Ship it 2015 UniSystems: Facilitating Document Management Compliance for the Maritime Industry
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The document discusses document management challenges in the maritime industry and how EMC Documentum solutions can help address them. It notes the need for effective information governance to facilitate audits, comply with regulations, and ensure security and litigation readiness given massive information growth. EMC Documentum is presented as a solution with enterprise content management, intelligent platform, and compliance services to manage the full content lifecycle and ensure controlled access across distributed organizations like commercial vessel operators.
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Ship it 2015 UniSystems: Facilitating Document Management Compliance for the Maritime Industry
- 1. ShipIT Conference 2015 Facilitating Document Management Compliance in the Maritime Industry Tassos Anagnostopoulos Principal Solutions Architect [email protected] Athens, 30 September 2015
- 2. 50+ years of solid IT experience Uni Systems was founded in 1964. 35+ years of Banking experience. 15+ years of Telecom experience. Lead systems integrator & solutions provider in international market More than 30 international customers including E.C., EU agencies, etc. 480+ specialized business & technology professionals 200 S/W Engineers, 150 System & Support Engineers, 50 Business Consultants 65+ M€ Total Revenues (2014) 52+ M€ Services, & Consulting 11+ M€ EU Institutions, Agencies and International Organisations Uni Systems at a glance
- 3. Using Greece as its base, Uni Systems is positioned as a key SI player in the emerging SE European, MENA and EU region. A Reference in the European ICT Service Sector Major ICT Systems Integrator in the domestic market Key contractor for central EU Institutions & Agencies Among the top solutions providers in the region of South- Eastern Europe & Turkey Expand to MENA and GCC countries with targeted solutions 3
- 4. The Need for Document Management • Average company has 200-300 different types of documents • 80% of enterprise information is unstructured – Source: Fulcrum Research • 90% of unstructured information is unmanaged SOPs video presentations proposals specifications project plans illustrations detailed designs photos web information animation emails research scanned documents forms resumes market requirements product requirements fingerprints letters white papers SOWs contracts POs invoices meeting notesNDA data sheets competitive analysis MRP ERP Order Mgmt. CRM Policy Mgmt. Unstructured Structured
- 5. Document Management Challenges • Volume of documents growing exponentially • Relevant information is virtually impossible to find • Difficult to control versions in distributed organizations • Becomes increasingly important in disconnected scenarios (e.g. ships) • Policy enforcement is fractured and incomplete
- 6. Effective Information Governance in the Shipping Industry Support for Audits Ensure preservation of all required documentation Facilitate discovery of information both at shore and on ships Track document access Shipping Industry regulations Multiple regulations already in effect: Safety (SOLAS) Security (ISPS) Labour (MLC) Environment (MARPOL) New regulations? Security and Privacy Protect corporate information Limit access only to those entitled to it Litigation Readiness Ability to quickly respond to investigation requests Be able to prove that no important records have been altered or destroyed Massive information growth Legislation is driving companies to keep more data, and for longer periods of time Need for continuous syncing of new content with ships Information Governance Requirements
- 7. Massive information growth Legislation is driving companies to keep more data, and for longer periods of time Need for continuous syncing of new content with ships Effective Information Governance in the Shipping Industry Support for Audits Ensure preservation of all required documentation Facilitate discovery of information Shipping Industry regulations Multiple regulations already in effect: Safety (SOLAS) Security (ISPS) Labour (MLC) Environment (MARPOL) New regulations? Security and Privacy Protect corporate information Limit access only to those entitled to it Litigation Readiness Ability to quickly respond to investigation requests Be able to prove that no important records have been altered or destroyed Information Governance Requirements Need for Information Governance leads to increased technical, record-keeping and management requirements Multiple compliance risks and consequences for commercial vessel operators
- 8. Enterprise Content Management and Compliance Managing the complete content lifecycleManaging the Complete Content Lifecycle Create Review Approve Publish Distribute Retain Dispose Complete Controlled Life Cycle • All important documents and mails stored and tracked by one system, with common security rules and a unified audit trail • Full visibility over the lifetime of the content, ensuring legislation compliance
- 9. The New Information Governance Technology Stack User experience Compliance Services Enterprise Content Management
- 10. User experience Intelligent information platform Compliance Services Cloud Information Services Infrastructure The New Information Governance Technology Stack Enterprise Content Management Completely tailored to the user, task, and goal Complete work/ life integration Device-independent for access anywhere Flexible framework for easy and dynamic user interface assembly
- 11. User Experience Compliance Services Cloud Information Services Infrastructure The New Information Governance Technology Stack Enterprise Content Management User experience Ability to declare documents and mails as official records Retention and Disposition Management Fine-level access control Complete auditing of all user events Support for compliance regulations & standards (SOX, MoReq, etc.)
- 12. Intelligent information platform Cloud Information Services Infrastructure Enterprise Content Management User Experience The New Information Governance Technology Stack User experience Process management and collaboration as built-in services Unified repository for all content (documents – mails etc.) Distributed architecture allowing replication of content Easy search and discovery Highly flexible platform for rapid application composition and configuration Compliance Services
- 13. • Recognized as an ECM Leader by Gartner and Forrester • Ensured compliance (DoD 5015.2, SOX, etc.) • Interface with the European Maritime Strategic Framework • Unified Document & Records Management suite EMC Documentum Enterprise Content Management Suite DOCUMENTUM ECM SUITE Delivers a fully integrated, comprehensive information management platform that allows organizations to manage and leverage content in a cost-effective, controlled manner while providing secured access across a distributed organization
- 14. The EMC Documentum Solution USER EXPERIENCE ENTERPRISE CONTENT MANAGEMENT INTELLIGENT INFORMATION PLATFORM COLLABORATION WORKFLOW ENGINECAPTURE AUDITING SEARCH AND CONTENT ANALYTICS SECURITY AND RIGHTS MANAGEMENT DOCUMENT MANAGEMENT COMPLIANCE SERVICES LIFECYCLE MANAGEMENT RETENTION AND DISPOSITION RECORDS MANAGEMENT SYNC & SHARE FOR OFFLINE AND MOBILE DEVICES COMPOSABLE USER INTERFACE
- 15. The EMC Documentum Solution USER EXPERIENCE ENTERPRISE CONTENT MANAGEMENT INTELLIGENT INFORMATION PLATFORM COLLABORATION WORKFLOW ENGINECAPTURE AUDITING SEARCH AND CONTENT ANALYTICS SECURITY AND RIGHTS MANAGEMENT DOCUMENT MANAGEMENT COMPLIANCE SERVICES LIFECYCLE MANAGEMENT RETENTION AND DISPOSITION RECORDS MANAGEMENT SYNC & SHARE FOR OFFLINE AND MOBILE DEVICES COMPOSABLE USER INTERFACE DOCUMENTUM RECORDS MANAGER DOCUMENTUM ECM PLATFORM SYNCPLICITY DOCUMENTUM D2
- 16. Security in the Documentum Platform Content Security Repository Encryption Electronic Signatures Information Rights Management Mandatory Access Control Digital Shredding Electronic signatures Digital shredding Single sign-on Authentication Auditing Encryption Information rights
- 17. The Documentum D2 User Interface Personalized experience based on user role Simplified access to content Easily configurable, no coding needed
- 18. The Documentum D2 User Interface Personalized experience based on user role Simplified access to content Easily configurable, no coding needed
- 19. The Documentum D2 User Interface Personalized experience based on user role Simplified access to content Easily configurable, no coding needed
- 20. The Documentum D2 User Interface Personalized experience based on user role Simplified access to content Easily configurable, no coding needed
- 21. Offline and Mobile Access – Syncplicity • Provides synchronization with any device, whether inside or outside the firewall • Files can be IRM-encrypted to prevent unauthorized sharing • Fully auditable