Xerox 2001 strategic vision

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Total Community Approach to Document Management
Tom R. Maracle National Manager Aboriginal
Community Relations 613-783-5913
A Past Worth Preserving, A Future Worth Embracing
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The Document Company Xerox
Start
Finish
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From Information to Knowledge

• Making Your Documents Available to the People Who
  Need Them
• to Support Your Business Requirements and
  Community Development

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What is Knowledge?

• Information used for a meaningful purpose and in
  dynamic environment
• It is a community resource

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• What is a Document?

A document is more than a sheet of paper or a
report. A document is information that is
recorded in any media and in any language.
A document can be a community plan, a video of
event, email, Treaty, a floor plan, a painting,
spreadsheet, Wampum Belt, petroglyphs, monuments
and cairns, an illustration, Medicine Wheel, a
contract, audio cassette, photographs and so on.
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Knowledge can be captured and shared

• and this changes everything

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Where is knowledge?
Document Management enables capturing tacit
knowledge
ElectronicKnowledgeBase
ElectronicDocuments
PaperDocuments
Community Experience and Knowledge
- Source Delphi
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w h y m a n a g e
KNOWLEDGE ?
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Todays Challenges

• Need to retain language, culture and community
  knowledge
• Drowning in a sea of information
• Loss of critical information
• Different formats
• Too many physical forms

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Why Manage Knowledge?

• Effects of Growing Content
• Preserve community knowledge for posterity
• Storage space cost for archives increases as
  space use increases.
• Disaster recovery is huge problem with paper
  archives.
• Accessing information becomes more cumbersome.
• Environmental issues regarding the volumes of
  paper being copied for personal files,
  organizational files, archive files (which should
  be in duplicate for disaster recovery)
• Other Issues
• Risk management associated with accessing
  information and information security - a
  knowledge management solution will reduce the
  cost of litigation.

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Why Manage Knowledge?

• External Influences
• Reporting requirements
• Security
• Health Safety
• Environmental
• Disaster Recovery

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Why Manage Knowledge?
Disparate Systems
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Why Manage Knowledge?

• Personal Productivity
• Average knowledge workers time spent just
  looking for information.
• How often content is re-created rather than
  re-used.
• Annual rate at which content volume is growing
• - Forrester Research

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70
200
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Why Manage Knowledge?

• Review
• Preserve and protect community knowledge to
  benefit future generations
• Productivity lost trying to find, or re-purpose
  information.
• Storage space costs increase with growing volume
  of content.
• External contribution and contract requirements
  for managing documents and records.
• Disparate systems used to manage individual
  requirements. Not easily searchable by others in
  organization.

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p
s t e p s t o m a n a g e
KNOWLEDGE ?
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Knowledge Management Building Blocks
Community Knowledge Vision and aspirations,
language and culture, values and beliefs, plans
and priorities, history, expertise
Knowledge Communities (people)
Knowledge Flow (process)
Navigation and Access (process)
Knowledge Libraries (technology)
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Community Knowledge Management System
People (Community Knowledge and Knowledge
Communities)
Process (Knowledge Flow, Navigation Access)
Technology (Knowledge Libraries)
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Summary

• Knowledge is a Community Resource
• Knowledge is Information in Action.
• community knowledge is contained in paper and
  electronic documents.
• Knowledge preservation, employee productivity,
  external influences and disparate systems are all
  drivers for implementing knowledge management.
• Knowledge management solutions are community
  driven and include people, process and
  technology.
• Critical to create a knowledge sharing
  environment that reflects community plans and
  priorities.

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Value Statement
Enhanced community development and business
processes through an integrated community-driven
knowledge sharing solution and digital document
management strategy would further result
in Improved access and quality of documents to
capture all facets of community knowledge and
development regardless of medium Faster
development, management and distribution of
critical information Increased sharing and
access of information in documents across
departments and programs, thereby retaining
knowledge for the future, reducing redundancy
and optimizing staff time Enhanced efficiency
through capturing more as part of your
existing work process
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Objectives

• Building on a platform that would support
  Community Knowledge Sharing solutions and
  existing business processes
• Provide a mechanism and medium for the delivery
  of information to community members and clients
  which would support this model
• Looking to the future (sharing documents/informati
  on, total cost impact, ease of use, scaleable and
  ability to integrate)
• Ability to support your Document Management
  Strategy
• Experience to reduce associated risk
• Support community plans and solutions

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What this strategy will deliver to you...
Empower community, clients and staff Provide
modular program solution and leadership for
system integration Deploy a document
management strategy that reflects
community priorities and maximizes your
infrastructure investment
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What this strategy will deliver to you...
Support community decision-making processes (and
consultation) Support performance measurement
objectives and reporting requirementsAbility to
share information with the community (access
privileges)
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A Solution that Meets Your Needs at Your Pace

• Making documents available when you need them
• Available to users that you choose
• Reflects your community and business priorities
• Easy to use, easy to manage and easy to share

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Flow of Information
DocuShare supports community business and
document management strategy
Government
Administration of programs and services
Work groups
Community plans and priorities
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Information to
Community Leaders and Policy Makers
Government
Portfolios
Plans and Priorities
Minutes/Resolutions
Electoral Rules
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Information to
Senior Managers
Administration
Operations
Programs and Services
Special Projects
Business Calendar
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Information for
Programs
Housing Program
Applications
Inspection
Maintenance
Construction
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Information For
Storage
Application forms
Active and Inactive
New Housing
Renovations
Employment
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Information for
Community
Community Info
Calendar of Events
Program and Policies
Frequently Asked Questions
News
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What is DocuShare??
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Full text search
Document Format Independent
Version control
Community maintained
DocuShare a web-based, community
maintained, document management system
Folders
NT or Solaris server
Document level security
Scalable of users per server
Minimal webmaster support
Platform independent
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FlowPortTM

• Software that dynamically bridges the paper to
  digital gap.

Easily eliminate paper bottlenecks from critical
business processes and save time and money -- go
from paper to digital and back, without your PC
and do it from just about anywhere to just about
anyone.
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FlowPort Takes YouFrom Paper, To Digital, To
Anywhere
Email/Web
Internet Fax
Remote Printer

• DMS
• GroupWare

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FlowPortTM

• One-Step Scan, Distribute, Store, and Access

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Distribution Cover Sheet
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The Document Company Xerox
Software TechnologyA suite of tools giving
you the leverage needed to preserve and share
invaluable community resourcesDocuShare - for
preserving, sharing and collaborating Flowport
- for easy access and distribution without
changing the entire process or workflow
(supports your processes)Document Centres -
the On Ramp and Off Ramp for documents
Document Centres - Documents on Demand in each
program areaDocuShare - The Digital Document
putting the power of technology where it belongs
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Integration Strategy

Access
Usage
Initiative
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Workflow in your organization

Indexed by Administration, Council or Board
meetings, Finance, Program, Community Info,
etc...
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Alignment
Community Solutions Drive Technology Solutions
Knowledge Preservation and Sharing is Defined
and Managed at the Community LevelKnowledge
Sharing and Collaboration is User Friendly and
Cost Effective
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Questions Answers
We welcome your thoughts and comments...THAN
K YOU!