Transcript No Slide Title

“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
The World is Different Today
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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
Organizations are Seeking Ways To:
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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
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
Types of Disasters
• Dangerous weather conditions
• Typical weather conditions
• Earthquakes
• Fire
• Volcanic eruptions
Types of Disasters
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Human caused disasters
• Vandalism & theft
• Teenage rage
• Computer viruses
• Terrorism & bio-terrorism
• War
• Intentional disposition of business documents
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Any data storage disaster
What Can Be Lost?
• Home records
• Historical records
• Valuable research findings
• Business records
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
What Vertical Markets
Need DRS
“What vertical does not
have a valuable
information asset?”
An Organization Information
Asset can Exist in Various Forms
• Graphics
• Electronic
• E-mail
• Audio Clips
• Streaming Media (Video) and
• Paper!
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
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
Paper Documents Must Be Converted 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)
ECM Technologies
• Archive and
retrieval
• Data Mining
• OCR/ICR
• Publish on
Demand
• Forms processing
• Key From Image
• Content
management
• Business
Process
Management
• Data warehousing
• C.O.L.D., ERM
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.
Why?
• Entry point for digitizing information
• Success or failure of implementation
• 20 percent of initial investment
• 80 percent of on-going operating costs
Other Technology Trends
Aiding in Disaster Recovery
• Internet
• Distributed capture
• Image processing
• Color
• Increase in the number of service bureaus
• Advances in storage technologies
Who is Responsible?
• VAR/SI
• Vendors
• CEO and Board Room
• IT Department
• Department Managers
• Records Manager Professionals
• Legal
Disaster Recovery Plan
• 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
• 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
Ramifications
• “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
Some Fundamental Questions
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Where is your critical data stored?
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Is your data mirrored off site?
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How long can your business survive without
access to your data and technical services?
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How much long term damage could downtime
cause to your customer relationships?
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How do these considerations weigh against
designing and implementing a DRP?
Document Imaging Aides in War
Against Terrorism
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.
Victims Getting Back to
Business 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
ROI
• Cuts costs
• Accelerate business processes
• Ensure regulatory compliance
• Enable better business to business
comunication
• Protect data
Superior Court of Cobb County,
GA
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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
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
City of San Diego
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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
City of San Diego
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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
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
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
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)
End User Call to Action
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Get Educated
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Join trade organizations
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Research potential hardware and software
solutions
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Network with colleagues who have
implemented similar solutions
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Retain the services of knowledgeable
VARs/SI
More Information
• CompTIA (www.comptia.org or
[email protected])
• CDIA+
• AIIM (www.aiim.org)
• AIIM Trade Show
• AIIM ECM Tour (October/February)