data archiving solutions by MaryJeanMenintigar


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| Data archiving and Document Management

Essential	Criteria	for	Selecting	a	Document	and	 Data	Archiving	Solution	for	Your	SAP	Landscape
Enterprise content management (ECM), as defined by AIIM (the international authority on ECM), includes “the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes.” By adopting an ECM approach to archiving SAP documents and data, organizations can get the most from their SAP systems. ECM solutions empower a comprehensive archiving strategy that can help companies improve customer service, generate process improvements, cut costs, meet compliance requirements, and reduce IT complexity. related to SAP transactions, as well as archived SAP data, in whatever ways — such as RAID arrays, storage area networks, and content addressed storage systems — best meet the needs of business and IT. 5. Come from a vendor that’s committed to the product, the industry, and its customer base. A software application is only as reliable as the vendor behind it. Many factors — corporate culture, solutions expertise, supplemental services, and technical support service-level agreements (SLAs) — affect an organization’s ability to implement, maintain, and evolve an ECM strategy that yields long-term benefits. It’s crucial for an organization to choose an experienced vendor.

Edward “Bud” Viancourt Director	of	Manufacturing	 &	SAP	Solutions Hyland	Software,	Inc.

eCM solutions empower a comprehensive archiving strategy that can help companies improve customer service, generate process improvements, cut costs, meet compliance requirements, and reduce IT complexity.

So How Do You Choose the Right eCM Solution?
When selecting an ECM solution to complement your SAP landscape, consider that it should: 1. Do more than display documents. In addition to automatically linking documents from SAP transactions, an ECM solution should retrieve related documents with the click of a button, display keywords, email documents, create virtual folders, and attach electronic sticky notes. 2. Maintain metadata that’s consistent with SAP values. An ECM solution should associate documents with metadata that provides information about the documents’ contents. It must maintain consistency with the organization’s SAP solutions not only when the document was first archived, but also when the SAP data is updated. 3. Manage information consistently across the enterprise. Sharing information across departments increases productivity, reduces the risk of error, and increases managers’ visibility. Whereas a point solution only addresses a single business process or department, a true ECM solution provides consistent and secure information management and storage across the enterprise. 4. Have a storage architecture that adapts to your business needs. A robust ECM solution can store documents

Introducing Hyland’s OnBase eCM Suite
The OnBase ECM suite from Hyland Software excels at each of these criteria. Drawing on Hyland’s 7 years of ECM experience, OnBase is an enterprise-class ECM product suite with core capabilities in document imaging, electronic document management, workflow, enterprise report management (ERM), and records management. OnBase links documents — such as orders, invoices, correspondence, or email — and processes that occur outside of the SAP solution to the appropriate SAP business objects. The solution also automates business processes that work in conjunction with SAP. For example, a vendor invoice can be automatically captured at its point of receipt. The metadata can then be extracted and used to update the SAP system to achieve a three-way match with no human interaction. Users access documents and processes from within SAP solutions by simply clicking on a paperclip icon. Documents and data that originate within the SAP solution can also be archived in OnBase to ensure that they are available to users and subject to consistent retention and security policies. For more information, please see Hyland’s white paper Managing and Preserving the Documents and Data that Drive SAP Processes, available at n


Reproduced with permission from the Apr n May n Jun 2008 issue of SAP Insider |

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