POLICING WITH AN EDRMS How accessible document management can keep bad guys off the street. SHAREPOINT CHALLENGE The pros and cons of flexible content for electronic data discovery (EDD) Jan-Feb 2013 Defending the record Battling information overload Print Post Approved: PP 255003/09418 Who you gonna call? Y NTR E TA DA e z e s c a n Helping reduce your data entry! Contact EzeScan for more information: Call: 1300 EZESCAN (1300 393 722) www.ezescan.com.au | CONTENTS| 6 RECORDS BATTLEGROUND Australia's Defence Information Management Tiger Team tackles the Who you gonna call? challenge of managing records accumulated in Afghanistan. 6 IDM MAGAZINE Publisher/Editor Bill Dawes Web & Design Paul Mirtschin Published by: Transmit Media Pty Ltd ABN 631 354 31659 PO Box 392 Paddington NSW 2021, Australia 8 DIGITAL GANG WARFARE Telephone: +61 (2) 9043 2943 A US police department is showing the way forward in using smart Fax: +61 (2) 8212 8985 document management to keep street gangs in check. email: [email protected] 18 CASHING IN ON THE CLOUD Eric Bussy, Product Management Director at Esker, predicts a new era All material in Image & Data Man- of document automation solutions. ager is protected under the Com- 22 MARKETING MAKEOVER monwealth Copyright Act 1968. No Kathmandu turns to SharePoint solution for managing a large image material may be reproduced in part library. or whole in any manner whatsoever Y without the prior written consent of 24 EDISCOVERY REALITY CHECK the Publisher and/or copyright holder. The flexibility of SharePoint's document management can create TR Editorial contributions are welcome. issues when the ediscovery spotlight is turned on. N All resonable efforts have been made 27 WHICH SKYDRIVE FOR ME? E to trace copyright holders James Milne looks at the different versions of Microsoft's cloud stor- TA age platform. A The Publisher/Editor bears no respon- 34 OFFICE 365 VS. ON-PREMISE sibility for lost or damaged material. How to the two alternative solutions measure up? D The views expressed in Image & Data Manager are not those of the Editor. 40 BUILDER'S PAPER-LESS PUSH While every care has been taken Henley Properties Group turns to electronic document management in the compilation of editorial, no to step off the paper roundabout. responsibility will be accepted by the Editor for omissions or mistakes with- 40 in. The Publisher bears no responsibil- ity for claims made, or for information provided by the advertiser. e z e s c a n Web site: www.idm.net.au Sign up for the FREE weekly IDM newsletter http://idm.net.au/subscribe-idm-magazine NEXT ISSUE Helping reduce your data entry! MARCH-APRIL 2013 Audited Circulation: 42 TOOLS & TECHNOLOGY average net distribution Solutions for enterprise capture and document and records manage- 6,091 for period ended March 31, 2012 ment. Contact EzeScan for more information: Image & Data Manager | 1 Call: 1300 EZESCAN (1300 393 722) www.ezescan.com.au | NEWS WATCH | Devil is in the detail for Pingar begins data retention:survey Globally organisations are struggling with implementing their infor- taxonomy trials mation retention plans. Only a third report theirs is fully operational, Pingar, the New Zealand provider of unstruc- according to Symantec’s 2012 Information Retention and eDiscovery tured data management solutions, has an- Survey *. nounced it has begun trials of its automated Nearly two-thirds (60 percent) of organisations say they have a formal Taxonomy Generator Service with selected retention plan, yet only 34 percent report those plans are fully opera- customers. tional. The perceived cost of implementing their plans is reported to The Service enables enterprises to generate be the most common reason why organisations are lagging in plan instant taxonomies from an analysis of the implementation. The survey found that only 7 percent of organisa- content of large internal document sets. The tions don’t have any plans in place, a 50 percent drop from 14 percent Pingar research team, headed by Dr. Alyona of organisations reported in the 2011 survey. Even more concerning Medelyan & Professor Ian Witten, has com- is that while they received on average 17 requests for electronically bined natural language processing and ma- stored information, these requests failed 31 percent of the time. This chine learning technologies with Linked Data is significantly higher than the 20 percent of failures reported in 2011. to create a unique approach to the challenge of Each time a failure occurs, the organisation is at risk. automatic taxonomy generation. Forty-three percent reported the inability to make decisions in a timely Peter Wren-Hilton, CEO of Pingar said: fashion as the biggest consequence of these failures. Other conse- “Building enterprise taxonomies ‘on the fly’ quences reported include damage to reputation, compromised legal is one of the true holy grails of providing real position, fines, raised profile as a litigation target and court sanctions. structure to the 80% of unstructured data held (*Symantec surveyed IT executives at 500 organisations with more than by enterprises today. 500 employees in the US, UK, Canada and Germany). “Custom-built taxonomies have traditional- ly been both expensive to build and expensive ECM sweeps into NZ govt to maintain. The Pingar Taxonomy Generator Four major New Zealand government bodies have announced plans to Service allows enterprises to build multiple issue a simultaneous tender for Electronic Content Management (ECM) taxonomies ‘on the fly’ in order to manage solutions. The Ministry for Primary Industries, Department of Internal departmental, project or enterprise-wide doc- Affairs, Department of Conservation and the New Zealand Police will ument sets.” take the digital leap together. “The Pingar Taxonomy Generator Service supports a wide range of unstructured data According to the joint announcement, “The intent is to provide a types including Office documents, PDFs, common capability offering via an all of government approach that emails and their attachments”, Wren-Hilton can then be used within the wider public sector should other agencies added. “The launch of the beta Pingar Taxon- elect to participate in the arrangement once established.” omy Generator Service is the culmination of Expected out in March 2013, the Request for Proposals (RFP) will two years dedicated research work by some of encompasses three core technologies (records management, docu- the leading experts in this field.” ment management, web content management) and a range of related Dr Alyona Medelyan, Pingar Chief Re- technologies, such as: archiving, workflow, and collaboration. search Officer, writes on the company blog,”We argue that a useful taxonomy is one BAE Systems Detica in APAC that contains terms relevant to the documents Information security and management consultancy BAE Systems Deti- it is meant to organise. These terms can be ca is expanding its Asia Pacific footprint. BAE Systems Detica specialises sourced from existing taxonomies, Wikipedia, in delivering information intelligence solutions to government and using entity and terminology extraction algo- commercial customers and is part of BAE Systems, a global defence and rithms. security company with over 100,000 employees worldwide. “Then, it’s the matter of grouping these Incorporating BAE Systems’ past acquisitions including Stratsec and terms into a meaningful hierarchy.” Norkom, Detica’s cyber security, financial crime and intelligence busi- The Pingar Taxonomy Generator receives as nesses will now operate as one organisation across Australia and Asia an input, documents in various formats, which Pacific - forming part of one global cyber-security company. may be stored on a file-share, in a document BAE Systems Detica, Asia Pacific and Middle East Managing Director, management system such as SharePoint, or on Richard Watson said, “Cyber security is a global problem which requires an Exchange Mail server. a global response. As such, we have re-aligned our business to reflect These documents are then processed and this.” analysed using a variety of tools and datasets, in order to extract taxonomy terms and rela- “In Australia, we already have a significant cyber security capability and tions between them. The output is a taxono- an established footprint through our recent acquisitions of the Norkom my, which combines these terms and relations and Stratsec businesses. We have trusted client relationships across into a single hierarchical structure useful for government and commercial markets and look forward to providing document organisation. them an expanded cyber product and services portfolio.” 2 | Image & Data Manager eCopy Paperless productivity for businesses of every size Using eCopy, businesses can integrate paper documents into their digital document management systems, via existing scanners and copiers. By integrating eCopy ShareScan with your exisiting multi-function device you can: • automatically convert hardcopy originals into accurate, formatted, editable digital fi les - including graphics & tables. • transform static text images into searchable documents as they are scanned. • transport information directly into Microsoft® applications such as SharePoint®, alleviating the need to rekey, distribute or archive paper. • integrate with HP TRIM and other records management systems, making it easy to search and retrieve scanned information. • use secure scan-to-mail, scan-to-PC and scan-to-fi le functionality. • lower document-processing costs and keep your business