Ontario Document Archiving: Adapting to Today's Challenging Business Environment

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Ontario Document Archiving

• Adapting to Todays Challenging Business
  Environment

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Ontario Document Archiving

• Ontario document archiving has been faced with
  many challenges in todays business environment.
  Companies have many different types of data
  sources, some of which are relational databases,
  document repositories, email stores and file
  servers. Increasing the challenges of managing
  this complex environment are corporate
  acquisitions, regulatory compliance, information
  governance and mandates to reduce operational
  cost through vendor and infrastructure
  consolidation.

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Ontario Document Archiving

• Ontario document archiving is used to store
  millions of records, statements, policies, images
  and other types of documents. Archiving relies
  on indexes and metadata associated with each
  individual document. This information aids in
  discovery, content validation, storage
  organization, retrieval, distribution and
  delivery of the documents in the archived system.

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Ontario Document Archiving

• For organizations struggling with corporate
  acquisitions, regulatory compliance, information
  governance and vendor/infrastructure
  consolidation, Ontario document archiving is the
  perfect time to address document inconsistency
  issues. Companies should consider migrating their
  documents to a single document management system.
  Options exist today for quick, efficient
  migrations that add value to document management.
• Companies can expect more ways to access
  documents, extract critical information when
  needed and improve customer service. To be
  successful, companies must plan carefully and
  comprehensively. Experts should be included on
  the team that plans the system migration for
  document management and Ontario document
  archiving.

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Ontario Document Archiving

• Typical phases of these projects include the
  following
• Discovery involves an analysis of all document
  management systems within the organization. In
  addition to the systems, team members must
  identify all the different types of documents
  contained in them.
• With extraction, companies must establish
  procedures and policies for how content will be
  accessed from the document management system.
  All facets of access must be reviewed and
  improved as necessary.
• Transformation involves re-purposing document
  content when needed to add value or meet new
  business requirements.

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Ontario Document Archiving

• Auditing ensures integrity of the documents and
  that all processes involved in document
  management and Ontario document archiving are
  followed.
• As mentioned earlier, indexes and metadata
  provide actionable information about the
  documents contained within an Ontario document
  archiving system. When companies move to a
  single document management system, they have the
  opportunity to update metadata and indexes for
  consistency.
• With loading, documents, metadata and resources
  are loaded into the document management system
  with integrity and accessibility retained.

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Ontario Document Archiving

• If a company has disparate document management
  systems, it must consolidate its information into
  one system to get the most benefit and many of
  the advanced features offered by todays systems.
  By migrating and consolidating, business can
  reduce the total cost of ownership and assure
  performance and scalability will meet future
  requirements.

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Ontario Document Archiving

• To avoid issues when migrating to an Ontario
  document archiving system, organizations must
  plan and execute the project with expert team
  members with a proven track record. Document
  management vendors exist today with the right
  background and technology to help companies
  achieve significant results.

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Ontario Document Archiving

• The right Ontario document archiving vendor will
  be committed to working with each companys
  unique situation and recommend solutions tailored
  to specific needs. In addition, well qualified
  solution providers can lower the risk and enhance
  the return on investment for any document
  migration project.

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About the Author

• Kevin D'Arcy is VP of Sales and Marketing for
  MES Hybrid Document Systems, Ontario's leading
  document scanning and document management
  supplier.
• For more information about our Ontario Document
  Archiving, visit http//www.mesltd.ca/pages.html?
  pid51