See how the Everteam.records application archiving platform works.

1. Reduce the Cost & Risk
of Managing Your Information with
16 November 2016

2. Some Quick
Housekeeping
- All attendee lines are muted
- Please enter questions using the Q&A
function within GotoWebinar
- We will answer all questions at the end
- A recording will be made available to all
attendees, as well as a copy of the slides

3. Today’s Facilitator
3
Ken Lownie
VP Customer Success
Records Management SME for
Everteam
Responsible for Ensuring
Customer’s are Successful
Implementing and Using our
Products

4. Topics
4
1. What We are Doing is NOT Working
2. everteam.records
3. Demonstration

5. The Current Approach to Records Management is Simply Not Viable
5
Point of Transaction Point of Record Capture
Data
Created
Data
Stored In
Application
Records
Extracted
Records Management
Function
Data
Exported
Documents
CollectedDocuments
Created

6. The Current Approach to Records Management is Simply Not Viable
6
COSTVOLUME RISK

7. Records Should be Collected at their Source
7
When records are retrieved in a
separate process, at a later point
in time, they will always be less
accurate and more expensive to
gather.
Records should be collected at the
point, and in the moment, of the
transaction.
A Fundamental Organizing Principal of Automated Records Management

8. The Everteam Model
8
Point of Transaction
Point of Record Capture
Data
Created
Data
Stored In
Application
Records
Extracted
Data
Exported
Documents
Collected
Documents
Created
Automated Records
Management Function
Capture | Auto-classify | Optimize Storage
Index & Search | Manage Retention

9. 8 Essential Elements of Source-Based Records Management
9
1. Collect records directly from the systems that create them with application
connectors regardless of their nature or format: DB Record, pdf, doc, xml,….
2. Automate record management processes (collection, review, approval) with
workflow capabilities
3. Leverage automatic classification and metadata extraction
4. Provide a single point of access for authorized users to search and access
records across the organization regardless of their source
5. Implement consistent record retention policy management across all record
types
6. Address litigation hold requirements
7. Store records on a tiered basis at lower net cost
8. Incorporate Physical Records Management

10. Application Archiving in Action
10
MGEN provides health insurance to three million clients and employs
nearly nine thousand people. They provide insurance and manage thirty-
three health and social institutions (such as hospitals, mental institutions,
health centers, and homes for the elderly).
Beginning with archiving of payroll records and annual employee appraisals, MGEN has
incrementally expanded their use of Everteam over a period of more than ten years. Their
approach illustrates how a series of Application Archiving initiatives can build to a complete a
records management architecture.
Today, they use apply Everteam’s solution to manage more than 800 flows from Oracle and other
systems, collecting record types comprising millions of documents from a wide range of internal
systems. As result, they have the ability to search their archives from their production
applications, retrieve records, manage retention and recreate transactions.
MGEN has built a complete records management and archiving
architecture from the bottom-up with Everteam

11. Topics
11
1. What We are Doing is not Working
2. everteam.records
3. Demonstration

12. everteam.records capabilities
12
StoreIngest
Connect
Legal
Hold
Manage
Retention
everteam
records
Protect
Auto Classify
Verify
Search

13. Topics
13
1. What We are Doing is not Working
2. everteam.records
3. Demonstration

14. Topics
14
https://attendee.gotowebinar.com/register/5791141315881040897?source=Everteam.records+webinar

15. Let’s Take
Some
Questions

16. </End>

17. Capabilities
17
• We can take compressed database files or any format data extract directly from the
application environment
• We can ingest the object in the context of its relational data structure and replicate the
schema of the source system, or we can rely on converting to NoSQL structure
• We can discern between true records and what is a purely transient and system-generated
data that does not need to be managed as records
• Automatically classify the data objects to ensure accurate application of Retention policy and
regulation
CAPTURE STORE MANAGE

18. Capabilities
18
• We un-clog production environments by keeping them clean and optimized for both
performance and access
• We ensure proper security, compliance, and access control is applied
• We validate through tracking and storing appropriate digital signatures
• We optimize archives storage costs while optimizing performance through storage tiering
• We have out-of-the-box connector for most major storage devices: Centerra, Atmos, HCP,
Carringo, NetApp, …
CAPTURE STORE MANAGE

19. Capabilities
19
• We provide scalable search across multiple app archives and content repositories
• We can re-create the inactive data and transactions for access from the source system
• We apply records management principles such as retention and legal hold to any data object,
or file
• We provide “Federated” Search, Retention Management and Legal Hold across all the
archives
CAPTURE STORE MANAGE

20. System Overview
20
Tiered
Storage
Compress?

21. Application Archiving in Action
21
GMF, is a major insurance provider, delivers home, auto, medical, and
real estate insurance products. They insure more than 3 million autos
and 3 million homes through a network of more than 3000 agents.
At GMF, increasing quantity of human resource records was creating a drag on application
performance, affecting search speed and creating storage challenges. And a pending legal
requirement – compliance with the new Solvency II regulation – was looming.
GMF implemented Everteam to offload the HR Information System and to manage the HR
records according to legal requirements (including Solvency II requirements).
The Everteam solution, now manages millions of records. The load on the production
environment is reduced, while the offloaded HR records are managed for retention and in
accordance with record keeping regulations.
GMF brought the content created by their HR systems into
regulatory compliance with Everteam