to try performing in house. You can buy some tools and make an attempt at examining the data you have, but if you don’t know how to configure those tools or where to start looking then your Big Data project might just turn out to be a big mistake.