Secure Content Management. FeithDrive. Feith Systems and Software 425 Maryland Drive Fort Washington, PA

Transcription

1 Secure Content Management FeithDrive 425 Maryland Drive Fort Washington, PA Feith Systems FeithDrive

2 1.0 Introducing Feith Feith Systems & Software, Inc. Feith develops class-leading Document Management and Records Management software that will tightly integrate with and extend your legacy systems. Feith's mascot, since '87 Feith s storied 38-year history as an independent and entirely US-based software developer is unique in the industry. Delivering solutions for an array of government agencies and Fortune 500 companies, Feith provides the comprehensive solution to address your challenging document processes. Leveraging your existing investments, Feith s platform will bridge information silos to provide a more powerful and user-friendly way to store, organize, and manage your information. Feith Systems is a small business, with big customers. You ll get the benefit of widespread industry experience with the close-knit team only a family business can provide. A software platform that is well established in the real world and exceeds all requirements. Outstanding Project Management with veteran staff experienced in delivering the Feith platform for decades. Rapid deployment and a tested approach to achieving wide scale adoption in your organization. Flexibility to run on-site or in the cloud. The go-getter group that will get your project done. Copyright 2017,, Inc. The text and ideas contained in this document are the 1

3 2.0 Why FeithDrive The Complete Document Solution The best way to provide value for your organization is a single, integrated platform that incorporates key document management technologies: electronic content capture, records management, legacy integration, and evolving security. Each one of Feith s technologies stands as a powerful tool alone, but they really shine as an integrated document management system. Engaged Users Supporting your user community demands a common interface, allowing dead-simple access to content. For wide user adoption, Feith has modeled our UI after consumer-grade file sharing interfaces. You get the simplicity your team wants, but with the functionality and flexibility to fulfil the mission. Our experience suggests that the transition for users from working in network drives or SharePoint to FeithDrive will be transparent and encourage disciplined user access. World-Class Project Management The Feith Team has successfully deployed the Feith Platform for nearly 40 years, to countless organizations. Consistently meet your project goals and objectives with the highest quality project management and the best in cost management. We value close working relationships with our clients. Providing them up-to-date information on project milestones, whether progress or challenges, is among our highest priorities. We carefully manage our programs against refined Change Management methodologies, and your dedicated Feith project team will regularly impress you with their commitment to your project. Copyright 2017,, Inc. The text and ideas contained in this document are the 2

4 Your Document System FeithDrive Unmanaged data is typically siloed in a variety of applications, like electronic storage, SharePoint, and on network drives. To properly organize, store, and work with this information, it s important that these data silos are integrated. Integrating these systems allows the full range of content to be captured and managed across its lifecycle. Figure 1- The Feith Apps portal, where both Feith and external applications may be launched. You ve recognized that centralizing information in a content repository will add structure and discipline. Feith will facilitate your electronic content management strategy, so that it is more robust and responsive making your team more productive. Copyright 2017,, Inc. The text and ideas contained in this document are the 3

5 A Comfortable Interface for End-Users FeithDrive is Feith s central application for end-users, providing a complete enterprise-grade Enterprise Content Management solution. Modeled after the directory + metadata paradigm, Feith combines simplicity and power in one single system. This means that every employee will be able to quickly adapt to the new system. Meanwhile, behind the scenes, your power users, IT, records managers, and security teams will have the full suite of features they need to get complex work done. FeithDrive increases access to content and reduces productivity hurdles through the simplification of a user s input, edits and retrieval of information enterprise-wide. With collaboration tools, enhanced security, reporting, full-text searching and records management, this is an ideal internal tool to manage desktop and mobile content. Compared with network drive architectures, FeithDrive s enterprise file sync and share model will undoubtedly elevate user experiences with minimal additional training. Feith provides the sleekest and most substantial paradigm for document management, available today. A few places Feith shines: Department of Defense Certified Records Management Winning search, in both the contents of files and metadata Close integration with 365 Cloud, AD, SharePoint, and more Automatically sync content between file shares and FeithDrive Drag and Drop support, even in the browser Native desktop and mobile applications, for tight UI Excellent file versioning and change notification features Killer support for ediscovery and Case Management Minimal-to-zero effort to declare & categorize records Figure 2: FeithDrive Mobile Copyright 2017,, Inc. The text and ideas contained in this document are the 4

6 Full auditing of system access and modifications Subscribe to content and directories, to stay on top of things Notified to keep you productive Complete Workflow engine, to structure and automate tasks Figure 3 - Launching the Edit functionality of a document from within FeithDrive. Based on FeithDrive s sophisticated syncing capabilities with desktop and mobile devices, the access and control of both local and remote content can be seamlessly managed. Your content can be made available to designated employees anywhere you see fit with access from the FeithDrive app. Whether on your laptop in the conference room, desktop, or even cellphone, you ll be able to share, view, edit, and use documents in a natural way. Search, just like with an internet search engine, across all integrated information. Copyright 2017,, Inc. The text and ideas contained in this document are the 5

7 Users should be able to find the file they need. The FeithDrive search engine scans across both structured indexing values (metadata), linked legacy systems, as well as text inside of files. That means that users can search, very much like a simple Google search, across your data. Optionally, they can even search across text layers in files like PDFs, or in scanned text or pictures, using optical character recognition. Figure 4- Global full-text search, showing AND operation. When a user does a full-text search, he or she does not have to know the location or exact name of a file. The user can combine structured and unstructured terms to narrow down their search. For example, first the user may search for reports by a department and between a range of dates (that s the structured search). Then, getting too many results, the user could enter text that they know the desired file contains (the unstructured search). This combined search makes finding any file easy. Feith s full text search is invaluable in instances in which a user just needs to edit a file, or update it with new permissions, share it with someone else, setup a subscription, or leave a note. Finding files quickly ensures that your team can get back to work. Copyright 2017,, Inc. The text and ideas contained in this document are the 6

8 Once you ve found the files that fit your criteria, why not add them to a collection? Collections are a great way to store related files without moving them. User s find the files they need, right click in the browser, and press Add to Collection. Now those files are linked together in one place. What s the killer app? Imagine sending a collection of files to a workflow for review or approval for example in a legal discovery project. What are some more ideas? Let s chat about it. Working Together For simple collaboration, both documents and directories can have notes attached to them. When collaborating with other staff in FeithDrive, you can pass those electronic notes back and forth as you make new version of the document, or add new files to a project folder. How do I get someone s attention? Notify other users with links directly to files. Feith prides itself on making it easy to keep relevant communications about a project local to the project directory itself. Feith provides supplemental technologies to better manage incoming content; for example, to auto-categorize records and reduce document size in the repository. Feith has a number of these cartridges, or tools that help on content ingest. With proper analysis of your repository they will be tailored perfectly to your needs. Your users in the field will appreciate FeithDrive s support for working offline on laptops, tablets, or phones. This functionality can allow users to work remotely, and have their files synced when the device gets back on-line. This would prove a great advantage to your field workers when they are in locations that have poor connectivity. Copyright 2017,, Inc. The text and ideas contained in this document are the 7

9 Technical Aside: Deduplication Every object stored in Feith, has its own hash (digital fingerprint) so that, if changed, those changes may be recognized as a new version. For example, each and attachment have hashes generated on ingest, and those new hashes are compared to those of existing objects. If there is a match between an existing or attachment, a new object will not be created. This insures that there is only ever one copy of duplicate objects. s may have many designees, but in the Feith repository, the contents and attachments are only stored once, with pointers to a single copy. This functionality is supported for all file types, not just , and is available in all Feith clients. If a user wishes to modify one copy of a file that will become a new object or version, leaving the other locations pointing to the original version. Ad-hoc methods for capturing s are available as well allowing users to send s to the Feith repository, by dragging those s to FeithDrive (or you can sync them automatically). Using the same indexing and content capture methods, these s are stored in Feith and available for retrieval, discovery, or sharing across the enterprise. No matter what the capture method, Feith s Auto-Categorizer can assign a category to every file based on metadata or content. What do you do about high risk documents travelling around your organization? Feith s Watch-For technology allows you to notify managers about text with specific watch words, or words and phrases which shouldn t appear in company communications. For organizations with multiple SharePoint sites, you ll find Feith s answer complete. New content created across SharePoint sites will be captured automatically, and centralized into FeithDrive. There, files Copyright 2017,, Inc. The text and ideas contained in this document are the 8

10 will inherit categories from the directory hierarchy. These record categories will be propagated down from directories to subdirectories, and subdirectories to their contents. Essentially, child directories and files can automatically inherit their record categories according to their metadata and location. This behavior is selected from a user friendly drop-down menu. Our offering has gone through four iterations of the Department of Defense s certification process since 2002 and was chosen for perpetual certification for RM, Classified RM, and FOIA, with an additional certification for SharePoint integration. This is the highest level of certification an EDRMS system may achieve. Figure 5- Approving a set of documents for destruction, from right-click menu. Every record in Feith may be locked. This prevents the record from being changed. With permission, a new copy can be created, but the original will stay intact. Permissions surrounding access and management of those records is based on the ABAC model, facilitating fine-tuned permission structures. As part of Feith s discovery features, a secondary locking process can be invoked that establishes a legal hold on the record. Legal holds will supersede any of the retention and disposition rules, blocking those Copyright 2017,, Inc. The text and ideas contained in this document are the 9

11 documents from being destroyed. A file with a legal hold will remain locked until officially released by an administrator. Like all other events in a document or record s lifecycle, any activity related to the retention and disposition flow is recorded and reportable either in a dynamic dashboard or report. Does your team regularly find themselves working on multiple documents surrounding a single topic? That can be cumbersome, but Feith collections is here to the rescue, with multi-format rendering. Take any number of documents, regardless of their types, and combine them into one. Users won t have to switch between different programs when sharing exhibits created in combinations of Excel, Word, and PDF files. Just collect them, and export into a single standard type. In short, this will simplify work by organizing different types of content into single projects or topics. There is growing legal complexity surrounding the storage of Personally Identifying Information. You ll be glad to have Feith s redaction tools for removing just such information when needed. Feith s redaction tool may be configured to automatically redact (or even highlight) areas in one or many documents. Automated redaction may be based on a set position, or dynamically determined by content. Pattern matching can be defined for social security numbers, phone numbers, names, and other PII. While a redacted document is in the Feith system, access to redacted areas is based on permissions. Once exported, there is no way to intentionally or accidentally reveal the redacted data they re baked in to the document, with full pixel replacement. Custom templates may be configured to automatically redact text in formulaic documents, like invoices. Feith will also allow you to configure and select exemptions while redacting. Copyright 2017,, Inc. The text and ideas contained in this document are the 10

12 You ll appreciate the way Feith s flexibility gives you autonomy in your document management strategy, forgoing dependency on vendor staff to make updates and changes. Aside: Case Collections Feith supports advanced query techniques including Boolean operator searches (AND, OR, NOT), proximity searches, SOUNDEX, range, and Bayesian analysis. When relevant content is discovered, a case collection can be created. This process for case creation and management can be used for legal discovery, research, project review, policy management and financial reviews. Once a collection is opened and populated with content, the workflows can initiate reviews, approvals, distribution, publishing to a public reading venue, and other rule, role and time based activities, completely without external processing or programming. Moving into your new home Feith will hand you integration power tools, to connect to or migrate from just about any platform or application: Powerful APIs for web application integrations Tight database links for simple, easy-to-maintain integration Quick ingest, by dropping files in synced filesystem folders The Feith platform s flagship migration tool is FeithSync, which monitors directories, drives, or sites, and then uploads their contents into the Feith repository. New files or directories: When a new file is added to a volume, FeithSync uploads the file to the ECM system. When a new directory Copyright 2017,, Inc. The text and ideas contained in this document are the 11

13 is added to the volume, FeithSync creates a directory of the same name in Feith. Upon initial install, this process may need to run for a few days to pull down all of your repositories. (After the initial syncing, these legacy systems may be shut down, or may run in tandem with Feith.) Files modified: If legacy systems remain in use, Feith can watch for modifications to files on the legacy volume, and will upload the changes as a new revision, superseding the original, in Feith. Technical Aside: FeithSync As files change or are added to an originating system, FeithSync will add or update the documents in FeithDrive accordingly, providing a bidirectional sync. Users interact with synced files in FeithDrive just like they would any others. How does it work? FeithSync is a service that runs in the background and watches a directory on one or more volumes, network drives, or SharePoint sites. Files can be put on the synced volume by a person or even an external process. FeithSync checks and hashes the directories and files it finds on the volume, to determine which are new, modified, or deleted. FeithSync will then update or migrate the documents to the Feith system according to the changes it detects. File or directory deleted on volume: When a file on the volume is deleted, Feith can be configured to delete the file from the repository if it s not a record and is not on legal hold. Changes in FeithDrive: Changes made in FeithDrive can be propagated back to the legacy volume as well. This allows, for example, the ability to manage the records in your legacy network drives completely in place. Copyright 2017,, Inc. The text and ideas contained in this document are the 12

14 Restricted Files and Directories: Have any junk-filled working directories you don t want to store long-term? Set those directories to sync less frequently, such as once a week, or even never. Figure 6- Showing network drives that have been synced to FeithDrive, under the File Shares menu. Great ECM needs great Workflow Feith Workflow is an administrative tool used to design, maintain, and monitor workflows. What is a Workflow? A workflow is a series of tasks and routes that moves a work item a document or directory - through a set of defined business rules until the work is completed. Workflows follow a route or path that moves work from one task to another, defining how and why a work item arrives at a task. When a step in a business process requires user action, a workflow user logs into Copyright 2017,, Inc. The text and ideas contained in this document are the 13

15 FeithDrive and views their Work To Do. This informs the user of the work awaiting their attention. They ll process the item, and then mark it as complete to move it through the rest of the workflow. The work performed by the user is tailored to your needs. For example, the user may enter additional information for a document, review something for approval, or verify the presence and accuracy of a document and its information before it moves forward. Figure 7- A simple review and approval workflow. Once the workflow user or logic finishes processing the work, the work item is routed to the next task in the workflow, until it has passed through the entire set of processes. Once a workflow is designed, published, and in production, you can monitor it through the Workflow Manager. You can view how much Copyright 2017,, Inc. The text and ideas contained in this document are the 14

16 work is in each task, the status of each work item, the history of where the work item has been, route a work item to another task, remove holds, withdraw work items from the workflow, and so on. You may update the workflow design as needed to adapt it to the changing requirements of your business process. If a workflow is no longer needed, you may take it out of production while keeping the map structure in case you need it later. The user community can participate in all Process Automation activities using desktop and mobile devices. The common link for all users will be the FeithDrive interface where tasks can be completed, approved, rerouted, and so on. Coupled with legacy application integration and data sharing, workflow can be extremely powerful. Copyright 2017,, Inc. The text and ideas contained in this document are the 15

17 3.0 Business Profile, Inc. Founded by Don Feith in 1979, Feith Systems is a small business with a long history of developing and implementing EDRM solutions. Feith has helped organizations in government, military, the energy sector, finance, healthcare, manufacturing, construction, education, telecommunications, and general services operate more efficiently by providing the solutions they need to manage their records, content, and business processes. Feith leverages decades of experience in development, while utilizing today s best practices in agile and test-driven development to make high quality solutions for our customer community. Our disciplined planning, design, and implementation ensures that our EDRM solutions will be delivered with the highest quality and meet the most rigorous standards. Thank you As we hope to have conveyed, Feith is a unique company with a fantastic solution, for going on 40 years. Our experience allows us to provide the software and platform, design and deployment, training and adoption, for your organization to succeed. Between our high level of scalability and our flexible configuration options, the Feith platform is the way to ensure project longevity for your organization. We look forward to working with your team. Copyright 2017,, Inc. The text and ideas contained in this document are the 16