emc webinar presentation distribution

E-Discovery andDocument Management

for Electric Co-ops

April 23, 2009

Hosted by Snapping Shoals EMCand Harvest Technology Group

Agenda

Introductions What are E-Discovery and Document

Management and why are they important? What should you look for in a solution? Solution Demonstration Next Steps Questions and Answers

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Snapping Shoals EMC

Founded in 1936 Provide service to 74,000 residents Southeast Atlanta Fast growing district Headquarters in Covington, Ga Document Management user for 10 years

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Harvest Technology Group

Consulting services and technology Founded in 1999 Headquarters in Alpharetta, Ga Specialize in Document / Content

Management Clients include: Cobb County, Georgia

Lottery, and Snapping Shoals EMC

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E-Discovery

What is E-Discovery? Definition Occurs before trial Historically Technology = Change

Document / Content Management

What is Document / Content Management? Document Imaging (Capture) Document Archival (Store) Workflow (Retrieve and Use) A part of an E-Discovery Solution

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Changes to FRCP Must meet and confer Not all discoverable “Reasonably usable” Safe harbor

Impact of E-Discovery Policy on EMC’s

Impact of E-Discovery Policy on EMC’s

Why do we need a policy? Safe harbor Applies across the organizational chart Must exist BEFORE threat of litigation Cost shifting Good faith

Your policy should: Define storage & destruction of records Include legal hold policy Record is just in electronic format

Not so complicated! Do not include retention schedule An EDMS can help…

Impact of E-Discovery Policy on EMC’s

Customer Service – What? Improve response time Improve accuracy Self service of documents Auditing

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Impact of Document Management

Customer Service – Where? Applications for service Billing questions Work Orders Workflow

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Impact of Document Management

Finance NSF Checks

Time to process Reduced revenues

AP Procure to Pay Vendor Discounts “Perfect Purchase Orders” Routing and Approval

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Impact of Document Management

Human Resources Employee On/Off Boarding Benefits Management Compliance Training

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Impact of Document Management

GIS and Staking Plot specific documentation Work orders Integration Collaboration

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Impact of Document Management

Document Linking Tool

To get a list of documents click on the tool and then click on a

road.

If there are plans they will be listed

in a results window.

Double click on the plan to open the PDF.

Overall Process Benefits Improved efficiency – “Do More With

Less” Improve information access Improve auditing and reporting

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Impact of Document Management

Finding a Solution

Company Values Service Support Long Term Relationships

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Finding a Solution

Ease of Integration Drives usage NISC, SEDC or other Reduces learning curve Method

Scalability Multiple Locations Meets needs today and tomorrow

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Finding a Solution

Ease of Maintenance Who wears one hat? Who can afford a specialist? Upgrades

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Finding a Solution

Costs Goldilocks Approach Scalability

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Solution Demonstration

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Next Steps – or – How do I prepare my organization for E-discovery and Document Management?

Engage the Organization Look for places to help Build Support Engage Business Process Analysis

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Contact Us

Tera Ladner Records Retention Supervisor 678.729.8013 tladner@ssemc.com

John Riordan President 678.366.0030 x 2100 jriordan@harvesttg.com

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Questions and Answers

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