Pamela Doyle, Director Fujitsu Computer Products of America Chair, CDIA+ & The TWAIN Working Group AIIM, Advisory Tr

1. “The Case for Disaster Recovery— Protecting Critical Data” Pamela Doyle, Director Fujitsu Computer Products of America Chair, CDIA+ & The TWAIN Working Group AIIM, Advisory Trade Member

2. The World is Different Today • Global economy • Worldwide economic slowdown • Unprecedented number of fiscal improprieties • Governments developing regulations for managing business content • Terrorism and bio-terrorism are a constant threat

3. Organizations are Seeking Ways To: • Broaden market outreach • Streamline cost of doing business • Effectively manage business content • Enable better B2B and B2C communications • Protect valuable data and ensure business continuity

4. Selected Technologies Have a Higher Priority for IT Professionals • Cellular phones • Blackberry two-way pagers (RIM) • Non dial-up access technologies (ISDN, DSL, cable, wireless) • Document imaging • SSPs, HSPs, ISPs and SANs

5. Types of Disasters • Dangerous weather conditions • Typical weather conditions • Earthquakes • Fire • Volcanic eruptions

6. Human caused disasters Vandalism & theft Teenage rage Computer viruses Terrorism & bio-terrorism War Intentional disposition of business documents Any data storage disaster Types of Disasters

7. What Can Be Lost? • Home records • Historical records • Valuable research findings • Business records

8. How to Recover From a Data Storage Disaster • The ability to recover depends solely on “pre-planning” Y2K preparation plans • Implementation of DRP (including DI) • Simple “rehearsals” • Secure remote access software & hardware • Backup frequently • Mirror data off-site

9. What Vertical Markets Need DRS “What vertical does not have a valuable information asset?”

10. An Organization Information Asset can Exist in Various Forms • Graphics • Electronic • E-mail • Audio Clips • Streaming Media (Video) and • Paper!

11. Volume of Paper • It is estimated that 90% of information is still retained on paper • 2.7 billion sheets generated daily • Average document is copied 19 times • 200M documents filed daily

12. U.S. Consumption of Paper • The number of pages consumed in U.S. offices is going up 20% per year • Reached a trillion in the year 2000

13. Paper Documents Must Be Con-verted to an Electronic Format • Capture images • Retain as image or extract data • Create metadata • Manage the data • Secure the data (store CDs, WORM, MO) • Protect off-site (the more redundancy the better)

14. Archive and retrieval OCR/ICR Forms processing Content management Data warehousing ECM Technologies • Data Mining • Publish on Demand • Key From Image • Business Process Management • C.O.L.D., ERM

15. Regardless of what DI solution is being implemented to protect an organization’s information asset, it is imperative the System Integrator and the End User understand the importance of the capture sub-system.

16. Why? • Entry point for digitizing information • Success or failure of implementation • 20 percent of initial investment • 80 percent of on-going operating costs

17. Other Technology Trends Aiding in Disaster Recovery • Internet • Distributed capture • Image processing • Color • Increase in the number of service bureaus • Advances in storage technologies

18. Who is Responsible? • VAR/SI • Vendors • CEO and Board Room • IT Department • Department Managers • Records Manager Professionals • Legal

19. Determine data loss tolerance Determine types of information that should be captured Determine off-site storage plan (two or three providers in different locations) Get educated Disaster Recovery Plan

20. Assign DR committee and chair Work with a knowledgeable VAR/SI Write the plan Implement the plan Test the plan Review at pre-determine intervals Disaster Recovery Plan

21. “Businesses suffering an incapacitating disaster without a DRP: Only 43% resume operations Of the 43%, only 29% in business 2 years later Total of 87% will be out of business in 2 years” Contingency Planning Research Ramifications

22. Where is your critical data stored? Is your data mirrored off site? How long can your business survive without access to your data and technical services? How much long term damage could downtime cause to your customer relationships? How do these considerations weigh against designing and implementing a DRP? Some Fundamental Questions

23. Recently, Tom Brokaw, NBC Nightly News, reported how the FBI is using Document Imaging technology to capture documents (correspondence, maps, etc.) found in the caves of Tora Bora to aide in the war against terrorism. Document Imaging Aides in War Against Terrorism

24. Victims Getting Back toBusiness As Usual • Euro Brokers, Inc. • Empire Blue Cross and Blue Shield • Securities and Exchange Commission Reported in December, 2001 issue of Transform magazine • Marsh & McLennan Company

25. Cuts costs Accelerate business processes Ensure regulatory compliance Enable better business to business comunication Protect data ROI

26. Superior Court of Cobb County, GA • Business Problem: • Real estate records took 46 days to be recorded • 20 employees had to work 66 hour work weeks • The courthouse was running out of space, they were looking at building a “$10 Million” storage facility • Implementation Objectives: • Reduce turn around • Reduce employee hours and eliminate overtime • Give people remote access to the courthouse’s public information • Eliminate building investment

27. Superior Court of Cobb County, GA • ROI: • 46-Day delay to 3 hour turnaround • Eliminated courthouse employee overtime • Eliminated need for $10 million document storage facility

28. City of San Diego • SD Data Processing is a non-profit public benefit corporation • Metropolitan Wastewater Department • Dept. deals with taking wastewater and discharging in the ocean after treatment (heavily regulated) • Problem: • Documentation regarding city’s adherence to state and federal standards must be instantly available for review

29. City of San Diego • Solution: • Kofax Ascent and 99 series scanners used to capture 88K pages per month • ROI: • Ability to capture wide range of documents (sizes and color) • Immediate access to documents • Ensures they are in regulatory compliance

30. Willamette Industries • Paper and Lumber Manufacturer based in Portland, OR • Business Problem • Too many man hours spent filing and retrieving documents • Physical space to store was becoming excessive • Needed a disaster recovery plan for critical information asset

31. Willamette Industries • ROI • Processing time reduced from 17-20 minutes to 20 seconds • Reduced storage costs • Accelerated business process by enabling customers to have direct access to documents • Ensured security of data from any data storage disaster

32. Scanner Market Description • Workgroup (< $2K, < 20 ppm) • Departmental ($2 - 6K, most 20-36 ppm) • Low Volume Production ($6 -12K, most 36-50 ppm) • Mid Volume Production ($12 - 29K, most 42-85 ppm) • High Volume Production (>$30K, >60 ppm)

33. Get Educated Join trade organizations Research potential hardware and software solutions Network with colleagues who have implemented similar solutions Retain the services of knowledgeable VARs/SI End User Call to Action

34. CompTIA (www.comptia.org or cbowman@comptia.org) CDIA+ AIIM (www.aiim.org) AIIM Trade Show AIIM ECM Tour (October/February) More Information