White Papers

Currently there are the following iCognition White Papers available:

EDRMS Business Cases (short form and long form versions): This white paper conducts a comprehensive cost-benefit analysis of three implementation options for Electronic Document and Records Management Systems (EDRMS): Records Management, Business-specific, and Enterprise Information Implementations. There is a short form version for managers and executives, and a long form version for those who need detail. The paper outlines the business case for each option and determines in what circumstances each option would be considered. The EDRMS business cases are compared to a ‘Do Nothing’ option. In the example used in this analysis, of an organisation of 500 staff and using the assumptions detailed in this paper, a pure cost-benefit analysis approach shows the Enterprise Information implementation is ahead by an order of magnitude over the next best option. The Enterprise Information option further consolidates its lead when taking into account the non-quantifiable benefits. This must be tempered by the change management effort of transitioning the organisation to predominately EDRMS usage and limited access to other repositories, which can be significant. The results can also be influenced by key business drivers that can heavily influence the non-quantifiable benefits and justify other implementation options.

EDRMS Market in Australian Federal and State Governments: This report identified Electronic Document and Records Management System (EDRMS) products in use in the Australian Federal and State Government market in June 2015. It is a summary of a survey and report conducted for several clients, and includes high level findings and general analysis. It is offered as a general market indicator and does not claim to be comprehensive or up to date.

Microsoft SharePoint and Records Management Compliance: This White Paper discusses Microsoft SharePoint’s compliance to Australian Government legislative, accountability, and mandated records management requirements. The paper presents Government findings and concludes that SharePoint is not a recordkeeping system and must be configured to provide or extend certain recordkeeping features and functionality. It notes that care should be taken to avoid customising a SharePoint implementation to ensure ongoing product support and maintenance. The paper then discusses covering these records management gaps by using the HP Records Manager (HP RM) SharePoint Integration. Not only can this product ensure a SharePoint environment is compliant to Australian records management standards, it can reduce the total cost of ownership of Microsoft SharePoint (estimated at $49 per user per month) by controlling and managing the information within SharePoint using lifecycle management policies.

HPE Records/Content Manager SharePoint Integration Options discussion paper: This paper discusses the various HPE Records Manager/Content Manager (HPE RM/CM) integration options to Microsoft SharePoint provided by iCognition. Options include the Out-of-the-Box HPE RM/CM integration module, RM Workspace, RM SharePoint Connector and HPE ControlPoint.

Collaborative Workspaces for HP TRIM/RM - An Analysis of Two Options: This White Paper provides an analysis of two options for collaborative workspaces for Hewlett-Packard’s HP TRIM / HP Records Manager (HP RM) Electronic Document and Records Management System (EDRMS). These options are Microsoft SharePoint and iCognition RM Workspace. iCognition implements both RM Workspace and the HP TRIM / RM integration to SharePoint, and we recommend either solution based upon an analysis of business needs and overall requirements.

HP ControlPoint Business Case: Digital information in most organisations is distributed across multiple repositories. Only about 30% is of business value and 70% is redundant, trivial and obsolete information. To manage this, a strategy to implement ‘trusted sources’ of information underpinned by a digital recordkeeping platform is recommended. HP ControlPoint links to HP Records Manager to manage and control records across multiple repositories. It analyses the information environment, assesses the value of the information, controls records through policy, and harnesses the information for reuse. This white paper presents the business case and assesses the cost/benefit of HP ControlPoint.

Information Governance business case discussion papers: iCognition offers the following excellent papers published by Osterman Research, Information Governance Initiative, and the ESG Group:
- The True ROI of Information Governance, Osterman Research, February 2015: this paper explores the "information problem" many organisations are now facing. The paper presents a detailed discussion on how to calculate your current costs, as well as how to calculate an accurate estimate of the potential cost savings based on the adoption of an IG program.
- What does your information really cost? (and why you need to know now), Information Governance Initiative: this paper discusses the unique challenges of unstructured information and its growth. It also discusses the ten key factors that drive the cost of ownership of unstructured information, and what can increase or decrease those costs.
- The Cost of Managing Unstructured Data, Enterprise Strategy Group: this paper provides a measurement method for costing not only the acquisition cost of storing unstructured data, but the cost of managing it as well.