This presentation provides an overview of the ISO Technical Committee (TC) 171 and the work in its program of work. Key projecgts are in the areas of document imaging, image quality, vocabulary and legality issues as well as the PDF file format standards (PDF/A, PDF/E, PDF/UA and PDF).

1. ISO TC 171Document Management Applications Betsy Fanning TC171 and TC171 SC2 Secretariat AIIM

2. Industry Overview TC171 Overview Projects Future Agenda

3. The tools and technologies used to: Capture — move content (in any form) into your repositories for reuse or retirement Manage — move it around the enterprise to drive key applications and processes Store — put it in a logical place for easy access Preserve — long-term archival and storage Deliver — get to the right audience on the right device …documents and content related to organization processes. What is ECM?

4. ECM Drivers When you consider your document and records management projects and priorities, what is the most significant business driver for your organization? (Check only ONE) Compliance continuing to take 2nd place during recession N=680 Non-trade,

5. ECM Drivers Thinking about the compliance benefits of ECM and Records Management, which of the following are the TWO most important compliance drivers in your organization? #1 Customer/supplier litigation #2 Financial reporting and audit N=680 Non-trade,

6. ECM Drivers – new users What would you say are the two main reasons that triggered your organization's decision to plan an ECM system? (Max TWO) 60% of new ECM users cite “content chaos” as the main reason for adopting ECM 28% want better knowledge sharing “SharePoint effect” for 22% N=110 new implementers

7. ECM Drivers – content types How are the following content types managed and archived in your organization? 40% with documents in ECM/DM/RM system (scanned and electronic) 15% storing emails in ECM/DM/RM, 29% in EMM system N=604 Non-trade,

8. ECM Drivers - Electronic How confident are you, that if challenged, your organization could demonstrate that your electronic information (excluding emails) is accurate, accessible, and trustworthy? Electronic (not emails) 41% Slightly or not at all confident N=607 Non-trade,

9. ECM Drivers - Emails How confident are you that emails related to documenting commitments and obligations made by you and your staff are recorded, complete, and retrievable? Emails 56% Slightly or not at all confident N=607 Non-trade,

10. ECM Drivers - Emails Which of the following would best describe standard practice in your organization for dealing with "important" emails? 43% still relying on personal Outlook folders 28% have access to a DM/RM/EMM system 12% printing and filing paper N=607 Non-trade,

11. Priorities What would you say are the three most important ECM issues or current projects for you right now? (Max. THREE) #1 Implementing RM #2 Emails as records #3 Multiple Repositories #4 Getting started #5 E-Discovery N=607 Non-trade,

12. SharePoint – Adoption Have you implemented Microsoft SharePoint 2007 (WSS/MOSS) in your organization? 32% have 2007 in use, 21% implementing, 13% have plans, 66% Total Only 28% have no plans N=680 Non-trade,

13. SharePoint - Plans Do you have a formal plan or strategy in place describing where you will utilize your SharePoint investments and where you will utilize other ECM investments? 46% need a plan but don’t have one 12% don’t even know where to start N=366 SharePoint users Excl. 81 “Not Sure”

14. SharePoint - Plans Which of the following would you use to best describe your current or planned use of SharePoint in your organization with regard to your existing ECM, DM and RM suites? 28% in parallel or competition 12 % portalling & 8% linked to RM Only 11% say “SP is our ECM suite N=442 SharePoint users

15. Multiple Repositories Thinking about your plans in the next 2 years to provide employees with a single point of access to content repositories across your organization, which of the following is the best description of the approach you plan to take or have taken? 36% green-field ECM 32% using portals (22% with SharePoint) 5% relying on Enterprise Search 20% no plans N=633 Non-trade,

16. Standardization of quality control and integrity maintenance in the field of document management. Documents may be managed in micrographic or electronic form. This includes: processes involving capture, indexing, storage, retrieval, distribution and communication, presentation, migration, exchange, preservation and disposal; input/output quality of documents (micrographic or electronic); implementation, inspection and quality control procedures for storage, use and preservation of documents (micrographic or electronic), including supportive metadata; applications involving workflow (process management) in an enterprise and on the Internet; maintenance of quality and integrity during information exchange between systems; procedures and processes supporting legal admissibility and/or integrity and security; management of related audit trail information. Scope

17. Promote the recognition of the legal admissibility of information on recorded media Standardize terminology Create criteria for assessing the integrity of captured documents and quality of storage media Develop uniform test methods Encourage systems compatibility and document file portability TC171 Objectives

18. TC171 Organizational Structure

19. SC2, Application Issues

20. Germany Japan Russian Federation South Africa Spain Switzerland Ukraine United Kingdom United States Australia Austria Belgium Bulgaria Canada China Cuba Czech Republic France TC171 Membership Observing Countries: 25

21. JTC1, Information Technology JTC1/SC23, Optical disk cartridges JTC1/SC28, Office equipment JTC1/SC29, Coded representation of picture, audio, and multimedia TC6, Paper, board and pulps TC10, Technical drawings TC10/SC1, Technical drawings – General principles TC42, Photography TC46, Information and documentation TC46/SC9, Identification and description TC46/SC11, Archives/records management TC215, Health informatics TC184/SC4, Industrial automation systems TC171 Liaisons

22. Gerard Cathaly-Pretou, TC171 Chairman Alan Shipman, SC1 Chairman Robert Breslawski, SC2 Chairman Andrew Pibworth, SC3 Chairman Betsy Fanning, TC171 and SC2 Secretary Bernd Borchert, SC1 and SC3 Secretary TC171 Leadership

23. Robert Breslawski, SC2 WG1 Convenor William Neale, SC2 WG2 Convenor Stephen Levenson, SC2 WG5 Convenor Robert Breslawski, SC2 WG6 Convenor Dennis Newman, SC2 WG7 Convenor Nora Calvillo, SC2 WG8 Convenor Dennis Newman, SC2 WG9 Convenor Virginia Jones, SC3 WG1 Convenor Working Group Leadership

24. Increase the rate of success and reduce risk in implementations Increase acceptance by users and management Protect technology and product development investments Reduce procurement and manufacturing costs Reduce compliance costs and risks Improve quality Facilitate the expansion of the industry Facilitate long-term storage of electronic documents Benefits

25. ISO/DIS 12651-1, Electronic document management – Vocabulary – Part 1: Electronic document imaging ISO/CD 12651-2, Electronic document management – Vocabulary – Part 2: Workflow ISO/CD 14641-1, Electronic archiving – Specifications concerning the design and the operation of an information system for electronic records preservation – Part 1 ISO/DTR 14105, Document management – Change management associated with EDMS technologies Active Projects

26. PDF/A, ISO 19005 (Parts 1, 2 and 3) Archiving electronic documents PDF/E (Engineering), ISO 24517-1 For engineering, architectural, and GIS documents PDF/E (Engineering), ISO/NWP 24517-2 Archive engineering, architectural, and GIS documents PDF/UA (Universal Access), ISO/CD 14289-1 Intended to address Section 508 concerns PDF Healthcare Exchange of electronic health records (CDA and CCR) PDF, ISO 32000-1 (ISO/CD 32000-2) PRC, Product Representation Compact (ISO/CD 14739-1) PDF Standards

27. ISO 3334 – Micrographics – ISO resolution test chart No. 2 – Description and use ISO 8126 – Micrographics – Duplicating film, silver, diazo and vesicular – Visual density – Specifications and measurements ISO 8514 – Micrographics – Alphanumeric computer output microforms – Quality Control (2 parts) ISO 10594 – Micrographics – Rotary camera systems – Test target for checking performance ISO 12653 – Electronic imaging – Test target for the black and white scanning of office documents (2 parts) Test Charts

28. ISO 11928 – Micrographics – Quality control of graphic COM recorders (2 parts) ISO/TR 12031 – Micrographics – Inspection of silver-gelatin microforms for evidence of deterioration ISO 14648 – Micrographics – Quality control of COM recorders that generate images using a single internal display system (2 parts) Quality Control

29. ISO 10196 – Micrographics – Recommendations for the creation of original documents ISO 10244 – Document management – Business process baselining and analysis ISO 10255 – Document management applications – Optical disk storage technology, management and standards ISO 11506 – Document management applications – Archiving electronic data – Computer output microfilm (COM/computer output laser disc (COLD) Imaging

30. ISO 12029 – Document management – Machine-readable paper forms – Optimal design for user friendliness and electronic document management systems (EDMS) ISO/TR 12033 – Document management – Electronic imaging – Guidance for selection of document image compression methods ISO 22938 – Document management – Electronic content/document management (CDM) data interchange format ISO/TR 22957 – Document management – Analysis, selection and implementation of electronic document management systems (EDMS) ISO 23868 – Document management – Monitoring and verification of information stored on 130mm optical media Imaging

31. ISO 6196 (10 parts) – Micrographics - Vocabulary ISO/TR 12036 – Micrographics – Expungement, deletion, correction, or amendment of records on microforms ISO/TR 12037 – Electronic imaging – Recommendations for the expungement of information recorded on write-once optical media ISO/TR 12654 – Electronic imaging – Recommendations for the management of electronic recording systems for the recording of documents that may be used as evidence, on WORM optical disk ISO/TR 15801 – Document management – Information stored electronically – Recommendations for trustworthiness and reliability ISO/TR 18492 – Long-term preservation of electronic document-based information Terminology/Legal Issues

32. Open Source Which of the following potential benefits would most lead you to investigate an Open Source ECM product? (Max. TWO): 74% have an open mind on Open Source Cost and simplicity are biggest drivers N=607 Non-trade,

33. Open Source Do you have plans to implement an Open Source ECM system or portal? 6% using Open Source ECM 5% using other Open Source WCM or portal 9% have plans in next year or two N=607 Non-trade,

34. Cloud Do you have plans to use a "Cloud" solution or Cloud storage for your document and records management? (Cloud = off-premise, on an un-specified server) 43/55% would consider a Gov. Cloud or Corporate Cloud 20/28% would consider a branded cloud anywhere/in national locale Few have any immediate plans N=585 Non-trade. Normalised for Not Applicable

35. Enterprise 2.0 In your view, how critical is Enterprise 2.0/external social media to your organization’s overall business goals and success? Enterprise 2.0 (internal) 29% “Imperative” or “Significant” External 2.0 (social media) 21% N=643 Non-trade,

36. Enterprise 2.0 Which THREE of the following would you say are the key drivers for use of external Social Media in your organizational unit? Marketing Customer Feedback Staff Research N=575 Non-trade,

37. Enterprise 2.0 Which THREE of the following would you say are the key drivers for internal Social Media/collaboration/Enterprise 2.0 in your organizational unit? Knowledge Sharing Team Collaboration Project Coordination N=575 Non-trade,

38. Enterprise 2.0 How do you feel about the following statements? N=575 Non-trade,

39. Understanding Markets in Transition 39

40. Understanding Markets in Transition 40 AIIM Task Force For more information -- http://www.aiim.org/futurehistory

41. The Evolution of Technology Markets 41 Image source = http://www.directimpactnow.com/

42. You Say You Want a Revolution 42 Consumer Technologies and the Enterprise Consumer IT On Fire Enterprise IT On Hold Source = AIIM and TCG Advisors

43. Systems of Engagement Emerge Command and control 43 Systems of Record Systems of Engagement Collaborative Transaction-oriented Interaction-oriented Document-centric User-centric User learns system System learns user Security is key issue Privacy is key issue Source = AIIM and TCG Advisors

44. Systems of Engagement Emerge Command and control 44 ECM Social Business Systems Collaborative Transaction-oriented Interaction-oriented Document-centric User-centric User learns system System learns user Security is key issue Privacy is key issue Source = AIIM and TCG Advisors

45. Issues for users raised by emergence of SOE 45 Does this mean the end of a focus on Systems of Record? What does CONTROL mean in the world of Systems of Engagement? What kinds of use cases will help make Systems of Engagement meaningful?

46. Betsy Fanning Ph: +1.301.755.2682 Skype: betsy.fanning Email: bfanning@aiim.org Twitter: bfanning LinkedIn: www.linkedin.com/in/betsyfanning Questions/Contact