Saturday, December 27, 2014

Fill Check In form with quality metadata with just One Click (with this new Check In Form Assistant)

One of the very neat features of our new Oracle Desktop - Style integration for Adobe Acrobat is the Form Assistant. This is one of these 'little extras' that take user productivity to an entirely new level. Why? Because it

Allows you to fill in your check in form with quality metadata .... in just one click!

Seriously. It lest you supply full metadata values and place documents in proper WebCenter Folder with just one click because you could save different sets of metadata values for different types of documents you frequently work with. For instance, when you check in invoices from a vendor XYZ, you fill in vendor name of XYZ, a Vendor Type of X, a Document Type of Invoice and so on. The only field that is really different from an invoice to invoice is the title. The Form Assistant now allows you to save 'XYZ Invoice' as your personal Saved Metadata Value Set and apply it with one click (See screenshot below)



Form Assistant also gives you these other quick ways to fill in your Check In Form with quality metadata values:

  • Apply Folder Metadata - uses Content Server Folders metadata. Allows you to apply all non-empty values from a Content Server Folder or drag and drop individual values right into the form!
  • Fill With Recent Entries - Yes! Each and every time an item is checked in, a full set of values you used is automatically saved in your personal log of recent form entries and the entire form can be recalled in one click.
  • Use PDF Metadata From Document - All of the extended Windows and PDF metadata values defined in the document itself are now available for drag and drop right into the fields of your Check In form
Contact Us for more information on our new Oracle Desktop-Style integration for Adobe Acrobat



Adobe Acrobat - Native WebCenter Content Integration now available

Now you can work with PDF documents and metadata in Content Server seamlessly, without leaving Acrobat - and with ultimate simplicity

Search WebCenter right from within Acrobat... Check-Out and open for editing with one click flat... Check-In new revisions transparently on every save or Ctrl-S... Use Smart Form Assistant to fill metadata and never type the same values again.

Eliminate These Records, Compliance and Data Integrity Risks:

Your Documents are no longer left on the file system after check in. Check-In is completed with one click and revisions are no longer missing - even when users are interrupted and would otherwise forget to complete the check in. Correct content contributed - when users are not forced to browse for a file to check in - they won't accidentally pick a wrong file. Download Whitepaper to learn more

Check Out in One Click Flat

  • Locate, open and save PDF documents without leaving Acrobat or CS - just like the stock MS Word Plug-in
  • Recent Files in Adobe transparently open or check out files from their appropriate location - ECM or local file system
  • Recent Files from ECM Server are also conveniently segregated in a menu and can be checked out and open with one click
  • Three powerful ways to locate documents in ECM:
  • Quick Search
  • Advanced Search or
  • Browsing Folders
  • Recently used folders are saved for nearly one click Check Out

Check your changes in - instantly

  • Check In new documents directly from Adobe - by using Check In Form or by browsing folders. Recently used folders are saved for nearly one click check-ins
  • Recent values entered in the form on Check In are saved automatically and can be recalled with one click
  • Saved Personal Metadata Sets for quick check in with metadata
  • Create PDF portfolios by dragging and dropping documents directly from ECM search results
  • Drag and Drop Metadata from the PDF document itself or ECM Folders - directly onto the check in form - for quick check-ins with quality metadata... Download Whitepaper to learn more

Save about 30 min of peak productive time per user per day - every day

... by eliminating repetitive manual steps required for every check-in and update.

Save a lot more time when working with PDF Electronic Binders:

"Electronic binders often have over a dozen documents in them and - without Integration - these manual steps need to be followed for each document."
- Stephen Madsen, Program Manager, Alberta Agriculture and Rural Development

Our Adobe ECM Integration Plug-ins do not require an installer. Simply unzip the content of a distribution package into Acrobat's plugins folder and restart Acrobat to use ECM Integration features.

Contact ECM Solutions for more information.

Saturday, December 20, 2014

A better approach to content migrations brings $2 Million in savings and 20 times better use of Senior Resources

We got recently engaged by the cleint who has 47 Business Areas, that are still storing data on shared drives. This brings up a set of challenges with controlling access and revisions, finding content and other known issues.
Migrating content over to Oracle WebCenter will make content much safer, easier to manage and let Business Areas benefit from retention management, conversion and other features available in Oracle WebCenter, so the decision has been made to complete Migration Project within 1.5 years.
Each area was taking about 4 months of a Sr. Information Management Professional and one IM Support Person. At that rate, the entire migration was going to take 16 years unless new people are added. Scaling up was also problematic due to complex manual process required for mapping old file locations to the new file plan-based locations and other verification and migration activities. It also required highly trained staff due to big probability of error with possible severe implications.

Solutions

ECM Solutions developed an innovative mapping and migration tool that removed the complexity and reduced possibility of error thus reducing the demands on the operator, so now it is much easier to bring additional people to scale up the migration.
The time required to migrate was reduced down to about 1 month of an IM Support Person and just 0.2 month of Sr. IM Professional is now required for supervision. That’s 4x improvement for Jr. IM Staff and 20x improvement for Sr. Stuff.
It is now entirely possible to migrate all of ARD content into WebCenter in allotted 1.5 years and realize improved security, auditing, revisioning, search, metadata, conversion and other benefits of Oracle WebCenter.

Outcomes

Here're some specific numbers to illustrate the outcomes of implementing the new tool:
  • Business areas left to migrate: 47
  • Estimated cost using Excel, manual mapping: 4 months of 2 people per area ... about 63,200 man hours
  • Estimated cost at $50/hr of Sr. IM and $30 of Jr. IM - $2.5 Million
  • Estimated cost of migration using the tool: 1 month of Jr IM and 0.2 months of Sr. IM
  • Estimated cost at $50/hr of Sr. IM and $30 of Jr. IM ... $316,000 ... Savings of $2.2 Million
  • Net savings (including the cost of development) - About $2.1 Million
These numbers could be even better if we factored in the benefits of improved quality of mapping and the savings brought by using Oracle WebCenter Content - that will be realized much sooner. More savings still to be realized with significant quality improvements and time savings on the IT side when comparing the use of the tool with previous Batch Loader, IDC Command and Database Scripting - based migrations.
With using Excel - based manual process, it would take up to 8 additional people to migrate 47 business areas in 1.5 years. These people need to be hired or pulled off their current projects. All 8 people will also need to be trained before they could begin.
With the help of the new Migration Tool - 2 people that are already dedicated for the project will be able to complete the migration process on time.
Contact us to see how a custom migration tool can translate into quick, significant savings for your organization

Friday, December 19, 2014

Database Professional's Introduction to Records Management

ToadWorld has just published my quick introduction to Records Management specifically geared for database professionals. If you or a member of your team is jumping onto a Retention or Records project - this will bring you up to speed and have you talking the same language as your business folks in no time. The article is available here