Typically, 50% of organizations have three or more applications for managing information, including file shares and network drives. We’ll talk about how breakthroughs in information management allow for companies to streamline their information from any repository or folder drive, without tedious data migration projects and expensive, time-consuming integrations. Join us to learn how to end content chaos, leverage artificial intelligence, eliminate data silos and add more value to your existing systems.
1. The Future of Information
Management
Corey Candela, Channel Manager
2. Intro to
EDMS/ECM
#MarcoTradeshow18
What is EDMS/ECM?
Enterprise Content Management (ECM) is
the strategies, methods and tools used to
capture, manage, store, preserve and
deliver content and documents related to
organizational processes.
ECM covers management of information
within entire scope of an enterprise,
whether that information is the form of a
paper document, electronic file, database
print stream, or even an email.
5. View it Any
Way You
Want
#MarcoTradeshow18
Use Dynamic Views to view and organize content
Views are automatically updated with any changes
+
By Project By Customer By Project And Doc Class
Proposal
A&A Consulting
Austin District Redevelopment
6. #MarcoTradeshow18
Edit Without
Fear of
Duplication
Check out document to edit
Reserves the document for editing
Prevents others from editing at the same time
Others are still able to read checked out documents
Check in document when done
Once checked in, others can edit the document
Co-Authoring
Simultaneously edit shared documents
Collaborate with co-workers and outside parties
See who has made changes and what they are
7. Version
History
Keep Track
of All
Changes
#MarcoTradeshow18
History is automatically
documented
View previous versions
at any time
Eliminates the risk of
accidental data loss
Traceability ensures quality
standard compliance in
regulated industries
Efficient use of hard
disk space
Only "delta" changes are
stored
8. Welcome to
the
Industry's
Most
Advanced
Permission
Management
#MarcoTradeshow18
User and User Group Rights
Per document
Per Document Class
Metadata-driven permissions
Enables automatic changes to access
permissions with any change in metadata,
such as when a document is approved or
project team members change
Simple Setup and Administration
Active Directory Support
13. Benefits of
M-Files HR
#MarcoTradeshow18
Centralized Data Access - A full 360° view to your records
and content
Automated Workflows - More efficient employee
management and document control
Onboarding Management - Easily manage and track
onboarding requirements
Metadata Driven Permissions - Users only see the content
they should. Permissions are automatically driven by your
employee data
Retention Management - Automated records archival
and disposition
15. Quality Management and Compliance #MarcoTradeshow18
Supports Compliance Initiatives
FDA 21 CFR Part 11
EU GMP Annex 11
ISO 9000/9001
Good Manufacturing Practice (GMP)
Some Target Industries
Pharmaceutical & Life Sciences
Healthcare
Manufacturing
Aviation
Mining
Petrochemical
Food Production
Time-stamped log and audit trail
Comprehensive version history
Mandatory workflows
Support for electronic
signatures
Strict access control
19. What's the problem? Exploding information, chaos, silos, inefficiency
What MUST be managed? Content AND Data
Where is it? Everywhere
What do businesses
want to do with it?
Extract insight, innovate, focus on what's useful
Enhanced customer and user experiences
What do businesses
and users REALLY WANT?
22. The Paradox
of Control
#MarcoTradeshow18
Information chaotically proliferates,
or it is trapped in rigid,
one-size-fits-all systems…stifling
productivity and innovation.
The harder we hold on, the worse it gets.
30. The Next Generation of ECM #MarcoTradeshow18
Repository
Agnostic
+ + =
Intelligent
Metadata
Layer
Intelligent
Metadata-
driven
31. The Next Generation of ECM #MarcoTradeshow18
Repository
Agnostic
+ + =
Intelligent
Metadata
Layer
Intelligent
Metadata-
driven
Repository
Agnostic
Intelligent
Metadata-
driven
+ + =
Intelligent
Metadata
Layer
32. Organize Information Based on What
Something is Instead of Where it’s Stored
#MarcoTradeshow18
Proposal
ESTT Corporation
9/30/2016
Website Renewal
Y:
Proposals 2016
Projects
ESTT
Official docs
Website renewal
34. The Next Generation of ECM #MarcoTradeshow18
Repository
Agnostic
Intelligent
Metadata-
driven
+ + =
Intelligent
Metadata
Layer
35. Value-Based Information Management #MarcoTradeshow18
Content should be managed differently
based on its value
Unmanaged/casual content:
Files that are less critical to the business
Mostly discovered based on full-text search
Managed content:
Business critical
Valuable information precisely classified with
metadata
36. New Architecture #MarcoTradeshow18
Unified User Experience Layer
Intelligent Metadata Layer
Multi-Repository BackendMulti-Repository Backend
Core ECM Capabilities Search Across Repositories
Automatic Metadata
and Classification
Intelligent Metadata Layer
Unified User Experience Layer
Optimized for Your Device Mobile and Offline EnabledEasy and Engaging
47. No Need to Migrate #MarcoTradeshow18
NEW
ECM
SYSTEM
48. The Power of M-Files for Any Repository #MarcoTradeshow18
Virtual drive
Search
Metadata
Dynamic views
Automatic version history
Workflows
Mobility
Offline access
Security
49. Changing the Way the World
Manages Information
#MarcoTradeshow18
Will need the company’s reverse logo. If we are not able to receive it, we can alter the slide with a white background as well.
M-Files solves the issues presented by traditional folder structures. Saving to the M-Files vault is simple and painless. Because M-Files is seamlessly integrated into Windows, use the "Save As" command to save all documents from any program. The M-Files vault shows up just like any hard drive or network drive you've used before. M-Files is the M:.
You are then prompted to enter a few pieces of information about what the file is. Like Document Type (or Class), what Customer it relates to, etc. That's all you have to do. Once the document has been added to the vault it becomes easily accessible in the future. Additionally, templates can be created that assign metadata to documents automatically (which eliminates the need to manually enter information).
These views are dynamic which means that they are always up-to-date. The same specific document can show up in multiple views based on the metadata of the document. So the By Project view shows all documents related to the Austin District Redevelopment…
Editing documents that are stored in the M-Files vault is straightforward. M-Files prevents editing conflicts with the Check Out/Check In functions. Checking out a document reserves it for editing and no one else can edit that document until it is checked back in. Other users can still view the document in Read-Only mode, but can't make any changes to it. Checking in the document once the edits have been completed unlocks the file for future editing. It's also very easy to collaborate with other editors simultaneously using Co-Authoring in M-Files. Share files with specific people (both co-workers and outside parties) while ensuring no one else edits the document.
M-Files automatically keeps track of every change to a document stored in the vault. Previous versions of the document can be viewed or recovered at any time, which eliminates the risk of accidental data loss. This version history audit trail also meets stringent quality standards in regulated industries.
Managing permissions for documents or document classes is easy and dynamic. Because M-Files is driven by metadata, permissions are changed automatically when there are any updates. Everything from setup to maintenance is intuitive and simple.
M-Files automated workflows streamline common business processes like contract approvals, invoicing, and controlled content like standard operating procedures.
Here's an example of a simple SOP workflow: A draft is created and approved or rejected by the content manager before it can be published. Once published, the SOP is reviewed periodically to ensure it's up-to-date and meets quality standards in the future. Controlling content in this way is required for pharmaceutical, medical device, and biotechnology companies to comply with FDA requirements.
Use any existing TWAIN or WIA scanners or multi-function devices to scan paper documents directly in to M-Files. Once imported, the scanned pdf content becomes fully searchable for quick access later. It's even possible to automatically tag the document with metadata using Zone OCR on barcodes and QR codes.
All scanned documents benefit from unique features in M-Files that maximize the usefulness of digital documents:
Access all content using Dynamic Views
Take advantage of Automatic Permissions assigned to documents
Automatically apply Workflows to documents based on what they are
HOW DOES OUR SOLUTION SOLVE THESE PROBLEMS?
So here are some mappings of issues ON BLACK
and what kind of functionality there is in the system to help ON BLUE
and how customer can expect to benefit from there ON ORANGE
First two are basic M-Files functionality
Unique to HR solutions are onboarding and retention + in some extent data security
The M-Files reporting module provides useful insight about your documents, business processes and other important company information. Easy to understand reports and dashboards can improve your management decisions by providing business intelligence on important metrics related to sales processes, completed and in-process projects, the size and state of proposals, order volumes, employee training and certifications, compliance audit findings and deviations, and so much more. The M-Files Reporting module also has the ability to display external content in M-Files, such as data from CRM and ERP systems. For example, you could show the latest sales and production figures, in addition to analyzing your document approval processes all in the same interface.
M-Files makes it easy for businesses to improve their quality management systems and meet certification requirements with document and process management capabilities designed for organizations with strict quality and compliance needs. Ensuring adherence to quality processes and policies is a must for highly regulated industries like Pharmaceutical & Life Sciences, Healthcare, Aviation, Mining, Petrochemical, Food Production and more.
Manage audits and inspections efficiently with a comprehensive time-stamped log, audit trail and version history.
Enforce mandatory workflows to ensure business process compliance.
Sign documents electronically within M-Files.
Manage and monitor all access permissions.
Will need the company’s reverse logo. If we are not able to receive it, we can alter the slide with a white background as well.
In fact, organizations utilizing existing ECM approaches are faced with a Paradox of Control.
Either content chaotically proliferates, OR it gets trapped in rigid systems, stifling productivity and innovation.
…and the harder they hold on to current solutions and approaches, the worse it gets.
What if you had an Intelligent Information Management platform that allowed the organization to let go of the rigid, "one size fits all" approaches of the past?
What if you could free information from existing systems and processes, without disturbing them, and without migration, putting information in business context, and the users in control?
What are the biggest challenges in information management today? There are certainly many, but there's one that comes up in almost all discussions.
Too many data repositories
ECM: Notes, OpenText
SharePoint, SAP, Salesforce
Network drive
Separate repositories, proper integration missing
We have too many data repositories. At least too many disconnected repositories. For many of you, this kind of IT landscape looks quite familiar: there's no shortage of systems, no -- there are too many of them already. There are legacy ECM systems like Notes and OpenText. One doesn't even know the number of SharePoint document libraries. Additionally, for many, the network drives are still the place where a large number of documents reside, even if one din't want to admit that.
All of these are separate, disconnected repositories. Proper integration between them is missing.
Difficult to agree on which system the information should be saved to
Users have difficulties in finding information
Awkward to use, some dating back to the 80's
Benefits not realized
When too many systems, what's the solution?
Often just another system in addition to existing ones
For the users it means a chaotic environment. It's difficult to even agree on which system should a piece of information be saved to. So is it any wonder that users have difficulties in finding the information they need?
Most of the systems are also awkward to use. Each has its own user interface, and for some it looks like if it is from the 80's. When usability is poor, the systems are underutilized and the intended benefits are not realized.
When we have too many systems already, what's the solution? Is the solution to procure a new great ECM system? Move all information from the current systems to the new one? The new system then serves the needs of all users and business units, and other systems are no longer needed. Right?
Maybe in theory, but not in practice. Unfortunately, the outcome of that is often having yet another new system in addition to all of the existing ones.
That's how it is. Won't solve with yet another new repository where we'd move everything.
M-Files comes close.
Too many dependencies to existing systems.
Can't get rid of them, at least not at once.
And that's how it is. We won't solve today's information management challenges with yet another new repository to which we would move all the existing data. Not even if that new repository was M-Files.
Too bad actually, because M-Files comes really close to what the solution has to be: flexible information management, independent of location. But one fundamental problem is, that so many dependencies to those existing systems have accumulated over time that it's really difficult to get rid of them. At least at once. So perhaps the solution could be M-Files, but in practice the migration from old to new is too big of a hurdle to many organizations.
So what would help then?
Need ways to utilize the data in the existing repositories better.
Access to the needed information regardless of the system.
Also mobile.
Too much information, need to focus on the essential.
First and foremost good user experience
We need ways to get more out of what we already have. Ways to utilize the data in the existing repositories better.
There's an obvious need for users to have access to the needed information regardless of the system that's holding it. But how to arrange it? Do we first need to move the information to a new system in order to be able offer mobile access to it?
There's just too much information. We need means to manage the most valuable data well and spend less time on the less valuable.
And first and foremost we need good user experience: user interfaces that are used because people want to use them, not because they are forced to.
Our solution: next generation
Not just another system next to the old ones
For the foundation we need everything that M-Files is today
Metadata-driven. Version control, workflows, security.
Search capabilities.
Let's not be satisfied with this. Repository agnostic.
And intelligent, understand information.
This creates the Intelligent Metadata Layer.
Our solution to this is a next generation ECM system that is not a new system next to the old ones but something completely different.
As the foundation of it we need everything that M-Files is today: a modern, metadata-driven ECM system that manages information by what it is and not by where it's stored. We need version control, workflows, and security. We need the world's best search capabilities. The current M-Files is in fact an ideal foundation on which the next generation ECM system can be built.
But let's not be satisfied with what we already have. In order to get these benefits, why would you need to first move the data to M-Files? Let's make M-Files independent of repositories, repository agnostic.
And let's make it an intelligent system that truly understands the information that it manages. This way it can assist the user, recommend content, and connect information to the right context automatically.
This creates a solution that we call the Intelligent Metadata Layer: not just another new system in addition to the others, but an intelligence layer that connects information in different repositories and provides users with unified access to all information in the organization, regardless of where it resides.
Sign documents electronically within M-Files.
Manage and monitor all access permissions.
Let's return to the foundation for a moment
Next generation cannot be built on outdated thinking
Not a folder structure, but metadata
But let's return to the foundation for a moment: the next-generation ECM system cannot be built on already outdated thinking. It cannot be based on a folder structure, but we need metadata.
Previously, the location was critical: which folder, which document library…
Right from the start, M-Files has been based on metadata-driven architecture.
What vs. where.
Excellent foundation, because now we are extending this principle beyond the repository and system.
Shouldn't matter, which system the information ins stored in.
In the old approach, the location of the data was critical: which folder, which document library, which system.
Right from the start, M-Files has been based on a metadata-driven architecture. Information in M-Files is managed by what it is, regardless of where it's stored. This is an excellent foundation for the next generation ECM system, because in that this principle is extended beyond the repository and system. In which system the data resides shouldn't matter either!
Many current systems are just improved versions of the network drive, just file management systems
Real benefits only when we connect…
Unfortunately often completely disconnected
Bridging these worlds is a strength of M-Files
Document is just one object type among others
Essential feature when building the next generation system
Many of the current ECM systems are in reality just slightly improved versions of the network drive: just file management systems. But information management is a lot more than just files and documents. We gain the real benefits only when we connect the unstructured data, the documents, to the structured data in the business data systems. For example, connecting a proposal document to a customer record in the CRM, or a delivery agreement to an order record that's managed in the ERP system.
Unfortunately, often the structured and unstructured data are completely disconnected. In separate systems. The strength of M-Files has always been the ability to bridge these two worlds in a natural way: in M-Files, document is just one object type among the others. Customers, projects, service calls and many similar data objects are just as natural part of the vault content in M-Files as the documents.
This is another essential aspect when we are building the next generation ECM system.
Real revolution comes when we change the thinking in a fundamental way
Not a physical place of storage
Not just a repository
Let's take a closer look at what being repository agnostic means
The real revolution comes when we change the thinking in a fundamental way: the ECM system doesn't need to be the place where you physically store the information. That is, not a repository, or at least not only a repository but something that brings value to the users regardless of which system the information is physically stored in.
Let's take a closer look at what being repository agnostic means and what follows from it.
When we expand the role of M-Files … increase in the volume of information
Information should be managed differently depending on how valuable it is
Two categories: unmanaged content and managed content
Unmanaged: no long-term value. Sufficient to find by full-text search.
Managed: business critical. Needs metadata. Contract base.
Today, separate systems
IML creates a layer, helps separate the essential from the unessential
No need to move
When we expand the role of M-Files to manage information in other repositories as well, the increase in the volume of information may sound daunting. That's what I was pondering for quite a long time, but in the end, the solution is simple.
A key realization is that information should be managed differently depending on how valuable it is. We break information down into two broad categories: unmanaged content and managed content.
By unmanaged content we mean information that doesn't have permanent or long-term value to the organization. For example, notes, large part of our email correspondence, photos, PowerPoint presentations and so no. It's not unnecessary information, but still not business critical. An important realization is that we can deal with unmanaged content even completely without metadata: it's sufficient to find this kind of information by full-text search and similar means.
By managed content we mean business-critical information that has long-term value for the organization. Such as proposals, orders, and contracts. They need to be managed explicitly and reliably, because it's not sufficient for an organization to find its effective contracts only if the user can think of all the right search terms. For managerd content, metadata is the key: when we use metadata to categorize a document as a contract, associate it with a customer, and specify its validity period, we explicitly know that this document is part of the company's contract base regardless of if the file contains the word contract. The document could be in a foreign language, for instance.
But even though valuable and less valuable information should be managed in different ways, it doesn't mean that we should have separate systems for them. And that's exactly what the problem today is: we offer the users different systems, such as network drive, OneDrive, and SharePoint, and try to tell them what kind of information should be stored in each of these. Less important stuff to OneDrive, more important stuff to SharePoint. Is it suprising that documents end up in the "wrong places" when it's not actually that clear to anyone if this draft of a contract is less important or more important, since it's just a draft.
M-Files has traditionally been very strong in managing the business-critical information. So precisely that kind of information that benefits hugely from metadata. A weakness of M-Files has perhaps been in the area of managing the less valuable information, that for which the users wouldn't necessarily care to fill in any metadata -- storing that in M-Files may have felt as being laborious or excessive.
Now the Intelligent Metadata Layer solves this by creating a layer on top of the existing repositories. Through this layer users have access to all information regardless of its location, whether it is unmanaged content or managed content. It helps users separate the essential information from the unessential, but doesn't require moving or copying the information to another system in order to achieve this.
The architecture is repository agnostic
No longer only in the M-Files vault
Unified user experience
Search for lease agreement
Think about the immediate benefits: mobile access to network drives
IML enables enriching information with metadata, making it managed content
Core idea: manage metadata in a centralized manner, but…
The architecture of the next generation of M-Files is repository agnostic. Instead of all information being in the M-Files vault, in the new architecture M-Files Server connects to multiple different systems and repositories. Documents and other data can of course still be stored in the M-Files vault, too, but it's no longer a requirement. Now, part of the managed information can reside in, for instance, network drive, Salesforce, or Dropbox.
For the users the system provides a unified user experience, centralized access to all information regardless of the system that's storing it. The user can, for example, search in the M-Files interface by the term lease agreement and get as results documents some of which might reside in M-Files, but other in say SharePoint or SAP. The location doesn't actually even matter to the user. The needed information can be found and it can be edited directly from the M-Files user interface.
Think about the immediate benefits that this brings: when network drives are connected to M-Files, users immediately have access to all that information also via the mobile apps of M-Files. Could it be easier to mobile-enable the existing repositories?
Perhaps the most valuable part in this is nevertheless the middle tier, the Intelligent Metadata Layer. It enables enriching information with metadata regardless of its location and system. For instance, a CAD drawing on a network drive can be categorized as a floor plan and associated with a customer and project. In other words, we are giving it metadata. Thanks to metadata, that document will now show up everywhere where it should, including the dynamic views of M-Files. But the file itself does not need to move!
When a document gets metadata, it becomes managed content. At that moment we create the corresponding metadata object in the M-Files database. All information, both unmanaged and managed, can be seen by the user through the M-Files layer, but the M-Files layer is focused on managing the metadata of the managed content.
And right there is the core idea of the Intelligent Metadata Layer: manage metadata in a centralized manner, but let the original information reside where it was. Let's not require moving information from one system to another, but instead create connections between documents and other data objects across system boundaries. And offer the users a unified way to find and deal with all this information.
Traditionally systems don't really understand what data the manage.
Time to raise the bar.
Next-generation ECM is intelligent.
Understands information like a human
Assists users to find information better and do their work more efficiently
Traditionally, ECM systems don't really understand what data they store or manage. The user is prompted to enter metadata, or the user is expected to know where to save the file.
But since metadata is such an essential part of modern information management, it's time to raise the bar. The next-generation ECM system is intelligent: it understands the information it manages like humans do, and assists the users to find information better and do their work more efficiently.
The progress in the past few years
In IML we harness
Can categorize information automatically and infer metadata from the content of documents
Contract, customer
In the past few years, the progress in the fields of text analytics, machine learning, and natural language processing has been amazing. In the Intelligent Metadata Layer, we harness the latest innovations in these areas for the benefit of M-Files users.
The next generation of M-Files can categorize information automatically and can infer metadata from the content of the documents. When you save a contract, M-Files understands from the content that it's a contract. It even suggests which customer it should be associated with.
We are facing an important change in what ECM used to be and what it will be in the future.
The Intelligent Metadata Layer enables a whole new approach also in the implementation of an ECM system.
Data migration is one of the biggest stumbling blocks
Difficult, time-consuming, and expensive
What if it fails?
Thanks to IML we can avoid the migration pain!
A layer on top of the existing repositories
Data migration is one of the biggest stumbling blocks in the implementation of a new ECM system. How to get all existing data moved to the new system? Difficult, time-consuming, and expensive.
Thanks to the Intelligent Metadata Layer, we can avoid the migration pain! Instead of moving data, let's add M-Files as a layer on top of the existing repositories. This way we can enjoy the benefits of modern information management instantly.
Benefits of M-Files now regardless of the repository
Significant change, future of ECM
Thanks to the Intelligent Metadata Layer, the benefits of M-Files are now available regardless of the repository. What previously was available only for information that's stored in M-Files, can in the future be utilized much more broadly.
You can open and save documents by using the virtual drive of M-Files, regardless of the repository where the documents are.
You can use the versatile search features of M-Files and add metadata to documents, even if they reside on a network drive.
You can use the metadata-based views and workflows of M-Files across system boundaries.
And as previously mentioned, mobile access to all information comes almost by itself -- and offline capabilities, too!
This is a significant change in how we think about ECM and information management. We believe that this is the future of ECM.
Also the future of the M-Files product. Not a new distinct product.
First half of next year
Development progresses in close cooperation with key customers
Reach out to me or your M-Files contact person
Embrace partners early on
Attend my session on Thursday
Exciting time to be an M-Files partner
Shaping the future of ECM together
This is also the future of the M-Files product. Not a new, separate product, but a natural evolution of what M-Files is today.
M-Files 2017, which we'll release in the first half of next year, is the first M-Files release that's based on the Intelligent Metadata Layer technology. Not a new distinct product, but the next generation of M-Files.
We are developing the Intelligent Metadata Layer technology in close cooperation with key customers and partners. We are also running pilot projects with select customers before the public release. If you have an interesting need for this new approach, please reach out to me or your M-Files contact person. We want to embrace partners in this early: right from the start, the architecture is open for partner development for two key things: external repository connectors and metadata providers. For those of you who are developers, I believe there's a fantastic business opportunity in this. Please attend my session on Thursday where I'll show how easy it is to create an external repository connector or a metadata provider for IML.
This is a very exciting time to be an M-Files partner. We are truly shaping the future of ECM together.