Transforming your enterprise archiving. Manage your business information with a secure, reliable cloud solution

Transcription

1 Tieto Digitalization Insight Journey Solutions Transforming your enterprise archiving Manage your business information with a secure, reliable cloud solution 1

2 Contents Digitalization changes archiving....3 Efficient information management is a must....4 New efficiency through archiving in the cloud....5 Tieto Archiving as a Service Archive anything Plugs into many popular applications Adapts to your needs Analytics helps you find new business Opens up your information for better customer experience Optional content migration included Easy to use Full-service, compliant delivery and maintenance Easy pricing model at always right price How we have helped others....8 Why Tieto....9 How can I get started?....9 About Tieto...9 2

3 Digitalization changes archiving The entire concept of archiving and its uses are in the middle of a profound change as the economy and businesses are becoming increasingly digital. Gartner predicts that by 2018, 50% of organizations will give up on managing data growth and will redirect funds to improve classification and analytics. You should be prepared for these four megatrends: Even though paper archives easily reached dozens of kilometres of shelf space in the old document storage days, the amount of information contained in archives was nevertheless relatively small. In today s digital world, the volume of information is tens of thousands times more just think about how much data smart electricity meters or a big bank s transactions create every day Digital business strategies require information to be created, accessed, delivered and used in more contextual and personalized ways Consumerization is transforming what users expect from applications and how we deliver them Cloud and mobile are creating an expectation of anywhere, anytime access and transforming how we engage with customers and employees Data and content blurring leads to the requirement for common storage, rapid renditions, need for structuring and analysing the unstructured. Archiving is rapidly evolving from passive document storage for compliance into an actively used information repository. Although removed from active business applications, archived information is still continuously tapped into them for business continuity. Where archives were once used through searches performed by the organization s personnel, they will be actively analysed with content and data analytics solutions in the future. To some extent, they are even opened up for external parties such as customers or consumers. Instead of having to meet regional, national or industry compliance requirements, archives now also need to take into account the EU dimension with its data protection and privacy regulations. For speed of deployment and cost reduction, archiving is shifting from customized IT solutions and dedicated service to standardized solutions delivered as a service from the cloud. 3

4 Efficient information management is a must Content will become the key to a successful business transformation. Typical archiving systems, however, are siloed point solutions with only simplistic functionality. That s why you should move to an enterprise archive that will be able to collect large volumes of multiple types of information from multiple sources and enable rapid access at any time with any device, plus information analysis and exploitation. Even inactive or infrequently used information should be easily available and efficiently usable to Meet regulatory requirements Improve active business applications performance and operational efficiency Improve the control and visibility of information Save costs Find opportunities for new business As important as information retention is the timely disposal of information that is no longer needed. It does not make sense to have an exponentially growing archive where the gradually increasing amount of irrelevant data hampers its performance and increases costs. Defined retention periods and disposal rules will get you out of the save-everything-forever mode. 4

5 New efficiency through archiving in the cloud Tieto Archiving is a cloud solution for the storing, managing and sharing of your business information. It helps you off-load your active systems and even bring your legacy data back to life while cutting your daily operational costs. Effective retention and disposal rules make lifecycle management easy but reliable. Tieto Archiving scales up to billions of documents and other data items and gives a good backbone for information sharing to your customers, partners and employees. You can combine all enterprise archiving needs to one secure, centrally managed and highly versatile Tieto Archiving cloud solution. Tieto Archiving as a Service Tieto Archiving is a unified archive that supports all archiving methods your organization might need. Active or Live archiving is for material you might need to update but is not sensible to have in your active system. Static archiving is for material you should not update. Permanent archiving is for material that should be permanently stored and is unchangeable. Additional modules exist for customized needs, such as contract archiving, connections to bespoke systems and solutions for national government standards, such as NOARK (Norway), RA-FS (Sweden) and Sähke2 (Finland). Tieto s archiving solutions are based on worldclass technologies, with EMC s InfoArchive and Documentum products as important components. Tieto Archiving as a Service scope Business Drivers Regulatory & control requirements Application performance & cost savings Transformation & end-of-life solutions New Business Tieto Archiving as a Service components Active / Live Archiving For material you need to update Static Archiving For material you should not update Permanent Archiving For permanent and unchangeable material Special applications Contracts Sharepoint SAP National compliance 5

6 Archive anything Tieto Archiving as a service is not limited by the type of information. Besides documents, it handles events and data, directly from a database. It accepts any format, be it documents, audio, video, XML, databases or even complete data systems, applications or websites that have reached their end of life. Rendering tools are available for a variety of file formats to create the recommended archive format PDF/A for documents or to anticipate the event of some formats becoming obsolete during long-term storage. Tieto Archiving also includes industry-specific adapters, for example for accounting, smart utilities and finance transactions. These integration modules allow archiving without leaving the native application, making the use of Tieto Archiving invisible to the user. For example, working with the archive is possible through the familiar ERP user interface. External users Employees Enterprise Archive Classification and enrichment Data Reports Documents Records Logs Plugs into many popular applications Unlike many other archiving solutions on the market, Tieto Archiving comes with connectors to a large number of commonly used, world- class applications as standard. These include EMC Documentum SharePoint FileShare SQL database eroom XML Microsoft Excel Lotus Notes Microsoft Outlook Alfresco FirstDoc Printstream AFP and many other In case the ready-made plugins do not cover your needs, new plugins can be created quickly. Adapts to your needs Not only does Tieto Archiving prevent the accidental use of old information in day-today use, it also allows setting disposal rules through metadata configuration to comply with data removal requirements. This metadata is modifiable, which is useful, for example, in situations where regulated retention times change. New source systems can be easily added as your needs evolve. And because the service is delivered from the cloud, you never need to worry about scalability. Tieto Archiving has practically unlimited capacity for your needs. Analytics helps you find new business The system s advanced analytics capabilities enable you to find opportunities within your archived information for extracting more revenue from pockets that otherwise would go unnoticed. Similarly, analytics may reveal customer behaviour patterns from your collected data that create totally new business opportunities. Opens up your information for better customer experience The robust and configurable access permissions allow you to open up your stored information to your customers. Insurance 6

7 customers can view their policies, claims and invoices, utility customers can see their usage patterns, forest owners can get an accurate view of their current status with the fibre buyer. Allowing customers access to your archives contributes to a better customer experience, one of the top factors that creates competitive advantage in today s digitalized world. Optional content migration included If you have not set up an archiving system, or if you are using on-premise point solutions, Tieto offers a content migration service for consolidating your information. You can start archiving on a day-to-day basis, or, in the case of using another archiving solution or having loads of archivable information in the active business application, migrate your existing data to Tieto Archiving cloud. The content migration service is based on standardized products and services, saving time and money in comparison with traditional migration projects. The service includes mapping archive metadata, integration and migration scripting, development, testing and deployment. During the project, your existing data is analysed to determine if it needs enriching before migration. After the migration, information is archived on an ongoing basis according to preconfigured rules. Typically for simple and standardized information, the migration takes only 14 to 30 days, and thanks to the standardized procedure, saves you up to 40% of the project cost. Easy to use Because Tieto Archiving is a cloud solution, users simply need a browser to use it. The service includes its own user interface, but if you are using it as part of another system, it includes open interfaces for easy connectivity to your existing system. Full-service, compliant delivery and maintenance The delivery model of Tieto Archiving includes the entire process from planning to service use. At the planning stage, the data model, ingestion process, interfaces, integrations and Service Level Agreement are determined. Deployment includes service ramp-up from cloud, integration, optionally migration, and the training of your personnel. When the service is in use, Tieto Service Channel is available for support. The service is delivered by Tieto from India, and if you need to comply with the EU data protection rules, from the Czech Republic. The primary datacenters are located in Finland and Sweden, supported by additional datacenters in Norway, the US (Atlanta) and Singapore. Easy pricing model at always right price Tieto Archiving has a simple, transparent and predictable pricing structure. You only pay a monthly fee that scales to your actual use. The fee includes everything needed to run the solution: Archiving application Supporting infrastructure and storage Application and infrastructure maintenance All licenses for the archiving infrastructure and the application Service requests in Tieto Service Channel Standard service reports Depending on the selected archiving components, pricing can be based on the total data volume and/or the number of end users. You can also select from different service levels with 99.5% or 99% availability and support options from 8 hours/5 days a week or the always available 24/7 model. 7

8 How we have helped others A large forest industry company maintained several disparate archiving systems, all of which were approaching their end-of-life. The company was looking for a solution that could replace and consolidate the old applications into one group-wide archiving platform while ensuring regulatory compliance. At the same time, the company was looking to lower its archiving maintenance costs combined with better control over its IT spending. After careful evaluation of options, the company chose Tieto s Archiving as a Service solution. In addition to consolidating the information from the old systems and setting up the platform delivered from the cloud, Tieto provides outsourced monitoring and management of the archiving infrastructure. The result for the company is a consolidated, future-proof and regulatorily compliant document archive. Thanks to the scalability of the service, new source systems to migrate or start archiving into the enterprise archive can be added continuously, and their archive system and maintenance costs are cut down. The new system integrates seamlessly into business applications, reducing user labour and mitigating the risk of errors in manual information management. Befittingly, Tieto is using the archiving service as well. We started to build up the enterprise archive from HR information, and currently our employees are able to find their HR related documents from the archive. Working towards a full-scale enterprise archive continues with other sources, such as ERP. 8

9 Why Tieto Tieto Archiving consolidates archives and end-of-life systems into one servicebased solution. It complies with all internal and external requirements. All your enterprise information is findable from a single source, and the solution improves both the management of your information and the management of storage space by automatically disposing of irrelevant information. Because Tieto Archiving is provided as a service and implemented using highly standardized procedures, your cost will be significantly lower than in the case of an on-premise solution. No upfront investment in licences Pay-as-you-go based on volume Service levels (SLA) based on your needs How can I get started? To help you get started, Tieto offers consulting services to map out your needs and create a plan on what would be the best way to go forward. Make use of the Start Packages: Archiving current state analysis and needs mapping Target state & roadmap Economic value analysis (financial calculations for enterprise archiving) Prerequisites for electronic long-term archiving in public sector System map About Tieto Tieto aims to capture the significant opportunities of the data-driven world and turn them into lifelong value for people, business and society. We aim to be customers first choice for business renewal by combining our software and services capabilities with a strong drive for co-innovation and ecosystems. 9