September 1, 2016, by Alan Swahn, Vice President of Marketing
When AI Foundry defined its Actionable Intelligence Management (AIM) solutions, we applied a full range of technologies to address all the phases in a document’s life. This resulted in our going beyond the Enterprise Content Management (ECM) or ECM plus Capture to provide a full solution suite that incorporates many of the traditional functions, including: Capture, Classification, Extraction, Business Process Management (BPM), ECM, Intelligent Search, Migration, and Archive. With these processes working hand-in-hand, the result is a powerful paradigm to extract intelligence from documents across the enterprise, as well as, maintaining, securing, storing, and retiring documents. To further describe this paradigm, we created the AIM Lifecycle (below), which is the topic for review today.
Document Capture and Analysis
The types of documents organizations want to collect and analyze is changing drastically. It used to be just paper documents that we scanned, but email, images, audio files, social media communications including LinkedIn posts, Tweets, Instagram, Facebook posts and faxes are equally important. And each of these needs to be understood so it is clear what to do with them. Intelligent analysis is required to make sure each is properly identified, handled, routed and stored.
Document Storage and Version Control
Once a document has been captured and analyzed, it needs to stored in a manner that is accessible in the future. It is also important that a single copy is stored and does not proliferate the repository with duplicate or near duplicate versions. This is the concept of versioning; a version is a completely different document, but needs to be referenced to the original.
Manage, Organize and Search
As organizations enterprise document stores grow, they need to be able to keep track of them, as well as curate them to remove old content. In order to properly manage these collections to keep them organized, a robust way to search across the different heterogeneous data stores is required.
Share and Collaborate
Storing data without making it available to key stakeholders is not taking full advantage of the Actionable Intelligence Lifecycle. While saving documents to meet regulatory requirements is necessary, the real power is giving access to the information to fully leverage their usefulness. For instance, saving customer onboarding documents to enable marketing teams to more easily facilitate future marketing campaigns based upon the existing material.
Insight, Metrics and Reporting
There are a number of ways to gain insight on the various documents that enterprises maintain. Leading-edge technologies can examine data stores to find relevant data and statistics that can power future growth and savings for organizations. Consolidated reporting across the enterprise ultimately provides more visibility as to the extent of the data and therefore how to better manage and access it.
Migrate and Archive
Every document, image, social media post ages over time and at some point it becomes less relevant. The challenge is determining what to keep, delete or archive. For documents that are important to the enterprise or need to be retained for regulatory or compliance purposes, moving them to a more controlled environment, maybe even in the Cloud for maximum access is an option. As such, it is always important to optimize the way that each document type is stored and make sure that they can be moved as business objectives dictate.
The Actionable Intelligence Lifecycle leverages the many technologies that companies apply to their large variety of documents and data stores. By linking these technologies and applying formal processes to them, organizations can start getting control over their documents, and extracting value from them.